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Small Agency Services Bulletin - October 2017

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October 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

October 31

  • Department of Revenue (DOR) annual unclaimed property filing is due.
  • Agencies that file monthly or quarterly DOR Use Tax filing due.
  • Performance Measure actuals for the quarter ending Sept. 30, 2017 are due.

November 7

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

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.

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Important Messages

Small Agency Kudos

Sharon Ortiz, Executive Director of the Washington State Human Rights Commission (HRC), and Guadalupe Gamboa of Seattle, HRC Commissioner, won national awards at the 2017 International Association of Official Human Rights Agencies. Read more about the recipients and their awards.

Prepaid Cards for Payroll

Did you know that agencies have the option to allow employees to be paid via payroll card? This option can be beneficial for employees who cannot obtain a bank account or do not want to obtain a bank account. The state's current contract with US Bank includes a provision for a payroll card option. It's called the Focus Payroll Card.

There are several advantages to employees, such as:

  • More secure than carrying large sums of cash
  • Can be used at any merchant that accepts VISA
  • Most everyday activity is free
  • No worries of lost warrants
  • No need for a personal bank account
  • No more check cashing fees
  • Money is available 24-7
  • More private than a paper check

There are benefits to state government as well:

  • Reduced printing costs
  • Reduced lost/destroyed warrant replacement costs
  • Less staff time handling paper payments
  • Eliminates processing and re-issuing of statutorily cancelled warrants
  • Less likelihood of fraud

The decision for an employee to use the Focus Payroll Card is voluntary on the employee's part. Employers cannot require employees to use payroll cards. Refer to SAAM 25.70.25 for more information.

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 SOS on Dec. 6.

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

Small Agency Finance and Small Agency HR Invoices

As with each start of a fiscal year, it takes a few months to prepare for invoicing for certain services.  In addition to this, Enterprise Services recently finalized the interagency agreements with OFM to provide financial and HR services to you.  Invoicing for finance and HR services will be issued this month.

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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.

OFM Budget Preparations are Under Way

The Office of Financial Management (OFM) is busy reviewing agency requests and preparing recommendations to the Governor on the FY18 supplemental biennial. Be sure to contact your Enterprise Services budget analyst should you receive any questions or make subsequent changes to your budget submittal. The Governor's budget proposal is required by statute to be submitted to the Legislature by Dec. 19.

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 Enterprise Services budget analyst to provide new staff contact information.

DES Presents Successful Payroll Workshop

Attendees representing 11 of our agency customers came to the October 12th Payroll Workshop. Thanks to Enterprise Services payroll (Tanya, Carrie, Vanno, Rebecca, Bona, Tinoi, Brittany) for covering leave, holiday pay, LWOP, timesheet standardization, supervisor roles, transfers, and healthcare open enrollment. View the presentation with Q&As and the HR / Payroll Quick Reference handout from the workshop.

DES Payroll statistics for September 2017

  • 10 New Hires/Rehires
  • 7 Transfer In/Transfer Outs
  • 47 Separations
  • 2 Walk Throughs
  • 1 Overpayment

DES Accounts Payable statistics for September 2017

  • A total of 1,363 payments were processed.
  • 1,253 non-travel invoices paid.
  • 110 travel reimbursements for employees and board members/commissioners paid.
  • 12 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 85 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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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.  To find out-of-state rates, visit www.gsa.gov to use the "Making Travel Easier" tool on the home page.

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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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