Soft Close Tonight, SWIFT System Availability  
(Including Supplier Portal and Mobile Inventory)  

SWIFT will be unavailable on Thursday, June 30, 2022, beginning at 6 p.m. for soft close. The system will become available Friday, July 1, 2022, once soft close is complete. A system notification email will be sent to users when the system is up.

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 becomes available, bidders and suppliers may or may not have time to enter bid responses if an event is scheduled to close on July 1, 2022.

How to Process Transactions During the Close Period   

The close period is July 1 through August 19, 2022. When entering transactions in the close period, do not let the Accounting Date default to the current date. Also, see instructions in the
Annual Budget and Accounting Instructions - Document 3 when it becomes available.

A. Transfers
Agency staff should always use the current date in the Journal Date field when entering budget transfers in SWIFT. The current date populates into the Journal Date field by default. BFY 2022 transfers processed after June 30 must reference the current date/date processed in the Journal Date field, and should not be backdated.

B. Receipts

• For SWIFT receipts that were deposited at the bank by June 30 but the deposit entry in SWIFT was not recorded by June 30, use an Accounting Date of June 30, 2022 and a Received Date of when you deposited the receipt at the bank.
• For miscellaneous cash receipts (SWIFT directly journaled deposits) that are received July 1, 2022 or later and relate to FY 2022, agencies should use an Accounting Date of June 30, 2022 and a Received Date of the date the receipt was deposited at the bank.
• Make sure that all miscellaneous cash receipt transactions (SWIFT Directly Journaled deposits) coded to Budget Fiscal Year (BFY) 2022 have a matching accounting Fiscal Year (FY) of 2022. Use an Accounting Date of June 30, 2022 or a prior date.
• Process correcting direct journal entries for FY 2022 with an Accounting Date of June 30. These must be processed no later than August 19, 2022. See the Annual Budget and Accounting Instructions - Document 3 for further details and exceptions.

C. Payments
For payments, the Accounting Date is based on the Received Date of the goods or services. This Received Date may cause the Budget Date to be different. The goods or services must be received by June 30 to be in accounting FY 2022.

D. Indirect Cost Payments
If you make indirect cost payments after June 30 that relate to FY 2022, enter the Accounting Date of June 30, 2022. Change this field manually; do not let this date default as SWIFT will default it to the current date.

E. Capital Assets
The SWIFT Asset Management module (AM) will close for FY 2022 activity at the hard close this year on August 19. Agencies should complete all FY 2022 AM transactions on or before that date. FY 2022 transactions entered between July 1 and August 19 must have an Accounting Date of June 30 or prior if they are to be recorded as FY 2022 transactions.

ACFR Asset Certification reports will be available in the EPM Data Warehouse to aid in completing the Asset Certifications. The Capital Asset Certification worksheets and instructions will be emailed for agencies to complete on August 1 and due back August 23, 2022. Send capital asset certification questions to Travis.Creel@state.mn.us.

EPM Data Warehouse Upgrade Starting July 11  

The EPM Data Warehouse, formerly OBIEE, is being updated. It will have a new look and feel. It will operate in the same way with some new features and minor changes. View the Overview of Changes to see more. You will be able to run your existing reports and dashboards. 

IMPORTANT: Code Freeze, Starts July 6
The code freeze date is July 6th, 2022 at 5 p.m. Do not create new reports or make edits to existing reports after 5 p.m. on July 6th. Anything created or edited changes will not be available in the upgraded environment. 

Warehouse Training Tile Unavailability
The Warehouse Training tile will not immediately be available after the upgrade. The tile will be available in the near future. The training from this tile is from Oracle and does not have State of Minnesota data in it.

Make a list of your Favorites now
Anything stored in Favorites will not be migrated to the upgraded version. Make a list of your Favorites now including the name and location of the report in a file. Once the upgrade is live,  navigate to the location of these items and add them back into Favorites.

Late Payments on Purchasing Card Statements

US Bank charges late fees on past due purchasing card (PCard) accounts. Agencies are invoiced in the amount of up to one percent (1%) per month on the amount overdue, or a minimum of $2. Late fees are included on your monthly statement from US Bank but are not available during PCard reconciliation in SWIFT. To pay a late fee associated with a PCard statement, agencies need to manually add this fee to their monthly PCard voucher.

As a reminder, pay PCard statements on time to avoid potential late fees, take advantage of available rebates, and avoid potential violations of Minn. Stat. § 16A. Purchasing Policy 1b requires that Purchasing Card Coordinators use Access Online to review statements and monitor account activity.

• If you have questions regarding processing payments for PCards, please contact Angie Brandt (angie.brandt@state.mn.us).
• For questions regarding the State contract or Purchasing Card Use Policy 1b, please contact Sean Torin (sean.torin@state.mn.us).

2022 Fiscal Year-End Reminders 

2023 Appropriation Transfers/Roll Forward
Agencies should not roll forward appropriation balances into budget period 2023 or process actual transfers for budget period 2023 before July 1. Minnesota Management and Budget's (MMB) SWIFT Module Support Unit will be monitoring for 2022 transfers and will have agencies reverse transactions with a transfer correction for 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 Fiscal Year 2022 Activity by June 30 
As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2022 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 2022.
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.

