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Small Agency Services Bulletin July 2018


July 2018

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

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Important Dates

July 31

  • Information on accrued expenses must be received by DES Accounts Payable.
  • All FY18 manual (paper) travel requests must be received by DES Accounts Payable.
  • All FY18 payment documents must be received by DES Accounts Payable.
  • All FY18 electronic travel requests must be submitted in the Travel Expense Management System (TEMS).
  • Performance measure actuals for quarter ending June 30, 2018 are due.

Aug. 10

  • Financial statement data deadline – all invoices and travel reimbursement requests due to Accounts Payable.

Aug. 17

  • Interagency due to / due from deadline
  • Phase IB Close - Bond, Cash, and Certificates of Deposit State Disclosure Forms are due.

Aug. 31

  • 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.
  • Biennial budget requests are due to the Office of Financial Management (OFM) on Sept. 12 and Sept. 14 (see Budget Instructions Appendix 1). Please submit all decision package narratives to your DES Budget Analyst on or before Aug. 31. We will work closely with you to review and complete the decision packages to meet OFM's deadline.

Sept. 12

  • State Financial Disclosure Certification form is due (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.


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Important Messages

Time to think about the end of the fiscal year

  • Submit June (FY18) and July (FY19) travel reimbursements separately in the Travel and Expense Management System (TEMS). DES Accounts Payable needs to process FY18 and FY19 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 requester to be resubmitted separately.
  • Continue to send FY18 and FY19 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:

Time to think about budget build

  • Is your Information Technology Security Policy and Standards Compliance Audit due? These audits are due at least once every three years.
  • Is your agency planning to submit any IT decision packages? Consider getting started on the concept review process required by the OCIO.
  • Your Enterprise Services budget analyst will meet with you about the 2019-2021 budget soon. Please start thinking about potential budget requests or budget corrections to include in the submittal. Some common packages include mandatory caseload/workload adjustments, merit systems increments, transfers between program/funds/agencies/years, lease changes or website updates.


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Small Agency Financial Services News

Centralized email inboxes

Enterprise Services has several centralized email inboxes to help small agencies. When agencies have question to ask or documents to process, centralized email inboxes guarantee that documents will be processed and questions will be answered – even when key staff are out of the office.

Below is a list of centralized email inboxes to help small agencies:

Department Centralized email
Human Resources
Accounts Payable
Cash Receipting

DES Payroll statistics for June 2018

  • 20 New Hires
  • 13 Retires
  • 15 Transfer Ins/Transfer Outs
  • 17 Separations
  • 2 Walk Through
  • 3 Overpayment

DES Accounts Payable statistics for June2018

  • A total of 1,925 payments were processed.
  • 1,725 non-travel invoices paid.
  • 217 travel reimbursements for employees and board members/commissioners paid.
  • 18 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 89 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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Travel Tips

As of July 1, the Three Hour Rule is now the Eleven Hour Rule as per SAAM 10.40.50.b.

"For non-overnight travel assignments, the following two criteria must be met to receive a meal allowance:

  1. Eleven Hour Rule – A traveler may be reimbursed for meal expenses when the traveler has been in travel status for at least eleven hours…
  2. In travel status during the entire meal period – Travelers must be in travel status during the entire agency-determined meal period(s) in order to qualify to collect meal payments for meal(s)…"

As always, if you have any questions regarding travel: call SAFS AP at (360) 407-8183 or email

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Contact Us

If you have suggestions or feedback about the Small Agency Services Bulletin, please send your comments to

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