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SWIFT Update October 29, 2020

Encumbrance and Contract Execution Policy Updated 

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.

Accounts Payable - Supplier Discounts 

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.

SWIFT Webinars

The SWIFT training team is launching webinars starting in November. We expect them to fill up fast, so please consider registering for them now.

Reminder: The SWIFT Help Desk Remains Open 

Please contact the SWIFT Help Desk for any questions, concerns, or issues you have with SWIFT.

SWIFT Training and Resources 

The SWIFT training team  is offering online training through webinars, one-on-one sessions, and video tutorials.

  • Quick Reference Guides and Training Videos: Please check the Training and Support Resources page for the quick reference guides and training videos/ You will find reference guides covering all modules on SWIFT. We are adding new training videos in the most commonly used modules.
  • Webinars: We are offering modified online versions of our classroom training. They are shorter and meant to provide basic demonstrations of the SWIFT modules. If you are newer to SWIFT, please consider taking the Introduction to SWIFT: Navigation webinar before enrolling in a module-specific webinar.
  • One-On-One Sessions: If you would like one-on-one training on a SWIFT module not offered through a webinar, please email to request a one-on-one session.

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: 




SWIFT Create Vouchers

November 19, 2020

9:00 am - 10:30 am

SWIFT Billing Part 1

November 12, 2020

9:30 am - 11:00 am 

SWIFT Billing Part 2 

November 12, 2020

1:00 pm - 2:30 pm

Introduction to SWIFT Navigation

November 18, 2020

9:30 am - 11:30 am 

Introduction to SWIFT Reporting

November 25, 2020

9:30 am - 11:30 am

SWIFT Create Purchase Orders

November 10, 2020

9:00 am - 10:30 am 

SWIFT Create A Contract Shell

November 24, 2020

9:30 am - 10:30 am 

SWIFT Training Guides and Resources

You can find reference guides on all modules in SWIFT on the Training Guides and Resources page.

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 assistance can be found on the SWIFT Training Guide page.

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.

Printing the SWIFT Update

  • If you are experiencing issues printing this update, download a PDF version and print that version
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