There are critical tasks that agencies need to accomplish in the next few weeks to ensure a successful hard close on August 22.
You can find detailed instructions in the Annual Budget and Accounting Instructions – Document 3.
Agencies need to respond quickly to encumbrance certification and appropriation problem reports.
Encumbrance Certification Reports
Thanks in advance for your prompt attention in completing the encumbrance certification report and resolving budget problems to ensure a successful close.
Agencies need to process their FY 2020 federal receipt vouchers for the indirect costs in a timely manner to be included in the reverse bilateral netting process. The reverse bilateral netting process will be run on the following dates:
Agencies need to confirm that all FEDIDC vouchers are posted timely in order to be picked up in the netting process. Also, ensure that the naming protocol is appropriate for processing:
1. The invoice number must begin with the characters IDC and these characters must be upper case.
2. The invoice number must be unique from any vouchers previously posted (e.g., IDC1; IDC2; IDC3; etc.).
3. All alpha characters used in the invoice number must be upper case.
4. The entire invoice number must be less than 22 characters in length, including spaces.
The close period is July 1 through August 21, 2020. 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.
A. Transfers
Transfers made between July 1 and August 21 for Budget Period 2020 must have Journal Date of the current date for the accounting date to reflect the date the cash moved. Agencies should be aware of the dates to ensure the correct date is entered.
B. Receipts
C. Payments
For payments, the Accounting Date is based on the Received Date of the goods and 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 2020.
D. Indirect Cost Payments
If you make indirect cost payments after June 30 that relate to FY 2020, enter the Accounting Date of June 30, 2020. 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 (AM) module will be closed for FY 2020 activity at the hard close on August 21. FY 2020 activity entered between July 1 and August 21 must have an accounting date of June 30 or prior, to be recorded as FY 2020 transactions.
New this year for the ACFR Asset Certification is a data warehouse OBIEE ACFR Asset Report that agencies will run and complete an Excel file certification. The ACFR Asset Certification Excel files will be sent out after July 31. Agencies must enter all FY 2020 Asset Management transactions by that date so that the activity is captured in the certification report. If there is activity not in the certification and should be reported for FY 2020, agencies must enter the activity to the AM module and re-run the OBIEE ACFR Asset Report. More information will be sent out in the next few weeks.
The SWIFT training team is offering online training through webinars, one-on-one sessions, and video tutorials.
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 Billing Part 1 webinar |
July 16, 2020 |
9:30 am to 11:00 am |
|
SWIFT Billing Part 2 webinar |
July 16, 2020 |
1:30 pm to 3:00 pm |
You can find reference guides on all modules in SWIFT on the Training Guides and Resources page.
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:
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