Statewide System Availability (Including Supplier Portal)  

All statewide systems will be available on Monday, June 20, but the SWIFT Help Desk, Self Service Help Desk, and Supplier Help Desk will be closed due to the observation of the Juneteenth Holiday.

As a reminder, no payments will be issued on this day because banks and post offices will be closed. Payments processed on Friday, June 17 will have a payment date of Tuesday, June 21. Please keep this in mind when scheduling payments that are due the week of June 20. 

EPM Data Warehouse Upgrade Coming, July 11

The EPM Data Warehouse, formerly OBIEE, is being updated. It will have a new look and feel. It will operate in the same way with some new features and minor changes. You will be able to run your existing reports and dashboards.

When you sign into it on July 11, you’ll notice new branding to match the State’s standard brand like the Administrative Portal. You will also notice some name changes to some of the Statewide dashboards. There are some new features in the Subject Area of a report and in a new analysis. There are also some minor changes to icons.

We'll provide more detail about the EPM Data Warehouse upgrade in the next SWIFT Updates. 

IMPORTANT! You will not be able to save your Favorites. Make a list of your Favorites now including the name and location of the report in a file. Once the upgrade is live, you will need to navigate to the location of your favorites and add them back in.

2022 Fiscal Year-End Reminders 

2023 Appropriation Transfers/Roll Forward
Agencies should not roll forward appropriation balances into budget period 2023 or process actual transfers for budget period 2023 before July 1. Minnesota Management and Budget's (MMB) SWIFT Module Support Unit will be monitoring for 2022 transfers and will have agencies reverse transactions with a transfer correction for transfers that are processed before July 1. Agencies can process anticipated transfers (XATs) prior to July 1 in order to set up expense budgets and encumbrances.

Processing Fiscal Year 2022 Activity by June 30 
As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2022 accounting transactions are complete. To the extent possible, these transactions should be fully processed by June 30.

1.  Identify and process all known receipt and expenditure corrections related to FY 2022.
2.  Deposit at the bank and record in SWIFT all miscellaneous cash receipts received on or before June 30.
3.  Review transactions to make sure they are fully processed in SWIFT.

Below are some resources to help with this review:

Accounts Receivable: 

• Use the My Work section on the Accounts Receivable WorkCenter to identify transactions that need to be resolved.

Accounts Payable:

• SWIFT Query M_AP_GBL_EXCEPTION: Identifies unpaid vouchers with exceptions for a specified date range.
• SWIFT Query M_AP_GBL_UNPOSTED_JOURNAL_VCHR: Identifies unposted journal vouchers.
• Research Unpaid Vouchers Quick Reference Guide.

4.  Review and close negative encumbrances. You can identify them by running the M_PO_GBL_NEG_ENCUMB_KK query in the Query Viewer.

5.  Statewide Indirect Cost (including Statewide Systems Billing) fourth-quarter invoices are due June 30, 2022.

Agencies should make all efforts to pay them timely. We are seeing a few agencies that still have not paid their first through third quarter invoices. Please check the open receivable activity reports in the EPM Data Warehouse in the Accounts Receivable Dashboard. Your agency should have or will be receiving an email or mail item containing any open/unpaid invoices for the third quarter billings along with the fourth quarter billings from MMB’s Fiscal Services Unit. The invoices do not include the federal portion as this is paid separately.

6.  Federal Indirect Cost Payments.
Agencies need to process their federal receipt vouchers for the indirect costs timely as well to be included in the reverse bilateral netting process. Please see the Annual Budget and Accounting Instructions - Document 2 for details on how to enter federal indirect cost vouchers. The reverse bilateral netting process will be run on the following dates:

• 6/27/2022
• 7/05/2022
• 7/19/2022
• 8/02/2022
• 8/16/2022

7.  Agencies are to complete any known FY 2022 transfers by June 30 so that the FY and budget fiscal year (BFY) are the same. This helps minimize manual adjustments in the Annual Comprehensive Financial Report.

8.  All goods and services must be encumbered according to MMB Statewide Operating Policy 0901-02, Fiscal Year-End Closing Transactions - Pre-Encumbrances/Requisitions, Encumbrances/Purchase Orders, Expenditures/ Payment Vouchers. Payments for services rendered or goods ordered after June 30 must be made from BFY 2023.

For questions about processing these transactions, please contact the SWIFT Help Desk.

Reminder: Notice of New Local Taxes  

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective July 1, 2022.

• Norman County 0.5% Transit Sales and Use Tax
• St. Peter 0.5% Sales and Use Tax

The sales and use tax rate changes apply to sales made on or after July 1, 2022. They will be in addition to all other taxes in effect. Local sales tax applies to retail sales made and taxable services provided within the local taxing area (county/city limits). The tax applies to the same items that are taxable under the Minnesota sales and use tax law.

Purchase orders entered in SWIFT on or after July 1, 2022, will calculate the new tax rates for each county/city. Existing purchase orders and/or their vouchers will need to be adjusted to pay the correct tax if delivery occurs after various dates. Please note that the dates will be different based on whether goods or construction materials are being delivered. Check the tax notice for the affected city for the correct dates.

