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Small Agency Services Bulletin - May 2018


May 2018

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

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Important Dates

May 30

  • Be sure furniture purchases through vendors are made by this date and orders are received by June 30 to meet the fiscal year-end deadline.

June 6

  • "Year-End Accounting Close" and "Biennial Budget Build" Workshop at DES, 1500 Jefferson Street, Olympia (Room 2208) from 2:30-4 p.m.

June 7

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

June 13

  • OFM will be hosting “Rate Day” in the Columbia Room in the Legislative Building 2-4 p.m.

June 19

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 1

  • 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 FY18 invoices when batching for processing by DES AP.
  • Begin using new Chart of Accounts coding for FY19 invoices.

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Important Messages

Time to think about the end of the fiscal year

All checks dated June 30 or before will be recorded in FY18, July 1 and beyond will be recorded in FY19.  If you are expecting monies for FY18 activities please send a request to the to have the item recorded prior to July 15.

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Small Agency Financial Services News

DES SAFS will present our "Fiscal Year-End" and "2019-21 Biennial Budget Build" workshop June 6 from 2:30-4 p.m.

Watch for your invite!

New features! Interactive workshop! OFM Budget staff!

Our workshop will cover all you need to know about the fiscal year-end close such as:

  • Important dates and deadlines
  • How to identify expenses that need accrued
  • What are overspends and how to avoid them

We'll also help you prepare for the 2019-21 biennium by covering:

  • The basic budget process
  • What to expect from us
  • What we need from you
  • Timeline of budget due dates
  • What makes a good decision package

A question and answer period will follow. If you have specific questions or topics you would like to see covered, please email Gwen McClanahan.

DES Payroll statistics for April 2018

  • 32 New Hires/Rehires
  • 5 Transfer Ins/Transfer Outs
  • 8 Separations
  • 0 Walk Through
  • 2 Overpayment

DES Accounts Payable statistics for April 2018

  • A total of 1,979 payments were processed.
  • 1,764 non-travel invoices paid.
  • 215 travel reimbursements for employees and board members/commissioners paid.
  • 27 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 83 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

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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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