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SWIFT Update December 17, 2015

Supplier Contracts Updates: P/T Ad Hoc Document Types and Electronic Document Signatures

Two updates have been made related to the Electronic Signatures for P/T (Professional/Technical) Ad Hoc Documents:

1. There are now two P/T Ad Hoc document types:

o The "P/T Ad Hoc (Agency Internal)" document type contains documents that only require agency signature(s).
o The "P/T Ad Hoc (Admin Approval)" document type contains documents that require agency signature(s) as well as an Admin P/T Staff signatures.

2. P/T Ad Hoc documents that require signature from Admin P/T staff will be routed to all Admin signers via role rather than User ID.

Please review the related Quick Reference Guide for more detail regarding the updates.

Non-Federal Appropriations with "G" Authority

The budget authority option for all Budget Period 2015 non-federal appropriations that were granted cash flow assistance was changed from "G" (obligate and spend the greater of actual or estimated receipts) to "E" (authority to obligate estimated receipts and spend only actual receipts) on Tuesday, December 15, 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.

Statewide Financial Policies and Procedures

The following Statewide Operating Policy has been updated and posted to the Statewide Financial Policies webpage of the MMB website under Chapter 8:

• 0801-01 Prompt Payment Processing Policy

Avoiding Issues When Canceling or Resourcing from a Requisition

The SWIFT Help Desk has seen a recent surge in cases involving ePro Requisition pre-encumbrances that are "stuck" and cannot be released. This issue is primarily seen when a PO attached to a Strategic Sourcing Event and Requisition is cancelled. If the cancellation is not performed properly, the pre-encumbrances get stuck and cannot be released without SWIFT support staff intervention.

A new Quick Reference Guide is available on the MMB Website to assist users in canceling and/or resourcing Purchase Orders and Events that have a relationship to a requisition. Before canceling an Event or Order, it is important to decide what are the next steps in the life-cycle of the document(s)?

• Is the event going to be re-awarded or canceled?
• Is the requisition going to be re-sourced or canceled?
• Has the pre-encumbrance been Finalized?

Please see the Cancelling a PO Referencing a Requisition QRG for assistance in processing these types of transactions.

New Procurement Reference Guides Posted and Web Pages Reorganized

The Procurement section of the SWIFT Reference Guides page has been reorganized and new reference guides have been posted to the following pages:

• The Purchase Orders/PCard Reference Guides page was updated with new or revised QRGs (ePro guides have been moved to their own page - see below)
• The General Purchasing Reference Guides page was updated with new or revised QRGs
• The ePro/Requisitions Reference Guides page was created and the related QRGs have been posted on this page

New Asset Reference Guides Posted

The Asset Management Reference Guides page has been updated with new reference guides including the following:

• Purchasing and Receiving Assets User Guide (AM1-Part 1) and Quick Reference Guides (these documents are also available from the Purchase Orders/PCard Reference Guides page)
• Asset Management User Guide (AM1-Part 2) and Quick Reference Guides for commonly used transactions

Reminder: Sign-Up for Upcoming SWIFT Training

SWIFT classroom training is scheduled for the Accounts Payable, Purchasing, Billing and Accounts Receivable modules. You can enroll for this training by opening Employee Self-Service and selecting the Learning folder. Then, search the Catalog using the keyword "SWIFT" to find and enroll in classes currently scheduled. Seats are available in the following classes:




Billing Advanced (AR/BI2)

January 12, 2016

8:30 am to 4:00 pm

Direct Journal Deposits (AR/BI3a)

January 13, 2016

8:30 am to 12:00 pm

AR Item Deposits and Applying Payments (AR/BI3b)

January 13, 2016

1:00 pm to 4:30 pm

Create and Update Purchase Orders for Agency Buyers (PO1)

January 14, 2016

8:30 am to 4:00 pm

Voucher Entry, Maintenance, Approval & Reporting Tools (AP2)

January 27, 2016

8:30 am to 4:00 pm

AR Account Maintenance and Customer Interactions (AR/BI3c)

January 28, 2016

8:30 am to 12:00 pm

Create and Update Purchase Orders for Agency Buyers (PO1)

February 24, 2016

8:30 am to 4:00 pm

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