SWIFT Update September 28, 2023 

Reminder: Major Tax Updates Coming this Weekend!

New taxes included in this notice may have significant impact to SWIFT transactions financially and in terms of the number of transactions affected. If possible, try to get the taxable items delivered no later than September 30, 2023. Taxable items delivered on or before September 30, 2023 benefit from the lower tax rate and these purchase orders do not need to be updated. Sales and use tax rates are based on the agency’s Ship To Location listed on the purchase order.

Notice on New Local Tax

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective October 1, 2023:

• https://www.revenue.state.mn.us/sites/default/files/2023-07/general-notice-metro-area-transportation-tax.pdf
• https://www.revenue.state.mn.us/sites/default/files/2023-07/general-notice-metro-area-tax-housing.pdf
• https://www.revenue.state.mn.us/sites/default/files/2023-07/general-notice-fergus-falls.pdf

The sales and use tax rate changes apply to sales made on or after October 1, 2023. 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.

Agencies entering purchase orders for the new fiscal year, prior to the October 1, 2023 tax effective date, will have the old rate calculated and will need to update their purchase orders. New tax codes will not be available in SWIFT until Monday, October 2.

Purchase orders entered in SWIFT on or after October 1, 2023, 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 New Local Tax

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

Impact 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.

For vouchers referencing prior year purchase orders, you may receive a budget on hold error during budget check, correcting this will require additional steps to process the voucher.

Agencies can run the M_AP_GBL_VOUCHER_AMOUNT_PO_BAL query to help resolve this budget exception. The query compares the remaining encumbrance balance on the purchase order to the amount of the payment on the voucher. The difference should be attributable to the new higher tax rate.

To resolve the budget on hold error, enter a separate invoice line on the voucher with a zero-dollar total amount. On the first distribution line, enter a NEGATIVE amount equal to the increased sales tax amount that is over the remaining encumbrance balance on the purchase order. This should match the variance from the query. On the second distribution line, enter a POSITIVE amount offsetting the negative amount to charge the difference in sales tax to the current budget year. Enter “tax adjustment” in the description line.

Please review budget on hold errors carefully prior to making any changes.

Impact on Purchase Orders

SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New purchase orders, created on or after October 1, 2023, 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 the PO if 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.

Create a Purchase Order Referencing a Contract

When creating purchase orders, you will no longer see the Copy from Contract option. This feature has been removed in an attempt to alleviate some of the negative release issues experienced with supplier contracts.

Please refer to the Create and Dispatch a Purchase Order Referencing a Contract quick reference guide for more information.

MMB is hiring a Finance Accounting Supervisor

Minnesota Management and Budget (MMB) is hiring a Finance Accounting Supervisor. A $5,000 hiring incentive may be available!

Finance Accounting Supervisor - General Accounting Supervisor

The General Accounting Supervisor supervises the staff and operations of the General Accounting unit in the Statewide Accounting Section of Minnesota Management and Budget, Accounting Services Division. This unit is responsible for maintaining the chart of accounts and the statewide reconciliations for SWIFT, and preparing the budgetary statements, the Legal Level of Budgetary Control Report, and the Statewide indirect cost plan.

This position will have the flexibility to telecommute, work a hybrid schedule, or work in the office. The incumbent may be expected to work in the office on occasion.

Working for the State of Minnesota means a great work-life balance, affordable benefits, and many great opportunities for advancement in 100 State agencies. Job ID is 69430.

SWIFT and EPM Data Warehouse Training

The SWIFT Training team offers training through a variety of methods. There are SWIFT training guides and training videos, EPM training guides, webinars, labs, eLearning, and individual sessions (by request through the SWIFT Help Desk).

Find current SWIFT training in Learning Management. Enter "SWIFT" in the Find Learning text entry box.

SWIFT Help Desk

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

Email: SWIFTHelpDesk.MMB@state.mn.us

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 and Resources page.