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Small Agency Services Bulletin - March 2016

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March 2016

Your feedback is important

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

  • April 7 – DES SAFS sponsored workshop presenting information on statewide vendor numbers and HR recruitment
  • April 8 – March invoices and travel reimbursement requests are due to DES Accounts Payable for them to reflect in your agency’s March financial statements
  • April 30 – Performance measure actuals for quarter ending March 31, 2016.
  • May 26 – Small Agency Liaison Meeting

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Important Messages

Supplemental budget allotment adjustments due in mid-April

After the legislative session, your agency may need to amend your allotments to reflect legislative changes. Allotment amendments are due in mid-April for expenditure, revenue, cash receipts and cash disbursement revisions related to 2015-2017 supplemental changes. Your DES small agency budget analyst will contact you soon after the legislative session to discuss adjustments.

Supplemental budget activity recast due in early May

After the legislative session, agencies with more than one activity may need to submit an enacted recast to reflect legislative changes. Activity recasts related to 2015-2017 supplemental changes are due in early May. Your DES small agency budget analyst will contact you soon after the legislative session to discuss the recast.

Time to think about the end of the fiscal year

The end of the fiscal year is not far away. To be prepared, please consider the following:

  1. Be sure to get all fiscal year 2016 invoices so they can be paid promptly. Belated claims will apply against your fiscal year 2017 spending authority.
  2. Does your agency bill for its services or send out interagency billings? Create a plan to ensure that June’s billings are processed promptly and mailed by mid-July.
  3. Help is available: Reference the Office of Financial Management’s (OFM’s) year-end resources.

Time to think about capital assets

DES encourages small agencies to evaluate internal policies and procedures related to capital assets to ensure they include the following:

  • An internal written policy for managing small and attractive assets, timely removal of capital assets from inventory, and proper approval of disposal requests.
  • A revolving schedule to perform physical inventories every other year. Inventories can be performed anytime - there is no need to wait until June.
  • Procedures to follow if a capital asset is lost or stolen.

Visit these websites to find out more about capital assets:

Time to think about the 2017-2019 biennial budget

Here are some things to think about to when planning your agency’s 2017-2019 biennial budget:

  1. Is your Information Technology (IT) Security Policy and Standards Compliance Audit due? These audits are due at least once every three years.
  2. Is your agency planning to submit any IT decision packages? Consider getting started on the concept review process required by WaTech/OCIO.
  3. Is your agency considering a program structure change? Changes in program budget, allotment or accounting formats require a Program Structure Change Request. Changes that prompt a formal Program Structure Change Request include:
  • A major shift of costs between programs.
  • A program consolidation or separation.
  • A title change, if the new title is substantially different from the current program or sub-program name.
  • Any other significant revisions that would affect the comparability of staffing, expenditure, or revenue data over time.

Program Structure Change Requests are due to OFM in early May. DES will need some time to prepare these requests and may need a 10-year history analysis. If you wish to submit a request, please contact your DES small agency budget analyst soon.

Upcoming DES SAFS sponsored workshop presents information on statewide vendor numbers and HR recruitment

DES SAFS is sponsoring an April 7 workshop on two subjects:

  1. Statewide Vendor Numbers will be an informational workshop presented by DES’ business partners from WaTech Statewide Payee Unit, OFM Statewide Accounting and DES Contracts Procurement Risk.
  • What is the need and why does it matter: Why don’t you just pay without a statewide vendor number?
  • A brief overview of the whole process of establishing a statewide vendor number.
  • Mitigating risks you didn’t even know existed: The effects when vendors do not have a statewide vendor number on mandatory IRS 1099 filings and OWMBE reporting.
  • How getting your vendors to get a statewide vendor number in advance gets them paid faster.
  • Avoiding needless delays: The tips & tricks in submitting the paperwork correctly to WaTech Statewide Payee Unit the first time.
  • Advantages of including contract language requiring vendors to get a statewide vendor number for payments.
  • HR Recruitment Tips & Tricks will be a brief overview of the full cycle recruitment process and how Small Agency HR can assist you in finding the very best candidate for the job.

Each presenter will devote a portion of their allotted time to answering specific questions from the audience. Invitees are encouraged to e-mail specific questions in advance to Steve Voigt.

The workshop will be held in the DES presentation room at the 1500 Jefferson Street Building.

DES reaching out for policies and signature authority

Back in November we began requesting copies of your financial policies and signature authority. Thank you to those who supplied us with those policies! We are in the process of reviewing the policies and providing feedback and suggestions to strengthen them. We are doing this in anticipation of audits that have been going on and those that are upcoming.

For those who still need to send them in, please provide us with the policies we identified. If you cannot find the list of policies we need, please contact your budget analyst.

Send your agency’s policies by April 15 so DES SAFS staff can review and provide feedback to you before the end of the fiscal year.

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Small Agency Financial Services News

DES Accounts Payable statistics for February

  • A total of 1,616 payments were processed.
  • 1,502 non-travel invoices paid.
  • 114 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.
  • 86 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS).

Payroll statistics for January

  • 15 New Hires/Rehires
  • 10 Separations
  • 5 Transfers (in/out)
  • 1 Walk Thru
  • 0 Overpayment

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Travel Tips

There are no new travel tips at this time.

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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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