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SWIFT Update April 5, 2018

Annual Budget and Accounting Instructions

Agencies can now access the 2019 Annual Budget and Accounting Instructions. There are two new instructions:

Upcoming Procurement Fiscal Year End Cutoff Dates 

Below are the cutoff dates established for submission of requisitions and requests for establishing contracts above agency buyers’ delegated ALP authority.

  • 04/13/2018: Deadline for construction and construction-related requisitions processed through the State Architect’s Office or the Office of State Procurement (OSP).
  • 04/13/2018: Deadline for requisitions requiring sealed bids (over $50,000.00) processed through OSP.
  • 05/11/2018: Deadline for requisitions over the purchasing agency's authority processed through OSP (under $50,000.00).

If the intended procurement method is to make the acquisition through a Request for Proposal (RFP), please contact OSP as soon as possible to discuss the procurement and appropriate timelines.

New Strategic Sourcing Quick Reference Guide Posted

If you want to invite a specific bidder (i.e., vendor) on an event, you need to find the correct vendor Location Code and Contact Name and update the event before posting it.
Use the new Update the Contact and Location Code on Sourcing Invitations reference guide.

Update on SWIFT Classroom Training

SWIFT classroom training is scheduled for the modules listed below. Classes are free of charge. 

You can enroll for this training by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “SWIFT” and click Search. 

Most of the SWIFT classes have waiting lists.  If you cannot make the class you enrolled in, drop the class in ELM or contact the trainer as soon as you are able.  Also, ELM will not automatically enroll agency staff on waiting lists to the next class.  You will need to enroll in the next class if it is offered.  

Seats are available in the following classes:




Accounts Payable Voucher Entry, Main, Approval and Reports (AP1) April 4, 2018
8:30 am to 4:00 pm
AR Account Maintenance & Customer Interactions (AR/BI3c)
April 26, 2018
8:30 am to 12:00 pm
AR Direct Journal Deposits (AR/BI3a)
April 5, 2018
8:30 am to 12:00 pm
AR Item Deposits and Applying Payments (AR/BI3b)
April 19, 2018
8:30 am to 12:00 pm
Billing Advanced (AR/BI3)
May 22, 2018
8:30 am to 4:00 pm
Budget Journal Administration (BC2)
April 10, 2018
8:30 am to 4:00 pm
Create and Update Purchase Orders for Encumbrance Roles (PO4)
April 27, 2018
8:30 am to 12:30 pm
Create and Update Purchase Orders for Buyer Roles (PO1) May 8, 2018
8:30 am to 4:00 pm
Introduction to SWIFT (INTRO) April 11, 2018
8:30 am to 12:00 pm
Strategic Sourcing for P/T Events (SS2)
April 20, 2018
8:30 am to 4:00 pm

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

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 Training

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.

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

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