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Small Agency Bulletin

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January 2020

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

Your feedback is important

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

Jan. 14

Jan. 24

  • Final day for corrections to be made to 1099 uploads.Vendors requesting a correction to their 2019 Internal Revenue Service 1099 tax forms should contact DES Accounts Payable at (360) 407-8183 no later than noon on Jan. 24.

Jan. 25

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

Jan. 31

  • Updated compensation data for 2021-23 calculations for collective bargaining and budget development are due. Your DES Budget Analyst will be working with you soon to gather information.
  • Sick leave buyout options are due back to DES Payroll. If employees opt for sick leave buyout, it will be paid in the Feb. 10 paycheck.
  • Quarterly and Annual Department of Revenue (DOR) Use Tax Filing due.
  • 1099 uploads will be submitted to the IRS.
  • Performance measure actuals for the quarter ending Dec. 31, 2019, are due for agencies that report on a quarterly basis.

Feb. 10

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

Feb. 25

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

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Important Messages

Important reminder about fiscal note process

The 2020 Legislative Session has started. Please remember that agencies have three days to respond to fiscal notes during session, with a priority for fiscal note requests. Agencies that have experienced staff turnover are reminded to make sure appropriate staff have access to the systems necessary to the fiscal note process.

More information on Paid Family Medical Leave

Check out ESD's webpage on how Paid Family Medical Leave works from an employee perspective. Learn about things such as when you can take paid leave, who can take paid leave, and what to expect after you apply.

Department of Revenue – Unclaimed Property

Each year businesses and state agencies report unclaimed money or property to the Department of Revenue (DOR). Individuals or businesses can check to see if DOR is holding money or property that belongs to them. Check it out and Claim Your Cash.

It's best to use personal email address for DRS and PEBB logons.

To assure the most consistent and reliable access to your retirement (DRS) and health care (PEBB) accounts, it's suggested that you use your personal email address for logging in. The personal email helps sidestep any authentication problems that can come when trying to access your accounts from a non-work device.

Department of Retirement Has Resources Galore!

New to your career, mid-career, retiring soon?

Find checklists, plan information, planning calculators and more to help you in whatever stage you are at in your career.

Planning to retire soon? Attend a retirement planning seminar.

Several seminars are offered throughout the state in 2020 that cover preparing for retirement, how to apply, social security, health insurance, and voluntary employee beneficiary association (VEBA). Check out the seminar dates and register.

Retirement plans, deferred comp, disability benefits...oh my!

Want to learn more about deferred comp, disability benefits, purchasing additional benefit, early retirement, medicare, social security and more? Check out the webinars offered.

Missed a seminar or webinar...no worries.

DRS has on demand videos covering topics such as getting ready for retirement, benefit options, plan information, purchasing an annuity, health care and more. Check out their videos anytime.

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Small Agency Financial Services News

DES is working on budget projections

Budget analysts at DES are working on projections for the remainder of FY20. It is important that each agency partner with their budget analyst to incorporate spending plans into the budget.

The following items should be included in budget projections:

  • Changes to revenue expectations
  • Staff hires, vacancies, retirement leave cashouts
  • Unexpected expenditures (e.g., unemployment, attorney general, auditor, repairs and maintenance)
  • Infrequent expenditures (e.g., annual subscription or insurance payments)
  • Additional travel or meetings
  • Moving expenses, rent increases
  • Future investments

Small Agency Highlight

The Washington State Arts Commission (ArtsWA) nurtures and supports the role of the arts in the lives of all Washingtonians. ArtsWA promotes and documents the public value of the arts and believes in diverse forms of artistic expression. They also activate and enhance public buildings and campuses through the acquisition, stewardship, and presentation of the State Art Collection.

Washingtonians can explore Washington's State Art Collection online. The My Public Art Portal connects you to the nearly 5,000 artworks that are located at K-12 schools, colleges, universities, and state agencies across the state.

In December, Governor Inslee honored My Public Art Portal with a Best of Washington IT Award. This four-year project was accomplished by Heide Fernandez-Llamazares, Valerie Peterman and Jennifer Myers, under the guidance of Janae Huber. Congratulations ArtsWa!

