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Small Agency Services Bulletin - June 2019

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June 2019

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

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Important Dates

June 25

June 26 & 27

  • Accounts payable will not be processing payments due to cash cutoff.

June 28

  • Replenish petty cash per SAAM.
  • Obtain list of assets in the Capital Asset Management System (CAMS). If needed, complete a physical inventory.
  • Use compensatory time. The remaining balance will be cashed out on the July 10 paycheck (represented employees only).

June 30

  • All services must be rendered and tangible goods must be received.

July 1

  • Begin separating FY19 and FY20 invoices when batching for processing by DES AP.
  • Begin using new Chart of Accounts coding for FY20 invoices.

July 2

  • Deadline to send cost coding updates to payroll for FY20 (July 25 payroll).

July 12

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

July 19

  • 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 DES to be recorded properly in FY19.

July 22

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

July 31

  • Information on accrued expenses must be received by DES.
  • All payment documents must be received by DES for payments of goods, services, and equipment received on or before June 30.
  • Manual (paper) travel vouchers must be received by DES.
  • Electronic travel vouchers must be approved in the Travel Expense Management System (TEMS).
  • Performance measure actuals for quarter ending June 30, 2019 entered into the Results through Performance Management (RPM) system by agencies.

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Important Messages

Small Agency Cyber Liability Insurance is Coming Soon!

DES Risk Management identified a risk area not covered by existing insurance for the small agencies. Agencies will now be able to close the gap by signing up for cyber insurance coverage effective for hacker-type breaches, inadvertent releases of information (both paper and electronic releases), etc. It will also cover indemnity if the agency is sued from the breach, legal defense costs and will also cover penalties arising from a breach (e.g. HIPPA penalties).

DES Risk Management worked with the legislature on the small agencies behalf and obtained funding to purchase coverage for the small agencies. Their goal is to ensure that all Washington state agencies and higher education institutions have cyber liability insurance coverage. With the support provided by the Legislature and the Governor in the recent session, and with the assistance of the OCIO, OFM and the DES small agency finance staff, we expect to accomplish that goal in the next few months.

For more information, contact Jason Siems, State Risk Manager, at (360) 407-8729.

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Small Agency Financial Services News

DES SAFS presents successful "Fiscal Year/Biennium Accounting Close" and "2019-21 Budget Allotments" workshop.

Attendees representing 19 of our agencies attended the June 5 Accounting Close and Budget Allotments Workshop. Thanks to our presenters Sarah Parker (DES AP) and Paul Bitar (DES Budget) for another interactive workshop. Also, thanks to those who attended and for the feedback on the workshop.

Some of the feedback comments were:

  • All presenters were informative, easy to understand, and knowledgeable.
  • Love the exercises!
  • Very informative and helpful. They (SAFS) made sure to confirm we (the agencies) had no questions and got all the “confusing” situations cleared up with the presentation activity.

View the presentation (including Q&As from the workshop) and accounting closing instructions from the workshop.

DES Payroll statistics for May 2019

  • 16 New Hires/Rehires
  • 9 Transfer In/Transfer Outs
  • 17 Separations
  • 2 Walk Throughs
  • 0 Overpayments

DES Accounts Payable statistics for May 2019

  • 1,955 payments ($7,951,585) were processed.
  • 1,683 non-travel invoices ($7,876,257) processed.
  • 272 travel and other reimbursements for employees and board members/commissioners ($75,329) processed.
  • 17 percent of the non-travel invoices ($548,764) were paid using delegated authority letters provided by agencies.
  • 75 percent of the travel and other 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 guidelines as goods and services. Travel that occurs on or before June 30 will be accounted for in FY19. Travel that occurs on or after July 1 will be accounted for in FY20. 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 a separate reimbursement.

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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