SWIFT Update April 1, 2021

Annual Budget and Accounting Instructions Posted

The Annual Budget and Accounting Instructions - Document 1 has been posted to the SWIFT Budget and Accounting Instructions page. You can find this document under Establishing Budget Fiscal Years 2022-23 Budgets and Closing Fiscal Year 2021.

GASB Change to Annual Comprehensive Financial Report

Minnesota Management and Budget (MMB) is implementing a recent change by the Governmental Accounting Standards Board (GASB).
GASB, the authoritative body that establishes accounting standards for state and local governments, is renaming the Comprehensive Annual Financial Report to the Annual Comprehensive Financial Report (ACFR). It has come to the board's attention that the current acronym, when pronounced aloud, mimics the pronunciation of a deeply derogatory term in other parts of the world. Diversity, equity, and inclusion are central to MMB’s mission as well as GASB’s mission. This change will be effective for the next annual report.
GASB is currently reviewing all its pronouncements to identify those that need to be updated. MMB will review and update documentation on its website and other communications to make changes. If you have website content or other communication that references the old report title or acronym, please be sure to update it. Thank you for your help with implementing this change. If you have any questions, please contact Barb Ruckheim.

SWIFT Upgrade Issues

SWIFT was recently upgraded with the Oracle PUM Image 36 for PeopleSoft. Some unexpected issues occurred during this upgrade. For details, please see the PUM 36 Known Issues Document.

Reminder: New Transit Sales and Use Tax for Le Sueur County

Effective April 1, 2021, the Minnesota Department of Revenue will administer the Le Sueur County 0.5% Transit Sales and Use Tax.
Changes to the sales and use tax rate will apply to sales made on or after April 1, 2021 (in addition to 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 prior to April 1, 2021
Agencies that enter purchase orders prior to the April 1, 2021 tax effective date will have the old rate calculated, and they will need to update their purchase orders.

Purchase Orders entered on or after April 1, 2021
Agencies that enter purchase orders on or after April 1, 2021, 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 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 Sales Tax Settings on Purchase Orders Quick Reference Guide.

SWIFT Training and Resources

The SWIFT training team is offering online training through webinars, one-on-one sessions, and video tutorials.

  • Quick Reference Guides and Training Videos: Please check the Training and Support Resources page for the quick reference guides and training videos/ You will find reference guides covering all modules on SWIFT. We are adding new training videos in the most commonly used modules.
  • Webinars: We are offering modified online versions of our classroom training. They are shorter and meant to provide basic demonstrations of the SWIFT modules. If you are newer to SWIFT, please consider taking the Introduction to SWIFT: Navigation webinar before enrolling in a module-specific webinar.
  • One-On-One Sessions: If you would like one-on-one training on a SWIFT module not offered through a webinar, please email SWIFT.Project@state.mn.us to request a one-on-one session.

To find and enroll in SWIFT webinars, 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 webinars:

Webinars

Date 

Time 

SWIFT Create Purchase Orders

April 6, 2021

1:00 p.m. - 2:30 p.m.

Strategic Sourcing, Part II: Analyze and Award Events

April 14, 2021

9:30 a.m. - 11:30 a.m.

SWIFT Create System-Generated Contract Documents Electronically

April 21, 2021

1:00 p.m. - 2:30 p.m.

Create a Contract Shell

May 6, 2021

1:00 p.m. - 2:30 p.m.

Create Vouchers Overview

May 13, 2021

1:00 p.m. - 2:30 p.m.

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 Training 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