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Small Agency Services Bulletin - May 2019

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May 2019

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

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Important Dates

May 31

  • Place orders for furniture purchases through vendors other than (CI) so that orders are received by June 30.

June 5

June 7

  • FY19 Supplemental allotments are due.
  • To reflect in your agency's monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.

June 18

  • Place orders for delivery from contracted vendors so that items are received by June 30.

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 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).

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Important Messages

Time to think about the end of the fiscal year

June 28 is Cash Cutoff this year. Beginning June 29, break out cash deposits between FY's per check date. June dated checks will be recorded in FY19, July dated checks will be recorded in FY20.

If you know that your agency will be receiving FY19 related funds after July 1, a receivable (ie: accrual) must be set up. Please send this information to financecashier@des.wa.gov no later than July 12.

Questions? Don't hesitate to call Kara Skinner (360) 407-8205 or Ian Shelley (360) 407-7967.

Also, over the next several months, we may have questions or need assistance from your budget and accounting staff. Please contact Gwen McClanahan to provide vacation schedules for your budget and accounting staff from June through September so that we can coordinate to help meet these important deadlines.

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Small Agency Financial Services News

Join us for the "Fiscal Year/Biennium Accounting Close" and "2019-21 Budget Allotments" workshop.

New Location: Helen Sommers Building106 11th Avenue (rooms G015B & G015C) in Olympia.

Time: 2:00-3:30 p.m.

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

  • Important dates and deadlines (outlook upload attached)
  • How to identify expenses that need accrued
  • How to separate invoices by fiscal year

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

  • Accounting for Capital Assets and Small and Attractive Assets
  • Completing required disclosure forms
  • Allotment Process
  • What to expect from us
  • What we need from you
  • Timeline of budget due dates
  • FY20 supplemental budget info

If you have specific questions or topics you would like to see covered, please email APquestions.safs@des.wa.gov.

New general telephone numbers

Don't know who to contact? Is your regular contact out of the office?

Now there is a general telephone number available that rings to multiple phones within each work unit (Accounts Payable, Budget, Payroll, Revenue Management). Your call will be picked up by an available staff member.

Accounts Receivable (360) 407-2238
Accounts Payable (360) 407-8183
Budget (360) 407-2243
Payroll (360) 407-2239

DES Payroll statistics for April2019

  • 35 New Hires/Rehires
  • 8 Transfer In/Transfer Outs
  • 12 Separations
  • 5 Walk Throughs
  • 1 Overpayments

DES Accounts Payable statistics for April 2019

  • 2,658 payments ($6,980,838) were processed.
  • 2,408 non-travel invoices ($6,916,021) processed.
  • 250 travel and other reimbursements for employees and board members/commissioners ($49,436) processed.
  • 19 percent of the non-travel invoices ($548,764) were paid using delegated authority letters provided by agencies.
  • 87 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.

Good News! Effective July 1, 2019 the following exception is being added to the Eleven Hour Rule in SAAM 10.40.50:

  • Exception: For Volunteers and members of a Board, Commission, or Committee - A traveler may be reimbursed for meal expenses when the traveler has been in travel status for at least three hours.

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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