The Department of Administration and Minnesota Management and Budget updated Policy 21-01 on Encumbrance and Contract Execution. Changes were effective October 1, 2020. The purpose of the policy is to ensure the state does not spend money that it does not have available or obligate the state for services that are not authorized. The policy provides information on the general rule that agencies must encumber funds prior to incurring an obligation and fully execute contracts prior to authorizing contractors to start work. The policy also details approved exceptions and information about completing the 16A/C Reporting Form when there is a failure to follow the policy.
Please review.
If you have questions about this policy, please contact Rachel Dougherty or Luke Jannett at the Office of State Procurement or Ron Mavetz at Minnesota Management and Budget’s Accounting Services.
SWIFT offers a wide variety of pay terms that include discounts for paying early. Enter the full amount of the invoice and choose the correct pay terms. For example, 2% 10/N30 will provide a 2% discount if processed within 10 days or the full amount in 30.
SWIFT displays the discount amount and discount due date on the payment information tab. Payments processed in time will automatically receive the discount. Additional Pay Terms can be added by contacting the SWIFT Help Desk.
For more information about payment process and scheduling, view the Date Definitions and Payment Processing reference guide.
The SWIFT training team is launching webinars starting in November. We expect them to fill up fast, so please consider registering for them now.
Please contact the SWIFT Help Desk for any questions, concerns, or issues you have with SWIFT.
The SWIFT training team is offering online training through webinars, one-on-one sessions, and video tutorials.
To find and enroll in SWIFT webinars, open the Self Service or Administrative Portal and select the ELM tile. On the Learning Management page, select Find Learning on the left menu. On the Find Learning page, enter “SWIFT” in the Description field and choose Search. Seats are available in the following webinars:
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Webinar |
Date |
Time |
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SWIFT Create Vouchers
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November 19, 2020
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9:00 am - 10:30 am
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|
SWIFT Billing Part 1
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November 12, 2020
|
9:30 am - 11:00 am
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SWIFT Billing Part 2
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November 12, 2020
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1:00 pm - 2:30 pm
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|
Introduction to SWIFT Navigation
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November 18, 2020
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9:30 am - 11:30 am
|
|
Introduction to SWIFT Reporting
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November 25, 2020
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9:30 am - 11:30 am
|
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SWIFT Create Purchase Orders
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November 10, 2020
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9:00 am - 10:30 am
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SWIFT Create A Contract Shell
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November 24, 2020
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9:30 am - 10:30 am
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You can find reference guides on all modules in SWIFT on the Training Guides and Resources page.
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:
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.
