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Small Agency Services Bulletin - October 2016

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October 2016

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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

Oct. 24

Oct. 25

  • Quarterly allotment adjustments are due to OFM.

Oct. 31

  • Department of Revenue (DOR) annual unclaimed property filing is due.
  • Agencies that file monthly or quarterly DOR Use Tax filing due.
  • Agency performance measure actuals for the quarter ending Sept. 30 are due.

Nov. 3

  • Small Agency Financial Services (SAFS) will host a travel workshop with OFM and the State Auditor’s Office (SAO). It’s from 1:30 to 3 p.m. at DES Headquarters, 1500 Jefferson, Olympia.

Nov. 7

  • October invoices and travel reimbursement requests are due to DES Accounts Payable for them to reflect in your agency's monthly financial statements.

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Important Messages

OFM Accounting has new staff

OFM hired three new accounting consultants in March. Read about the new consultants in OFM’s Spring The Connection newsletter and check the OFM Accounting Consultant list to see which consultant is assigned to your agency.

OFM Budget preparations are underway

OFM is busy reviewing agency requests and preparing recommendations to the Governor on the 2017-19 biennial and 2017 supplemental budgets. The Governor’s 2017-19 biennial and 2017 supplemental budget proposals are required by statute to be submitted to the Legislature by Dec. 20.

Fiscal note procedures will be updated by the end of December. If you have new staff members preparing fiscal notes, please be sure they have log in access to the fiscal note system and contact your DES budget analyst to provide new staff contact information.

Purchasing Card FAQs

Ever wonder about the purchasing card (P-card) incentive shares (rebates), who’s responsible for intentional misconduct or use of the P-card, or if you can restrict purchases by merchant types? Check out the Purchasing Card Frequently Asked Questions for answers to these questions and more.

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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 DES. 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 DES to SOS on Dec. 9.

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

Disposing of Surplus Items

The Surplus Program receives and redistributes surplus items from state and public agencies to other state agencies, governmental entities and private non-profit organizations. Check out the steps to dispose of surplus and common questions about disposing of surplus.

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Small Agency Financial Services News

Open Enrollment period lasts Nov. 1 to 30

Employees have the opportunity Nov. 1 to 30 to make changes to their benefits for 2017. Some of the changes employees can make:

  • Change medical and dental plans
  • Enroll a dependent
  • Submit their spousal attestation to avoid a monthly surcharget
  • Enroll/Reenroll in a Flexible Spending Arrangement (FSA) and/or Dependent Care Assistance Program (DCAP)
  • Take advantage of a one-time only opportunity to enroll in optional life insurance coverage
  • Name beneficiaries for their life insurance coverage (ALL employees must do this).

For more information, visit Public Employee Benefits Board (PEBB) Employee Changes 2017.

DES Accounts Payable statistics for September

  • A total of 1,832 payments were processed.
  • 1,698 non-travel invoices paid.
  • 134 travel reimbursements for employees and board members/commissioners paid.
  • 16 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 87 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS).

Payroll statistics for September

  • 13 New Hires/Rehires
  • 0 Transfers (in/out)
  • 35 Separations
  • 1 Walk Thru
  • 1 Overpayments

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Travel Tips

The Travel and Expense Management System (TEMS) does not have system default per diem rates for out-of-state locations. It will automatically be set to the lowest rate of $51/day and you will have to manually change it to the correct rate for your travel location.

Small Agency Financial Services (SAFS) will host a travel workshop with OFM and SAO at DES Headquarters, 1500 Jefferson in Olympia on Nov. 3 from 1:30 to 3 p.m. Join us and learn about:

  • Light refreshments vs. meals with meetings
  • Prior travel approval
  • Reimbursement rates
  • New rules
  • TEMS basics including a Q&A session
  • The State Auditor’s view on travel documentation, a travel audit, and lacking travel policies

If you have any specific questions or topics you would like to see covered, please email Gwen McClanahan.

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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