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SWIFT Update July 9, 2020

2020 Year End Update 

Minnesota Management and Budget (MMB) executed a successful soft close on June 30, 2020.
The impact on agencies for budget period 2020 appropriations is:
  • Agencies cannot create new encumbrances (POs) against budget period 2020 appropriations (except type 02 - continuing).
  • Agencies creating vouchers for budget period 2020 must reference an existing encumbrance (except type 02 - continuing).
  • Agencies need to cancel all requisitions.
  • Agencies can still deposit receipts for bills and receivables created against budget period 2020.

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

  • MMB will send reports the week of July 13.
  • Agencies must cancel all encumbrances for the fiscal year unless the agency head certifies that services were performed or goods were ordered by June 30, 2020 (MS 16A.28).
  • Agencies must certify encumbrances by completing and returning the certification report to MMB.
Appropriation Problem Reports
  • MMB sent the reports weekly starting on July 13 until August 10 when they will be sent daily.
  • These reports identify appropriations that are over-obligated, over extended, or have open requisitions (pre-encumbrances) or anticipated transfers.
  • Agencies must resolve these conditions before hard close.

Thanks in advance for your prompt attention in completing the encumbrance certification report and resolving budget problems to ensure a successful close.


FY2020 Indirect Cost Payments

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:

  • July 21, 2020
  • August 4, 2020
  • August 18, 2020

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.


How to Process Transactions During the Close Period

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

  • Make sure that all miscellaneous cash receipt transactions for BFY 2020 have a matching Accounting Fiscal Year of 2020. Use an Accounting Date of June 30, 2020 or a prior date.
  • 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, 2020 and a Received Date when you deposited the receipt at the bank.
  • Process correcting direct journal entries for Fiscal Year 2020 with an Accounting Date of June 30. These must be processed no later than August 21, 2020. See the Annual Budget and Accounting Instructions - Document 3 for further details and exceptions.
  • For miscellaneous cash receipts that you receive July 1, 2020 or later and relate to Fiscal Year 2020, ensure that the Accounting Date and the Received Date are the date your agency deposited the money in the bank.

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 CAFR Asset Certification is a data warehouse OBIEE CAFR Asset Report that agencies will run and complete an Excel file certification. The CAFR 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 CAFR Asset Report. More information will be sent out in the next few weeks.


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 offering online training through webinars, one-on-one sessions, and video tutorials.

  • Quick Reference Guides and Training Videos: Please check the Training and Support Resources page for the quick reference guides and training videos/ You will find reference guides covering all modules on SWIFT. We are adding new training videos in the most commonly used modules.
  • 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 SWIFT.Project@state.mn.us to request a one-on-one session.

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


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  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 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
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