Prepare for Major Tax Updates
New taxes included in this notice may have significant impact to SWIFT transactions financially and in terms of the number of transactions affected. If possible, try to get the taxable items delivered no later than Sept 30, 2023. Taxable items delivered on or before Sept 30 benefit from the lower tax rate, and any PO’s would not need to be updated.
Notice on New Local Tax
The Minnesota Department of Revenue will be administering the following new sales and use taxes effective October 1, 2023:
The sales and use tax rate changes apply to sales made on or after October 1, 2023. They will be in addition to all other taxes in effect. Local sales tax applies to retail sales made and taxable services provided within the local taxing area (county/city limits). The tax applies to the same items that are taxable under the Minnesota sales and use tax law.
Agencies entering purchase orders for the new fiscal year, prior to the October 1, 2023 tax effective date, will have the old rate calculated and will need to update their purchase orders.
Purchase orders entered in SWIFT on or after October 1, 2023, will calculate the new tax rates for each county/city. Existing purchase orders and/or their vouchers will need to be adjusted to pay the correct tax if delivery occurs after various dates. Please note that the dates will be different based on whether goods or construction materials are being delivered. Check the tax notice for the affected city for the correct dates.
For assistance in changing the sales tax on a PO, please consult the Update the Sales Tax Settings on a Dispatched Purchase Order Quick Reference Guide.
Impact of New Local Tax
Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling purchase orders and payments during the transition period.
Impact on Accounts Payable
Vouchers entered in SWIFT on or after the tax effective date will calculate the new tax rates for each county/city if the Invoice Date is on or after the tax effective date. If the Invoice Date is before the tax effective date, SWIFT will exclude the new tax rates. Please review the tax calculation carefully prior to payment on all vouchers with Ship To locations within these jurisdictions.
Impact on Purchase Orders
SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New purchase orders, created on or after October 1, 2023, will calculate the new rate of tax for the ship to addresses within those counties/cities. Existing purchase orders may or may not need to have the tax code updated on the PO if payment can be processed during any allowed grace period(s), again, see the general notice for each county/city. Previously any Ship To addresses in affected cities may have used the tax code of 0000, State Tax only. To calculate the new combined rate, state and local tax rate, the tax code(s) on the purchase order must be updated to the new tax code(s) from the 0000 tax code. Because of the various transition rules, these codes will not be updated by SWIFT and must be updated by the purchase order buyer.
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:
Respond to Problem Reports
Encumbrance Certification
Appropriation Problem Reports
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 28, 2023.
Review Vouchers to Prepare for Hard Close
In preparation for the upcoming hard close, agencies should ensure fiscal year 2023 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, 2023.
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:
Please see the Accounts Payable Quick Reference Guides for helpful information on deleting and closing vouchers.
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. This posting closes 7/31/23 and the 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
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.
Reminder: Payroll Budget Fiscal Year (BFY) 2023 Deadlines
BFY 2023 Closing Deadlines:
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
|
DATES |
|
INTRO |
Introduction to EPM Data Warehouse/SWIFT |
8/9/23; 10/12/23 |
|
INTRO |
Introduction to SWIFT Navigation webinar |
8/15/23; 9/12/23; 10/17/23 |
|
INTRO |
Overview of SWIFT Reporting webinar |
8/3/2023; 9/7/2023 |
|
INTRO |
Introduction to SWIFT eLearning |
Anytime |
|
AP |
SWIFT Create Vouchers Overview in Accounts Payable webinar |
8/1/23 |
|
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 |
|
EPM |
Build a My Dashboard for SWIFT Reports in EPM lab |
9/7/23 |
|
EPM |
Create a SWIFT All Expenditures Report in EPM lab |
10/4/23 |
|
EPM |
SWIFT EPM Create and Save a New Analysis lab |
9/28/23 |
|
EPM |
SWIFT EPM Create and Save the Manager's Financial Report lab |
9/20/2023 |
|
EPM |
Understand the SWIFT Data in the EPM Data Warehouse webinar |
10/4/23 |
|
EPM |
Use SWIFT Standard Reports in EPM lab |
9/13/23 |
|
PO |
SWIFT Create Purchase Orders webinar |
8/8/23 |
|
SC |
SWIFT Create a Supplier Contract Shell webinar
|
8/17/23 |
|
SC |
SWIFT Import and Process Contract Document Electronically webinar
|
8/17/23 |
|
SS |
Strategic Sourcing Part 1: Create, Post, and Approve Events |
8/29/23 |
|
SS |
Strategic Sourcing Part 2: Analyze and Award Events |
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:
Additional assistance can be found on the SWIFT Training Guides and Resources page.
