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Establishing a Grant Award in the SWIFT Grants Module and Project Coding for Federal Grant Transactions

Use the Grants module in SWIFT to manage incoming federal grants. Review and complete the steps provided in the Enter Grant Proposals Quick Reference Guide to create a grant award in SWIFT. Federal funds are subject to the Single Audit and require a Catalog of Federal Domestic Assistance (CFDA) number to track the funds. If your CFDA number is not available in the dropdown, please email agencyassistance.mmb@state.mn.us to get it added in SWIFT.

All transactions coded to a federal fund require project funding to be entered in the PC Business Unit, Project ID, Activity ID, and Source Type fields in addition to the standard State of Minnesota ChartFields. This requirement applies to transactions originating in both SWIFT and SEMA4.

Agencies should use REIMB as the Source Type value on all transactions. This value marks the transaction as paid for by the Grantor and drives a transaction's inclusion in Single Audit reporting.

Grant Award Source Type of REIMB 


How to find the UNSPSC Code for a Procurement Transaction

The United Nations Standard Products and Services Code (UNSPSC) Category Code field in SWIFT is required on all purchasing documents. It must accurately represent the type of purchase. SWIFT has an easy-to-use search tool to help agency staff locate the correct Category Code for a purchase.

You can find the Category Code search tool following this navigation: Navigator, SWIFT, Items, MCD Item Maintenance, MDC Searches, MDC Search. Item Categories defaults.

Each of the three Flex Fields can be populated with a search value. Common search values are Keyword and/or Long Description. Keywords were added to SWIFT’s Category Codes to make it easier to locate the correct code. Results are more accurate using the Long Description field.

Category Code Search tool showing the Keyword field and Search button

SWIFT displays the search results. The search displays 100 rows at a time. Look at the top menu bar to see if there are more rows to view. You may need to view all to get the correct UNSPSC code.

Search results showing the Category Code column

Select the Category Cd link to see if it describes the purchase. SWIFT displays Category Definition and Account Restriction tabs for that record.

Category Definition tab showing the Long Description and Account fields

You can view all Accounts attached to the Category Code using the Account Restrictions tab.

Account Codes in the Account Restrictions tab

For more information, view the Use Category Codes Search Tool Quick Reference Guide.


Sales and Use Tax Updates

Starting January 1, 2025, the 0.5% Lanesboro sales and use tax will no longer apply. 

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective January 1, 2025:

The sales and use tax rate changes apply to sales made on or after January 1, 2025. They 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.

Agencies entering purchase orders for the new fiscal year, prior to the January 1, 2025 tax effective date, will have the old rate calculated and will need to update their purchase orders.

Purchase orders entered in SWIFT on or after January 1, 2025, 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. 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 purchase order, please consult the Update the Sales Tax Settings on an Existing Purchase Order Quick Reference Guide

Impact of New Local Tax

Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling purchase orders and payments during the transition period.

Impact on Accounts 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.

Impact on Purchase Orders:
SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New purchase orders, created on or after January 1, 2025, will calculate the new rate of tax for the ship to addresses within those counties/cities. Existing purchase orders may or may not need to have the tax code updated on the purchase order 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 purchase order 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 purchase order buyer.


SWIFT and EPM Data Warehouse Training

The SWIFT Training team offers training through a variety of methods. There are SWIFT training guides and training videos, EPM training guides, webinars, labs, eLearning, and individual sessions (by request through the SWIFT Help Desk).

Find current SWIFT training in Learning Management. Enter "SWIFT" in the Find Learning text entry box.

 

 

 

INTRO

Introduction to SWIFT Navigation webinar

12/12/24

INTRO

Introduction to SWIFT eLearning

Anytime

INTRO

Overview of SWIFT Reporting webinar

12/12/24; 1/15/24; 2/19/25, 3/19/25

AR

SWIFT Account Receivable Part A: Direct Journal Deposits webinar

1/7/25

AR

SWIFT Accounts Receivable Part B: Apply Payments to Invoices webinar

1/8/25

AR

SWIFT Accounts Receivable Part C: Maintenance Worksheets webinar

1/9/25

AP

SWIFT Create Vouchers Overview in Accounts Payable webinar

2/11/25

BI

SWIFT Billing Part 1 webinar

3/26/25

BI

SWIFT Billing Part 2 webinar

3/27/25

EPM

Build a My Dashboard for SWIFT Reports in EPM lab 

1/16/25

EPM

Create a SWIFT All Expenditures Report in EPM lab

2/4/25

EPM

Create a SWIFT All Receipts Report in EPM lab

2/27/25

EPM

Introduction to the EPM Data Warehouse for SWIFT webinar

12/17/24

EPM

SWIFT EPM Create and Save a New Analysis lab

3/5/25

EPM

SWIFT EPM Formatting Your Report lab

12/19/24

EPM

SWIFT EPM Manager's Financial Report lab

1/16/25

EPM

Use SWIFT Standard Reports in EPM lab

1/16/25

EPM

Understand the SWIFT Data in the EPM Data Warehouse webinar

3/4/25

KK

SWIFT Budget Journal Administration webinar Part 1 webinar

2/12/24

KK

SWIFT Budget Journal Administration webinar Part 2 webinar

2/13/24

PO

SWIFT Create Purchase Orders Overview webinar

12/10/24

SC

SWIFT Create a Supplier Contract Shell webinar
Time: 9:00 a.m. - 10:00 a.m.

1/7/25

SS

SWIFT Strategic Sourcing Part 1: Create, Post, and Approve Events webinar

2/6/25

SS

SWIFT Strategic Sourcing Part 2: Analyze and Award Events webinar
Time: 1:00 p.m. - 2:30 p.m.

2/6/25

SS

SWIFT Strategic Sourcing eLearning

Anytime


SWIFT Help Desk

Contact the SWIFT Help Desk for any SWIFT-related questions or issues.

EmailSWIFTHelpDesk.MMB@state.mn.us

Phone: 651-201-8100, option 2

Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday (closed holidays)

When contacting the SWIFT Help Desk, make sure to include details about your question or issue, including:

  • Your Business Unit
  • Description of the issue/question
  • SWIFT 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 Guides and Resources page.


SWIFT Update Newsletter

The SWIFT Update is sent to everyone on the SWIFT Update subscription list. To subscribe or unsubscribe to this newsletter, use the links below.

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