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Small Agency Services Bulletin June 2018

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June 2018

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

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Important Dates

June 29

  • Replenish petty cash per SAAM.
  • Due to fiscal year-end accounting activity, no accounts payable documents will be processed on June 27 and June 28. FY18 payments will resume on June 29.

June 30

  • Cash cutoff, all tangible goods must be received.

July 2

  • Submit all payroll items for the June 16-30 payroll.
  • Submit all FY18 commissioners and board members' stipend requests.
  • Submit all FY18 Commute Trip Reduction (CTR) stipends.
  • Get cost coding updates to payroll for FY19 (the July 25 payroll).
  • Begin separating FY18 and FY19 invoices when batching for processing by DES AP.
  • Begin using new Chart of Accounts coding for FY19 invoices.

July 13

  • If Enterprise Services prepares invoices for your agency for goods and services you provide others, invoicing information is due by this date.
  • Contact vendor to obtain invoice for goods and services.

July 20

  • If you prepare invoices internally for goods and services you provide others, mail invoices for goods and services to agencies and colleges by this date.

July 23

  • Notify your DES Budget Analyst of any newly purchased assets or recently disposed assets.

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.

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Important Messages

Time to think about the end of the fiscal year

  • The DES Fiscal Year Closing Instructions are available. The instructions identify important key dates for you to help DES with the closing process for your agency.
  • If there are any changes to implement in the new fiscal year, such as changes to coding structure to track expenses differently or track something new, please contact your DES Budget Analyst.
  • Due to fiscal year-end close and the beginning FY19, DES accounts payable will not process regular accruals for June and July.

Time to think about budget build

A budget instruction memo and the 2019-21 Operating and Capital Biennial Budget Instructions have been released by Office of Financial Management (OFM).

Decision packages are one set of budget building blocks used to prepare your budget. Agencies must describe and support each requested incremental change to the current budget with a decision package. They are the place for agencies to make a persuasive case for their requests.

Here are some highlights to consider for any decision packages you may wish to submit.

  • In context the state's economy is doing well however, agencies are still expected to operate in lean and efficient manner.
  • Economists polled by the Governor's office predict an 88% chance of recession by 2023 so most agencies should expect to operate with limited to no budget increases.
  • New programs and program expansions are discouraged unless very a thorough analysis and scaled options are presented.
  • All requests should align with results Washington and relative strategic plans.
  • Packages should emphasize alternative options explored and the consequences of not funding the request.
  • There will be no binders needed for budget submittals for operating requests this year!

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Small Agency Financial Services News

DES SAFS presents successful "Fiscal Year-End" and "2019-21 Biennial Budget Build" workshop.

Attendees representing many of our agencies came to the June 6 Accounting Close and Budget Build Workshop. Thanks to our presenters Sarah Parker (DES AP) and Paul Bitar (DES Budget) for a new, interactive workshop on year-end close and budget build. And a special thanks to Cheri Keller, OFM Senior Budget Assistant, for sharing some advice on submitting decision packages. View the presentation (including Q&As from the workshop and a summary of Cheri's comments) and accounting closing instructions from the workshop.

DES Payroll statistics for May 2018

  • 20 New Hires/Rehires
  • 5 Transfer Ins/Transfer Outs
  • 19 Separations
  • 4 Walk Through
  • 2 Overpayment

DES Accounts Payable statistics for May 2018

  • A total of 1,905 payments were processed.
  • 1,634 non-travel invoices paid.
  • 261 travel reimbursements for employees and board members/commissioners paid.
  • 13 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 75 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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Travel Tips

Travel and travel reimbursements follow the same year-end reporting guidelines as goods and services. Travel that occurs on or before June 30 will be accounted for in FY18. Travel that occurs July 1 or after will be accounted for in FY18. Please keep this in mind when booking travel for this time period; travel dates that cross fiscal years will need to be entered in TEMS as separate trips.

As always, if you have any questions regarding travel: call 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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