Small Agency Services Bulletin – May 2023
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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Important Dates
June 1
- DES SAFS presents "Fiscal Year-End" and "2023-25 Biennial Allotments" workshop.
June 5
- Allotments for the FY23 Supplemental are due to OFM.
June 6
- To reflect in your agency's monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
June 23
- 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 Thursday, June 29, or Friday, June 30. All FY23 payment processing will resume as normal on Monday, July 3.
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
- Submit all payroll items for the June 16-30 payroll.
- Submit all FY23 commissioners and board members' stipend requests.
- Submit all FY23 Commute Trip Reduction (CRT) stipends.
Important Messages
Correctional Industries (CI) - end of year cut-off dates
CI has identified the following cutoff dates for FY23 furniture orders requiring delivery by June 30, 2023.
Order Cut-Off Dates
- 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
Cash Receipts:
- Checks dated June 30 and before will be recorded as FY23 cash balance. Checks dated July 1 and after will be recorded as FY24 cash balance. Please separate FY23 and FY24 checks onto individual deposit slips/A45s.
- Any FY23 related funds expected but not received should be reported to DES AR so appropriate entries can be recorded. For example, if a July dated check relates to FY23 activity an accrual will be entered.
US Bank P-Card/Travel Card/One Card best practices:
- Submit statements to AP within 10 business days of statement date.
- Access statements online to avoid waiting for statements to arrive in the mail! Reach out to APquestions.safs@des.wa.gov for assistance.
- Submit statements monthly with all backup every time. This applies even if the statement has a credit balance due to refunds.
Small Agency Financial Services News
DES SAFS will present our "Fiscal Year-End" and "2023-25 Biennial Allotment" workshop June 1 from 2-3 p.m.
This workshop will cover all you need to know about fiscal year-end accounting close such as:
- Important dates and deadlines
- Payroll items & dates
- Cash receipts & receivable accruals
- Purchases, paying invoices, travel
- Expenditure accruals
We'll also help you prepare for the 2023-2025 biennial allotments
- 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
- FY24 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: Ian.Shelley@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 |
Welcome Ryan Kirchhof! Ryan is taking on the role of SAFS AP’s second lead analyst and will be a counterpart to our current lead, Norma Rosado. Ryan comes with a background in private sector accounts receivable and project management. Please join me in welcoming Ryan! |
| Budget | |
|
Diann Lewallen |
We are excited for Lisa who has chosen to be a full-time stay-at-home mom to her new baby, Wyatt. We have enjoyed having Lisa on the SAFS budget teams and appreciate her positive attitude and connection with her customer agencies. She will be missed. |
| Payroll | |
|
Carrie Knudson |
|
| Accounts Receivable | |
|
Betti Bartoldo |
|
| Administrative Assistance | |
|
Danelle Guerin |
|
DES Accounts Payable statistics for Apr. 2023 (34 agencies served)
| Invoices Received from Agency | 1,637 | 71.99% | $7,790,618 |
| Invoices Paid on Delegated Authority | 521 | 22.91% | $1,116,000 |
| Travel Requests Paid through TEMS | 107 | 4.70% | $38,744 |
| Payments Reissued (SOL, Lost Warrant) | 9 | 0.40% | $2,465 |
| Total Payments Processed | 2,274 | 100% | $8,947,827 |
DES Payroll statistics for Apr. 2023 (42 agencies served)
| Total Employees Paid | 1,550 |
| Appointment Changes | 15 |
| New Hires / Rehires | 34 |
| Transfer In / Transfer Outs | 9 |
| Separations | 14 |
| Supplemental Payments / Walk Throughs | 2 |
| Overpayments | 1 |
Travel Tips
Travel reminders:
- Airfare should be purchased on agency p-cards, not by travelers, very few exceptions exist. See SAAM 10.50.75 and 10.50.70 for details.
- Out of State travel requires a pre-approval, see SAAM 10.10.50.a. Use an A40 form to document prior approval.
- If a hotel is going to charge more than the per diem rate, certain exceptions must be met for a traveler to be reimbursed more than the set per diem rate. Additionally, approval for the over per diem reimbursement must be made in advance of travel. See SAAM 10.30.20. Use the Exceeding Lodging Per Diem form to document prior approval.
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.