Small Agency Services Bulletin – June 2025

June 2025

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

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Important Dates

June 25

  • Last day for agencies to submit A45s and invoices to Accounts Payable before cash cutoff and payment pause to prepare for Fiscal Year End.

June 26

  • DES SAFS presents "Allotments" workshop from 1-2 PM. ASL Interpretation will be provided.

June 27-30

  • Payment Pause: Accounts Payable will not be processing any payments during this time after cash cutoff. Reminder: To use FY25 funds, all goods and services must be received by June 30th.

June 30

  • Represented Employees: Any remaining Compensatory Time (comp-time) balances as of 6/30/2025 will be paid out to union represented employees on the 7/10/2025 pay date.
  • 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

  • Timesheets and other Payroll items are due for the June 16th-30th payroll.
  • Submit all FY25 commissioners and board members' stipend requests.
  • Submit all FY25 Commute Trip Reduction (CRT) stipends.
  • SAFS AP will resume FY25 payment processing and begin FY26 payment processing.
  • Begin separating FY25 and FY26 invoices (bill to be paid) when batching for processing by DES AP.
  • When invoicing, separate FY25 and FY26 services to other entities on different individual invoices.

July 14

  • Contact vendors to obtain invoices for goods and services.

July 21

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

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.

August 4

  • Deadline to submit July US Bank Statements to SAFS Accounts Payable.
  • Deadline to submit completed FY25 accrual templates to SAFS Accounts Payable.

August 22

  • Phase 1B Close: "Due to/due from” balancing between state agencies is 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

Time to think about the FY26 supplemental requests

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.

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.

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

Time to think about the end of the fiscal year/biennium

  • Your annual consumable and merchandise physical count should include information regarding the quantity, cost and basis for cost (i.e., weighted average cost, LIFO or FIFO – your inventory method must remain consistent).
  • 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 DES Budget Analyst.
  • Due to fiscal year end close and the beginning of FY26, DES accounts payable will not process regular accruals for June, July, and Aug.

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Small Agency Financial Services News

SAFS Accounts Payable Payment Pause

SAFS Accounts Payable will be on a payment pause beginning June 27th. To prepare for fiscal year-end, our team will not be processing any payments until we resume on July 1st.

SAFS Accounts Payable will be reviewing, analyzing, and emailing over agency year-end accrual templates between July 21st through July 25th.

As a reminder, 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.

SAFS News/Process Changes

With the upcoming transition to Workday, SAFS Accounts Payable will be working to support our small agencies with shifting to the US Bank Online Portal. This process improvement will replace the old method of submitting an A45 batch for credit card statements and instead allow for all action items from agencies to be completed within the online portal. All other invoices will still be submitted via an A45.

We are meeting with agencies in phases and will contact your agency by email once we are ready to schedule a kick-off meeting and discuss implementation. If you have not heard from us yet, please continue to submit your credit card statements as usual. This is a lengthy process and involves many agencies; with the size of our team, this process will likely span the remainder of the calendar year to complete.

Fiscal Year-End Workshop

DES SAFS team presented a successful FY25 "Fiscal Year-End" workshop.

This workshop covered fiscal year-end accounting close such as:

  • Important dates and deadlines
  • Payroll items & dates
  • Cash receipts & receivable accruals
  • Purchases, paying invoices, travel
  • Expenditure accruals

Special thanks to all the DES SAFS team presenters! The presentation and resources have been updated and posted on our Workshop Materials webpage. Enjoy!

Allotments Workshop

DES SAFS presents "Allotments" workshop on June 26th from 1-2 PM. ASL Interpretation will be provided.

Our workshop will cover 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

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.

Accounts Payable

Team Members:

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

Team updates: Rachel Neuman will be leaving SAFS Accounts Payable team effective July 1. Please wish her luck in her future endeavors!
Diana Dikhamindzhiya is currently on maternity leave. She is expected to return late-September.

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

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: "If you want to lift yourself up, lift up someone else." – Booker T. Washington

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 May 2025 (34 agencies served)

Invoices received from agency 2,152 77.10% $15,967,793
Invoices paid on delegated authority 454 16.27% $1,417,940
Travel requests paid through TEMS 173 6.20% $65,864
Payments reissued (SOL, Lost Warrant) 12 0.43% $15,903
Total payments processed 2,791 100% $17,467,500

DES Payroll statistics for May 2025 (42 agencies served)

Total employees paid 1,242
Appointment changes 7
New hires/rehires 12
Separations 19
Supplemental payments/walk throughs 0
Overpayments 3

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Travel Tips

Fiscal year end is coming!

Now is a good time to start tying up loose ends.

  • Travel requests pending reimbursement? Get those requests submitted!
  • New commissioners or board members? Fill out and submit a statewide vendor form before they travel, so they can be paid in a timely manner upon return!
  • Travelers without a TEMS profile? Sign up here: TEMS Access Request Form

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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