Small Agency Services Bulletin - Sept. 2021
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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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. 1
- New travel reimbursement rates for per diem and lodging go into effect.
Oct. 7
- To reflect in your agency's September monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
Oct. 25
- Monthly DOR Use Tax filing is dues.
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. 3
- DES Workshop - Travel and Purchase Card (P-Card)
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Important Messages
Coronavirus (COVID-19) Resource
Keep informed via Washington State's coronavirus response website Coronavirus.wa.gov.
New Procurement Services Program for Small Agencies
This month, Enterprise Services has launched a new program offering contracting and procurement services to small state agencies.
Our mission for this new program, which was funded by the 2021 Legislature, is to provide small agencies with procurement and contracting services to help minimize enterprise procurement risk and maximize best value for the small agencies that do not have appropriate staffing and experience in this area. In addition to our procurement consulting services currently offered to all state agencies, we are now offering additional services, as illustrated below, to small agencies.
| Services | Customers (Who) |
Types of Engagement (What) |
|---|---|---|
| Consulting Services (existing) |
All Agencies |
Supporting procurement strategy planning |
| Reviewing of procurement documents | ||
| Assisting with complex purchases from master contracts (e.g., SOW) | ||
| Providing guidance on “Best Practices” and helping with applying policies | ||
| Facilitate agency contract reporting | ||
| Procurement Services (new) |
Small Agencies |
Conducting competitive procurements on agency’s behalf (cradle to grave) |
| Filing sole source contracts | ||
| Performing direct buy or master contract purchases | ||
| Assisting agencies with Agency’s Risk Assessment process |
Who is eligible for this new procurement services program?
Small agencies, defined as executive branch agencies, boards, and commissions that are subject to RCW 39.26 and have less than 100 employees will qualify to receive the new procurement services. For the initial phase, using data from OFM’s website, we identified a list of small agencies meeting this criteria. In addition, small agencies with suspended delegation of procurement authority will also be eligible to receive services. After the initial phase (approximately 1 year), we plan to reassess the program and make any necessary adjustments to the list of customers.
For more information on our services, visit our Procurement Consulting Services | Department of Enterprise Services (wa.gov) webpage or contact us at DESProcurementConsulting@des.wa.gov.
Capital Construction Budget Funds Artwork Acquisitions
A Message from the Washington State Arts Commission…
Washington's capital construction budget funds artwork acquisitions for new public buildings. Per RCW 43.17.200 one-half of 1% of the state's portion of construction costs must be set aside for the acquisition of artwork. The Washington State Arts Commission (ArtsWA) manages the Art in Public Places program (AIPP) and is responsible for the designation of projects, selection, contracting, purchase, commissioning, reviewing of design, execution and placement of works of art in public buildings.
Through an established process driven by local decisions, an AIPP project manager will work with you to acquire artwork that activates and enhances your building or campus, and is responsive to its site. If you have state capital construction funds for a new building, or are currently in design with anticipated capital construction funds in the upcoming biennium, please contact AIPP program manager Mike Sweney at ArtsWA 360-586-2422 or mike.sweney@arts.wa.gov to start planning for artwork acquisition.
Out-of-State Teleworking?
Do you have employees that wish to work out-of-state? There are many things to think about in this situation. State HR, in collaboration with LNI, ESD, Statewide Accounting and the AGO, developed a useful tool to support agency decision making. OFM also has guidance and resources available.
Have you notified your HR and Payroll teams? There are extra HR and payroll duties and changes to an employees payroll when they work out-of-state. Keep your HR and Payroll team in the loop!
Purchase Card (P-Card) Forum
Join this year's free Washington State Purchase Card Virtual Forum. Gather up-to-date purchasing card information, experience presentations from industry leaders, and engage in valuable peer to peer discussions.
Wednesday, October 20 from 9 a.m. to noon
Some topics included are:
- Washington State Purchase Card Program Performance Overview: Monica Lockett, U.S. Bank
- Industry features and Updates: Orson Morgan, Visa
- P-Card Program Best Practice Toolkit: Tony Grayson, U.S. Bank
- Program Optimization and Payment Analytics: Leslie Massey, U.S. Bank
Register now! DES Contracts & Procurement looks forward to seeing you at this year’s virtual forum!
Annual Healthcare Benefits Open Enrollment is November 1–30.
During the Health Care Authority's (HCA) Public Employees Benefits Board's (PEBB) annual healthcare open enrollment, you can enroll in or make changes to your PEBB benefits, including:
- Enrolling in or waiving medical and dental coverage
- Adding or dropping dependents
- Changing medical and dental plans
- Enrolling or re-enrolling in Medical FSA or DCAP
- Reattest spouse or state-registered domestic partner coverage premium surcharge
- And more!
