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SWIFT Update June 14, 2018

Fiscal Year-End Reminders

  • 2019 Approp Transfers/Roll Forwards
Agencies should not roll forward appropriation balances into budget period 2019 or process actual transfers for budget period 2019 before July 1st. MMB's SWIFT Module Support will be monitoring for 2019 transfers and will have agencies reverse transactions with a transfer correction for those transfers that are processed in error.
  • 2019 Anticipated and Actual Appropriation Transfers

Below is the wording from page 12 of the Annual Budget and Accounting Instructions Document 1.

"There is no authority to move BFY 2019 monies prior to July 1; therefore, agencies cannot process actual transfers of appropriation journals (XTA – transfer against an anticipated, XTN – actual transfer, no anticipated) for BFY 2019 until July 1, 2018. 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."

  • Fiscal Year End Reminder Processing FY2018 Activity by June 30

As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2018 accounting transactions are complete. To the extent possible, these transactions should be fully processed by June 30th. 

Agency staff should:

1. Identify and process all known receipt and expenditure corrections related to FY 2018.

2. Deposit at the bank and record in SWIFT all miscellaneous cash receipts received on or before June 30th.

3. Review transactions to make sure they are fully processed in SWIFT.

Here are some resources to help 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)
  • Unpaid Vouchers quick reference guide

4. Review and close negative encumbrances.

These can be identified 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 this 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.

The reverse bilateral netting process will be run on the following dates:
  • June 26, 2018
  • July 6, 2018
  • July 20, 2018
  • August 7, 2018


7. 2018 Transfers.

Agencies are to complete any known FY 2018 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 2018 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 2019.

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


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 2019 Budgets and Closing Fiscal Year 2018 heading.


SWIFT System Availability (including Supplier Portal and Mobile Inventory)

SWIFT will be unavailable on Friday, June 29, 2018, beginning at 6 p.m. for soft close. The system will become available Sunday, July 1, 2018, 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, vendors may or may not have time to enter bid responses if an event is scheduled to close on July 1, 2018. 


FY18 Requisitions and/or Events

Fiscal Year 2018 requisitions and/or events tied to those requisitions must be closed or modified if the award will not take place by June 30th.

Requisitions using non-continuing funds that will not be awarded by June 30th must either be canceled or the funding must be changed to reflect the new budget year. If the requisition line is tied to a pending sourcing event, the event must be canceled or the specific event line must be closed before the requisition line can be closed or changed.

Please see the SWIFT Procurement Year End Processing Tips guide available on the MMB web site for help with processing procurement documents for the year-end close.


Update on SWIFT Classroom Training

SWIFT classroom training is scheduled for the modules listed below. Classes are free of charge. 

You can enroll for this training by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “SWIFT” and click Search. 

Most of the SWIFT classes have waiting lists.  If you cannot make the class you enrolled in, drop the class in ELM or contact the trainer as soon as you are able.  Also, ELM will not automatically enroll agency staff on waiting lists to the next class.  You will need to enroll in the next class if it is offered.  

Seats are available in the following classes:

Class 

Date 

Time 

Introduction to SWIFT (INTRO)
June 20, 2018
8:30 am to 12:00 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.

Printing the SWIFT Update

If you are experiencing issues printing this update, download a PDF version and print that version

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