The Statewide Cost (SW Cost) code of "SSD" has been established for agencies to track expenses (such as printing, mailing, etc.) related to state government shutdown activities. Agencies are required to capture these costs to allow for statewide reporting. Questions regarding this requirement can be directed to the SWIFT Help Desk.
The Annual Budget and Accounting Instructions – Document 2 will be posted tomorrow to the SWIFT Budget and Accounting Instructions page. The current year document will be listed under Establishing Budget Fiscal Year 2022 Budgets and Closing Fiscal Year 2021 heading.
2022 Appropriation Transfers/Roll Forward
Agencies should not roll forward appropriation balances into budget period 2022 or process actual transfers for budget period 2022 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 2021 Activity by June 30
As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2021 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 2021.
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:
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 invoices are due June 30. Agencies should make all efforts to pay them timely. The invoices do not include the federal portion as this is paid separately.
Your agency should have or will be receiving an email or mail item containing any open/unpaid invoices for the 3rd quarter billings along with the 4th quarter billings from MMB’s Fiscal Services Unit.
6. 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 when it becomes available for details on how to enter federal indirect cost vouchers.
The reverse bilateral netting process will be run on the following dates:
7. Agencies are to complete any known FY 2021 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 2022.
For questions about processing these transactions, please contact the SWIFT Help Desk.
Christopher Cocchiarella is one of the trainers on the SWIFT Training Team.
How long have you been with MMB, and what do you do?
About three and a half years now! Previously, I had worked in banking and risk management for almost 13 years (typically in technical communication and training roles). In my current role, I create learning resources and teach classes on how to use SWIFT.
How has your current role evolved since starting at MMB?
When I first began, I created and taught a lot of in-person classroom training. During the last year, when remote work became a new norm due to COVID, I designed and developed online learning, including live webinars and video tutorials.
My latest project involves rolling out self-paced e-learning, which I hope to launch as we enter the next fiscal year soon—stay tuned for upcoming details!
What's a fun fact some people don't know about you?
I'm a big linguistics geek and close to trilingual, speaking native English, fluent Spanish, and proficient Italian. I love learning about diverse languages and traditions and am often trying to expand my understanding of humanity, whether through reading, conversation, or travel.
This Week's FAQ: How to Update Purchase Order if Buyer is Out of Office?
Question: I need to update a Purchase Order (PO), but the buyer on that PO is out of the office. What can I do to make the necessary changes on the PO prior to approval?
Answer: To update the PO on SWIFT, you will need to change the buyer on the PO by creating a change order on SWIFT. To create a change order, make sure to complete all of the following steps in order, or you will not be able to change the buyer and update the PO:
1. Open the PO in SWIFT.
2. Select the Change Order icon on the PO Header.
3. Update the Buyer field.
4. Select Save.
5. You may get a message that the defaults will switch to those of the updated buyer. Select either OK or Cancel. To change the buyer, defaults, and Location, select OK. (This will affect the tax rate.) To update the buyer but not the defaults or Location, select Cancel.
6. Update the necessary fields on the PO.
7. Select Save. Depending on the change (such as increasing the amount), SWIFT may restart the workflow, and the PO may require a Budget Check and Approval.
8. Dispatch the PO.
9. Select the View Approval link toward the bottom of the PO page to verify that it routed to the new buyer correctly.
For more details about changing the buyer on a PO, see the Set up Temporary Approvers for Purchase Orders Quick Reference Guide.
The SWIFT training team is offering online training through webinars, one-on-one sessions, and video tutorials.
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 |
|
Billing Part 1 |
June 16, 2021 |
9:30 a.m. - 11:00 a.m. |
|
Billing Part 2 |
June 16, 2021 |
1:00 p.m. - 2:30 p.m. |
|
Introduction to SWIFT Navigation |
June 23, 2021 |
9:30 a.m. - 11:30 a.m. |
|
Introduction to SWIFT Reporting |
June 30, 2021 |
9:30 a.m. - 11:30 a.m. |
|
Create System-Generated Contract Documents Electronically |
July 13, 2021 |
9:00 a.m. - 10:30 a.m. |
|
Import and Process a Contract Document Electronically |
July 15, 2021 |
9:00 a.m. - 10:00 a.m. |
|
Overview of Accounts Payable |
Aug 3, 2021 |
9:30 a.m. - 10:30 a.m. |
|
Create a Contract Shell |
Aug 5, 2021 |
9:00 a.m. - 10:00 a.m. |
|
Overview of Creating Purchase Orders |
Aug 24, 2021 |
9:00 a.m. - 10:30 a.m. |
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:
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.
