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SWIFT Update December 3 2015

Notice on New Local Taxes

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective January 1, 2016:
  • Freeborn County 0.5% Sales and Use Tax
  • Otter Tail County 0.5% Sales and Use Tax
  • Rochester City increase of 0.25% Sales and Use Tax
The sales and use tax rate changes apply to sales made on or after January 1, 2016, 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 January 1, 2016, 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 Sales Tax Settings on Purchase Orders Quick Reference Guide at:

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 Friday, January 1, 2016, 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.

Use of One-Time Vendors

The one-time vendor type is intended to be used only once and only when a W9 or 1099 is not required. One-time vendors are automatically inactivated after a payment has been made. Currently, Vendor Support is receiving a large volume of requests to reactivate one-time vendors and the requests are often accompanied by a W9. This violates IRS rules that require the state have a W9 on file before conducting business with a vendor and creates additional work for the Vendor Support team who then need to process the vendor request a second time. Please take time to ensure the vendor type is accurately identified on your vendor requests and verify W9s are attached where required.
Additionally, new vendor requests may not be approved within the same day requested as the Vendor Support team processes more than 700 requests weekly. Please allow two days before inquiring on the status of a vendor request at Reviewing and answering these emails takes the Vendor Support team away from approving vendor requests and creates inefficiencies in our process. In October, this mailbox received 924 inquiries. Thank you for your cooperation.

SWIFT Data Warehouse - New OBIEE QRGs

Three new Quick Reference Guides (QRGs) for the OBIEE reporting and query tool have been posted to the SWIFT Data Warehouse Training webpage.
The QRGs cover how to log into the OBIEE online application, run existing reports, and create a basic analysis for the Human Capital Management (HCM) subject area. Links to the QRGs are provided below:
Log In To OBIEE QRG Run Existing Report in OBIEE QRG Create a Basic Analysis for HCM in OBIEE QRG

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 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.

SWIFT Update Mailing List

The SWIFT Update is set to SWIFT Agency Sponsors, Project Managers, Readiness Coordinators, Chief Financial Officers, SWIFT Project Team, SWIFT Steering Committee, and Agency Training Managers. It is also sent to the SWIFT Newsletter subscription list
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