Small Agency Services Bulletin - July 2021
| Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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Important Dates
July 23
- Notify your DES Budget Analyst of any unrecorded assets or disposed assets.
Aug. 6
- Information on accrued expenses must be received by DES.
- All payment documents must be received by DES for payments of goods, services, and equipment received on or before June 30.
- Manual (paper) travel vouchers must be received by DES.
- Electronic travel vouchers must be approved in the Travel Expense Management System (TEMS).
Aug. 10
- To reflect in your agency's July monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
Aug. 13
- 2021-23 biennium Operating and Capital allotments due.
Aug. 20
- Phase IB Close - Bond, Cash, and Certificates of Deposit State Disclosure forms are due. Interagency receivable/payable balancing is due.
Sept. 3
- Phase 2 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.
Sept. 14
- State Disclosure certificate form is due to OFM Accounting. Your DES Budget Analyst will prepare and submit this form in the system. Please notify us if you will be unavailable during this time.
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Important Messages
Coronavirus (COVID-19) Resource
Keep informed via Washington State's coronavirus response website Coronavirus.wa.gov.
Interagency Due To/From
DES SAFS will be balancing your interagency receivables / payables for accounts year-end. Please direct any due to / from questions to:
- Accounts Payable: Sarah Parker sarah.parker@des.wa.gov
- Accounts Receivable: Kara Skinner kara.skinner@des.wa.gov
Fiscal Year End Reminders
- Continue to submit FY21 and FY22 invoices on separate A45 batches.
- Send your entire July US Bank statement on a single A45, even if there are charges from both fiscal years. Please note FY21 or FY22 on the statement or invoice backup and SAFS AP will ensure the charges are coded to the correct fiscal year.
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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 |
Sarah Parker |
Fun joke from A/P: What does an accountant say when you ask the time? It's 9:18 a.m. and 12 seconds...no wait 13 seconds...no wait 14 seconds, no wait..... |
| Budget |
Diann Lewallen |
A thought from Budget: A budget is telling your money where to go instead of wondering where it went. |
| Payroll |
Carrie Knudson |
Fun joke from Payroll: Why did the accountant push the salaries, wages, and bonuses down the hill? They wanted to see the pay roll. |
| Accounts Receivable |
Betti Bartoldo |
Fun joke from A/R: What is the definition of accountant? Someone who solves a problem you didn’t know you had in a way you don’t understand. |
| Administrative Assistance |
Danelle Guerin |
A thought from Admin: You know what they say about a clean desk. It's a sure sign of a cluttered desk drawer. |
DES Payroll statistics for June 2021 (40 agencies served)
| Total Employees Paid | 1,337 |
| New Hires / Rehires | 34 |
| Transfer In / Transfer Outs | 8 |
| Separations | 16 |
| Supplemental Payments / Walk Throughs | 1 |
| Overpayments | 4 |
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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.
Year-End Guidelines
Travel and travel reimbursements follow the same year-end guidelines as goods and services. Travel that occurs on or before June 30 will be accounted for in FY21. Travel that occurs on or after July 1 will be accounted for in FY22. Please submit FY21 and FY22 trips on separate TEMS reimbursement requests.
If you have questions, please contact us at 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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