Small Agency Services Bulletin – May 2025
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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Important Dates
June 3
- FY25 supplemental allotment amendments are due to the Office of Financial Management.
- DES SAFS presents "Fiscal Year-End" workshop for FY25 from 1-2 p.m. ASL Interpretation will be provided.
June 5
- To reflect in your agency’s May monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
June 23
- Last day to submit shared leave donations for FY25. Any shared leave donations received after this date will be processed after July 1.
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 p.m. 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 30.
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 July 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 16-30 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.
Important Messages
Correctional Industries (CI) - end of year cut-off dates
CI has identified the following cutoff dates for FY25 furniture orders requiring delivery by June 30, 2025:
- Order Cut-Off Date - Fast Fulfillment orders* – June 2, 2025
* Applies to in-stock items only. Orders must be placed via CI's website.
Time to think about the end of the fiscal year/biennium
Cash Receipts:
- Checks dated June 30 and before will be recorded as FY25 cash balance. Checks dated July 1 and after will be recorded as FY26 cash balance. Please separate FY25 and FY26 checks onto individual deposit slips/A45s.
- Any FY25 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 FY25 activity an accrual will be entered.
Travel:
- 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
Coordination:
- 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.
Small Agency Financial Services News
DES SAFS "Fiscal Year-End" and "Allotments" Workshops
In an effort to get the right information to the right people, DES SAFS will present two workshops this year.
Fiscal Year-End Workshop
DES SAFS will present our FY25 "Fiscal Year-End" workshop on June 3 from 1-2 p.m. ASL Interpretation will be provided.
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
A question-and-answer period will follow. If you have specific questions or topics you would like to see covered, please email diana.huynh@des.wa.gov.
Allotments Workshop
DES SAFS presents "Allotments" workshop on June 26 from 1-2 p.m. 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
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 Message: We are working on draft allotments (25-27 spending plan) and are looking forward to collaborating with you to finalize.
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 message: A successful team is a group of many hands and one mind. -Bill Bethel
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 April 2025 (34 agencies served)
| Invoices received from agency | 1,921 | 73.04% | $15,531,360 |
| Invoices paid on delegated authority | 583 | 22.17% | $1,803,991 |
| Travel requests paid through TEMS | 123 | 4.68% | $42,532 |
| Payments reissued (SOL, Lost Warrant) | 3 | 0.11% | $1,782 |
| Total payments processed | 2,630 | 100% | $17,379,665 |
Quarterly DES Accounts Receivable statistics for Jan., Feb., March 2025 (28 agencies served)
| Invoices produced | 528 | $4,000,970 |
| Revenue recorded | 577 | $15,348,769 |
| Expenditure reductions recorded | 209 | $3,424,704 |
| Accounts Receivable FTEs completing the work | 3.25 |
DES Payroll statistics for April 2025 (42 agencies served)
| Total employees paid | 1,218 |
| New hires/rehires | 29 |
| Separations | 12 |
| Transfers | 10 |
| Supplemental payments/walk throughs | 1 |
| Overpayments | 4 |
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.
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.