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SWIFT Update December 22, 2022

Managing Grants using SWIFT 

SWIFT offers two different processes to help agencies manage grants depending on who is the grantee.

Outgoing Grants:The State of Minnesota is not the grantee. 

A grant is a class of contract which provides the transfer of cash or something of value to a recipient to support a public purpose authorized by law.

  • Use the SWIFT Supplier Contracts module to enter the grant as a contract.
  • Agencies must encumber grant funds in SWIFT prior to the execution of the grant agreement. Use the SWIFT Purchase Order module to encumber the funds for the contract.
  • Use the SWIFT Accounts Payable module to pay the grantee from the purchase order.
  • As an option, you can use the SWIFT Strategic Sourcing module to solicit, review, and award proposals for the outgoing grant. The module will create a supplier contract record for the award.

One of the benefits of using SWIFT to enter grants is that transaction information for this grant can be viewed in any of the modules used in SWIFT.

For more information about managing outgoing grants, review the Grant Making quick reference guides.

Incoming Grants:The State of Minnesota is the grantee.

Use the SWIFT Grants Management module to document awards that have already been granted by an outside organization, including federal government agencies, other state agencies, and non-profit groups. In the State of Minnesota, agencies that receive federal financial assistance must track all financial activity in SWIFT. This module helps you to track the grant award and create a project to track its activities.

To learn more about using the Grants Management module, review the Grants (Incoming) quick reference guides.

Notice of New Local Taxes  

The Minnesota Department of Revenue will be administering the following new sales and use taxes effective January 1, 2023.

The sales and use tax rate changes apply to sales made on or after January 1, 2023. 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, 2023, 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. You can also view the Update Sales Tax on an Existing Purchase Order video.

Impact of the New Local Tax 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.

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 or counties. New purchase orders, created on or after Sunday, January 1, 2023, 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 it 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.

SWIFT and EPM Data Warehouse Training

The SWIFT Training team offers online training through webinars, training guides, video tutorials, eLearning, and one-on-one sessions.

  • Webinars/Labs: Enroll in online training for SWIFT and the EPM Data Warehouse on Enterprise Learning Management (ELM). See Upcoming SWIFT Training below. Webinars and labs run for 60 to 120 minutes. They include live demos of SWIFT and EPM Data Warehouse processes. SWIFT training options are webinars. Some of the EPM training are labs so that you can follow along and create and save your own reports or My Dashboard.
  • SWIFT Training Guides and Video Tutorials: Find quick reference guides and a user guide on our Training Guides page and video tutorials on our Training Videos page.
  • EPM Data Warehouse Training: Locate quick reference guides on our EPM Warehouse Training page. Topics include the most common EPM Data Warehouse processes and SWIFT reports.
  • eLearning: Complete self-paced training in ELM. After learning the material at your own pace and passing the quiz, you can request a Certificate of Completion. 
  • One-On-One Sessions: Still feeling stuck? Request a one-on-one training session by emailing us at

Upcoming SWIFT Training

To enroll in a SWIFT training, sign in to Self Service or the Administrative Portal and select the Learning Management tile.

  1. On the Find Learning tile, enter “SWIFT” in the search field, and press the Search button.
  2. From the Search Results, select the webinar you would like to take.
  3. Press the Enroll button, and check your email later for an invitation with instructions on how to attend the webinar.

Currently, there are seats still available for the following webinars and eLearning.


Sessions run 9 a.m. - 10:30 a.m., unless otherwise noted.



Introduction to EPM Data Warehouse/SWIFT

1/17/23; 2/7/23; 4/5/23; 6/7/23


Introduction to SWIFT Navigation webinar

12/15/22; 1/12/23; 2/16/23; 3/15/23


Introduction to SWIFT Reporting webinar

1/11/23; 2/9/23; 3/8/23; 4/6/23; 5/4/23; 6/8/23


Introduction to SWIFT eLearning



SWIFT Create Vouchers Overview in Accounts Payable webinar

1/10/23; 4/4/23


SWIFT Accounts Receivable Apply Payments to Invoices webinar

2/15/23; 5/16/23


SWIFT Accounts Receivable Direct Journal Deposits webinar



SWIFT Accounts Receivable Maintenance Worksheets webinar



SWIFT Billing Part 1 webinar



SWIFT Billing Part 2 webinar



Build a My Dashboard for SWIFT Reports in EPM lab



Create a SWIFT All Expenditures Report in EPM lab



SWIFT EPM Create and Save a New Analysis lab

12/15/22; 3/22/23;6/14/23


SWIFT EPM Create and Save the All Receipts Report lab



SWIFT EPM Create and Save the Manager's Financial Report lab

1/31/23; 3/30/23;5/25/23


Understand the SWIFT Data in the EPM Data Warehouse webinar



Use SWIFT Standard Reports in EPM lab



SWIFT Budget Journal Administration webinar
Time, 9 a.m. - 11 a.m.



SWIFT Create Purchase Orders webinar

12/14/22; 2/9/23; 4/11/23; 6/6/23


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



SWIFT Import and Process a Contract Document Electronically webinar
Time, 1 p.m. - 2 p.m.



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



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



SWIFT Strategic Sourcing eLearning


SWIFT Help Desk

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

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.

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