Reminder: Business Process for Agencies Conducting Business with Foreign Suppliers

As a reminder, agencies doing business with foreign suppliers are to collect W8 documents and fill out the Foreign Supplier Payment Intake Form for all new and existing purchases with foreign suppliers. A W-8 must be collected before issuing a purchase order for a foreign supplier. The Foreign Supplier Payment Intake Form is due for every foreign supplier payment.

Changes to the Foreign Supplier Payment Intake Form have been made to help agencies identify when to fill out the software questions on the form. Agencies need to complete the software questions only when purchasing against SWIFT Account Codes 411502 and 411505.

Please send this intake form and, if necessary, the Supplier's W-8 form to W9-1099.MMB@state.mn.us.

If you have questions about the policy and procedure, please see:
MMB Statewide Operating Policy 0802-07 Payments to Foreign Suppliers
MMB Statewide Operating Procedure 0802-07-01 - Payments to Foreign Suppliers

Procurement Training

Did you know that there are different types of procurement training offered to State of Minnesota employees? Both Minnesota Management and Budget (MMB) and the Office of State Procurement (OSP) at the Minnesota Department of Administration offer procurement training for state agencies.

MMB’s SWIFT Training and Help Desk provides procurement training on topics such as Purchase Order, Supplier Contracts, and Strategic Sourcing modules. The focus is on using SWIFT and the SWIFT modules.

• If you have questions about SWIFT training, please contact the SWIFT Help Desk.

OSP offers training programs to educate purchasing staff on procurement laws and policies. This training is focused on topics related to Acquisitions, Authority for Local Purchase, and Professional/Technical contracting.

• If you have questions about OSP training, please view the Office of State Procurement Training webpage.

When you are in Learning Management, how can you tell the difference between the SWIFT and OSP procurement training?

You can find procurement training from SWIFT and OSP in Learning Management from the Administrative Portal. Select the “View additional details” hyperlink for additional information provided by the agency for the class.

SWIFT. SWIFT training has “SWIFT” in the title, description, and course code. The Course Code will start with G10, which is MMB’s Agency Code.

OSP. The Course Code for OSP training starts with G02, which is Department of Administration’s Agency Code.

MMB is hiring a PeopleSoft Payroll Analyst Senior

Minnesota Management and Budget is hiring a PeopleSoft Payroll Analyst Senior (Financial Specialist 2).

This position supports the Statewide Payroll Services by being a functional expert for the state’s HR/Payroll system (SEMA4), which is an Oracle/PeopleSoft application. This position is the subject matter expert for payroll specific processes, assists with system updates or enhancements, develops and re-designs existing business processes, develops queries to research and analyzes complex processes, and provides on-call payroll functional support for the on-cycle and off-cycle payroll batch processes. This position reports to Erin Gregory. The location is in St. Paul and the Closing Date is 11/16/23.

This position is eligible for a hybrid telework arrangement. Working for the State of Minnesota means a great work-life balance, affordable benefits, and many great opportunities for advancement in 100 State agencies. The Job ID is 70839

Please share with anyone who may be interested in and qualified for this position.

OSP is hiring a Functional Test Analyst

The Office of State Procurement (OSP) at Minnesota Department of Administration is hiring a Functional Test Analyst.

The position is a part of the operations/functional support unit. In this position, you will lead project-level functional system testing and upgrade support within the SWIFT Procurement Module Support Team. 

The Office of State Procurement (OSP) is one of the largest divisions with the agency. This division oversees $2.1 billion in goods and services purchased annually. The division offers volume discounts to state agencies and local units of government through 1,600 enterprise contracts and the two largest multi-state cooperative purchasing programs in the nation. This team also oversees vendor relations for the State and administers business development programs that help economically disadvantaged and legislatively-targeted companies doing business with the State.