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Small Agency Bulletin

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June 2020

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

June 29 & 30

  • For state fiscal year-end accounting and cash cut-off purposes, accounts payable documents will not be processed on Monday, June 29, or Tuesday, June 30. All FY20 payment processing will resume as normal on Wednesday, July 1.

June 30

  • Replenish petty cash per SAAM.
  • Obtain list of assets in the Capital Asset Management System (CAMS). If needed, complete a physical inventory.
  • Use compensatory time. The remaining balance will be cashed out on the July 10 paycheck (represented employees only).
  • All services must be rendered and tangible goods must be received.

July 1

  • Begin separating FY20 and FY21 invoices when batching for processing by DES AP.

July 2

  • Deadline to send cost coding updates to payroll for FY21 (July 25 payroll).

July 22

  • Notify your DES Budget Analyst of any unrecorded assets or disposed assets.

July 24 (Revised from July 10)

  • If DES prepares invoices for your agency for goods and services you provide others, submit invoicing information to DES.

July 31

  • Performance measure actuals for quarter ending June 30 are due.
  • Contact vendors to obtain invoices for goods and services.

July 31 (Revised from July 17)

  • If you prepare invoices internally for goods and services you provide others, mail invoices for goods and services to agencies and colleges. Please report your invoices to DES to be recorded properly in FY20.

Aug 14 (Revised from July 31)

  • Information on accrued expenses must be received by DES.
  • All payment documents must be received by DES for payments of goods, services, and equipment received on or before June 30.
  • Manual (paper) travel vouchers must be received by DES.
  • Electronic travel vouchers must be approved in the Travel Expense Management System (TEMS).

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Important Messages

Coronavirus (COVID-19) Resource

Keep informed via Washington State's coronavirus response website Coronavirus.wa.gov

OFM updates fiscal year-end due dates

Due to the challenges caused by COVID-19, OFM is making changes to the fiscal year 2020 year-end due dates. In response, DES SAFS has updated their closing instructions and workshop presentation with new task due dates.

Time to think about the end of the fiscal year

  • If there are any changes to implement in the new fiscal year, such as changes to coding structure to track expenses differently or track something new, please contact your Enterprise Services budget analyst.
  • Due to fiscal year end close and the beginning FY21, DES accounts payable will not process regular accruals for June and July.

Time to think about the 2021-2023 biennial budget

The 2021-2023 biennial operating budget instructions are available on OFM's website:

Upcoming opportunity to change some PEBB benefits

The COVID-19 pandemic may have changed employees’ health care needs. In light of this, from July 1 through 31, 2020, PEBB employees will have a limited open enrollment opportunity to change some of their PEBB benefits effective August 1, 2020.

You can:

  • Enroll in medical if they are currently enrolled only in dental.
  • Add eligible dependents to their medical coverage.
  • Increase or decrease their Medical FSA or DCAP annual elections.
  • Enroll in a Medical FSA or DCAP for the rest of the 2020 calendar year (if eligible for these benefits).

These changes do not require a special open enrollment event. However, dependent verification documents are still required to enroll a dependent.

Please note that employees cannot change their medical plans or waive medical coverage during this limited open enrollment.

You will need to submit paper forms to make the changes listed above. Specialized forms, unique to this limited open enrollment, will be available later this month. All forms and documents must be received no later than July 31.

Learn more on HCA's PEBB webpage

New Retirement Plan Default Rules for Plan Choice Members

Under legislation approved earlier this year, the Department of Retirement Systems (DRS) default retirement plan will soon change for newly hired PERS/SERS/TRS choice members who do not make a plan selection within the 90-day Plan Choice Window. Specifically, the default will change to Plan 2 for new choice members hired on or after June 30, 2020. The default for new choice members hired before June 30 remains Plan 3 (Option A, Self-Directed).

Check out DRS's Retirement Outlook newsletter and Q&As for more information.

"MyPortal" (ESS Replacement Project) - Resources

Here are a few resources OFM created to assist users:

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Small Agency Financial Services News

DES presents successful "Fiscal Year-End" and "2021-2023 Biennial Budget Build" workshop

More than 41 attendees joined our June 2 Fiscal Year-end and Budget Build Workshop. Special thanks to Carrie Knudson (Payroll), Kara Skinner (Revenue Management), Sara Parker (Accounts Payable), and Chad Johnson (Budget).

This was our first Zoom workshop and we appreciate those who could join us. If you have comments or questions, please email Gwen McClanahan.

Also, you can view the presentation including a Q&A from the workshop on our website.

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
Accounts Payable

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

To ensure coverage in some capacity every day, we will be staggering furlough days each week in July.
Budget

Chad Johnson
Diann Lewallen
Paul Bitar
Seth Flory

In an effort to provide continued coverage in July, our group will be staggering our furlough days each week. We aim to have at least two staff members available every day.
Payroll

Carrie Knudson
Bona Blume
Vanno Non
Tasha Fitzgerald (shared leave)
Whitney Brabant (benefits)
Phuong Luong (shared leave)

In an effort to provide continued coverage in July, our group will be staggering our furlough days each week. We aim to have at least three staff members available every day.
Revenue Management

Kara Skinner
Crystal Marshall
Amy Johnson

To ensure coverage in some capacity every day, we will be staggering furlough days each week in July.
Administrative Assistance

Danelle Guerin
Vivian Lindenau - retiring
Lisa Best - new

After 24 years of state service, Vivian is retiring. Her last day with DES will be Wednesday, July 15, She, her knowledge and expertise will be greatly missed. Happy Retirement Vivian!

DES welcomes Lisa Best! Lisa joined us in February. She comes from the Olympia Master Builder’s Association and brings many years of administrative and fiscal support experience to DES. Welcome Lisa!

Danelle and Lisa will be sharing Vivian's duties. We appreciate your patience as we go through this transition.

 

DES Payroll statistics for May 2020 (40 agencies served)

Total Employees Paid 1,262
New Hires / Rehires 31
Transfer In / Transfer Outs 8
Separations 10
Supplemental Payments / Walk Throughs 3
Overpayments 2

 

DES Accounts Payable statistics for May 2020 (31 agencies served)

Invoices Received from Agency 908 74.37% $5,989,993.89
Invoices Paid on Delegated Authority 301 24.65% $582,567.30
Travel Requests Paid through TEMS 2 0.16% $210.78
Payments Reissued (SOL, Lost Warrant) 10 0.82% $25,209.48
Total Payments Processed 1,221 100% $6,597,981.45

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Travel Tips

Coronavirus (COVID-19) Travel Advice

Experts advise canceling all non-critical travel plans. The World Health Organization has tips about traveling if you absolutely must during COVID-19.

Year-End Guidelines

Travel and travel reimbursements follow the same year-end guidelines as goods and services. Travel that occurs on or before June 30 will be accounted for in FY20. Travel that occurs on or after July 1 will be accounted for in FY21. Please submit FY20 and FY21 trips on separate TEMS reimbursement requests.

If you have questions, please contact us at travel.safs@des.wa.gov

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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