2019 Form W-2

Employees' 2019 Form W-2 Wage and Tax statements will be mailed by January 31 and should be received in the mail by mid-February. Contact the DES Payroll Office to obtain a copy if an employee did not receive their Form W-2.

SAFS (Small Agency Financial Services) Team Updates

Did you know? Your DES financial support team consists of ALL of our SAFS team members. Even though you may work with specific SAFS members regularly, other SAFS members often step in to assist and provide continuity of services. We would like you to know about our whole SAFS team. Below is a list of each work group within SAFS, the members you may hear from, and recent news or a message from each team.

Team Members News / Message
   

Happy 2020 !!!! May your new year be filled with lots of smiles and laughter.

Accounts Payable

 

Sarah Parker
May Davida-Jackson
Ian Shelley new
Brailyn Pratt
Sasha Sudirjo
Amanda Overstreet

 

SAFS AP added a new lead analyst position to the team, and we're excited to have Ian Shelley join us in that role.


Ian has been with SAFS Revenue Management for almost 2 years and already knows and has worked with many of the small agencies. What a great addition to our team!

Budget

Chad Johnson
Diann Lewallen
Paul Bitar
Seth Flory

Budget staff are working on your 21-23 Compensation Impact Model due 1/31 and projections for the final 6 months of FY20. Please keep them informed of any upcoming spending changes.

Payroll

Carrie Winslow
Vanno Non
Bona Blume
Tasha Fitzgerald
Whitney Brabant (benefits)
Stephanie Davidson (shared leave)

Bona will be back in the office starting Friday, February 14. Welcome back Bona!

Revenue Management

Kara Skinner
Vacancy
Amy Johnson
Teancum "Tea" Satot

Ian Shelley was offered and accepted a position with SAFS Accounts Payable. Ian has been a valuable member of Revenue Management for almost 2 years and while we're sad that he's leaving our team, we're thrilled that he's staying with DES and SAFS! Congratulations Ian!

Administrative Assistance

Danelle Guerin
Vivian Lindenau

 

 

DES Payroll statistics for December 2019 (40 agencies served)

Total Employees Paid 1,231
New Hires / Rehires 12
Transfer In / Transfer Outs 3
Separations 13
Supplemental Payments / Walk Throughs 0
Overpayments 5

 

DES Accounts Payable statistics for December 2019 (31 agencies served)

Invoices Received from Agency 1,791 79.28% $5,288,860.96
Invoices Paid on Delegated Authority 324 14.34% $614,851.55
Travel Requests Paid through TEMS 136 6.02% $38,134.63
Payments Reissued (SOL, Lost Warrant) 8 0.35% $21,708.11
Total Payments Processed 2,259 100%

$5,963,555.25

 

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Travel Tips

Standard mileage reimbursement rate for privately owned vehicles has changed

The standard mileage reimbursement rate for privately owned vehicles (POV) has decreased from $0.58 to $0.575 effective Jan. 1, 2020.  Travelers requesting reimbursement through TEMS will not need to make any adjustments because the system auto-populates the rate based on dates of travel. Travelers using paper vouchers will need to verify the correct rate is used on their reimbursements.

If your agency does not use TEMS and would like more information, please call SAFS AP at (360) 407-8183 or email travel.safs@des.wa.gov.

News from DES Contracts on Travel Services

Update your records for new travel-related contracts.

  • Contract 05619 for vehicle rentals in the United States launched in mid-December. It replaces Contract 03710.
  • Contract 02219 for agent-assisted or Internet-based travel services has been active since the first of December. It replaces Contract 01913.
  • Contract 00919 for fully-refundable airfare has been available to customers since July 2019. The contract, which replaced 01713, is for refundable air tickets without penalty for authorized government travelers.

For information about any of these contracts, contact Diane White, (360) 407-9366.

Contact Us

If you would like to know what budget analyst, payroll analyst and HR business partner is assigned to your agency, see our Agency Assignments webpage.

If you would like to get contact information for DES SAFS and HR staff, see our Contacts webpage.

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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