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Small Agency Services Bulletin - November 2017

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November 2017

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

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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

November 1-30

  • Healthcare Benefits Open Enrollment

November 29

  • Small Agency Financial Services (SAFS) will host a travel workshop. It's from 2:30 to 4 p.m. at Enterprise Services Headquarters, 1500 Jefferson St., Olympia.

December 6

  • Submit your Combined Fund Drive (CFD) deposits on or before Dec. 6 to make this quarter’s distribution to the charities. Enterprise Services will transfer deposits in fund 525 to the Office of the Secretary of State.

December 7

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

December 19

  • The Governor's 2018 supplemental budget proposals are required by statute to be submitted to the Legislature.

December 27

  • Due date for agencies that file monthly Department of Revenue (DOR) Use Tax.

December 28 & 29

  • In preparation for 2017 IRS 1099 reporting, Accounts Payable will not be processing payments on Dec. 28 or 29. We will resume processing on Jan. 2.

January 5

  • 2017 IRS 1099 upload deadline

January 31

  • Updated compensation data (CIM) for 2019-21 biennium due

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Important Messages

Basics guidelines (if DES/SAFS handles your cash receipting) for transferring Combined Fund Drive fundraising proceeds

Please submit your agency Combined Fund Drive (CFD) deposit on a separate A45 from your normal deposits and indicate “Combined Fund Drive.” Submit your CFD Fundraising form along with your deposit to Enterprise Services. Your Fundraising Transfer Form MUST match the total amount transferred to Office of the Secretary of State (OSOS). Complete a separate form for credit card fund-raiser income. CFD Deposits will be posted to your agency (fund 525) and transferred by Enterprise Services to OSOS on Dec. 6.

If you need additional information please visit the CFD Webpage and see Volunteer Resources.

Washington State Amazon Business

Amazon Business is a free resource available to commercial, healthcare, education, and government organizations. It provides features and functionality tailored to government requirements and eliminates the need to purchase personal Amazon Prime subscriptions ($99 each) to gain benefits.

Amazon Business features include:

  • Free two-day shipping on qualifying orders
  • Business pricing and quantity discounts on select items
  • Business-optimized search and browse functionality
  • Enhanced reporting & reconciliation
  • Dedicated customer service

Amazon Business is not intended to impact the state’s existing supplier relationships and does not replace the requirement to first source goods from master contracts. Historical purchasing analysis shows that Amazon purchases made by state government are typically direct-buys made under delegated purchasing authority. The goal is to eliminate the use of personal Amazon Prime subscriptions tied to government purchases.

The Washington State Amazon Business program will:

  • Improve visibility of what state agencies are purchasing
  • Improve agency spend management, reporting, records and reconciliation
  • Provide spend avoidance due to special business pricing without the need for Amazon Prime subscriptions
  • Eliminate risk of ethics violations by removing the non-essential features of Amazon Prime accounts (e.g., video streaming, music services, etc.)

There are three levels of user access:

  1. Administrator - The person at each level who has permissions to add, delete, and make configuration changes to all users. May get reports, but CANNOT Purchase.
  2. Requisitioner - An employee who has permission to make purchases and get reports on their purchase history.
  3. Administrator/Requisitioner - Blends both above roles. Common in small offices and agencies that have p-card controls in place.

Please contact your Enterprise Services Budget Analyst for more information and to get signed up for Amazon Business. Please let your budget analyst know which level of access each user will have.

In August 2017, the Departments of Transportation and Enterprise Services conducted a pilot of Amazon Business to understand the requirements necessary to transition all state agencies to the program. The pilot was extended to additional agencies to test processes based on initial lessons learned. Ten agencies are now in the Washington Amazon Business Program. Pilot best practices have enabled us to estimate the time and workload associated with transitioning to Amazon Business based on agency size and complexity.

Inclement Weather – Are You Ready?

Inclement weather could arrive any time. It's time to be prepared.

Does your agency have a policy that outlines the procedures during inclement weather events or other natural disasters? Check out the attached policy template on Inclement Weather Suspended Operations.

