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Small Agency Services Bulletin June 2017

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June 2017

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

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Important Dates

June 28

  • Due to State fiscal year-end accounting activity, no accounts payable documents will be processed on June 28 and June 29. FY17 payments will resume on June 30.

June 30

  • Use compensatory time. The remaining balance will be cashed out on the July 10 paycheck (represented employees only).
  • Last business day of fiscal year 2017 (FY17). All goods and services must be received by this date.
  • Replenish petty cash per the State Administrative and Accounting Manual (SAAM).
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July 1

  • Get cost coding updates to payroll for FY18 (the July 25 payroll).
  • Begin separating FY17 and FY18 invoices when batching for processing by DES AP.
  • Begin using new Chart of Accounts coding for FY18 invoices.

July 14

  • If DES prepares invoices for your agency for goods and services that you provide others, submit invoicing information to DES.

July 21

  • June invoices and travel reimbursement requests are due to DES Accounts Payable for them to reflect in your agency's June financial statements.
  • All payment documents must be received by DES for payments of goods, services, and equipment received on or before June 30.
  • If you prepare invoices internally for goods and services you provide others, mail invoices for goods and services to agencies and colleges. Please report your invoices to FinanceCashier@des.wa.gov to be recorded properly for FY17.
  • Manual (paper) travel requests must be received by DES Accounts Payable.
  • Electronic travel requests must be approved in the Travel Expense Management System (TEMS).

July 25

  • Notify your DES Small Agency Budget Analyst of any unrecorded assets or disposed assets.

July 27

  • Information on accrued expenses must be received by DES Accounts Payable (any FY17 invoices or travel reimbursements not submitted for payment by July 21).

July 31

  • Phase 1 CAFR close
  • Performance measure actuals for quarter ending June 30, 2017 are due.
  • Quarterly Department of Revenue Use Tax Filing and payment is due. The majority of small agencies’ tax filings are annual filings.

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Important Messages

IT Contracts & Purchasing – Did You Know!

Department of Enterprise Services oversees more than 1,500 vendors supplying goods and services through master contracts. These contracts are available to state, local, and tribal governments. We offer contractors and vendors access to open, competitive business opportunities for goods, services and construction projects.

Technology Master Contracts allow agencies to purchase directly from the vendor. State government saves money through pre-negotiated volume pricing, and the avoidance of duplicated procurement efforts by multiple agencies for the same products.

Technology Leasing helps state agencies reduce the costs of desktop PCs, laptops, printers, or servers. With the Lease Program, agencies have a cost-effective solution for replacing old or obsolete equipment. This technology replacement strategy helps agencies stay current and meet state technology standards, while reducing technology costs by 10 to 15 percent.

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Small Agency Financial Services News

DES presents successful Accounting Close and Budget Allotment Workshop

Attendees representing 47 percent of our agencies came to the May 31 Accounting Close and Budget Allotment Workshop. Thanks to DES payroll, revenue management, and accounts payables staff for reviewing year-end important dates and deadlines, and how to identify expenses that need accrued. Also, thanks to DES budget staff for reviewing capital assets, disclosure forms and allotment planning. View the presentation from the workshop.

DES Payroll statistics for May 2017

  • 11 New Hires/Rehires
  • 7 Transfer In/Transfer Outs
  • 15 Separations
  • 5 Walk Throughs
  • 0 Overpayments

DES Accounts Payable statistics for May 2017

  • A total of 2,127 payments were processed.
  • 1,883 non-travel invoices paid.
  • 244 travel reimbursements for employees and board members/commissioners paid.
  • 17 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 82 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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Travel Tips

If you have unique or special travel needs during the summer months, please contact your agency travel expert, or DES Accounts Payable, for guidance on how to book travel and what types of special travel circumstances are reimbursable.

Travel and travel reimbursements follow the same Year-End reporting guidelines. Travel that occurs on or before June 30 will be accounted for in FY17. Travel that occurs July 1 or after will be accounted for in FY18. Please keep this in mind when booking travel for the end of June and beginning of July. Travel dates that cross the Fiscal Year will need to be entered separately. In TEMS, this will require separate trips attached to separate reimbursement requests for FY17 and FY18.

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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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