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SWIFT Update June 1, 2017

SWIFT System Availability

MMB is in the process of upgrading the software (PeopleTools) that runs the enterprise HR systems (SEMA4, Self Service, and Recruiting Solutions/Careers). On Friday, June 2 at 5 p.m. through Sunday, June 4 the systems will be unavailable while the last steps of the upgrade are performed.

Some systems accessed through the Administrative Portal will be intermittently unavailable Friday, June 2 at 5 p.m. through Sunday, June 4. We apologize for the inconvenience. These systems include:

  • SWIFT (Including Supplier Portal and Mobile Inventory)
  • SWIFT Data Warehouse (EPM)
  • Budget Planning and Analysis System (BPAS)
  • Capital Budget System (CBS)
  • Fiscal Note Tracking System (FNTS)
  • Appropriation Maintenance Application (AMA)
  • Enterprise Learning Management (ELM)

Notice on Local Tax Increase

The Minnesota Department of Revenue will be administering the following change to sales and use taxes effective July 1, 2017:

  • Olmsted County increase to 0.5% Sales and Use Tax

The sales and use tax rate changes apply to sales made on or after July 1, 2017, and 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, 2017 or having a PO Date of 7/1/2017 or after, will calculate the new tax rates for each county/city. Existing 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 PO, please consult the Sales Tax Settings on Purchase Orders Reference Guide. 


Impact of Local Tax Increases 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. It 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.

Olmsted County Transit Rate Increase

SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New orders, created on or after July 1, 2017, will calculate the new rate of tax for the ship to addresses within those counties/cities. Existing 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 PO 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 PO buyer.


Help Desk Hot Topic

Help Desk Hot Topics feature Frequently Asked Questions (FAQs) answered by the SWIFT Help Desk. Use these as a friendly reminder of a process or as an opportunity to learn something new!

Q: How are non-dedicated appropriations for FY 2018-2019 set up in the Appropriation Maintenance Application (AMA)? 

A: If your non-dedicated AppropID already exists in SWIFT, you can go ahead and set up non-dedicated revenue budgets for 2018-2019 in SWIFT.  If you need to establish a new AppropID or make changes to the description or attributes of an existing non-dedicated AppropID, this would be done in AMA. In the AMA menu, select the SWIFT Entry screen, Non-dedicated section:

AMA-6-1


Sign Up for SWIFT Classroom Training

SWIFT classroom training is scheduled for the following modules.

Classes are free of charge. You can enroll for this training by opening Employee Self-Service and selecting the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled.

ELM-screenshot-SWIFT

Seats are available in the following classes:

Class 

Date 

Time 

Strategic Sourcing for Acquisitions (SS1)

July 18, 2017

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  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 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.

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