Small Agency Services Bulletin - May 2021
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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Important Dates
May 25
- Monthly Department of Revenue (DOR) Use Tax Filing due.
May 27
- DES Contracts and Procurement workshop PART 2
June 3
- Procurement Policy Workshop (focus on supplier diversity)
June 7
- To reflect in your agency's May monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
June 15
- "Fiscal Year-End" and "2021-23 Biennial Allotment" workshop
June 17
- Correctional Industries (CI) Fast Fulfillment/7 day order cut-off date for delivery by June 30. See website for more order cut-off dates.
June 24
- Donations for shared leave are due
June 29 & 30
- For state fiscal year-end accounting and cash cut-off purposes, accounts payable documents will not be processed on Tuesday, June 29 or Wednesday, June 30. All FY21 payment processing will resume as normal on Thursday, 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
- Deadline to send cost coding updates to payroll for FY22 (July 26 payroll).
- Submit all payroll items for the June 16-30 payroll.
- Submit all FY21 commissioners and board members' stipend requests.
- Submit all FY21 Commute Trip Reduction (CRT) stipends.
- Begin separating FY21 and FY22 invoices (bill to be paid) when batching for processing by DES AP.
- Begin using new Chart of Accounts coding for FY22 invoices.
- When invoicing, separate FY21 and FY22 services to other entities on different individual invoices.
July 9
- If DES prepares invoices for your agency for goods and services you provide others, submit invoicing information to DES.
July 16
- Contact vendors to obtain invoices for goods and services.
- 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 FY21.
July 23
- Notify your DES Budget Analyst of any unrecorded assets or disposed assets.
Aug 6
- 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.
DES Visitor Services - Virtual Tours
Prior to the pandemic, DES Visitor Services delivered onsite tours to 23,000 students annually through the Civic Education Program. During this time of distance learning, an innovated solution was needed to continue fulfilling the mission of teaching civics about our Capitol Campus and State Government. To do this, DES Visitor Services created a virtual tour app of the Capitol Campus called Xplore Washington State Capitol. They are using the app to guide live tours, but you can also access the app for free on the Apple App and Google Play stores! The app uses 360 degree images and augmented reality for a truly immersive experience. Visitor Services is currently working on even more enhancements to this app with funds that they were granted from the Senate.
Check out what they have created!
If you have an android phone: Xplore Washington State Capitol - Apps on Google Play
If you have an iPhone: Xplore Washington S. Capitol on the App Store
Time to think about the end of the fiscal year / biennium
- All checks dated June 30 or before will be recorded in FY21. All checks dated July 1 and beyond will be recorded in FY22. If you know that your agency will be receiving FY21 related funds after July 1, a receivable (i.e., accrual) must be set up. Please send a request to the FinanceCashier@des.wa.gov to have the item recorded prior to July 22. Questions? Don't hesitate to call Crystal Marshall 360-227-7229.
- Over the next several months, DES may have questions or need assistance from your budget and accounting staff. Please notify your DES Budget Analyst to provide vacation schedules for your budget and accounting staff from June through September so that we can coordinate to help meet these important deadlines.
Archived Bulletins
Remember seeing information about fiscal year-end, capital assets, supplemental and biennial allotments in prior months' bulletins and wish to revisit the notice? No worries! Access to all prior bulletins can be found on our Small Agency Services Bulletin Archive webpage.
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Small Agency Financial Services News
Small Agency Highlight
A small agency with 3 staff and 11 volunteer Commissioners, the Commission on Hispanic Affairs aids with the development of public policy and the delivery of government services. The Commission is an advisory body with the ability to advise three bodies in state government: the Governor, state agencies, and the legislature. The Commission examines, identifies, and articulates issues of importance to the Latinx/Hispanic community across the state.
The last four years the Commission has been working with Career Connect Washington to create meaningful, real-world job opportunities for Washington students (and people up to 30), especially (using the Commission’s lens) for those who are furthest from opportunity. In early 2020, the Commission was awarded a grant to implement two P-TECH schools—the first in Washington state—branded as Career Connect Tech Academies. The Commission partnered with industry and educational partners in three regions: King County; Franklin County; and Snohomish County. The work resulted in an implementation manual available to any region that wants to implement a Career Connect Tech academy and two pilot schools launching this September! To read more about this work, take a look at the Washington STEM article Creating Student Pathways Through Partnership: Career Connect Tech Academy.
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 |
We are excited to announce that Amanda Overstreet has promoted to one of our lead positions with SAFS AP! Please join us in congratulating her on this new opportunity! |
| Budget |
Chad Johnson - leaving DES |
Chad has accepted a promotion as a Budget Manager with another agency. His last day with DES will be Friday, May 28. Chad has been with DES for 7 years and even though we will miss him greatly, we are very excited for him in his new endeavor. Please join us in congratulating Chad! |
| Payroll |
Carrie Knudson |
|
| Accounts Receivable |
Crystal Marshall |
|
| Administrative Assistance |
Danelle Guerin |
|
DES Payroll statistics for April 2021 (40 agencies served)
| Total Employees Paid | 1,289 |
|---|---|
| New Hires / Rehires | 14 |
| Transfer In / Transfer Outs | 6 |
| Separations | 9 |
| Supplemental Payments / Walk Throughs | 0 |
| Overpayments | 3 |
DES Accounts Payable statistics for April 2021 (32 agencies served)
| Invoices Received from Agency | 1,424 | 78.37% | $7,330.297 |
|---|---|---|---|
| Invoices Paid on Delegated Authority | 367 | 20.20% | $784,604 |
| Travel Requests Paid through TEMS | 20 | 1.10% | $8,525 |
| Payments Reissued (SOL, Lost Warrant) | 6 | 0.33% | $1,432,426 |
| Total Payments Processed | 1,817 | 100% | $9,555,852 |
Travel Tips
Increasing travel trips
As travel starts to increase again, please continue to follow the World Health Organization tips for traveling during COVID-19.
If you are locked out of your TEMS account, need help submitting reimbursement, or have questions about travel rules – please contact us at travel.safs@des.wa.gov.
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 FY21. Travel that occurs on or after July 1 will be accounted for in FY22.
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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