2024 Fiscal Year End Update
A successful Fiscal Year 2024 hard close was implemented last weekend. This accomplishment is due to agency staff working hard to meet deadlines and resolve issues. Thanks to everyone for making the FY2024 close a great success!
Getting Help for SWIFT
Need Help? We encourage you to refer to our many SWIFT Training materials including Quick Reference Guides (QRGs) and Training Videos. The SWIFT Training team is actively updating and creating new materials for SWIFT users.
We also understand that live help is often the most useful and immediate route to a solution. The SWIFT Help Desk responds to many questions, issues, and requests to help you get your work done in SWIFT. Whether you are experiencing a technical issue or need guidance on a SWIFT transaction, the SWIFT Help Desk is your main point of contact. Please do not contact SWIFT module leads or trainers directly. The SWIFT Help Desk ensures your matter is forwarded and escalated as needed. In addition, the SWIFT Help Desk documents each interaction, helping us identify larger system issues as well as identifying training and communication gaps. You can contact the SWIFT Help Desk at:
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)
Late Payments on Purchasing Card Statements
US Bank charges late fees on past due purchasing card (PCard) accounts. Agencies are invoiced in the amount of up to one percent (1%) per month on the amount overdue, or a minimum of $2. Late fees are included on your monthly statement from US Bank and available to view in SWIFT. However, the Late Payment transaction cannot be reconciled the same way other transactions are reconciled.
To pay a late fee associated with a PCard statement, agencies must manually add this fee to their monthly PCard voucher by adding a line and entering the information. Make sure to enter Late Payment Charge in the Description field. In the Account field use Expense code 430008 (Interest Pd To Vend Late Pymt). After the line has been added, provide the voucher number to Angie Brandt, and she will remove the transaction from the PCard pages.
As a reminder, pay PCard statements on time to avoid potential late fees, take advantage of available rebates, and avoid potential violations of Minn. Stat. § 16A. Purchasing Policy 1b requires that Purchasing Card Coordinators use Access Online to review statements and monitor account activity.
Updated Warrant Policy, Procedure, and Forms
MMB updated the policy, procedure, and forms related to Warrant Special Handling Request. The documents can be accessed on MMB's web page, Chapter 8 - Expenditures.
MMB Statewide Operating Policy 0802-02 Warrant Special Handling Request
Please note that in accordance with updated Policy 0802-02 Warrant Special Handling Request, authorized signatures are required on the following forms: Memo to Request a Stop Payment, Request for Address Corrections, Wire Transfer Request, Warrant Special Handling Request, and Request for Refund of Sales Tax.
To adhere to Policy 0802-02 Warrant Special Handling Request, agencies are required to complete and return to MMB, Form 0802-02.02F Authorized Signatures, which serves as the delegation of staff identified as authorized signers and authorized to pick up warrants.
Note: the Vendor Payments team will be emailing an assignment for agencies to review and update their delegated staff for authorized signature and authorized pickups at the end of August. The completed assignment will be due to MMB by September 13, 2024. We thank you in advance for your prompt attention and response to this assignment because MMB will be unable to process future requests if they are not signed by authorized staff.
Wire Payments
Reminder that all wire payment requests with completed documentation must be submitted no later than 3 p.m. for next day processing to syscomp.mmb@state.mn.us.
We kindly ask that agencies submit this information as soon as possible the day before the wire is to be processed. This allows appropriate time to review the documentation and SWIFT voucher. Errors in documentation or voucher processing may cause delays in wire requests being sent on the day requested by the agency.
The completed documentation should include the Form 0802-02-03X Wire Transfer Form and Form 0802-02.01F Warrant Request Form.
If you are requesting a foreign wire transfer payment, please include the IRS W-8 series form, Foreign Supplier Payment Intake Form, Form 0802-02-03X Wire Transfer Form, and Form 0802-02.01F Warrant Request Form.
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 SWIFT Navigation webinar |
9/4/24 |
|
INTRO |
Introduction to SWIFT eLearning |
Anytime |
|
INTRO |
Overview of SWIFT Reporting webinar
|
9/10; 10/10 |
|
AR |
SWIFT Accounts Receivable Part A: Direct Journal Deposits webinar |
9/17/24 |
|
AR |
SWIFT Accounts Receivable Part B: Apply Payments to Invoices webinar |
9/18/24 |
|
AR |
SWIFT Accounts Receivable Part C: Maintenance Worksheets |
9/19/24 |
|
AP |
SWIFT Create Vouchers Overview in Accounts Payable webinar |
11/5/24 |
|
BI |
SWIFT Billing Part 1 webinar |
8/28/24 |
|
BI |
SWIFT Billing Part 2 webinar |
8/29/24 |
|
EPM |
Build a My Dashboard for SWIFT Reports in EPM lab
|
9/3/24 |
|
EPM |
Create a SWIFT All Expenditures Report in EPM lab |
10/3/24 |
|
EPM |
Create a SWIFT All Receipts Report in EPM lab |
10/16/24 |
|
EPM |
Introduction to the EPM Data Warehouse for SWIFT webinar |
10/22/24 |
|
EPM |
SWIFT EPM Create and Save a New Analysis lab |
10/9/24 |
|
EPM |
SWIFT EPM Formatting Your Report lab |
9/24/24 |
|
EPM |
SWIFT EPM Manager's Financial Report |
10/30/24 |
|
EPM |
Use SWIFT Standard Reports in EPM lab
|
9/4/24 |
|
EPM |
Understand the SWIFT Data in the EPM Data Warehouse webinar |
9/12/24 |
|
KK |
SWIFT Budget Journal Administration webinar
|
10/23/24 |
|
PO |
SWIFT Create Purchase Orders Overview webinar |
10/1/24 |
|
SC |
SWIFT Create a Supplier Contract Shell webinar
|
1/7/25 |
|
SS |
SWIFT Strategic Sourcing Part 1: Create, Post, and Approve Events webinar |
11/14/24 |
|
SS |
SWIFT Strategic Sourcing Part 2: Analyze and Award Events webinar |
11/14/24 |
|
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.
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.