Are your employees ready? Check out and forward to your employees information on:

  • Preparing for winter storms
  • What to do during a winter storm
  • What to do if a storm hits while you are in your vehicle

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Small Agency Financial Services News

Healthcare Benefits Open Enrollment Nov. 1 to 30

Employees have the opportunity Nov. 1 to 30 to make changes to their benefits for 2018.

During open enrollment you can:

  • Make changes to your medical/dental plans
  • Re-instate previously waived coverage
  • Waive coverage for following year (must have other comprehensive group medical coverage, Medicaid, or CHIP)
  • Enroll/Reenroll in a Flexible Spending Arrangement (FSA) and/or Dependent Care Assistance Program (DCAP)
  • Add or remove dependents

For more information, visit Public Employee Benefits Board.

Personnel/Payroll Data Sheet – Coding Needed

We need your help to ensure that full, proper, and accurate budget/cost coding is being submitted on the Personnel/Payroll Data Sheets (PPDS).

The budget/cost coding information is vital for an employee to be set up in the Human Resources Management System (HRMS) payroll system and have their payroll process properly.

There are three fields in the budget section of the PPDS that must be filled in: the fund, the appropriation, and the program index. If your agency utilizes project coding that would also be a required field.

Please contact your Enterprise Services Budget Analyst if you have questions on your agency’s specific budget/cost coding.

OFM Preparing for 19-21 Compensation Budgeting

The Office of Financial Management (OFM) is preparing for the collective bargaining and compensation budgeting for the 19-21 biennium – also known as the Compensation Impact Model (CIM). Your Enterprise Services Budget Analyst will be working with you soon to gather information. Please think about:

  • Best approximation of your budgeted full time employees (FTEs) and salaries for your projected operating budget Maintenance Level for 2019-21
  • Position reallocations
  • Pay raises provided to employees (not including yearly merit increases)
  • Adding or eliminating positions

Calendar year end 2017 approaching

The end of the calendar year is quickly approaching, and our payroll office has a few important reminders:

  • Ensure all timesheets and leave slips are submitted timely and accurately by Dec. 15. This will ensure your 2017 W-2s are correct.
  • Update your W-4: Only if there are any changes in your dependent or marital status. Find your current withholding status in the top right corner of each earnings statement.
  • Update your address: Have you moved? Now is a good time to update your address. Update your address in Employee Self Service or send an email to the Human Resources (HR) office.
  • Review Beneficiary: Now is a good time to review your beneficiary information for your life insurance, retirement, deferred compensation program, and your Health Savings Account.

IRS 1099-MISC Reporting

During the month of December, SAFS Accounts Payable will be analyzing 2017 calendar year expenses for IRS 1099-MISC reporting. Part of this process is verifying vendors and payees for accurate Tax ID information.

Your agency can help by communicating with new or lapsed vendors to submit Statewide Vendor Registration forms promptly and accurately. Questions about this process? Contact SAFS AP at (360) 407-8183 or APquestions.safs@des.wa.gov.

DES Payroll statistics for October 2017

  • 26 New Hires/Rehires
  • 9 Transfer In/Transfer Outs
  • 16 Separations
  • 4 Walk Throughs
  • 3 Overpayment

DES Accounts Payable statistics for October 2017

  • A total of 2,094 payments were processed.
  • 1,873 non-travel invoices paid.
  • 221 travel reimbursements for employees and board members/commissioners paid.
  • 22 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 84 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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Travel Tips

To get paid as promptly as possible, travelers should follow the rules laid out in the State Administrative and Accounting Manual (SAAM) Chapter 10. The following four rules are the most commonly missed:

  • Submit travel receipts greater than $50 to travel.safs@des.wa.gov (SAAM 10.80.40)
  • Submit preapproved authorization for out-of-state travel (SAAM 10.10.50)
  • Submit preapproval for exception to maximum allowable lodging rates (SAAM 10.30.20)
  • Only claim meals if you have met the three hour rule (SAAM 10.40.50)

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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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