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Small Agency Services Bulletin - July 2016

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July 2016

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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.

Important Dates

  • July 31 – Performance measure actuals for quarter ending June 30, 2016 are due.
  • August 15 – Forward copies of new leases to your budget analyst. We will use this information to complete your Lease Disclosure form.
  • August 19 – Bond, Cash, and Certificates of Deposit State Disclosure Forms are due.
  • August 29 – Biennial budget requests are due to the Office of Financial Management (OFM) on Sept. 9 and Sept. 16 (see Budget Instructions Appendix A-1). Please submit all decision package narratives to your DES Budget Analyst on or before Aug. 29. We will work closely with you to review and complete the decision packages to meet OFM's deadline.

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Important Messages

Accounts Payable (A/P) is moving toward a team-oriented way to serve you!

We are moving toward building a team of experts in the different services we provide to assist you and your agency with all of your accounts payable needs. This is a shift from having specific analysts assigned directly to your agency. By focusing on a team vs. individual approach to support your agency, we will be better equipped to have numerous subject matter experts available to each agency. This will provide consistent and reliable coverage to every agency, as well as more strong, well-versed staff on the many facets of your business.

For Accounts Payable (A/P), please use the following new contact information:

Time to think about the end of the fiscal year

Submit June (FY16) and July (FY17) travel reimbursements separately in the Travel and Expense Management System (TEMS). DES A/P needs to process FY16 and FY17 travel reimbursement requests separately in order to record them in the proper fiscal year. Requests with June and July travel dates together will be returned to the requestor to be resubmitted separately.

Continue to send FY16 and FY17 invoices on separate A45s.

Interagency Receivables / Payables

DES SAFS will be balancing your interagency receivables / payables for accounting year end. Here is where to direct any due to / due from questions:

Combined Fund Drive: How do I handle cash receipts for Combined Fund Drive fundraising activities?

With the Combined Fund Drive activities getting started, small agencies must hold ALL fundraiser deposits in their agency accounts until the end of the campaign. Then submit a fundraiser transfer form (located on the CFD webpage under for Campaign Leaders) to transfer all money on or before the Dec. 12 deadline.

The Transfer Form MUST match the total amount transferred to Office of the Secretary of State (OSOS). Any transfers for fundraisers outside the fall campaign are to be submitted on a quarterly basis. Complete a separate form for credit card fundraiser income.

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Small Agency Financial Services News

DES Accounts Payable statistics for June

  • A total of 1,888 payments were processed.
  • 1,703 non-travel invoices paid.
  • 182 travel reimbursements for employees and board members/commissioners paid.
  • 15 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 81 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS).

Payroll statistics for June

  • 21 New Hires/Rehires
  • 6 Transfers (in/out)
  • 9 Separations
  • 4 Walk Thru
  • 2 Overpayments

Travel Tips

None at this time.

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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