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Small Agency Services Bulletin - April 2018

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April 2018

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

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Important Dates

April 25

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

April 30

  • Place orders for furniture purchases through Correctional Industries (CI) so that orders are received by June 30.
  • Performance measure actuals for quarter ending March 31 are due to OFM.

April 25

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

April 30

  • Place orders for furniture purchases through Correctional Industries (CI) so that orders are received by June 30.
  • Performance measure actuals for quarter ending March 31 are due.

May 7

  • Financial statement data deadline – all invoices and travel reimbursement requests due to Accounts Payable.

May 18

  • Updates to 2019-21 Compensation Data is due to OFM.

May 30

  • 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.

June 6

  • "Year-End Accounting Close" and "Biennial Budget Build" Workshop at Department of Enterprise Services, 1500 Jefferson Street, Olympia (Room 2208) from 2:30-4 p.m.

June 13

  • Office of Financial Management (OFM) will be hosting “Rate Day” in the Columbia Room in the Legislative Building 2-4 p.m.

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Important Messages

Public Service Recognition Week event (May 6-12)

We are pleased to invite you to a Public Service Recognition Week event on May 9 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.

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:

  • All fiscal year 2018 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, 2018 to be posted to fiscal year 2018.

Time to think about the 2019-2021 biennial budget

Here are some things to think about to when planning your agency's 2019-2021 biennial budget:

  • 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?
  • Your Enterprise Services budget analyst will meet with you about the 2019-2021 budget soon. Please start thinking about potential budget requests or budget corrections to include in the submittal. Some common packages include mandatory caseload/workload adjustments, merit systems increments, retirement buyout costs, transfers between program/funds/agencies/years, lease changes or website updates.
  • In January 2018 your agency's Compensation Impact Model (CIM) was submitted. If there are any changes in positions, changes in staff, or retirements that were not submitted in the CIM model in January, please let your Enterprise Services budget analyst know. There is another opportunity in May to update the model a final time. The updated model is due May 18.

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Small Agency Financial Services News

DES SAFS will present our "Fiscal Year-End" and "2019-21 Biennial Budget Build" workshop June 6 from 2:30-4 p.m.

Watch for your invite!

New features! Interactive workshop! OFM Budget staff!

Our workshop will cover all you need to know about the fiscal year-end close such as:

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

We'll also help you prepare for the 2019-21 biennium by covering:

  • The basic budget process
  • What to expect from us
  • What we need from you
  • Timeline of budget due dates
  • What makes a good decision package

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

DES Payroll statistics for March 2018

  • 29 New Hires/Rehires
  • 7 Transfer Ins/Transfer Outs
  • 20 Separations
  • 1 Walk Through
  • 1 Overpayment

DES Accounts Payable statistics for March 2018

  • A total of 1,901 payments were processed.
  • 1,672 non-travel invoices paid.
  • 229 travel reimbursements for employees and board members/commissioners paid.
  • 16 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

Fiscal year end is coming! Now is a good time to start tying up loose ends.

  • Travel requests pending reimbursement? Get those requests submitted!
  • New commissioners or board members? Fill out and submit a statewide vendor form before they travel, so they can be paid in a timely manner upon return!
  • Travelers without a TEMS profile? Sign up here: TEMS Access Request Form

As always, if you have any questions regarding travel: call SAFS AP at (360) 407-8183 or email travel.safs@des.wa.gov.

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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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