Small Agency Services Bulletin - January 2021
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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Important Dates
Jan. 31
- 2020 W-2s will be mailed by CMS (Consolidated Mail Services).
- Sick leave buyout options are due back to DES Payroll. If employees opt for sick leave buyout, it will be paid on the February 10 paycheck.
- 1099 uploads will be submitted to the IRS.
- Performance measure actuals for the quarter ending December 31, 2020, are due for agencies that report on a quarterly basis.
Feb. 1
- Quarterly Department of Revenue (DOR) Use Tax Filing due.
Feb. 5
- To reflect in your agency's January monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
Feb. 25
- Monthly Department of Revenue (DOR) Use Tax Filing due.
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Important Messages
Coronavirus (COVID-19) Resource
Keep informed via Washington State's coronavirus response website Coronavirus.wa.gov
Unemployment benefits are taxable
Every January, the Employment Security Department (ESD) sends a 1099-G (Statement for Recipients of Unemployment Compensation Payments) to people who received unemployment benefits during the prior calendar year. If you received unemployment benefits during 2020, you will need this form to file your taxes.
Here's where you can find your 1099-G information:
- In your mail - You should receive a mailed 1099-G form by the end of January. If you don't recive it by then, you can request a copy via eServices, email, mail or fax.
- eServices - You can get your 1099-G information in eServices or by listening to it on our automated claims line. Learn more at esd.wa.gov/1099.
Tax info you need to know if you were a victim of unemployment benefits fraud
In 2020, an international crime ring used previously stolen personal information to fraudulently claim unemployment benefits in states across the country.
If you know or suspect that you were a victim of fraud, the Employment Security Department (ESD) hasadded information on their website about next steps, what to expect, and resources from ESD and the IRS. Visit their webpage with tax informationfor fraud victims.
2020 Form W-2
Employees' 2020 Form W-2 Wage and Tax statements will be mailed by January 31 and should be received in the mail by mid-February. Contact the DES Payroll Office to obtain a copy if an employee did not receive their Form W-2.
2021 Form W-4 is available
The IRS 2021 Form W-4Employee's Withholding Certificateis now available. Only those hired in 2021 and anyone making withholding changes during 2021 will need to complete the 2021 Form W-4.
Here are links to the form:
- 2021 Form W-4, Employee's Withholding Certificate
- 2021 Form W-4 (spanish version)
- DES forms page
Department of Revenue – Unclaimed Property
Each year businesses and state agencies report unclaimed money or property to the Department of Revenue (DOR). Individuals or businesses can check to see if DOR is holding money or property that belongs to them. Check it out and Claim Your Cash.
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Small Agency Financial Services News
Updated Executive Assistant's Manual
DES SAFS and DES HR has updated the Small Agency Executive Assistant's Manual. The manual includes an overview of processes, forms with links to instructions, and blank forms.
The biggest updates to the manual are:
- Updated Technology Leasing information - page 12
- A new Human Resources section - page 23
- An updated Payroll section - page 50
This manual is located on our Small AgencyServices webpage on the right hand side under "References."
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.
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 |
|---|---|---|
|
DES welcomes a new Accounting Services Manager, Kai Matthews. Many of you remember Kai when he was a member of our SAFS Budget Team. Since leaving DES, Kai has served as the Business and Operations Manager for the Washington Center for Deaf and Hard of Hearing Youth where his responsibilities included finance, grants, contracts and other administrative functions. Kai has a graduate degree in accounting and his career includes experience in a variety of financial, management and operational services. Please welcome Kai back to our DES Finance Team. |
||
| Accounts Payable |
Sarah Parker |
Sasha Sudirjo is now Sasha Burns. Her new email is sasha.burns@des.wa.gov |
| Budget |
Chad Johnson |
Our team is currently busy assisting agencies with fiscal notes. |
| Payroll |
Carrie Knudson |
Payroll had a successful calendar year close. Thank you for getting all year-end paperwork in timely. |
| Accounts Receivable |
Kara Skinner |
Dawn Clowers, Accounts Receivable Manager, has accepted a promotion with another state agency on January 1. We appreciate all of the dedication and leadership she brought to SAFS over the last 7 years and will be greatly missed. Kara Skinner is stepping in as the Acting Accounts Receivable Manager. |
| Administrative Assistance |
Danelle Guerin |
Danelle is currently recruiting for additional administrative help. |
DES Payroll statistics for Dec 2020 (40 agencies served)
| Total Employees Paid | 1,246 |
| New Hires / Rehires | 23 |
| Transfer In / Transfer Outs | 6 |
| Separations | 3 |
| Supplemental Payments / Walk Throughs | 0 |
| Overpayments | 2 |
DES Accounts Payable statistics for Dec 2020 (31 agencies served)
| Invoices Received from Agency | 1,589 | 82.72% | $11,980,435 |
| Invoices Paid on Delegated Authority | 302 | 15.72% | $704,093 |
| Travel Requests Paid through TEMS | 8 | 0.42% | $788 |
| Payments Reissued (SOL, Lost Warrant) | 22 | 1.14% | $72,171 |
| Total Payments Processed | 1,921 | 100% | $12,757,487 |
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Travel Tips
Mileage Rates
The standard mileage rate for personal vehicles driven for business use has decreased from $0.575 to $0.56 as of January 1, 2021.
Travel Information on our Workshop Webpage
Instead of a travel workshop, DES Accounts Payable sent agencies documents covering the new travel rules and meals-refreshment rules. Check out these documents on our DES Workshop Webpage.
Coronavirus (COVID-19) Travel Advice
Experts advise canceling all non-critical travel plans. The World Health Organization has tips about traveling if you absolutely must during COVID-19.
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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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