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Small Agency Services Bulletin August 2017

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August 2017

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

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Important Dates

September 1

  • Phase 2 CAFR Close. Please note that during year-end close, payment batch processing may be delayed. Contact DES Accounts Payable if there are any items that require priority processing to ensure batches are paid on time.
  • Phase 2 state disclosure forms are due to OFM (capital assets, inventory, lease, liabilities etc.). Your DES Budget Analyst will work with you prior to Sept. 1 to prepare and submit these forms in the system.

September 8

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

September 13

  • The signed State Disclosure Certification is due. Your DES budget analyst will require your agency's signature on the certification a week before the due date. Please notify us if you will be unavailable during this time.

October 1

  • New travel reimbursement rates for per diem and lodging go into effect.

October 9

  • Supplemental budget requests are due to the Office of Financial Management (OFM) on Monday, October 9, 2017. Your DES budget analyst will need your decision packages by late September.

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Important Messages

Follow up communication to Small Agencies concerning the budget

For the 17-19 biennium, both small agency HR and Financial services were transferred to the Office of Financial Management (OFM). OFM and DES are having discussions about OFM contracting with DES to provide HR and Finance services to the small agencies.

What to include in supplemental budget requests due to OFM on Oct. 9

Supplemental budget requests are due to the Office of Financial Management (OFM) on Monday, October 9, 2017. Your DES budget analyst will need your decision packages by late September.

Submittals should focus on the following types of budget revisions:

  • Non-discretionary changes in legally-mandated caseloads or workloads.
  • Necessary technical corrections to the currently enacted budgets.
  • Additional federal or private/local funding expected to be received for the remainder of the biennium. Federal or private/local monies not likely to be approved through the unanticipated receipt process prior to December 19, 2017, should be included as part of the supplemental budget request using expenditure authority types 2, 7 or 8, as appropriate. (Note: The unanticipated receipt process is suspended during the legislative session.)
  • Only the highest priority policy enhancements or resource reprogramming operating and transportation budget proposals, consistent with Governor Inslee's priority goals.
  • Highest priority capital budget projects needed in addition to the enacted reappropriation-only capital budget.

Statewide Master Contracts makes it easy for state agencies

Statewide master contracts for goods and services are designed to make it easier for state agencies, local and tribal governments, public school districts and colleges, and nonprofit organizations throughout Washington to focus on their missions. The statewide contracts have met state requirements for competitive bidding and other procurement laws, reducing risk and streamlining the purchasing process for agencies. There are more than 1,500 vendors supplying goods and services through master contracts.

Learn more about current contracts, use the contract search tool, see contracts with diverse businesses, and much more.

Updated SAAM Chapter 20 Defines Internal Control Officer Role

OFM released an update to SAAM Chapter 20 - Internal Control and Auditing - that describes the role of the internal control officer. This chapter provides agency directors, managers, internal control officers, internal auditors, and all other employees, with a background in and approach to establishing and maintaining an effective system of internal control and internal audit so as to reasonably assure that they are meeting their respective objectives.

Here are a few of the items covered in SAAM:

  • The internal control officer (ICO) is responsible for coordinating the agency-wide effort of evaluating internal control.
  • Internal control includes risk assessments and monitoring, and improving control activities.
  • The ICO annually provides written assurance to the agency head as required in Subsection 20.15.30.
  • If the process uncovers internal control weaknesses or if prior weaknesses still exist, they should be documented and addressed in a timely manner.

For additional information contact Don Charlton at OFM (360) 725-0200.

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Small Agency Financial Services News

DES to Host Payroll Workshop

DES is planning on hosting a Payroll Workshop in October. Here are some of the topics we'll cover at the workshop:

  • Standardizing timesheets
  • Contacts: Who does what in Payroll & HR
  • Transfer In/Out vs. Appointment Changes
  • Leave: Leave Without Pay (LWOP), Annual Leave, Sick Leave Timeliness
  • Holiday Pay and LWOP
  • Supervisor Training: ESS PowerPoint Roles and Responsibilities

The presentation will last an hour and a half and have time for answering specific questions. Invitees are encouraged to email questions in advance so we can research and get you the most accurate information. If you have any specific questions or topics you would like to see covered, please email Gwen McClanahan. Watch for your invitation to the workshop!

Helpful Hints for Requesting a Statewide Vendor Number for a Board/Commission Members

Reimbursements to board/committee/commission members are generally non-reportable. This means that they will not receive a 1099Misc at calendar year end. To ensure that the person is classified as a board/committee member, indicate it on the Form W-9.

w-9 instruction screenshot

Many small agencies work with the WaTech Statewide Payee Desk on behalf of their board/commission members or employees. To ensure that the Statewide Payee Desk knows what agency the individual applying for a statewide vendor number is associated with, enter you agency number on the Statewide Payee Registration.

Statewide Payee Registration form screenshot

Lastly, fax all forms to (360) 664-3363 or mail to the Statewide Payee Desk, PO Box 41450, Olympia, WA 98504-1450.

Updated Director's Manual and Executive Assistant's Manual

DES SAFS has updated the Agency Director's Manual. This manual is intended to be a high level reference guide.

DES SAFS has also updated the Executive Assistant's Manual that includes an overview of processes, forms with links to instructions, and blank forms.

These manuals are located on our Small Agency Financial Services website on the right hand side under "References."

DES Payroll statistics for July 2017

  • 21 New Hires/Rehires
  • 3 Transfer In/Transfer Outs
  • 12 Separations
  • 1 Walk Throughs
  • 2 Overpayments

DES Accounts Payable statistics for July 2017

  • A total of 1,643 payments were processed.
  • 1,532 non-travel invoices paid.
  • 111 travel reimbursements for employees and board members/commissioners paid.
  • 22 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 96 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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Travel and Expense Management System (TEMS) Quick Tips

TEMS is the system that state agencies use to manage travel reimbursement requests. Once a user is authorized by their agency administrator, they can complete and submit a travel reimbursement request directly through the system for processing. TEMS automatically forwards the request to the supervisor responsible for approval, then on to the fiscal office for review and payment.

Here are some quick tips on how to:

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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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