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Small Agency Services Bulletin - April 2019

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April 2019

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

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Important Dates

Apr 30

  • Performance measure actuals for quarter ending March 31 are due.
  • Quarterly Department of Revenue (DOR) Use Tax Filing due.

May 7

  • To reflect in your agency's monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.

May 31

  • Place orders for furniture purchases through vendors other than (CI) so that orders are received by June 30.

June 5

June 18

  • Place orders for delivery from contracted vendors so that items are received by June 30.

June 25

  • Donations for shared leave are due.

June 28

  • Replenish petty cash per SAAM.
  • Obtain list of assets in the Capital Asset Management System (CAMS). If needed, complete a physical inventory.
  • Use compensatory time. The remaining balance will be cashed out on the July 10 paycheck (represented employees only).

June 30

  • All services must be rendered and tangible goods must be received.

July 2

  • Deadline to send cost coding updates to payroll for FY20 (July 25 payroll).

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Important Messages

Public Service Recognition Week event (May 5-11)

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

  • Olympia – East Plaza Lawn across from the Capitol – Wednesday, May 8 from 11 a.m. - 1 p.m. – Complimentary hot dogs, chips and coffee along with vendor booths and entertainment.
  • Tri-Cities – Southridge Sports Complex in Kennewick, 2901 Southridge Blvd, Kennewick – Thursday, May 9 from 5:30 p.m. – 7:00 p.m. – Complimentary hamburgers, hotdogs and fountain drinks, door prizes and a bounce house. The Gesa carousel will be open for rides from 5:45 p.m. - 6:45 p.m.

Printing and Imaging program helps customers find the highest quality for the best value

Enterprise Services Printing and Imaging provides a broad range of print, communication and consultation services to state, local and tribal governments, and qualified non-profit organizations. Printing and Imaging's knowledgeable Customer Service Representatives consult with customers to help find the highest quality work for the best price. Learn more about Printing and Imaging, or contact a Customer Service Representative at (360) 664-4343.

Time to think about the end of the fiscal year

  • Review the DES Fiscal Year Closing Instructions.
  • All fiscal year 2019 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, 2019 to be posted to fiscal year 2019.

Time to think about the 2019-2021 biennial budget allotments

  • 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?

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Small Agency Financial Services News

Join us for the "Fiscal Year/Biennium Accounting Close" and "2019-21 Budget Allotments" workshop.

New Location: Helen Sommers Building106 11th Avenue (rooms G015B & G015C) in Olympia.

Time: 2:00-3:30 p.m.

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

  • Important dates and deadlines (outlook upload attached)
  • How to identify expenses that need accrued
  • How to separate invoices by fiscal year

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

  • Accounting for Capital Assets and Small and Attractive Assets
  • Completing required disclosure forms
  • Allotment Process
  • What to expect from us
  • What we need from you
  • Timeline of budget due dates
  • FY20 supplemental budget info

If you have specific questions or topics you would like to see covered, please email APquestions.safs@des.wa.gov.

DES Payroll statistics for Mar. 2019

  • 13 New Hires/Rehires
  • 2 Transfer In/Transfer Outs
  • 9 Separations
  • 0 Walk Throughs
  • 1 Overpayments

DES Accounts Payable statistics for Mar. 2019

  • 2,155 payments ($3,835,931) were processed.
  • 1,954 non-travel invoices ($3,786,495) processed.
  • 201 travel and other reimbursements for employees and board members/commissioners ($49,436) processed.
  • 16.5 percent of the non-travel invoices ($514,844) were paid using delegated authority letters provided by agencies.
  • 80 percent of the travel and other 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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