Agencies may begin receiving questions from suppliers that have enrolled in the US Bank payment plus program. Please refer suppliers to the US Bank Payments Plus Processing Guide. A link to this guide has been provided below. Suppliers can also contact PaymentPlus@access-online.com or call 855-268-5386.
For expired payment authorizations (45 days), contact syscomp.mmb@state.mn.us to request the payment to be reissued.
Additional details on this program can be found in the September 2, 2021 SWIFT Update on the MMB website. Currently there are 180 suppliers enrolled in this program.
Payments Plus Processing Guide:
http://emailserviceteam.com/emailimgs/USBankPaymentPlusProcessGuide.pdf
Agencies must use an Accounting Date in an open period when creating a bill in the Billing module. The current open periods are 7/1/2021 through 12/31/2021. SWIFT will no longer allow agencies to save a bill in RDY status if the Accounting Date is not in an open period.
If a billing transaction impacts a prior Budget Period, agencies should modify the Budget Date on the Acctg – Rev Distribution page.
If you have questions or issues on entering bills with an accounting date in the open period, please contact the SWIFT Help Desk.
US Bank is now charging late fees on past due purchasing card (PCard) accounts. Agencies will be invoiced in the amount of up to one percent (1%) per month on the amount overdue, or a minimum of $2. Late fees will be included on your monthly statement from US Bank but will not be available during PCard reconciliation in SWIFT. To pay a late fee associated with a PCard statement, agencies will need to manually add this fee to their monthly PCard voucher.
Agencies are reminded to pay PCard statements on time to avoid potential late fees, take advantage of available rebates, and avoid potential violations of Minn. Stat. § 16A. In addition, Purchasing Policy 1b requires that Purchasing Card Coordinators use Access Online to review statements and monitor account activity.
If you have questions regarding processing payments for PCards, please contact Angie Brandt (angie.brandt@state.mn.us). For questions regarding the state contract or Purchasing Card Use Policy 1b, please contact Sean Torin (sean.torin@state.mn.us).
The Minnesota Department of Revenue will be administering the following new sales and use taxes effective January 1, 2022: Roseau County 0.5% Sales and Use Tax.
The sales and use tax rate changes apply to sales made on or after January 1, 2022. 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.
Purchase orders entered in SWIFT on or after January 1, 2022 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 PO, please consult the Update the Sales Tax Settings on an Existing Purchase Order Quick Reference Guide.
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.
Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling orders and payments during the transition period:
https://www.revenue.state.mn.us/sites/default/files/2021-10/General_Notice_Roseau_Co.pdf
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 Friday, January 1, 2022, 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 PO, if the 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.
Are you new to the EPM Data Warehouse and need basic information about SWIFT reports? Do you have questions about which EPM Data Warehouse reports can give you the SWIFT information you need? The SWIFT Training team is offering support for SWIFT reports in the EPM Data Warehouse.
|
Lab Topic |
Description |
Date |
Time |
|
Create and Save the All Receipts Report Lab* |
Learn about a standard All Receipts Report from the Statewide dashboard. Edit the report, create filters, and save a customized report in My Folders. |
Dec. 16, 2021 |
1:00 p.m. - 2:00 p.m. |
|
Use the OBIEE Data Dictionary Lab |
Learn about this tool to find SWIFT datasets in the EPM Data Warehouse. |
Jan. 11, 2022 |
9:00 a.m. - 9:30 a.m. |
|
Use Standard Reports Lab |
Get an overview of the SWIFT reports on the Statewide dashboards. Learn about how to edit a standard report, create filters, and save a customized report in My Folders. |
Jan. 12, 2022 |
9:00 a.m. - 10:00 a.m. |
|
Create and Save the MFR Report Lab |
Learn about a standard Manager’s Financial Report (MFR) from the Statewide dashboard. Edit the report, create filters, and save a customized report in My Folders. |
Jan. 25, 2022 |
9:00 a.m. - 10:00 a.m. |
|
Set up My Dashboard Lab |
Gain an overview of My Dashboard. Learn how to add SWIFT reports to it. |
Jan. 26, 2022 |
9:00 a.m. - 10:00 a.m. |
|
Create and Save the All Expenditures Report Lab* |
Learn about a standard All Expenditures Report from the Statewide dashboard. Edit the report, create filters, and save a customized report in My Folders. |
Feb. 09, 2022 |
9:00 a.m. - 10:00 a.m. |
|
Create and Save the All Receipts Report Lab* |
Learn about a standard All Receipts Report from the Statewide dashboard. Edit the report, create filters, and save a customized report in My Folders. |
Feb. 22, 2022 |
9:00 a.m. - 10:00 a.m. |
|
Understand the SWIFT Data in the EPM Data Warehouse Webinar |
Learn about the structure of canned reports and ways to get the intended SWIFT data effectively and accurately before running or updating reports. |
Feb. 24, 2022 |
9:00 a.m. - 10:00 a.m. |
*Note: Prior to taking the specialized report labs, we recommend taking the Use Standards Reports lab.
The SWIFT Training team offers online training through webinars, training guides, video tutorials, eLearning, and one-on-one sessions.
To enroll in a SWIFT webinar or eLearning class, sign in to the Self Service or Admin Portal and select the Learning Management tile.
Currently, there are seats still available for the following webinars and eLearning.
|
Module |
Webinars/eLearning |
Date |
Time |
|
INTRO |
Introduction to SWIFT eLearning |
Anytime |
Self-Paced Class |
|
KK |
Budget Journal Administration webinar |
Jan 19, 2022 |
9:00 a.m. - 10:30 a.m. |
|
BI |
Billing Part 1 webinar |
Feb 01, 2022 |
9:00 a.m. - 10:30 a.m. |
|
BI |
Billing Part 2 webinar |
Feb 03, 2022 |
9:00 a.m. - 10:30 a.m. |
|
PO |
Overview of Purchase Orders webinar |
Feb. 08, 2022 |
9:00 a.m. - 10:30 a.m. |
|
AR |
Create, Correct, and Verify Direct Journal Deposits webinar |
Feb. 15, 2022 |
9:00 a.m. - 10:30 a.m. |
|
AR |
Enter Deposits and Apply Payments for SWIFT Invoices webinar |
Feb. 16, 2022 |
9:00 a.m. - 10:30 a.m. |
|
AR |
Use Maintenance Worksheets to Manage Customer Accounts webinar |
Feb. 17, 2022 |
9:00 a.m. - 10:30 a.m. |
|
AP |
Create Vouchers in the Accounts Payable webinar |
Feb. 23, 2022 |
9:00 a.m. - 10:30 a.m. |
|
SC |
Supplier Contracts - Create Contract Shell webinar |
Mar. 08, 2022 |
9:00 a.m. - 10:00 a.m. |
|
SC |
Supplier Contracts - Import Contract Document and Process it for eSignatures webinar |
Mar. 15, 2022 |
9:00 a.m. - 10:00 a.m. |
