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SWIFT Update September 3 2015

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All Statewide Systems Unavailable the Weekend of September 12-13, 2015
Due to routine maintenance, all statewide systems will be unavailable the weekend of September 12th and 13th. During this time, users will not be able to access statewide systems available from the SWIFT Administrative Portal, including SWIFT FMS, SWIFT Data Warehouse, ELM, CBS, FNTS, BPAS, Self Service, and SEMA4. The Supplier Portal will also be unavailable.
Systems are expected to be available Monday morning, September 14, 2015.

Notice on New Local Taxes
The Minnesota Department of Revenue will be administering the following new sales and use taxes effective October 1, 2015:

Scott County 0.5% Sales and Use Tax
Lyon County 0.5% Sales and Use Tax

The sales and use tax rate changes apply to sales made on or after October 1, 2015, and 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.

Orders entered in SWIFT on or after October 1, 2015, will calculate the new tax rates for each county/city. Existing 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 Quick Reference Guide for Sales Tax Settings on Purchase Order Documents.

Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling orders and payments during the transition period.

SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New orders, created on or after Thursday, October 1, 2015, will calculate the new rate of tax for the ship to addresses within those counties/cities. Existing 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 PO 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 PO buyer.

Statewide Financial Policies and Procedures
The following Statewide Operating Policy has been updated and posted to the Statewide Financial Policies webpage ( of the MMB website under Chapter 4:
MMB Statewide Operating Policy 0402-03, Single Audit: Responsibilities Concerning Subrecipients of Federal Financial Assistance

This policy has been updated with additional information to assist in differentiating between a contractor and a subrecipient.

Billing Interface Load Job Added to Daily Batch Processing
The BIIF0001 Billing Interface Load is a job that processes IF0616 interface files from staging tables to the Billing module in Swift. Previously this job was included only in the Overnight Batch. It has now been added to the Intraday Batch as well so anytime invoices are processed into Swift you will not have to wait until the next day to run the Single Action Invoice Process. The Billing Interface Load Job will now run at approximately 10:00 a.m., 2:00 p.m., and 6:00 p.m.

SWIFT Help Desk
Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT.
651-201-8100, option 2 or by email
Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.

When emailing the SWIFT Help Desk, be sure to include all details regarding the issue. Information to include with your message:
Issue Description
Business Unit
Module (Accounts Payable, Purchase Orders, etc.)
Transaction ID (Voucher ID, PO ID, etc.)
Error Message Print Screen

Additional reference information can be found on the SWIFT website.
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