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SWIFT Update June 26, 2014


SWIFT Availability

Reminder, SWIFT will be unavailable on Monday June 30, 2014 beginning at 6 pm for soft close and to make a year-end copy of production for point in time reporting. The system will become available on Tuesday, July 1, 2014 around noon, once the copy of SWIFT has completed.

New Statewide Cost Code

The SW Cost (Statewide Cost) code of DD3 has been established for agencies to use when coding expenses related to the June 2014 flood relief efforts. Agencies are required to capture these costs to allow for statewide reporting. Questions regarding this requirement can be directed to the SWIFT help desk.
Agencies should work with their Payroll contacts for assistance with any issues they encounter with labor distribution or payroll.
Minnesota Statute 43A.185 provides for up to 15 working days of paid leave for state employees when it has been determined that an employee's expertise or skills would assist the American Red Cross in the event of a disaster. Earn code DLL should be used to record the hours of eligible employees assisting the American Red Cross with the floods in Minnesota.

2015 Appropriation Transfers/Roll Forwards

Agencies should not roll forward appropriation balances into budget period 2015 or process actual transfers for budget period 2015 before July 1st. MMB Agency Assistance will be monitoring for 2015 transfers and have agencies reverse transactions that are processed in error.
Below is the wording from page 12 of the Annual Budget and Accounting Instructions - Document 1.

Anticipated and Actual Appropriation Transfers

There is no authority to move BFY 2015 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 2015 until July 1, 2014. 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 anticipated transfers, expense budgets and encumbrances.

FMS Year End Reporting for FY 2012 and 2014

After June 30, 2014, the FY 2012 environment will no longer be available for use from the FMS Year End Reporting Page. It will be replaced with FY 2014 Soft Close information. If you still need FY 2012 data from this environment, make sure to download the information prior to June 30, 2014. FY 2014 Soft Close information will be available to agencies the second week of July.

Purchase Orders and Requisitions

Reminder, MS 16A.28 requires that goods must be ordered or services rendered by June 30th to use BFY 2014 funds. Any purchase orders not dispatched on or before June 30th must use BFY 2015 funds or be cancelled.
Please refer to the Annual Budget and Accounting Instructions - Document 2 for grant exemptions and additional information.

SWIFT Help Desk

Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT.
651-201-8100, option 2; Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.
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 this SWIFT Update list, go to the SWIFT Newsletter List
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