Services 

Billing, collecting, and managing payments from your customers.

• Create and distribute invoices using information provided by you. 

• Collect, deposit, and account for all payments made by your customers.

• Communicate outstanding balances using a mutually agreed upon method (customer statements, aging reports, etc.).

• Keep receivable records for recurring or infrequent invoicing activity.

• Process deposits daily or as needed.

• Clearing in-process reports.

• Request cash receipt waivers from the State Treasurer’s Office, as needed.

• File applicable deposit forms (A8) with the Office of the State Treasurer.

Invoicing

We provide automated invoicing using the Agency Billing System (ABS) in Agency Financial Reporting System (AFRS). Invoicing is completed based on the information provided by the agency.   

We provide statements and aged outstanding receivable reports to the agency.  We will manage reconciling receivable general ledger accounts as specified in your agreement. 

Client Agency Responsibilities

All SAFS client agencies are responsible for complying with applicable laws, rules, regulations, and best practices surrounding Accounts Receivable services provided by DES. Including but not limited to:

• Providing accurate and timely billing information for invoicing and recording receivables.

• Providing accurate deposit coding.

• Complying with recommended internal controls for cash handling.

• Performing collections on outstanding aged receivables.

Forms and resources 

Agency Transmittal – Form A45

An A45 must accompany ALL cash and check deposits.  Send a copy with the physical check or cash payment and also email it to the financecasher@des.wa.gov .

• Agency Transmittal A45 Instructions (PDF)

Internal Control for Cash Receipts - Resource (PDF)

The proper control of cash receipts is the responsibility of the agency director.  This resource aids an agency in understanding risks and identifying applicable controls to minimize those risks.

Cash Receipts – Form A8-A

An A8 form is used to deposit any moneys (e.g., checks, cash, warrants, or electronic funds transfers) with the Office of the State Treasurer. 

We will generate the A8 for all deposits and handle all communication with the Treasurer’s Office, unless otherwise specified in your agreement.