Watch for emails and more details about Open Enrollment over the next couple months.
Time to Revisit your Tax Withholding?
It is important to revisit your tax withholding occasionally. Major changes from the Tax Cuts and Jobs Act could affect the size of your refund. The IRS offers information on a Paycheck Checkup and a Tax Withholding Estimator to help you see if you are withholding the right amount of tax from your paycheck.
Use the results from the Tax Withholding Calculator to determine whether you need to give your employer a new Form W-4 (2021).
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Small Agency Financial Services News
Travel and Purchase Card (P-Card) Workshop
DES SAFS will host a travel and P-Card workshop on November 3 from 1-3 p.m. Look for an invite to your email inbox.
Part 1 - Travel - Join us for our annual update on travel rules and policies.
If you have any specific travel questions you would like to see covered, please email travel.safs@des.wa.gov.
Part 2 - P-Card - Join us for an available resources overview from DES Enterprise P-Card, such as:
- Introductions from the new Enterprise P-Card Program Manager
- P-Card program optimization and support availability
- General U.S. Bank administrative functions and resources
If you have any specific P-Card questions you would like to see covered, please email michael.lix@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 |
Sarah Parker |
Accounts Payable just wrapped up another successful year-end accounting close! Also, they are glad to announse 2 new team members, please join us in welcoming them! Megan Finger promoted from the DES Cashier position and we're excited for her to continue learning with SAFS! Bryn Parker is a recent accounting graduate and is eager to start his career with SAFS AP! |
| Budget |
Diann Lewallen |
Budget staff successfully submitted fifty (50) FY22 supplemental decision packages for 18 of our small agency customers. Thank you Diann, Paul, Seth, and Bret! |
| Payroll |
Carrie Knudson |
Please note a couple name changes: Bona Blume is now Bona Brewer Whitney Brabant is now Whitney Lucas |
| Accounts Receivable |
Betti Bartoldo |
Accounts Receivable just wrapped up another successful year-end accounting close! Megan Finger has accepted a promotional position with DES SAFS Accounts Payable (AP). Megan started with AP on Sept. 1 and will be assisting both work units for a bit. Accounts Receivable will miss Megan but is so delighted that she is still with DES and still working with the small agencies. |
| Administrative Assistance |
Danelle Guerin |
Molly will be out of the office from Nov. 22 through December, returning part-time in January. Danelle will be Molly's backup during this time. |
DES Payroll statistics for Aug 2021 (40 agencies served)
| Total Employees Paid | 1,349 |
|---|---|
| New Hires / Rehires | 27 |
| Transfer In / Transfer Outs | 6 |
| Separations | 14 |
| Supplemental Payments / Walk Throughs | 1 |
| Overpayments | 3 |
DES Accounts Payable statistics (32 agencies served)
June 2021
| Invoices Received from Agency | 3,402 | 86.61% | $36,650,280 |
|---|---|---|---|
| Invoices Paid on Delegated Authority | 471 | 11.99% | $1,039,745 |
| Travel Requests Paid through TEMS | 53 | 1.35% | $20,249 |
| Payments Reissued (SOL, Lost Warrant) | 2 | 0.05% | $8,410 |
| Total Payments Processed | 3,928 | 100% | $37,718,684 |
July 2021
| Invoices Received from Agency | 859 | 93.17% | $3,422,850 |
|---|---|---|---|
| Invoices Paid on Delegated Authority | 30 | 3.25% | $110,364 |
| Travel Requests Paid through TEMS | 30 | 3.25% | $13,111 |
| Payments Reissued (SOL, Lost Warrant) | 3 | 0.33% | $23,705 |
| Total Payments Processed | 922 | 100% | $3,570,030 |
Aug 2021
| Invoices Received from Agency | 1,170 | 62.90% | $5,269,306 |
|---|---|---|---|
| Invoices Paid on Delegated Authority | 663 | 35.65% | $3,246,021 |
| Travel Requests Paid through TEMS | 24 | 1.29% | $7,091 |
| Payments Reissued (SOL, Lost Warrant) | 3 | 0.16% | $3,886 |
| Total Payments Processed | 1,860 | 100% | $8,526,304 |
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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.
Travel workshop
DES is planning a travel workshop Nov 3. Please let us know if there is anything specific you would like to learn about. Watch for more information and a workshop invite.
New travel reimbursement rates for per diem and lodging go into effect in October
Check out the new per diem rates and the maps of rates by county on OFM's website. If you have questions, please contact us at 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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