Below are some resources to help with this review:

Accounts Receivable: 

• Use the My Work section on the Accounts Receivable WorkCenter to identify transactions that need to be resolved.

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 Quick 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 (including Statewide Systems Billing) fourth-quarter invoices are due June 30, 2022.

Agencies should make all efforts to pay them timely. We are seeing a few agencies that still have not paid their first through third quarter invoices. Please check the open receivable activity reports in the EPM Data Warehouse in the Accounts Receivable Dashboard. Your agency should have or will be receiving an email or mail item containing any open/unpaid invoices for the third quarter billings along with the fourth quarter billings from MMB’s Fiscal Services Unit. 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 the Annual Budget and Accounting Instructions - Document 2 for details on how to enter federal indirect cost vouchers. The reverse bilateral netting process will be run on the following dates:

• 7/05/2022
• 7/19/2022
• 8/02/2022
• 8/16/2022

7.  Agencies are to complete any known FY 2022 transfers by June 30 so that the FY and budget fiscal year (BFY) are the same. This helps minimize manual adjustments in the Annual Comprehensive Financial Report.

8.  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 2023.

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

REMINDER: Notice of New Local Taxes  

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective July 1, 2022.

• Norman County 0.5% Transit Sales and Use Tax
• St. Peter 0.5% Sales and Use Tax

The sales and use tax rate changes apply to sales made on or after July 1, 2022. 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.

Purchase orders entered in SWIFT on or after July 1, 2022, 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 the Sales Tax Settings on an Existing Purchase Order quick reference guide. You can also view the Update Sales Tax on an Existing Purchase Order video. 

Reminder: FY22 Requisitions: Close or modify if not awarded by June 30, 2022

SWIFT Support staff will no longer review requisitions or contact buyers about their requisitions for fiscal year-end.

Each buyer is responsible to make sure that their agency's requisitions are properly completed by the fiscal year-end. 

• SWIFT Support staff will close requisitions with pre-encumbrance balances as of July 1, 2022.
• If your agency has requisitions using non-continuing funds that you will not award by June 30, cancel them or change the funding to reflect the new budget year. 
• If your agency has requisition lines tied to a pending event in the Sourcing module, you must first cancel the event or close the event line before you can close or change the requisition line.

To locate requisitions with pre-encumbrance balances, buyers should run the Encumbrance Certification Report. 
Navigate to the Encumbrance Certification Report: NavBar Navigator, SWIFT, Purchasing, Reports, Encumbrance Certification Rpt. Enter a Run Control ID and then enter your Report Request Parameters to run the report in SWIFT.

Please see the SWIFT Procurement Year End Processing Tips guide on Minnesota Management and Budget's website for help with the year-end close.  

Reminder: Payroll Budget Fiscal Year (BFY) 2022 Deadlines

BFY 2022 Closing Deadlines:

• 7/8/2022 - BFY 2022 All other Position Funding updates must be completed by noon.
• 7/18/2022 - BFY 2022 Relocation Expense reports must be received by noon.
• 7/21/2022 - BFY 2022 Business Expense, Travel Advance Settlements, and Business Expense Transfers must be completed by the end of the day.
• 7/22/2022 - BFY 2022 Prior Pay Period Adjustments and Retroactive Pay Adjustments must be completed by the end of the day.
• 7/29/2022 - BFY 2022 Mass Expense Transfers must be completed by noon. 

SWIFT Training

The SWIFT Training team offers online training through webinars, training guides, video tutorials, eLearning, and one-on-one sessions.

• Webinars/Labs: Enroll in online training for SWIFT and the EPM Data Warehouse on Enterprise Learning Management (ELM). See Upcoming SWIFT Training below. Webinars and labs run for 60 to 120 minutes. They include live demos of SWIFT and EPM Data Warehouse processes. SWIFT training options are webinars. Some of the EPM training are labs so that you can follow along and create and save your own reports or My Dashboard.
• SWIFT Training Guides and Video Tutorials: Find quick reference guides and a user guide on our Training Guides page and video tutorials on our Training Videos page.
• EPM Data Warehouse Training: Locate quick reference guides on our EPM Warehouse Training page. Topics include the most common EPM Data Warehouse processes and SWIFT reports.
• eLearning: Complete self-paced training in ELM. After learning the material at your own pace and passing the quiz, you can request a Certificate of Completion.
• One-On-One Sessions: Still feeling stuck? Request a one-on-one training session by emailing us at SWIFTHelpDesk@state.mn.us.

Upcoming SWIFT Training

To enroll in a SWIFT training, sign in to Self Service or the Administrative Portal and select the Learning Management tile.

1. On the Find Learning tile, enter “SWIFT” in the search field, and press the Search button.
2. From the Search Results, select the webinar you would like to take.
3. Press the Enroll button, and check your email later for an invitation with instructions on how to attend the webinar.

Currently, there are seats still available for the following webinars and eLearning.

SWIFT Help Desk

Contact the SWIFT Help Desk for any SWIFT-related questions or issues.

Email: SWIFTHelpDesk.MMB@state.mn.us

Phone: 651-201-8100, option 2

Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday (closed holidays)

When contacting the SWIFT Help Desk, make sure to include details about your question or issue, including:

• Your Business Unit
• Description of the issue/question
• SWIFT 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 Guides page.