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Small Agency Services Bulletin – August 2024
| 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
Sept. 6
- Phase 2 Comprehensive Annual Financial Report (CAFR) Close. Please note that during year-end close, payment batch processing may be delayed. Contact DES Accounts Payable if there are any items that require priority processing to ensure batches are paid on time.
- Phase 2 State Disclosure forms are due to OFM Accounting. Your DES budget analyst will prepare and submit these forms in the system.
Sept. 9
- To reflect in your agency’s August monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
Sept. 10
- Biennial budget requests are due to the Office of Financial Management (OFM) on Sept. 10. Please submit all decision package narratives to your DES budget analyst. We will work closely with you to review and complete the decision packages to meet OFM's deadline.
Sept. 18
- Signed State Discloser certificate form is due. Your DES budget analyst will require your agency's signature on the certification a week before the due date. Please notify us if you will be unavailable during this time.
Sept. 24
- Supplemental 2025 budget requests are due to the Office of Financial Management (OFM) on Sept. 24.
Oct. 1
- New travel reimbursement rates for per diem and lodging go into effect.
Oct. 31
- Performance Measure actuals for quarter ending Sept. 30, to be entered into the Results through Performance Management (RPM) system.
Nov. 1 - 30
- Healthcare Benefits Open Enrollment
Important Messages
Pension Contribution Rates
Employer contribution rates increase effective September 1, 2024.
What to include in your FY25 supplemental budget requests due to OFM on Sept. 24
The 2025 supplemental operating and transportation budget requests should be limited to:
- Required updates and changes due to legally mandated caseloads, workloads or other legally required changes.
- Necessary technical corrections to the enacted 2023-25 budget.
Small Agency Financial Services News
DES SAFS Payroll – now using Zendesk!
We have moved to Zendesk – a complete customer service solution.
Now when you email our Payroll team at DESPayroll@des.wa.gov, your inquiry is assigned a Support Request number. Emailed responses or clarifying questions will use the Support Request number. Once your Support Request has been resolved or payroll action processed, you will receive notification and a request to rate the support you received.
Zendesk enhances productivity and processes along with offering an innovative customer experience. We look forward to hearing from you on the new feature and our service delivery.
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 |
Megan Finger |
We are excited to share that:
Please help us congratulate Bryn and welcome Kyler! |
| Budget |
Diann Lewallen |
|
| Payroll |
Molly Guinan |
Phuong accepted a promotion with another agency. She will be missed. We hope to fill her position mid-September. Rachel – Manger |
| Accounts Receivable |
Betti Bartoldo |
|
| Administrative Assistance |
Danelle Guerin |
We are excited to share that Robin joined our the team in July. She comes with 10+ years of administrative support experience. Please help us welcome Robin! |
DES Accounts Payable statistics for June 2024 (34 agencies served)
| Invoices Received from Agency | 2,566 | 76.53% | $23,716,053 |
| Invoices Paid on Delegated Authority | 554 | 16.52% | $1,533,453 |
| Travel Requests Paid through TEMS | 227 | 6.77% | $87,534 |
| Payments Reissued (SOL, Lost Warrant) | 6 | 0.18% | $5,978 |
| Total Payments Processed | 3,353 | 100% | $25,343,018 |
| Turnaround days | 2.66 |
DES Accounts Payable statistics for July 2024 (34 agencies served)
| Invoices Received from Agency | 2,237 | 90.53% | $38,847,311 |
| Invoices Paid on Delegated Authority | 57 | 2.31% | $194,694 |
| Travel Requests Paid through TEMS | 172 | 6.96% | $89,021 |
| Payments Reissued (SOL, Lost Warrant) | 5 | 0.20% | $32,878 |
| Total Payments Processed | 2,471 | 100% | $39,163,904 |
| Turnaround days | 1.85 |
DES Payroll statistics for Quarter 2 (Monthly Average) (42 agencies served)
| Total Employees Paid | 1,611 |
| Appointment Changes | 12 |
| New Hires / Rehires | 35 |
| Transfer In / Transfer Outs | 4 |
| Separations | 19 |
| Supplemental Payments / Walk Throughs | 6 |
| Overpayments | 4 |
Travel Tips
Stay tuned for an upcoming SAAM travel rules refresher offered by the SAFS AP team later this fall.
As always, if you have any questions regarding travel: call SAFS AP at 360-407-8183 or email travel.safs@des.wa.gov.
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.