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SWIFT Update June 11 2015

Notice on New Local Taxes
The Minnesota Department of Revenue will be administering the following new sales and use taxes effective July 1, 2015:

Hubbard County 0.5% Sales and Use Tax

The sales and use tax rate changes apply to sales made on or after July 1, 2015, 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.

Orders entered in SWIFT on or after July 1, 2015, 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 Quick Reference Guide for Sales Tax Settings on Purchase Order Documents.

Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling orders and payments during the transition period.

If you are creating orders in advance for FY16 you will need to update the tax settings on those POs after June 30th when the SWIFT tax settings have been updated.

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 Wednesday, July 1, 2015, 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.

2016 Appropriation Transfers/Roll Forwards
Agencies should not roll forward appropriation balances into budget period 2016 or process actual transfers for budget period 2016 before July 1st. MMB SWIFT Module Support will be monitoring for 2016 transfers and will have agencies reverse transactions that are processed in error.

Below is the wording from page 12 of the Annual Budget and Accounting Instructions

Anticipated and Actual Appropriation Transfers
There is no authority to move BFY 2016 monies prior to July 1; therefore, agencies cannot process actual transfers of appropriation documents (XTA - transfer against an anticipated, XTN - actual transfer, no anticipated) for BFY 2016 until July 1, 2015, and for BFY 2017 until July 1, 2016. This includes appropriation transfers between funds and within the same fund.

Agencies can process anticipated transfers (XATs) prior to July 1 in order to set up expense budgets and encumbrances.

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

The SWIFT Help Desk is experiencing intermittent issues with the phone software causing some individuals to remain in the call queue for an extended period of time. If you call the help desk and you are not connected with one of the staff within 10 minutes, please hang up and try your call again. If you are still not connected within 10 minutes, please send an email to the help desk notifying them you are unable to connect.

Additional reference information can be found on the SWIFT website.

SWIFT Update Listserv
The SWIFT Update is sent to SWIFT Agency Sponsors/Project Managers/Readiness Coordinators, Chief Financial Officers, SWIFT Project Team, SWIFT Steering Committee, and Agency Training Managers. It is also sent to a larger listserv composed of SWIFT end users. To be removed or added to the SWIFT Update list, please send an email to the Swift Help Desk (

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