Small Agency Services Bulletin – July 2025

July 2025

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

July 24

  • Notify your DES Budget Analyst of any unrecorded assets or disposed assets.
  • 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 FY25.

July 25

  • All FY25 TEMS travel requests must be received by SAFS Accounts Payable.
  • All FY25 invoices must be received by SAFS Accounts Payable.

July 31

  • Phase 1 Close

August 4

  • July US Bank Statements must be submitted to SAFS Accounts Payable.
  • Completed FY25 accrual templates must be submitted to SAFS Accounts Payable.

August 14

August 22

  • 2025-27 Recast to Activity is due to OFM. Parallel to the creation of the allotments/spending plans, agencies are required to recast the 2025-27 enacted budgets to activities. For the budget recast, all budgeted funds and FTEs are distributed to the agency Activity Inventory.
  • Phase 1B Close: "Due to/due from" balancing between state agencies is due.

September 5

  • Phase 2 Close – Remaining State Disclosure Forms are due.

September 15

  • Supplemental FY26 budget requests (decision packages) are due to OFM Budget. Your DES Budget Analyst will be reaching out to you to review when we will need your agency's decision package(s), including full narrative, cost calculations, and answers to supplementary questions so we can meet this OFM due date.

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Important Messages

Governor Ferguson appoints Matt Jones as DES Director

Matt Jones, serving as acting director since January 15, was appointed as Washington's new director of the Department of Enterprise Services (DES). Congratulations Matt! Read the announcement.

FY26 supplemental requests are due September 15

FY26 supplemental requests should focus on the following:

  • Non-discretionary changes in legally mandated caseloads or workloads.
  • Necessary technical corrections to the enacted 2025-27 budgets.
  • Additions or reductions to federal or private/local funding anticipated for the remainder of the biennium.
  • Critical and emergent costs that cannot be accommodated with savings or efficiencies in the existing budget.
  • Additional options for efficiencies, reform, administrative savings, or reductions in non-essential services and programs.

For more information, please reference the Instructions for 2026 Supplemental Budget Submittals letter.

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Small Agency Financial Services News

Fiscal year-end reminders/notices

  • SAFS Accounts Payable (AP) will be reviewing, analyzing, and emailing over agency year-end accrual templates between July 21st through July 25th. The deadline to submit completed FY25 accrual templates to SAFS Accounts Payable is August 4th.
  • Please submit July US bank statements to AP by August 4.
  • Please submit all FY25 related invoices to AP by August 4. Any FY25 invoices not submitted by August 4 should be listed on the accrual spreadsheets.
  • Continue to submit FY25 and FY26 invoices on separate A45 batches.
  • Send your entire July US Bank statement on a single A45, even if there are charges from both fiscal years. Please note FY25 or FY26 on the statement or invoice backup and SAFS AP will ensure the charges are coded to the correct fiscal year.
  • SAFS Accounts Payable will pause Delegated Authority payments for the month of July. Any Central Service invoices issued for the month of July paid by DA will be automatically included along with August's DA payments.
  • If your agency utilizes encumbrances, our SAFS Accounts Payable team will be working closely with you to ensure all biennium 23-25 encumbrances are liquidated and set up with updated expenditure coding by Phase 1 close on July 31st.

Interagency due to/from

DES SAFS will be balancing your interagency receivables/payables for accounts year-end. Please direct any due to/from questions to:

Allotments Workshop

DES SAFS presented a successful "Allotments" workshop.

The workshop covered the basic process to prepare your 2025-2027 allotments/spending plans.

  • Accounting for Capital Assets and Small and Attractive Assets
  • Completing required disclosure forms
  • Allotment process
  • What to expect from us
  • What we need from you
  • Timeline of due dates
  • FY26 supplemental budget info

Special thanks to the presenters: Seth Flory and Diann Lewallen! The presentation has been updated and posted on our Workshop Materials webpage. Enjoy!

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.

Accounts Payable

Team Members:

  • Diana Huynh - Supervisor
  • Vacant - Sr. Lead
  • Riley Hyland - Sr. Lead
  • Bryn Parker - Lead
  • Kaler Zoucha - Lead
  • Diana Dikhamindzhiya - Accounting Analyst
  • Kyler Oblad - Accounting Analyst
  • Forest Pope - Accounting Analyst

Accounts Receivable

Team Members:

  • Betti Bartoldo - Supervisor
  • Stacey Millsap - Sr. Lead
  • Jenifer Mobley - Accounting Analyst
  • Brandy Leitgeb - Accounting Analyst
  • Sarah Palazzo - Cash Receipts Specialist
  • Sean Garcia - Cash Receipts Specialist

Budget

Team Members:

  • Diann Lewallen
  • Seth Flory
  • Ian Shelley
  • Christina Shearer
  • Annis Jones

Team update: The team is diligently working on biennial allotments/spending plans.

Team message: "Doing the best at this moment puts you in the best place for the next moment." – Oprah Winfrey

Payroll

Team Members:

  • Rachel Rodgers – Manager
  • Molly Guinan – Supervisor
  • Kayla Preble – Lead
  • Nichole Dahlin – Processor
  • Amber Roberts – Processor
  • Vanno Non - Garnishments
  • Adam Oskvig – Out of State Taxes
  • Treyson Ramos – Retirement Specialist
  • Brandy Butterfield – Benefits Specialist
  • Malachi Riedl - Time and Attendance Processor

Team update: Treyson Ramos (Retirement Specialist) is currently out on extended leave. Please email the DES Payroll main inbox with retirement questions (despayroll@des.wa.gov). We anticipate his return mid-September.

Team message: "Teamwork is the secret that makes common people achieve uncommon results" – Ifeanyi Enoch Onuoha

Administrative Assistance

Team Members:

  • Danelle Guerin
  • Makaila Barbella

Team Message: Danelle is out of office through mid-August. Please contact Makaila if you have any administrative needs.

DES Accounts Payable statistics for June 2025 (34 agencies served)

Invoices received from agency 1,890 76% $16,822,458
Invoices paid on delegated authority 442 17.77% $1,461,387
Travel requests paid through TEMS 151 6.07% $61,004
Payments reissued (SOL, Lost Warrant) 4 0.16% $3,259
Total payments processed 2,487 100% $18,348,108

DES Payroll statistics for May 2025 (42 agencies served)

Total employees paid 1,228
Appointment changes 4
New hires/rehires 23
Separations 33
Supplemental payments/walk throughs 2
Overpayments 3

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Travel Tips

When claiming exceptions to the maximum allowable lodging rates as stated in SAAM 10.30.20.d, include the written approval for the exception. Make sure that:

  • You include an explanation describing why an exception was necessary.
  • The approval is signed by the agency head or authorized designee.

A separate written approval is required, even though there is a comment box that pops up in TEMS that needs to be filled out.

As always, if you have any questions regarding travel: call SAFS AP at 360-407-8183 or email travel.safs@des.wa.gov.

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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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