Small Agency Services Bulletin - October 2019
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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Your feedback is important
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
Oct. 25
- Monthly DOR Use Tax filing is due.
Oct. 31
- Performance Measure actuals for quarter ending Sept. 30, to be entered into the Results through Performance Management (RPM) system.
- Annual DOR unclaimed property filing is due.
- Quarterly DOR Use Tax filing is due.
Nov. 1 through Nov. 30
- Healthcare Benefits Open Enrollment
Nov. 6
- DES Payroll "Healthcare Benefits Open Enrollment" open house at 1500 Jefferson St SE (Room 2320), Olympia from noon-4 p.m.
Nov. 7
- To reflect in your agency's monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable
Nov. 14
- Travel Workshop in conjunction with OneWa update
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Important Messages
Annual Healthcare Benefits Open Enrollment is coming
The Public Employees Benefits Board (PEBB) annual healthcare open enrollment period for the 2020 plan year is Nov. 1 through Nov. 30. Check out the October PEBB newsletter for news on:
- Changes for your PEBB benefits
- Changes you can make during open enrollment
- Employee monthly premiums
- Medical FSA or DCAP
- Benefits fairs schedule
- Who to contact for help
Small Agency cash handling policy reminder
The Combined Fund Drive campaign is nearly upon us and we look forward to assisting you with any charitable contributions you may have. Please help us better serve you by reminding your CFD Coordinators to convert cash donations to check or money order prior to sending them to DES/SAFS or contact our SAFS Revenue Management team (360) 407-2238 to arrange for cash to be included in our Thursday cash deposit
How to Expedite Statewide Vendor/Payee Registration
The Office of Financial Management maintains a central vendor file for Washington State agencies to use for processing vendor payments. This allows your vendors to receive payments from all participating state agencies by direct deposit, the state's preferred method of payment.
The vendor/payee registration process requires the thorough completion of both the Statewide Payee Registration form and Form W-9. Missing or difficult to read information may delay the issuance of the vendor/payee's Statewide Vendor number (SWV), delaying payment to your vendor.
Here are some tips for your vendor when completing the forms:
- Submit both forms: Statewide Payee Registration and Request for Taxpayer Identification Number and Certification Form W-9.
- Answer all questions, complete all fields, and write legibly.
Here are some tips for your agency when receiving the forms:
- Confirm that you receive both forms: Statewide Payee Registration and Request for Taxpayer Identification Number and Certification Form W-9.
- Review forms for completeness and legibility.
- Fax or mail forms immediately to the Statewide Payee Registration desk.
- Fax (360) 664-3363
- PO Box 41450, Olympia, WA 98504-1450
- The process is delayed when the vendor/payee registration forms are sent in with the DES Accounts Payable A.45.
- Sending the vendor/payee registration forms in for processing before sending the invoice in for payment will expedite the processing of the SWV number, allowing DES Accounts Payable to promptly pay the invoice.
Be in the know! DES Capitol Campus Projects - Capitol Court building
Located in a capitol campus building? Want to know what building projects are coming up? What to know when construction might affect you?
Visit DES's Capitol Campus Projects webpage for a list and information on upcoming projects.
Many of our small agency customers are located in Capitol Court (Old Thurson County Courthouse) at the corner of 11th and Capitol Way. See a list of current projects and watch for additional information on the website coming soon that will include weekly information sharing planned activities and project specifics.
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Small Agency Financial Services News
DES Payroll "Healthcare Benefits Open Enrollment" open house
Public Employees Benefits Board (PEBB) healthcare benefits open enrollment is coming. Employees have the opportunity to make changes to their benefits for 2020 from Nov. 1 through Nov. 30. Check your mailbox for a copy of your open enrollment newsletter mailed mid-Oct.
To assist with open enrollment, DES Payroll will be hosting an open house.
Wednesday, November 6 at 1500 Jefferson St SE (Room 2320), Olympia from noon to 4 p.m.
Stop by and learn about:
- What's new for 2020
- Changes in coverage for 2020
- Where to go to compare plans
- 2020 monthly premiums
- Where to find local benefits fairs
- What types of changes can be made during open enrollment
- Change medical and dental plans
- Enroll a dependent
- Submit spousal attestation to avoid a monthly surcharge (must re-attest every year)
- Enroll/Re-enroll in FSA and/or DCAP
Updated Agency Assignment Webpage
Check out our updated Agency Assignment Webpage. The list includes primary agency analysts and business partners. Two new columns have been added to the chart: Accounts Payable / Travel and HRMS Specialist.
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Budget Analyst – Your contact to discuss budget development, allotments, financial reports, and budget status.
- Payroll Analyst – Your contact to discuss payroll transactions (new hires, terminations, retirements), timesheets and overtime, benefits, deductions, and W2s.
