skip to content
Primary navigation

SWIFT Update June 11, 2020

Year End Activities

2021 Appropriation Transfers/Roll Forward

Agencies should not roll forward appropriation balances into budget period 2021 or process actual transfers for budget period 2021 before July 1. Minnesota Management and Budget (MMB)'s SWIFT Module Support will be monitoring for 2021 transfers and will have agencies reverse transactions with a transfer correction for those 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 FY 2020 Activity by June 30

As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2020 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 2020.

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. Here are some resources to help with this review:

  • Accounts Receivable:
  • 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 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 invoices are due June 30. 
Agencies should make all effort to pay them timely. 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 Budget and Accounting Instructions Document 2 for details on how to enter Federal Indirect Cost Vouchers. You can find it on the SWIFT Budget and Accounting Instructions page.

The reverse bilateral netting process will be run on the following dates:
• June 23, 2020
• July 7, 2020
• July 21, 2020
• August 4, 2020
• August 18, 2020

7. FY 2020 Transfers.
Agencies are to complete any known FY 2020 transfers by June 30, so that the fiscal year and the budget year are the same. This helps to minimize manual adjustments in the CAFR reporting.

8. BFY 2020 Year-End Spending.
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 2021.

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


SWIFT System Availability (including Supplier Portal and Mobile Inventory) 

SWIFT will be unavailable on Tuesday, June 30, 2020, beginning at 6 p.m. for soft close. The system will become available Wednesday, July 1, 2020, once soft close is complete. A system notification email will be sent to users when the system becomes available.

Reminder to Buyers: Please be aware of the system downtime. This includes the Supplier Portal. Avoid scheduling events to close on July 1st. Depending on when the system comes up, bidders and suppliers may or may not have time to enter bid responses if an event is scheduled to close on July 1, 2020.


Statewide Cost Code for Minneapolis/St. Paul Public Safety Peacetime Emergency

A new Statewide Cost Code MSP has been established. State agencies may begin using this code to track costs related to the Minneapolis/St. Paul Peacetime Emergency as of May 28, 2020. For more information, refer to the Statewide Cost Code for Minneapolis/St. Paul Public Safety Peacetime Emergency memo.


Reminder: The SWIFT Help Desk Remains Open

Please contact the SWIFT Help Desk for any questions, concerns, or issues you have with SWIFT.

SWIFT Training and Resources 

The SWIFT training team is following the guidance from the Governor’s office on Supporting State Workforce through COVID-19. We are offering online training through webinars, one-on-one sessions, and video tutorials.

  • Webinars: We are offering modified online versions of our classroom training. They are shorter and meant to provide basic demonstrations of the SWIFT modules. If you are newer to SWIFT, please consider taking the Introduction to SWIFT: Navigation webinar before enrolling in a module-specific webinar.
  • One-On-One Sessions: If you would like one-on-one training on a SWIFT module not offered through a webinar, please email SWIFT.Project@state.mn.us to request a one-on-one session.
  • Training Guides and Video Tutorials: Please check the SWIFT Training Guides and Resources page for training guides and video tutorials. You will find training guides covering each module on SWIFT. We will add video tutorials to this page in upcoming weeks.

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: 

Webinar

Date 

Time 

SWIFT Create, Correct, and Verify Direct Journal Deposits

June 23, 2020

1:30 pm to 3:00 pm

SWIFT Enter Deposits and Apply Payments for Accounts
Receivable Items

June 24, 2020

1:30 pm to 3:00 pm

SWIFT Use Maintenance Worksheets to Manage Customer
Accounts and Interactions

June 25, 2020

1:30 pm to 3:00 pm

Introduction to SWIFT Webinar (Navigation)

June 17, 2020

9:30 am to 11:30 am

Introduction to SWIFT Webinar (Reporting Tools)

June 26 2020

9:30 am to 11:00 am

SWIFT Create a Contract Shell Webinar

June 16, 2020

8:30 am to 10:00 am

SWIFT Overview on Creating Contract Documents Electronically Webinar

June 25, 2020

8:30 am to 10:00 am


SWIFT Training Guides and Resources

You can find reference guides on all modules in SWIFT on the Training Guides and Resources page.


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 Training Guide page.

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
back to top