Federal Indirect Cost Payments

Agencies need to process their federal receipt vouchers for the indirect costs timely as well to be included in the reverse bilateral netting process. Please see Budget and Accounting Instructions Document 2 for details on how to enter Federal Indirect Cost Vouchers. You can find it on the SWIFT Budget and Accounting Instructions page.

The reverse bilateral netting process will run on the following dates:

• August 2, 2022
• August 16, 2022

Respond to Problem Reports

Encumbrance Certification

• Agencies must cancel all encumbrances for the fiscal year unless the agency head certifies that goods were purchased or services were rendered by June 30, 2022 (MS 16A.28).
• Agencies must certify encumbrances by completing and returning the certification report to Minnesota Management and Budget (MMB).

Appropriation Problem Reports

• MMB will continue to send these out every Monday.
• These reports identify appropriations that are over-obligated, over-extended, or have open requisitions (pre-encumbrances) or anticipated transfers.
• Agencies must resolve these conditions by August 12, 2022, in preparation for hard close on August 19, 2022.

Reminder: If payroll costs need to be moved to resolve any of these issues, the deadline for payroll mass expense transfers is noon on July 29, 2022.

Reminder: Fully Complete Purchase Orders

Budget Check a Purchase Order:
It is important to always budget check after closing or canceling a purchase order. Budget checking will complete the process and release the funds. The funds will be available to re-encumber.

Dispatch a Purchase Order:
When dispatching a purchase order, wait for the process to complete before moving on to another task. Select Yes when asked if you would like to wait for confirmation.

Review Vouchers to Prepare for Hard Close

In preparation for the upcoming hard close, agencies should ensure fiscal year 2022 transactions are fully processed in SWIFT. For Accounts Payable, agencies can run the M_AP_GBL_ EXCEPTION _NO_ACCT_DT query to see a complete list of vouchers with exceptions. After hard close, agencies will not be able to process transactions with Accounting Dates prior to July 1, 2022.

Agencies should also be completing regular voucher maintenance including fixing, closing, or deleting vouchers in recycle status, voucher build errors, budget exceptions, match exceptions, or vouchers that have been denied including journal vouchers. Voucher maintenance is usually more difficult after hard close.

To assist with voucher maintenance, there are several queries agencies can run:

• M_AP_GBL_DENIED_VOUCHERS - vouchers that have been denied
• M_AP_UNAPPROVED_VOUCHERS - vouchers that have been denied or pending approval
• M_AP_GBL_RECYCLED_VCHRS - vouchers in recycle status
• M_AP_MMB_VOUCHER_BUILD_ERROR - interface vouchers that failed voucher build
• M_AP_UNPAID_VOUCHERS - vouchers that are unpaid
• M_AP_GBL_UNPOSTED_JOURNAL_VCHR - unposted journal vouchers
• M_AP_GBL_BUD_EXCEPTION - vouchers with budget exceptions
• M_AP_GBL_MATCH_EXCEPTIONS - vouchers with match exceptions

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.