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Small Agency Services Bulletin February 2017

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February 2017

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

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Important Dates

Feb. 27

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

Mar. 7

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

Mar. 27

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

Apr. 4

  • DES SAFS Risk Assessment Workshop (1:30 to 3 p.m. at 1500 Jefferson, Olympia – Presentation Room 1213).

Apr. 7

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

 

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Important Messages

DES plans to distribute two separate rebates in March

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.

  • The additional rebates from US Bank/Visa Purchasing Card for 2016 purchasing volume are based on Incentive No. 4 of the US Bank/Visa Purchasing Card contract 00612.  
  • The additional rebates from US Bank/Voyager Fleet Card for 2016 purchasing volume are based on Incentive No. 3 of the US Bank/Voyager Fleet Card contract 00612.

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

WaTech Statewide Payee Desk – Did you know?

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:

  • If the commission/board member receives a paycheck from the agency and has an employee ID number, they do not need a statewide vendor number.
  • If the commission/board member is a volunteer and only receives travel reimbursements, they need a statewide vendor number so that they can be reimbursed for their travel expenses.

Questions?

DES Office of Risk Management (ORM) – Did you know? – April Workshop

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:

  • Define risk
  • Learn about categories of risk
  • Identify specific risks to your agency
  • Bring your agency's strategic plan
  • Receive templates of a risk register and policy 

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Small Agency Financial Services News

DES SAFS customer survey

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!

DES Accounts Payable statistics for January 2017

  • A total of 1,808 payments were processed.
  • 1,740 non-travel invoices paid.
  • 68 travel reimbursements for employees and board members/commissioners paid.
  • 20 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 92 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS).

DES Payroll statistics for January 2017

  • 19 New Hires/Rehires
  • 9 Transfer In/Transfer Outs
  • 13 Separations
  • 3 Walk Throughs
  • 1 Overpayment

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Travel Tips

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.

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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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