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Small Agency Services Bulletin April 2017

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April 2017

Important Dates Important Messages Small Agency Financial Services News Travel Tips Contact Us

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Important Dates

Apr. 25

  • Due date for agencies that file monthly state Department of Revenue (DOR) Use Tax.

Apr. 30

  • Performance measure actuals for quarter ending March 31, 2017 are due.
  • Be sure any furniture purchases through Correctional Industries (CI) are made by this date. Orders must be received by June 30 to meet the fiscal year-end deadline.

May 1

  • Due date for agencies that file quarterly state DOR Use Tax.

May 5

  • April invoices and travel reimbursement requests are due to DES Accounts Payable for them to reflect in your agency's monthly financial statements.

May 31

  • "Accounting Close" and "Budget Allotments" Workshop at DES, 1500 Jefferson Street, Olympia (Room 1213)
  • Be sure furniture purchases through vendors are made by this date and orders are received by June 30 to meet the fiscal year-end deadline.

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Important Messages

Join us for the "Fiscal Year/Biennium Accounting Close" and "2017-19 Biennial Budget Allotments" workshop

The first part of the workshop covers all you need to know about the fiscal year/biennium close. It is important that each agency account for all expenses at the end of the fiscal year/biennium. This ensures your agency does not go over budget, and financial records are accurate.

We'll cover:

  • Important dates and deadlines
  • How to identify expenses that need accrued or encumbered
  • What are overspends and how to avoid them

The second half of the workshop will cover 2017-19 biennium allotments (developing your spending plan for the new biennium).

We'll let you know:

  • What to expect from us
  • What timelines we need to follow
  • The kinds of information we need you to share to ensure the most accurate plan possible.

We'll talk about:

  • Fixed and discretionary costs
  • Where we get the control totals we use
  • Tracking expenses and chart of accounts changes

A question and answer period will follow each session. If you have specific questions or topics you would like to see covered, please email Gwen McClanahan.

The workshop will be held at DES 1500 Jefferson Street Building, Presentation Room 1213. Directions and parking.

Time to think about the end of the fiscal year

The end of the fiscal year is not far away. To be prepared, please consider the following:

  • Review the DES Fiscal Year Closing Instructions.
  • All fiscal year 2017 travel reimbursement requests should be submitted within one month after travel.
  • All purchases of goods and services must be received (in possession) by June 30, 2017 to be posted to fiscal year 2017.

Time to think about the 2017-19 biennial budget allotments

Here are some things to think about when planning your agency's 2017-19 spending plan:

  • Will your agency have any employees retiring and thus resulting in large annual leave and sick leave buyout expenditures?
  • Does your building's lease expire soon, and will your lease expenses increase? Or, will you need to move?
  • Identify your discretionary expenditures (contracts, training, printing, subscriptions, and travel).

Public Service Recognition Week event (May 7-13)

We are pleased to invite you to a Public Service Recognition Week event on May 10 in Olympia. One of the goals of Public Service Recognition week is to highlight the services our public servants provide to Washingtonians. Approximately 2,000 people attend the event, which includes a free lunch and over 50 booths hosted by state agencies, private-sector vendors and local charities.

Date: Wednesday, May 10, 2017
Time: 11 a.m. to 1 p.m.
Location: Capitol Campus East Plaza Lawn, across the street from Tivoli Fountain

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Small Agency Financial Services News

DES SAFS and Risk Management partner to present successful Risk Assessment Workshop

Attendees gained a deeper understanding of the risk management process at our workshop on April 4. A brainstorming/ranking exercise really brought this workshop to the next level. Special thanks to Jean Jelinek, DES Loss Prevention Section Manager, for sharing her knowledge and providing such an interactive workshop.

Visit our Workshop webpage for the workshop presentation and sample risk register. The sample risk register shows the risks identified in the workshop, the average voting score for each risk, and how those risks were prioritized (Likelihood x Severity/Impact).

Help us update our small agency communications distribution list (DL)

Our Outlook distribution list called DES dl SACS Agencies helps us notify/communicate with our customer agencies. It's time to update this list. Please contact Gwen McClanahan and let us know:

  • If you have been receiving email notices and wish to be removed from the list.
  • If there is another contact at your agency that you wish to add to the list.

DES Payroll statistics for March 2017

  • 19 New Hires/Rehires
  • 6 Transfer In/Transfer Outs
  • 10 Separations
  • 3 Walk Throughs
  • 0 Overpayments

DES Accounts Payable statistics for March 2017

  • A total of 1,934 payments were processed.
  • 1,774 non-travel invoices paid.
  • 160 travel reimbursements for employees and board members/commissioners paid.
  • 14 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 79 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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Travel Tips

Travel purchased for July 1 and after will be recognized in Fiscal Year 2018 expenditures, even if it is purchased before June 30.

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Contact Us

If you have suggestions or feedback about the Small Agency Services Bulletin, please send your comments to SmallAgencyBulletin@des.wa.gov.

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