Small Agency Services Bulletin – June 2023
| 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
July 6
- To reflect in your agency's FM24 monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
July 14
- Contact vendors to obtain invoices for goods and services.
July 20
- If DES prepares invoices for your agency for goods and services you provide others, submit invoicing information to DES.
July 21
- Notify your DES Budget Analyst of any unrecorded assets or disposed assets.
July 24
- If you prepare invoices internally for goods and services you provide others, mail invoices for goods and services to agencies and colleges. Please report your invoices to DES to be recorded properly in FY23.
Aug. 4
- To reflect in your agency's final FY23 financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
- 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).
Sept. 13
- Budget requests (decision packages) are due to OFM Budget. Your DES Budget Analyst will be reaching out to you to review when we will need your agency's decision package(s), including full narrative, cost calculations, and answers to supplementary questions so we can meet this OFM due date.
Important Messages
Delay in launch of Benefits 24/7 online enrollment system
The launch of Benefits 24/7, the new online enrollment system for the Public Employees Benefits Board (PEBB) Program, was originally planned for June 12. However, to ensure a successful launch, the Health Care Authority (HCA) has decided to postpone the launch. We will share the new launch date in the future. Please continue using PEBB My Account. If you have questions or need help with enrollment changes, please reach out to your payroll or benefits office. For more information about Benefits 24/7, visit the About Benefits 24/7 webpage.
Time to think about the end of the fiscal year/biennium
- Your annual consumable and merchandise physical count should include information regarding the quantity, cost and basis for cost (i.e., weighted average cost, LIFO or FIFO – your inventory method must remain consistent).
- If there are any changes to implement in the new fiscal year, such as changes to coding structure to track expenses differently or track something new, please contact your DES Budget Analyst.
- Due to fiscal year end close and the beginning FY24, DES accounts payable will not process regular accruals for June, July, and Aug.
Time to think about the FY24 supplemental requests
FY24 supplemental requests should focus on the following:
- Non-discretionary changes in legally mandated caseloads or workloads.
- Necessary technical corrections to the enacted 2023-25 budgets.
- Additions or reductions to federal or private/local funding anticipated for the remainder of the biennium.
- Other high priority emergent needs that must be completed during this biennium.
- Only new or expanded policy consistent with Governor Inslee’s highest priorities.
Your DES Budget Analyst will be reaching out to you to review when we will need your agency's decision package(s), including full narrative, cost calculations, and answers to supplementary questions so we can meet this OFM due date.
For more information, please reference Instructions for 2024 Supplemental Budget Submittals letter.
Small Agency Financial Services News
DES SAFS presents successful "Fiscal Year-End Accounting Close" and "2023-2025 Biennial Budget Allotment" workshop
Over 65 attendees representing our customer agencies attended the June 1 Accounting Close and Budget Allotment Workshop. Thanks to our presenters Ian Shelley and Norma Rosado (DES AP), Bona Brewer (DES Payroll), Betti Bartoldo (DES AR), and Paul Bitar (DES Budget) for another informative workshop. Also, thanks to those who attended and for the feedback on the workshop.
Some of the feedback comments were:
- Great information provided in a clear and concise manner with a presentation to use for future reference.
- Ease of understanding expectations and deadlines for FY.
- Glad to receive clear timelines with the requirements for our agency to close out the fiscal year. Appreciated that the presentation slides were provided to attendees to reference.
Check out the workshop presentation (with Q&A) and the Year End Close Instructions.
DES Accounts Payable FYE (Fiscal Year-End) reminders
- During July submit FY23 and FY24 items separately
- Send in all FY23 invoices including July US Bank statements by 8/4/23
- AP will send accrual suggestions 7/24/23-7/28/23
- Agencies should review and add any items to accruals by 8/4/23
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 |
Happy new Fiscal Year! We welcome the new Fiscal Year with great enthusiasm as we close the current Fiscal Year. |
| Budget | |
|
Diann Lewallen |
To our valued customers: It is the beginning of the new Fiscal Year, and we wish you all a wonderful and happy Fiscal Year 2024! |
| Payroll | |
|
Carrie Knudson |
We are so lucky to have you as our customer. Thank you for partnering with us throughout the year. Happy new Fiscal Year, and we wish you all the best! |
| Accounts Receivable | |
|
Betti Bartoldo |
Our customers are an integral part of our success story. You have always inspired us to provide the best services possible. Happy new Fiscal Year! |
| Administrative Assistance | |
|
Danelle Guerin |
With the passing of last Fiscal Year and the arrival of a new Fiscal Year, we feel so gifted to have you as a customer! |
DES Accounts Payable statistics for May 2023 (34 agencies served)
| Invoices Received from Agency | 1,748 | 73.91% | $12,773,026 |
| Invoices Paid on Delegated Authority | 430 | 18.18% | $985,050 |
| Travel Requests Paid through TEMS | 165 | 6.98% | $57,693 |
| Payments Reissued (SOL, Lost Warrant) | 22 | 0.93% | $17,141 |
| Total Payments Processed | 2,365 | 100% | $13,832,910 |
DES Payroll statistics for May 2023 (42 agencies served)
| Total Employees Paid | 1,555 |
| Appointment Changes | 31 |
| New Hires / Rehires | 27 |
| Transfer In / Transfer Outs | 5 |
| Separations | 27 |
| Supplemental Payments / Walk Throughs | 0 |
| Overpayments | 2 |
Travel Tips
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 FY23. Travel that occurs on or after July 1 will be accounted for in FY24. Please keep this in mind when booking travel for this period. Travel dates that cross fiscal years will need to be entered in TEMS as a separate reimbursement.
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.