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Small Agency Services Bulletin - April 2022
| 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
Apr. 29
- Allotments for the 2022 Supplemental are due to OFM.
- Correctional Industries (CI) 30 day Standard order cut-off date for delivery by June 30. See their website for more order cut-off dates.
Apr. 30
- Performance measure actuals due for quarter ending March 31.
May 2-6
- Public Service Recognition Week information.
May 6
- Opportunity to adjust your 2023-25 Compensation data for any changes made in the 2022 supplemental budget.
- To reflect in your agency's monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
June 1
- Correctional Industries (CI) Fast Fulfillment/7-day order cut-off date for delivery by June 30. See their website for more order cut-off dates.
June 2
- DES SAFS will present our "Fiscal Year-End" and "2023-2025 Biennial Budget Build" workshop.
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Important Messages
Coronavirus (COVID-19) Resource
Keep informed via Washington State's coronavirus response website Coronavirus.wa.gov.
CIM (Compensation Impact Model) Compensation Data for 2023-25 is due May 6.
With the passage of the 2022 supplemental budget, the Office of Financial Management (OFM) requests agencies update the compensation data they submitted in January 2022. OFM will use this data for developing compensation costs to inform the 2023-25 collective bargaining process as well as budget development.
It is likely that some agencies will find they need to adjust their data for changes made to staffing levels in the 2022 supplemental budget. It is not necessary to reconstruct the data submittal entirely; rather you should be able to add, subtract, or modify records in order to approximate the changes made in the recently enacted budgets or incorrect data submitted in January 2022.
Please work with your DES Budget Analyst to make updates to your compensation data.
Time to think about the end of the fiscal year
- All fiscal year 2022 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, 2022 to be posted to fiscal year 2022.
Time to think about the 2023-2025 biennial budget
Here are some things to think about when planning your agency's 2023-2025 biennial budget:
- Will your agency have any employees retiring and thus resulting in large annual leave and sick leave buyout expenditures?
- Does your building's lease expire soon, and will your lease expenses increase? Or, will you need to move?
- Now that the supplemental budget is signed, OFM may contact your agency to determine 2023-2025 carry forward levels. Please keep your DES Budget Analyst informed.
- Those agencies that need board approval for their supplemental allotments need to let us know ASAP so that we can tackle those agencies first.
Public Service Recognition Week (PSRW) is May 2-6
OFM is offering PSRW virtual presentations for state employees to learn about wellness, retirement and health benefits, as well as opportunities to hear about the statewide Business Resource Groups (BRGs) and the Interagency Committee of State Employed Women (ICSEW). Check them out and register!
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Small Agency Financial Services News
DES SAFS will present our "Fiscal Year-End" and "2023-2025 Biennial Budget Build" workshop
Date: Thursday, June 2, 2022
Time: 2:00-3:30pm
Location: Zoom Conference
This workshop will cover all you need to know about the fiscal year-end close such as:
- Important dates and deadlines
- Payroll items & dates
- Cash receipts & receivable accruals
- Purchases, paying invoices, travel
- Expenditure accruals
We'll also help you prepare for the 2023-2025 Budget Build
- Accounting for Capital Assets and Small and Attractive Assets
- Completing required disclosure forms
- Budget Build
- Decision Packages
- What to expect from us
- What we need from you
- Timeline of due dates
- Incremental Budgeting
A question and answer period will follow. If you have specific questions or topics you would like to see covered, please email Gwen McClanahan.
An invite to this workshop was sent out Friday, April 22. If you don't see your invite and would like to attend, please email Ian Shelley.
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 |
Tulip fun fact: There are over 150 species of tulips, with over 3,000 naturally occurring and genetically cultivated varieties. New varieties are still being created, but it takes at least 20 years of cultivation before you will find them in your local florist’s shop. |
| Budget |
Diann Lewallen |
Tulip fun fact: Tulips are edible! During World War II, tulips were often eaten by those who couldn’t afford other foods. The flowers can be used to replace onions in many recipes, and they can even be made into wine. |
| Payroll |
Carrie Knudson |
New team member: We are excited to announce that Kayla Preble has joined the Payroll team as an FA1. She will be taking over DES Time & Attendance and verifications of employment (VOE). Please welcome Kayla to DES! |
| Accounts Receivable |
Betti Bartoldo |
Tulip fun fact: At one point in history, tulips were the most expensive flower in the world. Between 1634 and 1637 it is said tulips cost almost 10 times what an average working-class individual earned in a year; this time period was known as “Tulip Mania.” |
| Administrative Assistance |
Danelle Guerin |
Tulip fun fact: Tulips are usually sweetly scented and, depending on the variety, they can grow from a few inches to over two feet tall. They are also available in every colour of the rainbow with the exception that there are no pure blue varieties. |
DES Payroll statistics for Apr. 2022 (40 agencies served)
| Total Employees Paid | 1, 348 |
| New Hires / Rehires | 41 |
| Transfer In / Transfer Outs | 5 |
| Separations | 20 |
| Supplemental Payments / Walk Throughs | 0 |
| Overpayments | 1 |
DES Accounts Payable statistics for Apr. 2022 (32 agencies served)
| Invoices Received from Agency | 1,667 | 79.61% | $7,337,015 |
| Invoices Paid on Delegated Authority | 381 | 18.19% | $844,492 |
| Travel Requests Paid through TEMS | 41 | 1.96% | $11,134 |
| Payments Reissued (SOL, Lost Warrant) | 5 | 0.24% | $104,467 |
| Total Payments Processed | 2,094 | 100% | $8,297,108 |
Quarterly DES Accounts Receivable statistics for January-March 2022 (26 agencies served)
| Invoices Produced | 201 | $617,674 |
| Revenue Recorded | 680 | $21,462,681 |
| Expenditure Reductions Recorded | 124 | $1,468,371 |
| Accounts Receivable FTEs Completing the Work | 2.32 |
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Travel Tips
- SAAM 25.45.10 effective Jan. 1, 2022 contains useful guidance related to teleworking & commutes to the office.
- Agencies should develop telework agreements for staff who are working remotely. These agreements can contain additional information on whether staff who primarily telework are eligible for mileage when travelling to office sites. Please reach out to your HR contact if you need assistance developing telework agreements.
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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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