- Accounts Payable / Travel "new" – Select the AP link for question on A45 and invoices for payments. Select the Travel link for questions on travel receipts and documentation.
- Human Resources Business Partner - Your contact to discuss classification, investigations, reasonable accommodations, and labor and employee relations questions.
- HRMS Specialist "new" - Your contact to discuss person and position actions and paperwork, general wage adjustments, reporting, and workforce data analysis.
SAFS (Small Agency Financial Services) Team Updates "new recurring section"
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 May Davida-Jackson Brailyn Pratt Sasha Sudirjo Amanda Overstreet "new" |
May is the new Lead Analyst for Accounts Payable, replacing Seth Flory. Congrats May! Amanda is the newest member of the group, joining AP in Sept. Amanda previously worked with DES Revenue Management and has been able to transfer her small agency expertise to the AP team. Welcome to the team Amanda! |
| Budget | Chad Johnson Diann Lewallen Paul Bitar Seth Flory "new" |
Seth is the newest member of our budget team. Seth joined us in July, replacing Kai Matthews. Congrats Seth! Seth has been with SAFS Accounts Payable for almost 3 years and already knows and has worked with many of the small agencies. What a great addition to our team! |
| Payroll | Carrie Winslow Vanno Non Bona Blume Tasha Fitzgerald Whitney Brabant |
Open enrollment is Nov. 1-30. Contact Whitney Brabant, Benefits Specialist, with your open enrollment or benefits questions. Heads up – Bona Blume will be on leave from mid-Dec through mid-Feb. Please continue to send any correspondence to despayroll@des.wa.gov. |
| Revenue Management | Kara Skinner Ian Shelley Marisa Espinoza "DES" Amy Johnson "new" Teancum Satot "new" |
Marisa promoted within DES Revenue Management to an FA2 position and will now be DES support. Congrats Marisa! The SAFS agencies will miss you. Effective October 28, Amy and Teancum are Revenue Managements' two new Cash Receipts Specialists. Both join DES with experience, enthusiasm, and passion that will make them great additions to our team. Welcome aboard! |
| Administrative Assistance | Danelle Guerin "new" Vivian Lindenau |
Danelle is our new Administrative Services Supervisor since July, replacing Marcia. You'll be hearing from Danelle when we're scheduling quarterly meetings. Welcome Danelle! |
DES Payroll statistics for September 2019 (40 agencies served)
| Total Employees Paid | 1,227 |
| New Hires / Rehires | 21 |
| Transfer In / Transfer Outs | 6 |
| Separations | 42 |
| Walk Throughs | 3 |
| Overpayments | 2 |
DES Accounts Payable statistics for September 2019 (30 agencies served)
| Invoices Received from Agency | 1279 | 69.62% | $7,710,439.70 |
| Invoices Paid on Delegated Authority | 369 | 20.09% | $674,869.25 |
| Travel Requests Paid through TEMS | 185 | 10.07% | $64,660.14 |
| Payments Reissued (SOL, Lost Warrant) | 4 | 0.22% | $8,118.70 |
| Total Payments Processed | 1,837 | 100% | $8,458,087.79 |
Travel Tips
Ensure the health and safety of travelers.
SAAM 10.10.35 covers health and safety of travelers being top priority. Be aware of hazardous inclement weather and other situations that could threaten the health and safety of state personnel. If travel plans have to be altered due to hazardous weather, promptly notify your supervisor. If additional expenses occur due to alternate travel plans, note the reason on the traveler's travel expense voucher.
DES Travel Workshop (In conjunction with a OneWa update)
DES SAFS will host a travel workshop on November 14 from 1:30-3:30 p.m. in the Helen Sommers building, Rooms G015A & G015B.
This is a workshop you won't want to miss!
Join us for:
- Update on State Finance Modernization
Have you heard that the state expects to select a new cloud-based finance solution in the second half of fiscal year 2020? And, throughout 2019, we've heard that industry experts were being secured to help the state navigate the modernization of its core administrative functions. Those experts are onboard and their work has begun -- join us to learn about what these experts are saying. Brian Tinney, OFM Assistant Director for Finance and Vann Smiley, One Washington Executive Director, will provide an update with opportunity for questions.
- Interactive learning and policy guidance regarding:
- Travel rules updates – per diem rates and prior approvals
- 11 hour rule – new exception for Board Members and Commissioners
- Options for Board Member and Commissioner reimbursement
- Audit requirements and how to avoid common mistakes
- TEMS tutorial – how to create, submit, prepare, and approve trips
If you have any specific questions or topics you would like to see covered, please email travel.safs@des.wa.gov.
As always, if you have any questions regarding travel please 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.
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