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2019 Annual Report: Budget and Fiscal Services

Ms. Paulette Diaz-Franco, General Accounting Unit, working on billings for contract/grants.

Ms. Yvonne Stevens, Budget Section, completing a fiscal note.

Mr. Simon Tee, Contract Section, signing contracts.

Overview

Each month, BFS makes 2,300 vendor payments totaling $7 million, collects 2,000 checks and electronic payments totaling $4 million, conducts 120 contracting actions (contract awards or amendments), issues billings for 250 grants and reimbursable contracts, and issues 4,800 employee payroll payments.

In addition, we conduct 80-100 competitive procurements each year and process payroll for 300-400 volunteer firefighters involved in fire mobilizations during the summer months.

Each of our Units assess their performance through a number of measures as follows:
Accounts Payable:  Pay vendors within 10 business days of receipt of voucher.
Accounts Receivable:  Minimize outstanding billings over 60 days past due.
Budget Section:  Process Fiscal Notes during legislative session in less than three days.
Contracts Section:  Process simple contractual agreements within 10 business days.
Payroll/Financial Systems:  Minimize payroll overpayments and underpayments to employees.

Key Measurements and Statistics

Each month, BFS makes 2,300 vendor payments totaling $7 million, collects 2,000 checks and electronic payments totaling $4 million, conducts 120 contracting actions (contract awards or amendments), issues billings for 250 grants and reimbursable contracts, and issues 4,800 employee payroll payments.

In addition, we conduct 80-100 competitive procurements each year and process payroll for 300-400 volunteer firefighters involved in fire mobilizations during the summer months.

Each of our Units assess their performance through a number of measures as follows:
Accounts Payable:  Pay vendors within 10 business days of receipt of voucher.
Accounts Receivable:  Minimize outstanding billings over 60 days past due.
Budget Section:  Process Fiscal Notes during legislative session in less than 3 days.
Contracts Section:  Process simple contractual agreements within 10 business days.
Payroll/Financial Systems:  Minimize payroll overpayments and underpayments to employees.

Successes of 2019

A major focus for our division for the past year (and into the future) is the replacement of statewide and agency automated financial systems.  During the past year, a large number of our agency staff have been deeply involved in the One Washington project.  One Washington is a state-wide, multi-year project, led by the Office of Financial Management (OFM), to modernize many of the state’s aging financial and administrative systems.  These systems include a number of functional areas including financial, procurement, budgeting, and human resources.  Budget and Fiscal Services staff, along with other agency employees, continue to participate and contribute to the success of this enterprise-wide project.  More information on the One Washington Project can be found at this link:  https://ofm.wa.gov/about/special-initiatives/one-washington

During 2018, our agency gained approval from OFM and the State Treasurer to begin accepting payments via credit card for certain payments due to the State Patrol.  We undertook this initiative as credit card payments save staff time for our division and provide convenience to our paying customers.  Over the course of 2019, we increased our monthly credit card payments from an average of 20 payments totaling $20,000 early in the year to 45 per month totaling $45,000 at the end of the year.

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Mailing Address
Washington State Patrol
PO Box 42600
Olympia, WA 98504

Physical Address
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106 11th Avenue SW
Olympia, WA 98501

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