For assistance in changing the sales tax on a purchase order, please consult the Update the Sales Tax Settings on an Existing Purchase Order quick reference guide. You can also view the Update Sales Tax on an Existing Purchase Order video.  

Impact of the New Local Tax on Accounts Payable  

Vouchers entered in SWIFT on or after the tax effective date will calculate the new tax rates for each county/city if the Invoice Date is on or after the tax effective date. If the Invoice Date is before the tax effective date, SWIFT will exclude the new tax rates. Please review the tax calculation carefully prior to payment on all vouchers with Ship To locations within these jurisdictions.

Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling orders and payments during the transition period:

• Norman County 0.5% Transit Sales and Use Tax
• St. Peter 0.5% Sales and Use Tax

SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities or counties. New purchase orders, created on or after Friday, July 1, 2022, will calculate the new rate of tax for the ship to addresses within those counties/cities. Existing purchase orders may or may not need to have the tax code updated on it if the payment can be processed during any allowed grace period(s). Again, see the general notice for each county/city.

Previously any Ship To addresses in affected cities may have used the tax code of 0000, State Tax only. To calculate the new combined rate, state, and local tax rate, the tax code(s) on the purchase order must be updated to the new tax code(s) from the 0000 tax code.Because of the various transition rules, these codes will not be updated by SWIFT and must be updated by the purchase order buyer.

REMINDER: FY22 Requisitions: Close or modify if not awarded by June 30, 2022

SWIFT Support staff will no longer review requisitions or contact buyers about their requisitions for fiscal year-end.

Each buyer is responsible to make sure that their agency's requisitions are properly completed by the fiscal year-end. 

• SWIFT Support staff will close requisitions with pre-encumbrance balances as of July 1, 2022.
• If your agency has requisitions using non-continuing funds that you will not award by June 30, cancel them or change the funding to reflect the new budget year. 
• If your agency has requisition lines tied to a pending event in the Sourcing module, you must first cancel the event or close the event line before you can close or change the requisition line.

To locate requisitions with pre-encumbrance balances, buyers should run the Encumbrance Certification Report. 
Navigate to the Encumbrance Certification Report: NavBar Navigator, SWIFT, Purchasing, Reports, Encumbrance Certification Rpt. Enter a Run Control ID and then enter your Report Request Parameters to run the report in SWIFT.

Please see the SWIFT Procurement Year End Processing Tips guide on Minnesota Management and Budget's website for help with the year-end close.  

Reminder: Payroll Budget Fiscal Year (BFY) 2022 Deadlines

BFY 2022 Closing Deadlines:

• 6/21/2022 - Agencies using Self Service Time and Labor must complete all position funding updates by the end of the day.
• 7/8/2022 - BFY 2022 All other Position Funding updates must be completed by noon.
• 7/18/2022 - BFY 2022 Relocation Expense reports must be received by noon.
• 7/21/2022 - BFY 2022 Business Expense, Travel Advance Settlements, and Business Expense Transfers must be completed by the end of the day.
• 7/22/2022 - BFY 2022 Prior Pay Period Adjustments and Retroactive Pay Adjustments must be completed by the end of the day.
• 7/29/2022 - BFY 2022 Mass Expense Transfers must be completed by noon. 

SWIFT Training

The SWIFT Training team offers online training through webinars, training guides, video tutorials, eLearning, and one-on-one sessions.

• Webinars/Labs: Enroll in online training for SWIFT and the EPM Data Warehouse on Enterprise Learning Management (ELM). See Upcoming SWIFT Training below. Webinars and labs run for 60 to 120 minutes. They include live demos of SWIFT and EPM Data Warehouse processes. SWIFT training options are webinars. Some of the EPM training are labs so that you can follow along and create and save your own reports or My Dashboard.
• SWIFT Training Guides and Video Tutorials: Find quick reference guides and a user guide on our Training Guides page and video tutorials on our Training Videos page.
• EPM Data Warehouse Training: Locate quick reference guides on our EPM Warehouse Training page. Topics include the most common EPM Data Warehouse processes and SWIFT reports.
• eLearning: Complete self-paced training in ELM. After learning the material at your own pace and passing the quiz, you can request a Certificate of Completion.
• One-On-One Sessions: Still feeling stuck? Request a one-on-one training session by emailing us at [email protected].

Upcoming SWIFT Training

To enroll in a SWIFT training, sign in to Self Service or the Administrative Portal and select the Learning Management tile.

1. On the Find Learning tile, enter “SWIFT” in the search field, and press the Search button.
2. From the Search Results, select the webinar you would like to take.
3. Press the Enroll button, and check your email later for an invitation with instructions on how to attend the webinar.

Currently, there are seats still available for the following webinars and eLearning.

SWIFT Help Desk

Contact the SWIFT Help Desk for any SWIFT-related questions or issues.

Email: [email protected]

Phone: 651-201-8100, option 2

Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday (closed holidays)

When contacting the SWIFT Help Desk, make sure to include details about your question or issue, including:

• Your Business Unit
• Description of the issue/question
• SWIFT Module (Accounts Payable, Purchase Orders, etc.)
• Transaction ID (Voucher ID, PO ID, etc.)
• Error message print screen

Additional assistance can be found on the SWIFT Training Guides page.