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Small Agency Services Bulletin September 2017

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September 2017

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

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Important Dates

October 1

October 6

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

October 9

  • Supplemental budget requests are due to the Office of Financial Management (OFM) on Monday, October 9. Your DES budget analyst will need your decision packages by late September.

Submittals should focus on the following types of budget revisions:

  • Non-discretionary changes in legally-mandated caseloads or workloads.
  • Necessary technical corrections to the currently enacted budgets.
  • Additional federal or private/local funding expected to be received for the remainder of the biennium. Federal or private/local monies not likely to be approved through the unanticipated receipt process prior to December 19, 2017, should be included as part of the supplemental budget request using expenditure authority types 2, 7 or 8, as appropriate. (Note: The unanticipated receipt process is suspended during the legislative session.)
  • Only the highest priority policy enhancements, or resource reprogramming operating and transportation budget proposals, that are consistent with Governor Inslee’s priority goals.
  • Only the highest priority capital budget projects needed in addition to the enacted reappropriation.

October 12

  • DES Payroll Workshop at 1500 Jefferson Street SE, Room 2208 from 2-3:30 p.m.

October 31

  • Performance Measure actuals for the quarter ending September 30, 2017 are due.

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Important Messages

Updating Agency Policies – Helpful Hints

Is it time to update your policies?  Ask yourself these few questions:

If you need assistance with creating policies or your current policies need to be reviewed, please let DES SAFS know. We are here to help and have policy templates for your use.

Executive Ethics Board - Online Ethics Quiz

Test your knowledge of the state’s ethics laws and topics such as activities incompatible with public duties or compensation for outside activities. When finished, you may print your results and forward to your Human Resources personnel.

Buy Surplus – Available to Anyone

Surplus handles used goods ranging from corkscrews, power tools, cleaning products, books, museum exhibits, used vehicles and other property. Proceeds from the sales pay for Surplus Operations and result in financial returns to state and local government agencies for large items.

Learn about Surplus Operation's hours, location, online auctions, the federal surplus program and more.

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Small Agency Financial Services News

Payroll Workshop

DES SAFS is hosting a payroll workshop on October 12 at 1500 Jefferson Street SE, Room 2208 from 2:00-3:30 p.m.

The following topics will be addressed:

  • Standardizing timesheets
  • Contacts: Who does what in Payroll & HR
  • Transfer In/Out versus Appointment Changes
  • Leave: Leave Without Pay (LWOP), Annual Leave, Sick Leave Timeliness
  • Holiday Pay and LWOP
  • Supervisor Training: Employee Self Service (ESS) Roles and Responsibilities
  • Healthcare benefits open enrollment

The presentation will have time for answering specific questions. Invitees are encouraged to email questions in advance so we can research the answers and get you the most accurate information. If you have any specific questions or topics you would like to see covered, please email Gwen McClanahan. Watch for your invitation to the workshop.

DES Payroll statistics for August 2017

  • 4 New Hires/Rehires
  • 4 Transfer In/Transfer Outs
  • 43 Separations
  • 4 Walk Throughs
  • 0 Overpayments

DES Accounts Payable statistics for August 2017

  • A total of 1,816 payments were processed.
  • 1,615 non-travel invoices paid.
  • 201 travel reimbursements for employees and board members/commissioners paid.
  • 9 percent of the non-travel invoices were paid using delegated authority letters provided by agencies.
  • 77 percent of travel reimbursements were submitted and processed through the Travel and Expense Management System (TEMS)

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Travel and Expense Management System (TEMS) Quick Tips

TEMS is the system that state agencies use to manage travel reimbursement requests. Once a user is authorized by their agency administrator, they can complete and submit a travel reimbursement request directly through the system for processing. TEMS automatically forwards the request to the supervisor responsible for approval, then on to the fiscal office for review and payment.

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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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