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Small Agency Services Bulletin - November 2022
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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
Nov. 1 through Nov. 30
- Healthcare Benefits Open Enrollment
Dec. 6
- To reflect in your agency's monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
Dec. 9
- DES Accounts Receivable will transfer Combined Fund Drive (CFD) deposits in fund 525 to the Office of the Secretary of State.
Dec. 16
- 2022 IRS 1099-MISC reporting invoice cutoff. Accounts Payable will not process payments from Dec. 22 - Dec. 30. December 16 is the deadline to submit invoices that need to be paid prior to the Dec. 22 – Dec. 30 payment pause. Accounts Payable will resume payment processing Jan. 3.
Dec. 20
- Statutory deadline for Governor to release supplemental budget proposals.
Dec. 31
- Due date for agencies that file annual/monthly DOR Use Tax.
Jan. 6
- 2022 IRS 1099-MISC upload deadline.
Jan. 9
- 2023 Legislative Session begins.
Jan. 31
- 2022 W-2s will be both mailed and available in MyPortal.
- Annual sick leave buy-out form is due.
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Important Messages
Coronavirus (COVID-19) Resource
Keep informed via Washington State's coronavirus response website Coronavirus.wa.gov.
DES presents successful Travel and TEMS Workshop!
Our Nov. 1 Travel and TEMS workshop had a record 60+ attendees representing 26 small agencies. The workshop covered:
- SAAM Travel Policy
- Meals with Meetings & Light Refreshments
- TEMS How-To
- Telework & Travel
Special thanks to DES Accounts Payable presenters Ian Shelley, Megan Finger and Norma Rosado. Also, thank you to the attendees for the valuable feedback on the workshop. Here are some of the comments:
- It was nice that the instructors answered questions throughout the presentation that came in through the chat. It allowed people to have whole understanding before moving on to another topic.
- I mostly liked the visual aspects and the interactive piece. I'm more of a visual learner so to have that included kept me engaged.
- This was the best I've attended in years. Better explanations, more detailed. Was nice having them walk through TEMS as well.
- Sending the PowerPoint out beforehand would be helpful.
- I am new to state government....the acronyms in particular were a barrier.
- Trainers were knowledgeable and did a great job presenting the material in a virtual format.
The workshop presentation has been updated with audience Q&As and posted on our Workshop Materials webpage. Enjoy!
OFM Budget Preparations are Under Way
The Office of Financial Management (OFM) is busy reviewing agency requests and preparing recommendations to the Governor's 2023-25 biennial and 2023 supplemental budgets. Be sure to contact your DES Budget Analyst should you receive any questions or make subsequent changes to your budget submittal. The Governor's budget proposal is required by statute to be submitted to the Legislature by Dec. 20.
Annual Healthcare Benefits Open Enrollment ends November 30.
During the Health Care Authority's (HCA) Public Employees Benefits Board's (PEBB) annual healthcare open enrollment, you can make changes to your PEBB benefits, including:
- Change medical/dental
- Make LTD elections
- Enroll in FSA/DCAP
- Enroll in PEBB coverage if previously waived
- Waive medical if enrolled in Tricare/Medicare
- Add dependents
Learn about your benefits options
A virtual benefits fair is a way to learn about your benefit options through an online experience — and it's available anytime, day or night. No in-person benefits fairs will take place this year.
Through the PEBB website, you will find links to videos, webinars, downloadable content, provider searches, and other information to help you choose the right benefits for you. Use your computer, tablet or smartphone to explore at your own pace.
Make your changes online
You can use the PEBB My Account tool to make nearly all changes to your benefits this year. Just create an account and log in at your convenience.
The following changes may not be made online using your PEBB My Account:
- Add or remove dependents.
- Enroll in FSA/DCAP.
- Make changes to life Insurance.
- Change HSA contributions.
To make these changes, fill out the 2023 enrollment form. Then send all forms to DES Payroll at despayroll@des.wa.gov.
Important dates
- Enrollment forms are available.
- You have until 11:59 p.m. Tuesday, Nov. 30, to make changes.
- All changes go into effect Jan. 1, 2023, unless otherwise noted.
If you don't plan to make changes this year, no action is required. Your current coverage will continue on after Jan. 1, 2023.
Learn more
Watch for more information on PEBB open enrollment in next week's DES News and throughout November.
You can view the 2023 PEBB employee monthly premiums here.
If you have questions about your benefits, go to a virtual benefits fair or webinar.
If you have questions about enrollment, email DESpayroll@des.wa.gov.
Calendar Year-End 2022 is Approaching
The end of the calendar year is quickly approaching. Our payroll office has a few important reminders:
- Ensure all timesheets and leave slips are submitted timely and accurately by Dec. 15. This will ensure your 2022 W-2s are correct.
- Update your W-4: Only if there are any changes in your financial or marital status. Find your current withholding status in the top right corner of each earnings statement.
- Update your address: Have you moved? Now is a good time to update your address. Please send an email to the Human Resources (HR) office.
- Review Beneficiary: Now is a good time to review your beneficiary information for your life insurance, retirement, deferred compensation program, and your Health Savings Account.
Payroll Reminders
Annual sick leave buy-out reports should be out in mid-January. The signed form is due back to DES Payroll by Jan. 31 and will be processed on the Feb.10 paycheck.
Leave donations to/from another agency affect your budget
Often employees have excess leave that they may never use or actually lose on their anniversary date. Donating excess leave to other state employees in need and who qualify for shared leave donations is common.
But did you know... leave donations can affect your budget?
- If an employee donates leave, the hours AND the monetary value of those hours transfer.
- If an employee is donating to an employee within the same agency, there is no impact on the agency's budget except possibly between the agency's program budgets.
- If an employee is donating to another agency's employee, the budget of the giving agency is decreased by the monetary value of the leave being donated -- and the gaining agency's budget is increased.
Before approving an employee's leave donation to an employee at another agency, check with your DES Budget Analyst to see that your agency's budget can afford the decrease/expenditure.
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Small Agency Financial Services News
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 |
|
| Budget |
Diann Lewallen |
Bret's work schedule for November/December is M-F from 8 a.m.-noon. Please contact Gwen McClanahan if you need immediate assistance during times that Bret is out of office. Thank you! |
| Payroll |
Carrie Knudson |
Payroll is excited to welcome Jenny Crocker to our payroll team! Jenny comes from the Health Care Authority and brings exceptional customer service, an extensive history of understanding complex issues, and ability to manage a heavy workload in a fast-paced environment. Please join us in welcoming Jenny on 11/16. |
| Accounts Receivable |
Betti Bartoldo |
Please join us in welcoming Sarah Palazzo to the AR team! Sarah started 11/1 as our new Cash Receipt Specialist! She comes to us from Fluffy & Floyd’s Pet Supply store in Tumwater where she has been providing excellent customer service for over 5 years. In her spare time she enjoys “adventuring” and baking! |
| Administrative Assistance |
Danelle Guerin |
DES Payroll statistics for Oct 2022 (42 agencies served)
| Total Employees Paid | 1,380 |
|---|---|
| Appointment Changes | 46 |
| New Hires / Rehires | 24 |
| Transfer In / Transfer Outs | 11 |
| Separations | 25 |
| Supplemental Payments / Walkthroughs | 0 |
| Overpayments | 0 |
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Travel Tips
The Nov. 1 Travel and TEMS workshop presentation has been updated with audience Q&As and posted on our Workshop Materials webpage. Enjoy!
As always, if you have any questions regarding travel: call SAFS AP at 360-407-8183 or email 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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