SWIFT Update July 11, 2019
2019 Year End Update
Minnesota Management and Budget (MMB) executed a successful soft close on June 30, 2019.
The impact on agencies for budget period 2019 appropriations is:
• Agencies cannot create new encumbrances (POs) against budget period 2019 appropriations (except type 02 - continuing).
• Agencies creating vouchers for budget period 2019 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 2019.
There are critical tasks that agencies need to accomplish in the next few weeks to ensure a successful hard close on August 9.
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 next week.
• Agencies must cancel all encumbrances for the fiscal year unless the agency head certifies that goods or services were ordered by June 30, 2019 (MS 16A.28).
• Agencies must certify encumbrances by completing and returning the certification report to MMB.
Appropriation Problem Reports
• MMB sent the reports on July 9 and will send them out weekly until July 29, 2018. Then, they will send them out 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.
FY2019 Indirect Cost Payments
Agencies need to process their FY 2019 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 9, 2019
• July 23, 2019
• August 6, 2019
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.
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 Reference Guide page.
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