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Please send your feedback about the Department of Enterprise Services' (DES) Small Agency Financial Services (SAFS). Your feedback helps us improve and better meet your needs. Finance welcomes your feedback at any time.
DES wishes to thank those of you who use the state's purchasing and fleet card master contacts. By working together, we are able to best leverage available rebates based on the US Bank/Voyager Fleet Card as well as the US Bank/Visa Purchasing Card. DES is sharing these additional rebates with entities who participated by using these contracts.
DES plans to distribute the rebates in March.
Both rebates are based on spend volume. Washington qualified for the additional incentive programs based on 2016 spending after enough states and public entities joined the multi-state purchasing card programs. We reached these benchmarks through DES' efforts in recruiting both other states and nonparticipating entities within Washington to utilize the contracts – an effort DES is continuing.
If your agency qualifies for a rebate and your agency receives small agency financial services for budget and revenue management, DES will deposit the rebate on behalf of your agency. Each agency's assigned DES financial consultant will incorporate the rebate into your next monthly financial status report
To receive payment for services or products provided to a state agency, a vendor must register with the Statewide Payee Desk.
To register with the Statewide Payee Desk and receive a statewide vendor number, the vendor must complete the Statewide Payee Registration form AND Form W-9 from the IRS. Periodically the forms are updated, so be sure to hand out the most recent forms from the website. The vendor should send the forms directly to the Statewide Payee Desk for processing.
A new commissioner or board member may or may not need to get a statewide vendor number. Use the following guidelines to determine if they need a statewide vendor number:
The Office of Risk Management (ORM) administers the Self-Insurance Liability Program. This program investigates, processes, and adjudicates all tort and sundry claims filed against Washington state agencies. ORM also manages risk financing (including commercial insurance), provides loss prevention services, and administers the loss prevention review team program. In addition, it provides oversight of joint self-insured local government property/liability programs and individual or joint self-insured local government employee health and welfare benefit programs.
Enterprise Risk Management (ERM) is a rigorous approach to assessing and addressing risks from all sources that threaten the achievement of an organization's strategic objectives. ERM treats managing risk holistically and strategically.
ORM helps agencies using ERM. ORM is committed to assisting agencies understand and apply ERM through ongoing training, information and resources.
Please join us for a Risk Assessment Workshop - Tuesday, April 4 (1:30 to 3 p.m. at 1500 Jefferson, Olympia – Presentation Room 1213). Featured activities at the workshop include:
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The 2nd annual customer survey went out Feb. 7.
Feedback from last year's customer survey lead to the SAFS Accounts Payable's new team-oriented dynamic, cross training between work units ensuring more seamless service, group customer service training, and increased communications internally and externally.
Information and results from this year's survey will be gathered and analyzed soon to assist us with improving service quality.
Thank you for completing our customer service survey and remember that we always welcome your feedback!
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Travel reimbursement is a complicated issue. The Small Agency Services Bulletin regularly highlights travel rules listed in the Office of Financial Management's State Administrative and Accounting Manual.
When claiming exceptions to the maximum allowable lodging rates as stated in SAAM 10.30.20.d include the written approval for the exception, signed by the agency head or authorized designee, as part of the payment document. Also provide an explanation describing why an exception was necessary. Even though there is a comment box that pops up in the state's Travel and Expense Management System (TEMS) that needs to be filled, a separate written approval is required.
Meetings: State gatherings must be held in government facilities unless properly justified SAAM 10.10.55.
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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