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Small Agency Services Bulletin - January 2018

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January 2018

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

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Important Dates

Jan. 31

  • Updated compensation data (CIM) for 2019-21 biennium due.
  • Due date for agencies that file quarterly and annual DOR Use Tax.
  • Sick leave buyout options are due back to Enterprise Services payroll. If employees opt for sick leave buyout, it will be in the Feb. 10 paychecks.

Feb. 7

  • DES SAFS Combined One Washington (OneWa) and Website Services Workshop
  • December financial statement data deadline – all invoices and travel reimbursement requests due to Accounts Payable.

Feb. 25

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

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Important Messages

Procurement training and development

DES oversees the Washington State Training and Certification Program for the procurement of goods and services, as directed by Revised Code of Washington (RCW) chapter 39.26.110.

As people join state agencies or transfer to new jobs within the state, they need the training appropriate to their new jobs. A 90-day window is open to take the training. No agency employee can execute or manage a contract unless they have met the new training requirements, according to the RCW.

Check out our webpage for more information and courses available.

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Small Agency Financial Services News

DES SAFS Combined OneWa and Website Services Workshop

DES SAFS is hosting a two-part workshop from 2-3:30 p.m., Feb. 7, at 1500 Jefferson St. SE, Room 2208.

Part 1: One Washington

One Washington is a business transformation program designed to update aging administrative systems and related business processes common across state government. In the months and years ahead, the Office of Financial Management (OFM) and stakeholder agencies will take an inclusive, continual look at the state's collective business processes and then identify key functions that need to be connected, consistent and managed in a unified manner to provide reliable data. One Washington will help ensure we have access to accurate, timely data that meets the business needs of decision-makers.

Washington's core financial system (also known as the Agency Financial Reporting System, AFRS) is more than 30 years old and long due for an overhaul. Business processes under the One Washington umbrella are:

  • core financials
  • procurement
  • budgeting
  • human resources

This workshop will let you know what to expect and what you'll need to do during this transformation.

Part 2: Website Services

Websites are our first and most vital opportunity to reach those who use our services. Every organization should have a comprehensive, up-to-date website that allows you to engage with your customers.

Washington Technology Solutions' (WaTech's) Web and User Experience team specializes in website design, development and support. WaTech can help revitalize your web presence and ensure that you're able to keep it current with easy content management. Join our workshop Feb. 7 to learn more about how WaTech can assist you with your website.

Each presentation will have time for questions. Invitees are encouraged to email questions in advance so we can research the answers. If you have questions or topics you would like to see covered, please email Gwen McClanahan.

DES Payroll statistics for December 2017

  • 7 New Hires/Rehires
  • 2 Transfer In/Transfer Outs
  • 13 Separations
  • 1 Walk Throughs
  • 1 Overpayment

DES Accounts Payable statistics for December 2017

  • A total of 1,973 payments were processed.
  • 1,818 non-travel invoices paid.
  • 155 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.
  • 83 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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Travel Tips

The state mileage rate for privately owned vehicles has increased from $0.535 to $0.545 per mile, effective Jan. 1, 2018. Travelers requesting reimbursement through TEMS will not need to make any adjustments because the system auto-populates the rate based on the dates of travel. Travelers using paper travel vouchers will need to verify the correct rate is used on their reimbursements.

If your agency does not use TEMS and would like more information, please contact 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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