Small Agency Services Bulletin - March 2023
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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Important Dates
Apr. 6
- To reflect in your agency's monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
Apr. 18
- IRS Tax Deadline – If any vendors have questions about their 2022 1099-MISC forms, please call Accounts Payable at 360-407-8183 before the filing deadline.
May 7-13
- Public Service Recognition Week information.
Important Messages
Continuity of Operations Planning (COOP) support
Continuity of Operations Planning is simply just good business planning and we know it can be a challenge. Did you know our state has a comprehensive continuity program to support all state agencies, boards and commissions in advancing their continuity capability?
The Interagency Continuity of Operations Practitioners (iCOOP) meets quarterly.
- The next meeting is May 4, 2023 at 10:00 A.M.
Edna Lucille Goodrich Building (DOC/DOT), Conference Room 1028
7345 Linderson Way, Tumwater - A virtual option is also available, please follow this link to connect via teams
To connect to the iCOOP mailing list and to receive updates, connect to the iCOOP SharePoint site.
Any additional question or comments can be directed to annie.merritt@mil.wa.gov at The Washington State Emergency Management Division.
Correctional Industries (CI) - End Of Year Cut-Off Dates
Correctional Industries has identified the following cutoff dates for FY23 furniture orders requiring delivery by June 30, 2023.
Order Cut-Off Dates
- Standard gross product orders less than $100,000 – March 31, 2023
- Sit-To-Stand riser orders – April 28, 2023
- Fast Fulfillment orders* – June 1, 2023
* Applies to in-stock Fast Fulfillment items only. Orders must be placed via CI website.
Time to think about the end of the fiscal year/biennium
- Be sure to get all fiscal year 2023 invoices so they can be paid promptly. Belated claims will apply against your fiscal year 2024 spending authority.
- Does your agency bill for its services or send out interagency billings? Create a plan to ensure that June's billings are processed promptly and mailed by mid-July.
- Reference the Office of Financial Management (OFM) year-end resources.
Time to think about capital assets
DES encourages small agencies to evaluate internal policies and procedures around capital assets and be sure they include the following:
- An internal written policy for managing small and attractive assets, timely removal of capital assets from inventory, and proper approval of disposal requests.
- A revolving schedule to perform physical inventories every other year. Inventories can be performed anytime - there is no need to wait until June.
- Procedures to follow if a capital asset is lost or stolen.
Visit these websites to find out more about capital assets:
- State Administrative and Accounting Manual Chapter 30.10 – capital assets
- Office of Financial Management capital asset resources
Fund 03K Industrial Insurance Premium Refund Account
DES wants to remind agencies that they may have a balance remaining in Fund 03K Industrial Insurance Premium Refund Account — a fund used to account for all industrial insurance refunds earned by state agencies under the state fund retrospective rating program. Preference on expenditures shall be given to programs that provide incentives for employee safety and appropriate early return-to-work incentives for injured employees.
Below are some ideas about where you can request these funds be used:
- Electronics — such as loaner cell phones for personal safety while in travel status, and/or security cameras.
- Emergency planning and first aid — such as first aid kits and emergency evacuation supplies.
- Ergonomics — such as adjustable work surfaces, padded or gel wrist rests and keyboard trays.
- Facilities-related items — such as warning signs, ice/snow supplies to prevent surface slips and card key entries.
- Indoor air quality — such as HEPA filter air cleaners and CO2 monitoring equipment.
- Lifting/materials handling devices — such as forklifts and portable carts.
- Lighting — such as blinds to minimize glare and task lighting.
- Personal protective equipment — such as hard hats and back belts.
- Training/education — such as safety videos.
Small Agency Financial Services News
DES SAFS will present our "Fiscal Year-End" and "2023-2025 Allotments" workshop coming up
Watch for your invite!
Our workshop will cover all you need to know about the fiscal year-end close and the basic process to prepare your 2023-2025 allotments/spending plans.
A question and answer period will follow. If you have specific questions or topics you would like to see covered, please email gwen.mcclanahan@des.wa.gov.
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 |
Ian Shelley |
Megan Finger, one of the AP team’s lead fiscal analysts, will be joining another agency for an exciting career opportunity beginning mid-April. Megan has been an outstanding teammate and lead worker in AP for the last year and half and the team will miss her greatly. Please join me in congratulating Megan and wishing her all the best as she moves on to this next step! Ian will be out of office 4/3-4/7. Please send AP questions to APquestions.safs@des.wa.gov. |
| Budget |
Diann Lewallen |
|
| Payroll |
Carrie Knudson |
We are excited to announce that on March 16 Grace Yi joined us as our new FA1 and will handle VOEs! Grace is coming from DOR where she worked as a tax service representative. Grace is organized, is attentive to detail, and has excellent communication skills. Please help us welcome her to our team! |
| Accounts Receivable |
Betti Bartoldo |
|
| Administrative Assistance |
Danelle Guerin |
We are happy to announce that on February 1 Barb May joined us as our AA2! She comes to us from North Thurston School District, where she worked in both the Finance and Student Admissions offices. Barb will be the main administrative support for SAFS. Please join us in giving her a warm welcome! |
DES Accounts Payable statistics for Feb. 2023 (34 agencies served)
| Invoices Received from Agency | 1,508 | 75.78% | $12,987,470 |
|---|---|---|---|
| Invoices Paid on Delegated Authority | 490 | 19.60% | $958,042 |
| Travel Requests Paid through TEMS | 79 | 3.97% | $26,849 |
| Payments Reissued (SOL, Lost Warrant) | 13 | 0.65% | $63,387 |
| Total Payments Processed | 1,990 | 100% | $14,035,748 |
DES Payroll statistics for Feb. 2023 (42 agencies served)
| Total Employees Paid | 1,527 |
|---|---|
| Appointment Changes | 19 |
| New Hires / Rehires | 25 |
| Transfer In / Transfer Outs | 8 |
| Separations | 9 |
| Supplemental Payments / Walk Throughs | 1 |
| Overpayments | 0 |
Travel Tips
Airfare
When booking airfare, use the State’s Alaska Air EazyBiz contract or the travel agency contract.
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.