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Important Dates | Important Messages | Small Agency Financial Services News | Travel Tips | Contact Us |
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.
Mar. 31
Apr. 7
Apr. 18
Apr. 29
Apr. 30
May 6
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Keep informed via Washington State's coronavirus response website Coronavirus.wa.gov.
Here are some things to think about to when planning your agency's 2021-2023 biennial budget:
DES encourages small agencies to evaluate internal policies and procedures around capital assets and be sure they include the following:
Visit these websites to find out more about capital assets:
Your agency may need to amend your allotments to reflect legislative changes. Allotment amendments are due for expenditure, revenue, cash receipts and cash disbursement revisions related to 2022 supplemental changes. Your budget analyst will contact you soon after the legislative session to discuss adjustments.
Effective April 1, 2022, DES will adopt a revised Sole Source Policy Procedure. The changes to the procedure and related documents will provide more clarity, consistency, and transparency around the process for vendors, the public, higher education, and state agencies. DES sought feedback from the Procurement Customer Advisory Group (PCAG) prior to modifying the procedure and related documents.
Going forward, DES expects to review the Sole Source Policy, including evaluating its alignment with the Washington state Disparity Study, before its sunset date of April 3, 2024. DES will seek broad stakeholder feedback during the policy review.
Here's a summary of the changes we made to the procedure and related documents:
Sole Source Procedure document:
Sole Source Justification template:
Frequently asked questions (FAQ):
If you have questions, please contact DES Sole Source Oversight Administrator Brooke Jensen 360-790-8256 or any member of the DES Enterprise Policy Team.
DES wants to remind agencies that they may have a balance remaining in Fund 03K Industrial Insurance Premium Refund Account — a fund used to account for all industrial insurance refunds earned by state agencies under the state fund retrospective rating program. Preference on expenditures shall be given to programs that provide incentives for employee safety and appropriate early return-to-work incentives for injured employees.
Below are some ideas about where you can request these funds be used:
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DES is pleased to announce that Lynne McGuire is transitioning from the Chief Financial Officer (CFO) to a new position within the agency. Her new title will be Sustainment Planning Director.
This is an exciting new position with the purpose of providing project management and leadership for complex organizational projects across multiple DES divisions. Lynne's work will support the ongoing success and sustainability of the agency. She will also provide overall leadership and project management support for the DES One Washington project.
DES is also happy to announce that Ashley Howard has been named Chief Financial Officer (CFO) effective March 7.
Ashley served as the DES Budget Director since May 2016. She has been with the agency since its creation in 2011, when the Department of Personnel consolidated with others to form DES. Ashley started her state career as an intern with the Washington State Auditor's Office in 2008 while still in college. She has also served as a fiscal analyst, payroll manager and budget operations manager.
"Clearly, Ashley is an experienced and thoughtful leader," said Director Tara C. Smith. "In her words, she 'strives to create an environment that is anchored with trust, inclusion, integrity, grace and understanding.' I couldn't have said it better myself."
Ashley also shared her excitement to continue working with her team. "The members of the Finance Division are truly the best in the business! I am deeply grateful for each one of them, and I can't wait to see where the future takes us together."
Office Depot is on the master contracts list and is the recommended vendor for purchasing office supplies. Purchases through other vendors, such as Amazon, is not recommended unless there is a justifiable reason for doing so. If you have questions or need assistance, please contact DES Accounts Payable at APquestions.safs@des.wa.gov.
Watch for your invite!
Our workshop will cover all you need to know about the fiscal year-end close such as:
We will also help you prepare for the 2023-2025 biennium by covering:
A question and answer period will follow. If you have specific questions or topics you would like to see covered, please email Gwen McClanahan.
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 |
After one year of amazing work and contributions to the SAFS AP team we are happy to announce that Norma Rosado has been promoted to one of our team lead positions. Congratulations Norma! Please welcome our newest team member, Kira Faught. Kira has years of experience in accounts payable in the private sector. We are beyond excited for Kira to be joining our team! |
Budget |
Diann Lewallen |
Spring Fun Fact: The first day of spring is called the vernal equinox. What does that stand for you ask? 'Vernal' is Latin for spring while 'equinox' is Latin for 'equal night'. |
Payroll |
Carrie Knudson |
Phuong will be back March 30! We missed her. Remember to continue to contact DESpayroll@des.wa.gov while Phuong is still out. |
Accounts Receivable |
Betti Bartoldo |
Sabrina is no longer with DES. We will be recruiting for her replacement as soon as possible. |
Administrative Assistance |
Danelle Guerin |
Spring Fun Fact: On the first day of spring, a person at the North Pole would see the sun skimming across the horizon, beginning six months of uninterrupted daylight. A person at the South Pole would see the sun skimming across the horizon, signaling the start of six months of darkness. |
Total Employees Paid | 1,326 |
New Hires / Rehires | 23 |
Transfer In / Transfer Outs | 7 |
Separations | 14 |
Supplemental Payments / Walk Throughs | 0 |
Overpayments | 0 |
Invoices Received from Agency | 1,207 | 75.71% | $12,149,867 |
Invoices Paid on Delegated Authority | 372 | 23.34% | $849,951 |
Travel Requests Paid through TEMS | 13 | 0.82% | $6,477 |
Payments Reissued (SOL, Lost Warrant) | 2 | 0.13% | $2,563 |
Total Payments Processed | 1,594 | 100% | $13,008,858 |
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As travel starts to increase again, please continue to follow the World Health Organization tips for traveling during COVID-19.
The TEMS system has been updated and now works only in Microsoft Edge and Google Chrome. TEMS no longer functions properly if using Internet Explorer.
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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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