skip to content
Primary navigation

SWIFT Update June 18, 2020

Payroll Budget Fiscal Year (BFY) 2020 Closing Deadlines 

Please complete all mass expense transfers, prior period adjustments, business expense reimbursements and expense transfers, and any other adjustments as soon as possible to avoid having insufficient time to correct unexpected errors.
BFY 2020 Closing Deadlines
• 6/23/2020 - Agencies using Self Service Time and Labor must complete all position funding updates by the end of the day.
• 7/10/2020 - BFY 2020 All other Position Funding updates must be completed by noon.
• 7/20/2020 - BFY 2020 Relocation Expense reports must be received by noon.
• 7/23/2020 - BFY 2020 Business Expense, Travel Advance Settlements and Business Expense Transfers must be completed by the end of the day.
• 7/24/2020 - BFY 2020 Prior Pay Period Adjustments and Retroactive Pay Adjustments must be completed by the end of the day.
• 7/31/2020 - BFY 2020 Mass Expense Transfers must be completed by the end of the day.
For more information, please refer to the Budget Fiscal Year 2020 Closing Deadlines for Payroll memo dated June 4, 2020.

Purchase Order Close, Tuesday, June 30

As part of the year end clean-up activities, the PO Reconciliation (PO Close) job is scheduled to run Tuesday, June 30. The PO Reconciliation Job closes purchase orders that have been fully matched by setting the Status to “Complete.” See the SWIFT Procurement Year End Processing Tips for additional information.
The next scheduled run of the PO Close job is the hard close weekend of August 7.
Remember, you can prevent the PO Reconciliation Job from closing a purchase order by selecting the “Hold From Further Processing” checkbox on the purchase order header page. You can use this checkbox if you plan on increasing the purchase order at a later date.

SWIFT Cancel and Close Purchase Order Webinar, June 23

In preparation for the year-end closing, the SWIFT team is offering a Close and Cancel Purchase Order webinar.  It will provide an overview of the various ways to close and cancel purchase orders and purchase order lines in SWIFT. It allows time for questions. To learn more about this webinar or other SWIFT webinars, see the SWIFT Training and Resources item in this update.  

Notice on New Local Taxes  

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective July 1, 2020:
Lyon County 0.5% will end Transit Sales and Use Tax on June 30, 2020.
The sales and use tax rate changes apply to sales made on or after July 1, 2020. They 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.
Agencies entering purchase orders for the new fiscal year, prior to the July 1, 2020 tax effective date, will have the old rate calculated and will need to update their purchase orders.
Purchase orders entered in SWIFT on or after July 1, 2020, will calculate the new tax rates for each county/city. Existing purchase 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 purchase order, please consult the Update Sales Tax Settings on Purchase Orders guide. 

Impact of New Local Tax 

Please see the Minnesota Department of Revenue tax notice for the appropriate city or county for guidance in handling purchase orders and payments during the transition period.
Impact on Accounts Payable:
Vouchers entered in SWIFT on or after the tax effective date will calculate the new tax rates for each county/city if the Invoice Date is on or after the tax effective date. If the Invoice Date is before the tax effective date, SWIFT will exclude the new tax rates. Please review the tax calculation carefully prior to payment on all vouchers with Ship To locations within these jurisdictions.
Impact on Purchase Orders:
SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New purchase orders, created on or after July 1, 2020, will calculate the new rate of tax for the ship to addresses within those counties/cities. Existing purchase 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 purchase order 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 purchase order buyer.

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 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: 




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

SWIFT Billing Part 1

July 16, 2020

9:30 am to 11:00 am

SWIFT Billing Part 2

July 16, 2020

1:30 pm to 3:00 pm

Introduction to SWIFT Webinar (Reporting Tools)

June 26 2020

9:30 am to 11:00 am

SWIFT Cancel and Close Purchase Orders Webinar

June 23, 2020

10:30 am to 12:00 pm

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 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