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Small Agency Bulletin

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September 2019

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

Sept. 20

  • Supplemental budget requests are due to the Office of Financial Management (OFM).

Oct. 1

Oct. 7

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

Oct. 25

  • Monthly DOR Use Tax filing is due.

Oct. 31

  • Performance Measure actuals for quarter ending Sept. 30, to be entered into the Results through Performance Management (RPM) system.
  • Annual DOR unclaimed property filing is due.
  • Quarterly DOR Use Tax filing is due.

Nov. 1 through Nov. 30

  • Healthcare Benefits Open Enrollment

Nov. 14

  • Travel Workshop in conjunction with OneWa update (watch for an invite)

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Important Messages

Capital Construction Budget Funds Artwork Acquisitions

A Message from the Washington State Arts Commission…

Washington's capital construction budget funds artwork acquisitions for new public buildings. Per RCW 43.17.200 one-half of 1% of the state's portion of construction costs must be set aside for the acquisition of artwork. The Washington State Arts Commission (ArtsWA) manages the Art in Public Places program (AIPP) and is responsible for the designation of projects, selection, contracting, purchase, commissioning, reviewing of design, execution and placement of works of art in public buildings.

Through an established process driven by local decisions, an AIPP project manager will work with you to acquire artwork that activates and enhances your building or campus, and is responsive to its site. If you have state capital construction funds for a new building, or are currently in design with anticipated capital construction funds in the upcoming biennium, please contact AIPP program manager Mike Sweney at ArtsWA (360) 586-2422 or mike.sweney@arts.wa.gov to start planning for artwork acquisition.

Annual Healthcare Benefits Open Enrollment is coming

The Public Employees Benefits Board (PEBB) annual healthcare open enrollment period for the 2020 plan year is Nov. 1 through Nov. 30. Check out the September PEBB newsletter for news on:

  • Redesigned forms are available to make changes
  • Making sure your PEBB My Account is set up and accessible
  • Keeping contact information updated

Time to Revisit your Tax Withholding?

It is important to revisit your tax withholding occasionally. Major changes from the Tax Cuts and Jobs Act could affect the size of your refund. The IRS offers information on a Paycheck Checkup and a Tax Withholding Estimator to help you see if you are withholding the right amount of tax from your paycheck.

Use the results from the Tax Withholding Calculator to determine whether you need to give your employer a new Form W-4 (2019).

New EAP Brochures

The Washington State Employee Assistance Program (EAP) has new Brochures. Also, a new process for ordering and distributing EAP printed materials is being developed. In the meantime, feel welcome to download and self-print the materials including brochures, handouts, supervisor guides, and posters.

If you have any questions, please contact EAP directly at (877) 313-4455.

Updating Agency Policies – Helpful Hints

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

  • Are your policies over 5 years old?
  • Are your policies signed by a prior administration or agency director?
  • Do your policies align with the current version of the SAAM (State Administrative and Accounting Manual)?
  • Do you have all the required and recommended agency policies? 

OFM Required and Recommended Agency Policies
SAAM Required Accounting Policies

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.

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Small Agency Financial Services News

DES Payroll “Healthcare Benefits Open Enrollment” open house

Public Employees Benefits Board (PEBB) healthcare benefits open enrollment is coming. Employees have the opportunity to make changes to their benefits for 2020 from Nov. 1 through Nov. 30. Watch your mailbox for a copy of your open enrollment newsletter, which will be mailed mid-Oct.

To assist with open enrollment, DES Payroll will be hosting an open house. Date and times coming soon.

Stop by and learn about:

  • What's new for 2020
  • Changes in coverage for 2020
  • Where to go to compare plans
  • 2020 monthly premiums
  • Where to find local benefits fairs
  • What types of changes can be made during open enrollment
    • Change medical and dental plans
    • Enroll a dependent
    • Submit spousal attestation to avoid a monthly surcharge (must reattest every year)
    • Enroll/Reenroll in FSA and/or DCAP

DES Payroll statistics for August 2019 (40 agencies served)

Total Employees Paid 1,249
New Hires / Rehires 25
Transfer In / Transfer Outs 6
Separations 21
Walk Throughs 1
Overpayments 1

 

DES Accounts Payable statistics for August 2019 (30 agencies served)

Invoices Received from Agency 1268 60.41% $5,830,490.91
Invoices Paid on Delegated Authority 730 34.78% $3,338,597.00
Travel Requests Paid through TEMS 98 4.67% $34,778.27
Payments Reissued (SOL, Lost Warrant) 3 0.14% $1,079.92
Total Payments Processed 2,099 100% $9,204,946.10

 

Travel Tips

Travel per diem and lodging reimbursement rates are changing on October 1! Check out the new per diem map.

Our annual travel workshop, in conjunction with a One Washington update, will be Thursday, November 14 at 1:30 p.m. Watch for the invite and more information soon. Also, please let us if there is anything specific you would like to learn about that we didn't cover last year.

As always, if you have any questions regarding travel please call SAFS AP at (360) 407-8183 or email 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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