SWIFT Update March 12, 2020

Special Coding for COVID-19 Activity 

We created a new Statewide Cost (SW Cost) code for tracking costs related to COVID-19 in SWIFT and SEMA4. The code is: C19. The code will be used to report what the state spent on COVID-19 activities. The information may also be used to claim state or federal reimbursement if funds become available.

In SWIFT, you should use the C19 code to indicate COVID-19-related costs such as supplies, cleaning services, and travel expenses paid to a supplier. To do this, enter C19 in the SW Cost field on the accounting distribution line of purchase order and/or payment transactions.

Each agency’s finance and payroll teams must determine the process to track costs within your agency and communicate the process and expectations to employees.

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Sign Up for SWIFT Classroom Training!

SWIFT classroom training is scheduled for the following modules. 
Classes are free of charge. Please consider taking the Introduction to SWIFT class before enrolling in a module-specific class.
To find and enroll in SWIFT classes, open the Self Service or Administrative Portal and select the ELM tile. On the Learning Management page, select Find Learning on the left menu. On the Find Learning page, enter “SWIFT” in the Description field and choose Search. Seats are available in the following classes:

Module	Class	Date	Time
Intro	Introduction to SWIFT	April 1, 2020	8:30 am to noon
AP	SWIFT Create and Maintain Vouchers	March 26, 2020	8:30 am to noon
AR	SWIFT Use Maintenance Worksheets to Manage Customer Accounts and Interactions	March 25, 2020	8:30 am to noon
BI	SWIFT Advanced Billing	March 19, 2020	8:30 am to 3:30pm
PO	SWIFT Create and Manage Purchase Orders	April 16, 2020	8:30 am to 4:00 pm
SC2	SWIFT Create and Manage Contract Documents Electronically	April 28, 2020	8:30 am to 4:00 pm
SC1	SWIFT Create and Manage Supplier Contract Shells	April 8, 2020	8:30 am to 4:00 pm
SS	SWIFT Create and Manage Strategic Sourcing Events	March 27, 2020	8:30 am to 4:00 pm

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SWIFT Training Guides and Resources

You can find reference guides on all modules in SWIFT on the Training Guides and Resources page.

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SWIFT Help Desk

• Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT:
  651-201-8100, option 2 or by email  SWIFTHelpDesk.MMB@state.mn.us
• Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.
• When emailing the SWIFT Help Desk, be sure to include all details regarding the issue. Information to include with your message:
• Issue Description
• Business Unit
• 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 Reference Guide page.

SWIFT Update Mailing List

• The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.

Printing the SWIFT Update

• If you are experiencing issues printing this update, download a PDF version and print that version