Payment Processing on June 20, 2022 

Juneteenth is a federal holiday and will be observed on Monday, June 20th. No payments will be issued on this day since banks and post offices will be closed. Payments processed on Friday, June 17th will have a payment date of Tuesday, June 21st. Please keep this in mind when scheduling payments that are due the week of June 20th.

Annual Budget and Accounting Instructions - Document 2 

The Annual Budget and Accounting Instructions – Document 2 has been posted to the SWIFT Budget & Accounting Instructions webpage under the Establishing Budget Fiscal Year 2023 Budgets and Closing Fiscal Year 2022 heading.

2022 Fiscal Year-End Reminders 

2023 Appropriation Transfers/Roll Forward
Agencies should not roll forward appropriation balances into budget period 2023 or process actual transfers for budget period 2023 before July 1. Minnesota Management and Budget's (MMB) SWIFT Module Support Unit will be monitoring for 2022 transfers and will have agencies reverse transactions with a transfer correction for transfers that are processed before July 1. Agencies can process anticipated transfers (XATs) prior to July 1 in order to set up expense budgets and encumbrances.

Processing Fiscal Year 2022 Activity by June 30 
As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2022 accounting transactions are complete. To the extent possible, these transactions should be fully processed by June 30.

1.  Identify and process all known receipt and expenditure corrections related to FY 2022.
2.  Deposit at the bank and record in SWIFT all miscellaneous cash receipts received on or before June 30.
3.  Review transactions to make sure they are fully processed in SWIFT.

Below are some resources to help with this review:

Accounts Receivable: 

• Use the My Work section on the Accounts Receivable WorkCenter to identify transactions that need to be resolved.

Accounts Payable:

• SWIFT Query M_AP_GBL_EXCEPTION: Identifies unpaid vouchers with exceptions for a specified date range.
• SWIFT Query M_AP_GBL_UNPOSTED_JOURNAL_VCHR: Identifies unposted journal vouchers.
• Research Unpaid Vouchers Quick Reference Guide.

4.  Review and close negative encumbrances. You can identify them by running the M_PO_GBL_NEG_ENCUMB_KK query in the Query Viewer.

5.  Statewide Indirect Cost (including Statewide Systems Billing) fourth-quarter invoices are due June 30, 2022.

Agencies should make all efforts to pay them timely. We are seeing a few agencies that still have not paid their first through third quarter invoices. Please check the open receivable activity reports in the EPM Data Warehouse in the Accounts Receivable Dashboard. Your agency should have or will be receiving an email or mail item containing any open/unpaid invoices for the third quarter billings along with the fourth quarter billings from MMB’s Fiscal Services Unit. The invoices do not include the federal portion as this is paid separately.

6.  Federal Indirect Cost Payments.
Agencies need to process their federal receipt vouchers for the indirect costs timely as well to be included in the reverse bilateral netting process. Please see the Annual Budget and Accounting Instructions - Document 2 for details on how to enter federal indirect cost vouchers. The reverse bilateral netting process will be run on the following dates:

• 6/27/2022
• 7/05/2022
• 7/19/2022
• 8/02/2022
• 8/16/2022

7.  Agencies are to complete any known FY 2022 transfers by June 30 so that the FY and budget fiscal year (BFY) are the same. This helps minimize manual adjustments in the Annual Comprehensive Financial Report.

8.  All goods and services must be encumbered according to MMB Statewide Operating Policy 0901-02, Fiscal Year-End Closing Transactions - Pre-Encumbrances/Requisitions, Encumbrances/Purchase Orders, Expenditures/ Payment Vouchers. Payments for services rendered or goods ordered after June 30 must be made from BFY 2023.

For questions about processing these transactions, please contact the SWIFT Help Desk.

Changes Coming for Staging Table Connections to the EPM91AP Data Warehouse

Do you connect to the EPM91AP Data Warehouse through staging tables using IP addresses and not the Data Warehouse tile from the Administrative Portal? If so, you need to know that MNIT is updating those IP addresses. 

When: MNIT proposes to change those IP addresses the morning of June 6, 2022.

What exactly is changing? After the cutoff on June 6, internal users and systems who use MMB’s firewall will connect directly to the new IP addresses. You shouldn’t see anything different. MNIT does not foresee any issues for you.

MNIT is changing the IP addresses to these IP addresses.

• F5Swdb3.swift.state.mn.us 151.111.145.72
• F5Swdb4.swift.state.mn.us 151.111.145.73
• iapr.swift.state.mn.us 151.111.145.83.

Agency Firewall: If your agency uses these connections and has your own firewall, make sure to verify that your system can access these new IP addresses. These agencies who have their own firewalls likely include the Minnesota National Guard, Minnesota State, the Office of the Minnesota Attorney General, and the Office of the Legislative Auditor.

Issues after the cutover: If you have problems after the cutover to the new IP addresses due to firewall or other issues, please contact the SWIFT Help Desk.

What you can do now:

1. If your agency uses its own firewall, verify your system can access these new IP addresses.
2. Consider volunteering now to test the new addresses. Contact John Roberson at MN.IT to volunteer. 

FY22 Requisitions: Close or modify if not awarded by June 30, 2022

Review your open requisitions to prepare for the year-end close. 
Each buyer is responsible to make sure that their agency's requisitions are properly completed by the fiscal year-end. 

• SWIFT Support staff will no longer review requisitions or contact buyers about their requisitions for fiscal year-end.
• SWIFT Support staff will close requisitions with pre-encumbrance balances as of July 1, 2022.
• If your agency has requisitions using non-continuing funds that you will not award by June 30, cancel them or change the funding to reflect the new budget year. 
• If your agency has requisition lines tied to a pending event in the Sourcing module, you must first cancel the event or close the event line before you can close or change the requisition line.

To locate requisitions with pre-encumbrance balances, buyers should run the Encumbrance Certification Report. 
Navigate to the Encumbrance Certification Report: NavBar Navigator, SWIFT, Purchasing, Reports, Encumbrance Certification Rpt. Enter a Run Control ID and then enter your Report Request Parameters to run the report in SWIFT.

Please see the SWIFT Procurement Year End Processing Tips guide on Minnesota Management and Budget's website for help with the year-end close.  

Payroll Budget Fiscal Year (BFY) 2022 Deadlines

BFY 2022 Closing Deadlines:

• 6/21/2022 - Agencies using Self Service Time and Labor must complete all position funding updates by the end of the day.
• 7/8/2022 - BFY 2022 All other Position Funding updates must be completed by noon.
• 7/18/2022 - BFY 2022 Relocation Expense reports must be received by noon.
• 7/21/2022 - BFY 2022 Business Expense, Travel Advance Settlements, and Business Expense Transfers must be completed by the end of the day.
• 7/22/2022 - BFY 2022 Prior Pay Period Adjustments and Retroactive Pay Adjustments must be completed by the end of the day.
• 7/29/2022 - BFY 2022 Mass Expense Transfers must be completed by noon.