Small Agency Services Bulletin - March 2025
| 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
April 7
- To reflect in your agency's March monthly financial statements, all invoices and travel reimbursement requests are due to Accounts Payable.
April 15
- IRS Tax Deadline – If any vendors have questions about their 2024 1099-MISC forms, please call Accounts Payable at (360) 407-8183 before the filing deadline.
Apr. 27
- Wrap up of the 2025 “long” Legislative Session.
May 5-9
Important Messages
Correctional Industries (CI) - end of year cut-off dates
CI has identified the following cutoff dates for FY25 furniture orders requiring delivery by June 30, 2025:
- Sit-To-Stand riser orders – April 30, 2025
- Fast Fulfillment orders* – June 2, 2025
* Applies to in-stock items only. Orders must be placed via CI's website.
Time to think about capital assets
DES encourages small agencies to evaluate internal policies and procedures around capital assets and be sure they include the following:
- An internal written policy for managing small and attractive assets, timely removal of capital assets from inventory, and proper approval of disposal requests.
- A revolving schedule to perform physical inventories every other year. Inventories can be performed anytime - there is no need to wait until June.
- Procedures to follow if a capital asset is lost or stolen.
Visit these websites to find out more about capital assets:
- State Administrative and Accounting Manual Chapter 30.10 – capital assets
- Office of Financial Management capital asset resources
Fund 03K Industrial Insurance Premium Refund Account
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:
- Electronics — such as loaner cell phones for personal safety while in travel status, and/or security cameras
- Emergency planning and first aid — such as first aid kits and emergency evacuation supplies
- Ergonomics — such as adjustable work surfaces, padded or gel wrist rests and keyboard trays
- Facilities-related items — such as warning signs, ice/snow supplies to prevent surface slips and card key entries
- Indoor air quality — such as HEPA filter air cleaners and CO2 monitoring equipment
- Lifting/materials handling devices — such as forklifts and portable carts
- Lighting — such as blinds to minimize glare and task lighting
- Personal protective equipment — such as hard hats and back belts
- Training/education — such as safety videos
Small Agency Financial Services News
Process changes
As a reminder, with the upcoming transition to Workday, DES will be working to support our small agencies with shifting to the US Bank online portal. This change is intended to increase processing efficiency and improve transparency over purchasing and signature authority. This will be a slow-rolling process improvement initiated by our SAFS AP team in multiple phases across all our small agencies. We will be contacting agencies individually throughout the phases which is expected to begin early April. We are diligently working on fine-tuning details with our US Bank Implementation Project Manager.
Please stay tuned for further agency-specific communication from our team in the forthcoming months this spring. In the meantime, if you have any general questions or concerns, email us at APQuestions.safs@des.wa.gov.
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.
Accounts Payable
Team Members:
- Diana Huynh - Supervisor
- Rachel Neuman - Sr. Lead
- Riley Hyland - Sr. Lead
- Bryn Parker - Lead
- Kaler Zoucha - Lead
- Diana Dikhamindzhiya - Accounting Analyst
- Kyler Oblad - Accounting Analyst
- Forest Pope - Accounting Analyst
Team Message: Let the beauty of spring remind you that change is a necessary step towards growth.
Accounts Receivable
Team Members:
- Betti Bartoldo - Supervisor
- Stacey Millsap - Sr. Lead
- Jenifer Mobley - Accounting Analyst
- Brandy Leitgeb - Accounting Analyst
- Sarah Palazzo - Cash Receipts Specialist
- Sean Garcia - Cash Receipts Specialist
Team Message: Don’t wait for extraordinary opportunities. Seize common occasions and make them great.
Budget
Team Members:
- Diann Lewallen
- Seth Flory
- Ian Shelley
- Christina Shearer
- Annis Jones
Team Message: Thank you for the continued partnership and collaboration during Legislative session.
Payroll
Team Members:
- Rachel Rodgers – Manager
- Molly Guinan – Supervisor
- Kayla Preble – Lead
- Nichole Dahlin – Processor
- Amber Roberts – Processor
- Vanno Non - Garnishments
- Adam Oskvig – Out of State Taxes
- Treyson Ramos – Retirement Specialist
- Brandy Butterfield – Benefits Specialist
- Malachi Riedl - Time and Attendance Processor
News: In March and April we will be processing payment to other states for our out of state employees. We will also be filing Q1 – 941s with the IRS.
Team message: Talent wins games, but TEAMWORK and intelligence win CHAMPIONSHIPS!
Administrative Assistance
Team Members:
- Danelle Guerin
- Makaila Barbella
Team Message: Danelle is out of office through May 15. Please contact Makaila if you have any administrative needs.
DES Accounts Payable statistics for Feb. 2025 (34 agencies served)
| Invoices received from agency | 1,796 | 78.09% | $9,316,535 |
| Invoices paid on delegated authority | 417 | 18.13% | $1,294,138 |
| Travel requests paid through TEMS | 81 | 3.52% | $24,903 |
| Payments reissued (SOL, Lost Warrant) | 6 | 0.26% | $31,706 |
| Total payments processed | 2,300 | 100% | $10,667,282 |
DES Payroll statistics for Feb. 2025 (42 agencies served)
| Total employees paid | 1,222 |
| New hires/rehires | 14 |
| Separations | 16 |
| Transfers | 3 |
| Supplemental payments/walk throughs | 2 |
| Overpayments | 2 |
Travel Tips
Airfare
When booking airfare, use the State’s Alaska Air EazyBiz contract or the travel agency contract.
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.