Small Agency Services Bulletin - April 2021
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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Important Dates
Apr. 26
- Monthly Department of Revenue (DOR) Use Tax Filing due.
Apr. 30
- Performance measure actuals for quarter ending March 31 are due.
- Quarterly Department of Revenue (DOR) Use Tax Filing due.
May 2-8
- Public Service Recognition Week Information
May 7
- To reflect in your agency's April monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
May 27
- DES Contracts and Procurement workshop PART 2
June 3
- Procurement Policy Workshop (focus on supplier diversity)
June 15
- "Fiscal Year-End" and "2021-23 Biennial Allotment" workshop
June 17
- Correctional Industries (CI) Fast Fulfillment/7 day order cut-off date for delivery by June 30. See website for more order cut-off dates.
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Important Messages
Coronavirus (COVID-19) Resource
Keep informed via Washington State's coronavirus response website Coronavirus.wa.gov.
Time to think about the end of the fiscal year / biennium
- All fiscal year 2021 travel reimbursement requests should be submitted within one month after travel.
- All purchases of goods and services must be received (in possession) by June 30, 2021 to be posted to fiscal year 2021.
Time to think about supplemental budget allotments and biennial budget allotments
- After the legislative session, your agency may need to amend your allotments to reflect legislative changes. Allotment amendments are due for expenditure, revenue, cash receipts and cash disbursement revisions related to 2021 supplemental changes and 2021-23 biennial budget allotments. Your DES small agency budget analyst will contact you soon after the legislative session to discuss adjustments.
- If your board or commission needs to approve your allotments for the new 2021 supplemental budget or 2021-23 biennial budget, start talking with your budget analyst to draft versions of your budget to accommodate your commission schedule and create a plan.
Learn about the Supplier Diversity Policy
DES is offering Procurement Policy Workshops on the Supplier Diversity Policy. There are two upcoming sessions both held June 3:
- Session 1 focuses on taking questions from small, veteran, and diverse vendors.
- Session 2 focuses on taking questions from government entities and non-profit organizations.
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Small Agency Financial Services News
DES SAFS Workshop featuring DES Contracts & Procurement - PART 1
The April 6 DES Contracts & Procurement workshop went well. Below are the topics that were covered. The remaining topics will be covered in PART 2 on May 27.
- Master Contracts – Search tricks and tips
- WEBS (Washington Electronic Business Solutions) – How to benefit from WEBS
- Procurement options:
- Direct buy
- When an RFP or RFQ are needed / useful, socio-economic requirements (i.e., environmental, supplier diversity, etc.)
- Sole Source Process
- Requesting Increased Spending Authority
Contact information and resource materials from PART 1 can be found on our Workshop Materials webpages.
DES Contracts & Procurement workshop - PART 2 on May 27, 1:30-3 p.m.
- Contract / IT Reporting
- Emergency Contracts
- Possible DES Contracts expansion for small agency support
- Q&A on all topics
The presentation will last an hour and a half and have time for answering specific questions from attendees. Invitees are encouraged to email questions in advance so we can research and get you the most accurate information.
If you have any specific questions or topics you would like to see covered, please email Gwen McClanahan.
DES SAFS will present our "Fiscal Year-End" and "2021-23 Biennial Allotment" workshop June 15 from 1:30-3 p.m.
Watch for your invite!
Our workshop will cover all you need to know about the fiscal year-end close such as:
- Important dates and deadlines
- Cash receipts & receivable accruals
- Purchases, paying invoices, travel
- Expenditure accruals
We'll also help you prepare for the 2021-23 biennial allotments
- 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
- FY22 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.
Small Agency Highlight
A few months ago we mentioned the Washington State Board of Accountancy and their new online system modernization project. The project is now complete!
Users will now notice a new, updated look when they use the Board's online system for renewals, initial applications, CPE tracker, and all other online services. The functionality is the same, but the process is easier, more accessible, and able to be used on modern web browsers and mobile devices. Additionally, CPE authoring companies can create accounts to add and manage their courses, which licensees can add to their list of completed courses in the new CPE tracker.
Please feel free to contact the Board with any questions you have about the modernization project.
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 |
We are excited to announce that May Davida-Jackson has promoted to supervisor of the DES General Accounting team. While we're sad to lose her from SAFS, we're excited she's still a part of our greater DES finance team!
|
| Budget |
Chad Johnson |
|
| Payroll |
Carrie Knudson |
|
| Accounts Receivable |
Kara Skinner - promotion |
We are excited to share that Kara Skinner has accepted a promotion to Accounts Receivable Manager! Kara brings nearly 20 years of accounting experience. This is a big win for the Accounts Receivable team and DES Finance as a whole. Please congratulate Kara! |
| Administrative Assistance |
Danelle Guerin |
|
DES Payroll statistics for March 2021 (40 agencies served)
| Total Employees Paid | 1,283 |
| New Hires / Rehires | 25 |
| Transfer In / Transfer Outs | 6 |
| Separations | 7 |
| Supplemental Payments / Walk Throughs | 1 |
| Overpayments | 1 |
DES Accounts Payable statistics for March 2021 (32 agencies served)
| Invoices Received from Agency | 1,638 | 80.18% | $7,676,133 |
| Invoices Paid on Delegated Authority | 379 | 18.55% | $763,340 |
| Travel Requests Paid through TEMS | 20 | 0.98% | $5,545 |
| Payments Reissued (SOL, Lost Warrant) | 6 | 0.29% | $5,899 |
| Total Payments Processed | 2,043 | 100% | $8,450,918 |
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.
If you are locked out of your TEMS account, need help submitting reimbursement, or have questions about travel rules – please contact us at travel.safs@des.wa.gov.
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
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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