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Small Agency Services Bulletin - November 2018

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November 2018

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

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Important Dates

Nov. 1-Nov. 30

  • Healthcare Benefits Open Enrollment

Nov 30

  • Monthly Department of Revenue (DOR) Use Tax filing due.

Dec. 4

  • DES SAFS will host a travel workshop (see details below) from 2:00 to 3:30 p.m. at DES Headquarters (1500 Jefferson St. SE) in Olympia.

Dec. 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.

Dec. 7

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

Dec. 20

  • The Governor's 2019-21 biennial budget and FY19 supplemental budget proposals are required by statute to be submitted to the Legislature.

Dec. 26

  • Monthly Department of Revenue (DOR) Use Tax filing due.

Dec. 26 - Dec. 31

  • In preparation for 2018 IRS 1099 reporting, Accounts Payable will not be processing payments on Dec. 26-Dec 31. We will resume processing on Jan. 2.

Jan. 4

  • 2018 IRS 1099 upload deadline.

Jan. 14

  • Legislative session starts

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Important Messages

Be Prepared for Fiscal Notes

Fiscal notes should start arriving in January. Prepare yourself by visiting the Office of Financial Management's website to review resources on fiscal note instructions, templates, a system users' guide, and more.

Also visit Washington Technology Solutions' (WaTech) website for resources on system access, completing a fiscal note in FNS (Fiscal Note System), 10-year cost analysis, and more.

Basic Guidelines for Transferring Combined Fund Drive Fundraising Proceeds

The following is applicable only if DES SAFS handles your cash receipting:

Please identify your agency's Combined Fund Drive (CFD) deposit on a separate A45 from your normal deposit and indicate "Combined Fund Drive." Include a CFD Fundraising Transfer form along with your deposit submittal to DES SAFS. Your CFD Fundraising Transfer Form MUST match the total amount transferred to Office of the Secretary of State (SOS). Please use a separate Fundraiser Transfer Form - Credit Cards for credit card fundraiser income. CFD deposits will be posted to your agency's Fund 525 and transferred by DES SAFS to SOS on Dec. 6.

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

Leave Donations to/from Another Agency Affect Your Budget

Often employees have excess leave that they may never use or actually lose on their anniversary date. Donating excess leave to other state employees in need and who qualify for shared leave donations is common.

But did you know ... leave donations can affect your budget?

  • If an employee donates leave, the hours AND the monetary value of those hours transfer.
  • If an employee is donating to an employee within the same agency, there is no impact on the agency's budget except possibly between the agency's program budgets.
  • If an employee is donating to another agency's employee, the budget of the giving agency is decreased by the monetary value of the leave being donated -- and the gaining agency's budget is increased.

Before approving an employee's leave donation to an employee at another agency, check with your DES budget analyst to see if your agency's budget can afford the decrease/expenditure.

Winter Storm Preparedness

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

Calendar year end 2018 approaching

The end of the calendar year is quickly approaching. 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 2018 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

In preparation for 2018 IRS 1099 reporting, please have all invoices submitted to SAFS Accounts Payable by December 21. SAFS AP will not be processing payments from December 26-31. Payments will resume on January 2.

Part of the 1099 process is to verify 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.

Please contact Accounts Payable if you have any questions: APquestions.safs@des.wa.gov or (360) 407-8183.

Small Agency Highlight

The Eastern Washington Historical Society (also known as the Northwest Museum of Arts and Culture) is located in Spokane, WA. The museum welcomes over 100,000 visitors a year to our galleries, educational events, and festivals. Wes Jessup, Director, explains their role is to champion the history, arts, and culture of the region through the preservation and interpretation of a permanent collection of over 65,000 objects.

"A visit to our museum is an opportunity to see the 4.5 acre campus including the museum, collection storage areas and the 1898 Campbell House. There are five exhibitions currently at the Museum. One focuses on the history of Spokane and the Inland Northwest. Next to the museum is the historic Campbell House, which is the best preserved example in Washington of a mansion from the turn of the 19th century that is open to the public," said Jessup.

In October, while Governor Inslee toured infrastructure innovation in and around Spokane, he and wife Trudi visited the Eastern Washington State Historical Society. They were interested in the exhibition "As Grandmother Taught: Women, Tradition, and Plateau Art," which paired art from the Plateau Tribal collection with contemporary Plateau artists Leanne Campbell (Coeur d'Alene Tribe), HollyAnna CougarTracks (Yakama Tribe), and Bernadine Phillips (Colville Federate Tribes). The Governor was especially appreciative of the exhibition commemorating the 100th Anniversary of the World War 1 Armistice, which highlighted residents of the region who participated in the war. In the mansion's Carriage House, the Governor was impressed by a 1915 electric car that was one of the first to grace the streets of Spokane. With Governor Inslee's interest in the environment and the electrically powered transportation, the car was a terrific, well preserved example of innovation from that era.

"It meant a great deal to the staff at our small agency that the Governor took time out of his schedule to see our operation up close and experience our exhibitions. He has an authentic passion for history and is himself a practicing artist, which was evident in his many questions about the collection and exhibitions. The Governor's commitment to arts, culture and heritage was apparent throughout the visit and it was an honor for our staff to host him," said Jessup.

DES Payroll statistics for Oct. 2018

  • 18 New Hires/Rehires
  • 3 Transfer In/Transfer Outs
  • 26 Separations
  • 4 Walk Throughs
  • 1 Overpayment

DES Accounts Payable statistics for Oct. 2018

  • 2,559 payments ($9,523,577) were processed.
  • 2,240 non-travel invoices ($9,444,285) processed.
  • 319 travel and other reimbursements for employees and board members/commissioners ($79,291) processed.
  • 18 percent of the non-travel invoices ($572,384) were paid using delegated authority letters provided by agencies.
  • 79 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 Workshop

DES SAFS will host a travel workshop on December 4 from 2:00-3:30 p.m. in the Presentation room at DES Headquarters, 1500 Jefferson, Olympia. Look for an invite to your email inbox. This is a workshop you won't want to miss!

Join us for interactive learning and policy guidance regarding:

  • New 11 hour rule and how it affects your agency
  • Travel rules updates – per diem rates and prior approvals
  • Options for Board Member and Commissioner reimbursement
  • Audit requirements and how to avoid common mistakes
  • TEMS tutorial – how to create, submit, prepare, and approve trips

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

Per Diem Taxation

As a quick rule of thumb: if the 11 hour rule for meals applies to a traveler submitting for reimbursement, the per diem requested will also be taxable and will be included on the employee's W-2. When utilizing the Travel and Expense Management Systems (TEMS), the meals must be marked as taxable when applicable.

For more information on the three-hour rule, please refer to SAAM Chapter 10 – Travel 10.40.50.

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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