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SWIFT Update September 28, 2017


State and Local Sales and Use Tax, and Transit Tax Changes

Transit Sales and Use Tax and Vehicle Excise Taxes

The five county metro area transit improvement tax will end September 30th.

The former member counties who were part of the Transit Improvement Area Sales and Use Tax will each be implementing their own local transit sales and use tax. The Minnesota Department of Revenue will be administering the following changes to sales and use taxes, and transit taxes, effective October 1, 2017:
  • Anoka County Transit Sales and Use Tax
  • Dakota County Transit Sales and Use Tax
  • Hennepin County Transit Sales and Use Tax
  • Ramsey County Transit and Use Tax
  • Washington County Transit Sales and Use Tax

Agencies should be aware that this will result in an increase in sales and use tax for Hennepin and Ramsey counties.

A query is available to assist agencies to create a list of their active purchase orders having metro transit tax implications: M_GBL_POS_WITH_METRO_TRANS_TAX

New and Increases to Local Sales and Use Taxes

The tax rate changes apply to sales made on or after October 1, 2017, 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.

Below is a list of new taxes as well as a local sales and use tax increase also beginning on October 1.

  • Carver County Transit Sales and Use Tax
  • Clay County Sales and Use Tax
  • Fairmont Sales and Use Tax
  • Moose Lake Sales and Use Tax
  • New London Sales and Use Tax
  • Proctor Sales and Use Rate Increase
  • Spicer Sales and Use Tax
  • Wright County Transit Sales and Use Tax

A query is available to assist agencies to create a list of their active purchase orders having these tax implications: M_GBL_PO_WITH_NEW_TAX_OCT_2017

Guidelines for Agencies

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.

The tax rate changes apply to sales made on or after October 1, 2017, 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.

Purchase orders entered in SWIFT on or after October 1, 2017 or having a PO Date of 10/1/2017 or after, 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.

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 October 1, 2017, 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.
In order for the purchase order to pick up and recalculate the new tax information, the PO Date must be changed to 10/01/2017 or later.

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.
See the Department of Revenue website for information on paying taxes for goods and services during the transition period: http://www.revenue.state.mn.us/businesses/sut/Pages/Transitional-Sales.aspx

For assistance in changing the sales tax on a purchase order, please consult the Sales Tax Settings on Purchase Orders Quick Reference Guide at: http://mn.gov/mmb-stat/documents/swift/training/referenceguides/swift-po-sales-tax-qrg.pdf

Impact of Sales Tax Changes on Account 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.


Sales and Use Tax for Minnesota State Agencies Class 

The Department of Revenue opened up enrollment for the Sales and Use Tax for Minnesota State Agencies class. This class is an introduction to sales and use taxes in Minnesota. It is designed for employees of Minnesota state agencies who need a working knowledge of the law and how to meet their obligations. This class is free and open to Minnesota state agency employees. It is not available to the general public. After completing this class, you can receive Continuing Professional Education (CPE) credits.

  • Date: 11/2/2017
  • Time: 9 am to 11:30 am
  • Location: Department of Revenue. 600 North Robert Street, St. Paul, MN.
  • Room: Conference Room 2000

You can enroll for this class by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “Sales Tax” and click Search. Your supervisor will need to approve your enrollment. Once approved, you will receive an email confirmation with a calendar invitation attached.


SWIFT Administration Portal Availability
The SWIFT Administration Portal will be unavailable due to system maintenance Sunday, October 8, from 7 a.m. to noon. Please plan around this time to minimize interruption of critical business functions. We apologize for the inconvenience.

Impacted systems include:

  • Appropriation Maintenance Application (AMA)
  • Budget Planning and Analysis System (BPAS)
  • Capital Budget System (CBS)
  • Fiscal Note Tracking System (FNTS)
  • SWIFT
  • SWIFT Data Warehouse (EPM)

Update on SWIFT Classroom Training

SWIFT classroom training is scheduled for the modules listed below. Classes are free of charge. You can enroll for this training by opening Employee Self-Service and selecting the Enterprise Learning Management (ELM) folder. On the Search for Learning section, enter the keyword “SWIFT” and click Search. Seats are available in the following classes: 

Class 

Date 

Time 

Accounts Payable Voucher Entry, Main, Approval and Reports (AP1)
October 27, 2017 8:30 am to 12:00 pm
Accounts Payable Voucher Entry, Main, Approval and Reports (AP1)
December 14, 2017 8:30 am to 12:00 pm
AR Direct Journal Deposits (AR/BI3a)
October 4, 2017
1:00 pm to 4:30 pm
AR Item Deposits & Applying Payments (AR/BI3b)
October 11, 2017
8:30 am to 12:00 pm
AR Account Maintenance & Customer Interactions (AR/BI3c)
October 25, 2017
8:30 am to 12:00 pm
Create and Manage Supplier Contracts (SC1)
November 30, 2017
8:30 am to 4:00 pm
Create and Update Purchase Orders for Buyer Roles (PO1)
November 1, 2017
8:30 am to 4:00 pm
Strategic Sourcing Events for Acquisitions (SS1)
October 3, 2017
8:30 am to 4:00 pm
Strategic Sourcing Events for Professional/Technical Services (SS2)
November 16, 2017
8:30 am to 4:00 pm


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  SWIFTHelpDesk.MMB@state.mn.us

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 assistance can be found on the SWIFT Reference Guide page.

SWIFT Training

To find SWIFT training, open Employee Self-Service and select the Learning folder. Then, search the Catalog using the keyword “SWIFT” to find and enroll in classes currently scheduled. Classes are free of charge and open to everyone.

SWIFT Update Mailing List

The SWIFT Update is sent to the SWIFT Newsletter subscription list. Use the links at the bottom of the page to subscribe or unsubscribe to the SWIFT Newsletter subscription list.

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