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    SWIFT Update July 13, 2023


    Finance Accounting Supervisor – SWIFT Module Support

    Minnesota Management and Budget (MMB) is hiring a Finance Accounting Supervisor supporting SWIFT (StateWide Integrated Financial Tools).

    This position supervises the SWIFT Module Support Unit that provides assistance and training to state agencies to optimize their use of the state accounting and procurement tools, SWIFT, and supports effective financial management for their programs. This position also provides accounting and administrative support services to small agencies, controls appropriation entry, coordinates the annual fiscal year end process, and provides functional analysis, design and testing of system changes to SWIFT.

    This position will have the flexibility to telecommute, work a hybrid schedule, or work in the office. The incumbent may be expected to work in the office on occasion.

    Working for the State of Minnesota means a great work-life balance, affordable benefits, and many great opportunities for advancement in 100 State agencies. Job ID is #67426.

    How to Process Transactions During the Close Period   

    The close period is July 1 through August 18, 2023. 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

    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 2023 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, 2023 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, 2023 or later and relate to FY 2023, agencies should use an Accounting Date of June 30, 2023 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) 2023 have a matching accounting Fiscal Year (FY) of 2023. Use an Accounting Date of June 30, 2023 or a prior date.
    • Process correcting direct journal entries for FY 2023 with an Accounting Date of June 30. These must be processed no later than August 18, 2023. 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 2023.

    D. Indirect Cost Payments

    If you make indirect cost payments after June 30 that relate to FY 2023, enter the Accounting Date of June 30, 2023. 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 2023 activity at the hard close this year on August 18. Agencies should complete all FY 2023 AM transactions on or before that date. FY 2023 transactions entered between July 1 and August 18 must have an Accounting Date of June 30 or prior if they are to be recorded as FY 2023 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 21, 2023. Send capital asset certification questions to Travis.Creel@state.mn.us.

    Requirement to Resolve OLT Rows in Grants Module by Hard Close  

    Agencies must clear up Over-the-Limit (OLT) rows in the grants module prior to hard close. Over-the-Limit rows represent transactions processed against a grant agreement which have exceeded the established Contract Billing Limit. OLT rows will cause complications with SEFA reporting, and may require your agency to make manual adjustments to the report if not resolved by hard close.

    Run the M_GM_GBL_GRNT_OVER_LIMIT_TRANS query in SWIFT to obtain a list of Over-the-Limit transactions for your agency.

    To resolve OLT rows:

    • Agencies can process a Contract Amendment to increase the Contract Billing Limit. Steps for this are provided in the Add or Reduce Grant Funding Quick Reference Guide. After completing the Contract Amendment, the OLT rows should disappear following overnight batch processing.
    • If total grant expenditures exceed the reimbursable amount of the grant, agencies should process expenditure corrections to move expenditures.

    If you have questions or issues regarding resolving OLT rows, please contact the SWIFT Help Desk.

    Requirements to Resolve Possible Missing Expenditures in Grants Module  

    An agency may add a project and or activity that relates to an existing contract, but failed to associate the project/activity to the contract. When this happens, the expenditures are excluded from SEFA reporting. Agencies should run the M_GM_GBL_UNBILLED_REIMB_ROWS query in SWIFT to obtain a list of 2023 reimbursable transactions without contract numbers.

    Steps to add a project and or activity to a contract is in the Add Projects and Activities Quick Reference Guide. After completing, please email MMB at AgencyAssistance.MMB@state.mn.us to run the Pricing job to create the billable rows. Once the billable rows are created, the expenditures will properly reflect on SEFA reporting.

    If you have questions or issues regarding resolving possible missing expenditures, please contact the SWIFT Help Desk.

    Reminder: Payroll Budget Fiscal Year (BFY) 2023 Deadlines


    BFY 2023 Closing Deadlines:

    • 7/17/2023 - BFY 2023 Relocation Expense reports must be received by noon.
    • 7/20/2023 - BFY 2023 Business Expense, Travel Advance Settlements, and Business Expense Transfers must be completed by the end of the day.
    • 7/21/2023 - BFY 2023 Prior Pay Period Adjustments and Retroactive Pay Adjustments must be completed by noon.
    • 7/28/2023 - BFY 2023 Mass Expense Transfers must be completed by noon. 

    SWIFT and EPM Data Warehouse Training

    The SWIFT Training team offers training through a variety of methods. There are SWIFT training guides and training videos, EPM training guides, webinars, labs, eLearning, and individual sessions (by request through the SWIFT Help Desk).

    Find current SWIFT training in Learning Management. Enter "SWIFT" in the Find Learning text entry box.

    MODULE

    WEBINARS/eLEARNING
    Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.

    DATES

    INTRO

    Introduction to EPM Data Warehouse/SWIFT

    6/7/23; 8/9/23

    INTRO

    Introduction to SWIFT Navigation webinar

    6/8/23; 7/20/23

    INTRO

    Overview of SWIFT Reporting webinar

    6/8/23; 7/12/23; 8/3/2023

    INTRO

    Introduction to SWIFT eLearning

    Anytime

    AP

    SWIFT Create Vouchers Overview in Accounts Payable webinar

    6/1/23

    AR

    SWIFT Accounts Receivable Direct Journal Deposits webinar

    8/8/23

    AR

    SWIFT Accounts Receivable Apply Payments to Invoices webinar

    8/9/23

    AR

    SWIFT Accounts Receivable Maintenance Worksheets webinar

    8/10/23

    BI 

    SWIFT Billing Part 1 webinar

    7/26/23

    BI

    SWIFT Billing Part 2 webinar

    7/27/23

    EPM

    Build a My Dashboard for SWIFT Reports in EPM lab

    7/6/23; 9/7/23

    EPM

    Create a SWIFT All Expenditures Report in EPM lab

    7/11/23; 10/4/23

    EPM

    Create and Save an All Receipts Report in EPM lab

    7/13/23

    EPM

    SWIFT EPM Create and Save a New Analysis lab

    6/14/23

    EPM

    SWIFT EPM Create and Save the Manager's Financial Report lab

    7/20/23

    EPM

    Understand the SWIFT Data in the EPM Data Warehouse webinar

    7/13/23; 10/4/23

    EPM

    Use SWIFT Standard Reports in EPM lab

    7/18/23; 9/13/23

    KK

    SWIFT Budget Journal Administration webinar
     Time, 9 a.m. - 11 a.m.

    6/22/23

    PO

    SWIFT Cancel and Close Purchase Orders webinar

    6/13/23

    PO 

    SWIFT Cancel Requisitions webinar
    Time, 1 p.m. - 2:30 p.m.

    6/13/23

    PO

    SWIFT Create Purchase Orders webinar

    6/6/23

    SS

    Strategic Sourcing Part 1: Create, Post, and Approve Events

    6/14/23; 8/29/23

    SS

    Strategic Sourcing Part 2: Analyze and Award Events
     Time, 1:00 p.m. - 2:30 p.m.

    6/14/23; 8/29/23

    SS

    SWIFT Strategic Sourcing eLearning

    Anytime

    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 and Resources page.

    SWIFT Update Newsletter

    The SWIFT Update is sent to everyone on the SWIFT Update subscription list. To subscribe or unsubscribe to this newsletter, use the links below.

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