Annual Budget and Accounting Instructions - Doc 3 Posted Now  

The Annual Budget and Accounting Instructions - Document 3 is now posted on the SWIFT Budget and Accounting Instructions page. The current year document is posted under Establishing Budget Fiscal Year 2023 Budgets and Closing Fiscal Year 2022.

EPM Data Warehouse Successfully Upgraded

The EPM Data Warehouse was successfully upgraded on Monday, July 11. It operates in the same way with some minor changes. You will be able to run your existing reports and dashboards. For more information, view the Overview of Changes. 

Sign-in Errors:Some agency staff got errors when signing in for the first time after the upgrade. There is a simple fix. Log out, clear cache, and sign back in. The sign-in error should be fixed. If this doesn't work, only then request a ticket through the SWIFT Help Desk. Use the Clearing Browsing History and Cache quick reference guide for questions.

Training: The SWIFT Training team will offer 30-minute informal labs to demonstrate the new features and to answer any questions. To sign up, email SWIFT.Project@state.mn.us. We’ll send you an invitation to the lab. 

• Monday, July 18 from 1:00 to 1:30 pm
• Wednesday, July 20 from 9:00 to 9:30 am

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 2022 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.

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.

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.

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.