Year-End Requests for Appropriation Maintenance Application (AMA)

Due to soft close, SWIFT Module Support asks users to enter and approve all AMA requests no later than 3:00 p.m., Monday, June 30, 2025. We require one to two hours to load changes in SWIFT after exporting from AMA. This process keeps SWIFT in sync with AMA. The 3:00 p.m. cutoff allows us to ensure SWIFT is updated by 6:00 p.m. close of business.

Users should be mindful when uploading AMA files to ensure use of the correct legal citation spacing. Please remember that special and regular sessions have slightly different citation layouts. Ensuring the data is entered correctly when uploading in AMA reduces the time needed to correct mistakes. We appreciate your diligence.

Please contact AgencyAssistance.MMB@state.mn.us with questions and concerns regarding Monday’s 3:00 p.m. deadline.

SWIFT, AMA, Supplier Portal, Mobile Inventory Unavailable June 30, 6 p.m.

The Appropriation Maintenance Application (AMA), SWIFT, the Supplier Portal, and Mobile Inventory will be unavailable on Monday, June 30, 2025, beginning at 6:00 p.m. for soft close. These systems will become available on Tuesday, July 1, 2025, once soft close is complete. A system notification email will be sent to users when they become available.

Reminder to Buyers:
Please be aware of the system downtime. This includes the Supplier Portal. Avoid scheduling events to close between June 28 and July 2. Depending on when the system comes up, bidders and suppliers may or may not have time to enter bid responses if an event is scheduled to close over soft close weekend.

Purchase Order Close - Monday, June 30, 2025

As part of the year-end cleanup on SWIFT, the Purchase Order Reconciliation (PO Close) job is scheduled to run on Monday, June 30, 2025. The PO Reconciliation job closes purchase orders that have been fully matched by setting the Status to "Complete." The PO Close job will run again on the hard close weekend of August 15 to assist in closing documents. Remember, you can prevent the PO Reconciliation job from closing a purchase order by selecting the "Hold From Further Processing" checkbox on the purchase order header page.

For addition information on this job, see the SWIFT Procurement Year End Processing Tips.

FY25 Requisitions: Close or Modify if not Awarded by June 30, 2025

Review your open requisitions to prepare for the year-end close. Each buyer is responsible to make sure that their agency's requisitions are properly completed by the fiscal year-end. SWIFT Support staff will no longer review requisitions or contact buyers about their requisitions for fiscal year-end. SWIFT Support staff will close requisitions with pre-encumbrance balances as of July 1, 2025.

If your agency has requisitions using non-continuing funds that you will not award by June 30, cancel them or change the funding to reflect the new budget year. If your agency has requisition lines tied to a pending event in the Sourcing module, you must first cancel the event or close the event line before you can close or change the requisition line.

To locate requisitions with pre-encumbrance balances, buyers should run the Encumbrance Certification Report. Navigate to the Encumbrance Certification Report: Navbar, Navigator, SWIFT, Purchasing, Reports, Encumbrance Certification Rpt. Enter a Run Control ID and then enter your Report Request Parameters to run the report in SWIFT.

Please see the SWIFT Procurement Year End Processing Tips guide on Minnesota Management and Budget's website for help with the year-end close.

2025 Fiscal Year-End Reminders 

2025 Appropriation Transfers/Roll Forward
Agencies should not roll forward appropriation balances into budget period 2026 or process actual transfers for budget period 2026 before July 1. Minnesota Management and Budget's (MMB) SWIFT Module Support Unit will be monitoring for 2025 transfers and will have agencies reverse transactions with a transfer correction for transfers that are processed before July 1. Agencies can process anticipated transfers (XATs) prior to July 1 in order to set up expense budgets and encumbrances.

Processing Fiscal Year 2025 Activity by June 30
As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2025 accounting transactions are complete. To the extent possible, these transactions should be fully processed by June 30.

A. Identify and process all known receipt and expenditure corrections related to FY 2025.

B. Deposit at the bank and record in SWIFT all miscellaneous cash receipts received on or before June 30.

C. Review transactions to make sure they are fully processed in SWIFT.

Below are some resources to help with this review:

Accounts Receivable:
• Use the My Work section on the Accounts Receivable WorkCenter to identify transactions that need to be resolved.
Accounts Payable:
• SWIFT Query M_AP_GBL_EXCEPTION: Identifies unpaid vouchers with exceptions for a specified date range.
• SWIFT Query M_AP_GBL_UNPOSTED_JOURNAL_VCHR: Identifies unposted journal vouchers.
• Research Unpaid Vouchers Quick Reference Guide.

D. Review and close negative encumbrances. You can identify them by running the M_PO_GBL_NEG_ENCUMB_KK query in the Query Viewer.

E. Statewide Indirect Cost (including Statewide Systems Billing) fourth-quarter invoices are due June 30, 2025. Agencies should make all efforts to pay them timely. We are seeing a few agencies that still have not paid their first through third quarter invoices. Please check the open receivable activity reports in the EPM Data Warehouse in the Accounts Receivable Dashboard. Your agency should have or will be receiving an email or mail item containing any open/unpaid invoices for the third quarter billings along with the fourth quarter billings from MMB’s Fiscal Services Unit. The invoices do not include the federal portion as this is paid separately.

F. Federal Indirect Cost Payments. Agencies need to process their federal receipt vouchers for the indirect costs timely as well to be included in the reverse bilateral netting process. Please see the Annual Budget and Accounting Instructions - Document 2 on the Budget and Accounting Instructions webpage for details on how to enter federal indirect cost vouchers.

The reverse bilateral netting process will be run on the following dates:

•6/27/2025
•7/18/2025
•8/1/2025
•8/15/2025

G. Revenue Clearing Accounts. Agencies may have created revenue clearing accounts in SWIFT to receive and distribute revenue as part of internal business processes. When the fiscal year ends, it is especially important to monitor these accounts to ensure that all distributions have been made and the clearing account has reached zero by June 30. If your agency has revenue accounts set up for this purpose, review and complete all distributions by June 30.

H. Agencies are to complete any known FY 2025 transfers by June 30 so that the FY and budget fiscal year (BFY) are the same. This helps minimize manual adjustments in the Annual Comprehensive Financial Report.

I. All goods and services must be encumbered according to MMB Statewide Operating Policy 0901-02, Fiscal Year-End Closing Transactions - Pre-Encumbrances/Requisitions, Encumbrances/Purchase Orders, Expenditures/ Payment Vouchers. Payments for services rendered or goods ordered after June 30 must be made from BFY 2026.

For questions about processing these transactions, please contact the SWIFT Help Desk.

SWIFT Module Support is Hiring

Minnesota Management and Budget is hiring a Finance Specialist 1 in the SWIFT Module Support team. This position closes July 11, 2025. 

This position provides functional support for agencies who perform accounting work outside of SWIFT. It also provides consultation, advice, and functional assistance to state agencies regarding the effective and efficient use of SWIFT. It includes conducting research, design and testing for enhancements and upgrades, and consulting with technical staff in analyzing and resolving system application and operational issues in the accounts payable, accounts receivable, billing, general ledger, and commitment control/budget modules. 

Working for the State of Minnesota means a great work-life balance, affordable benefits, and many great opportunities for advancement in 100 State agencies. Job ID is 86954. 

Sales and Use Tax Updates 

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

• East Grand Forks 1% Sales and Use Tax
• Roseville 0.5% Sales and Use Tax
• Proctor 0.5% Sales and Use Tax Rate Increase 

The sales and use tax rate changes apply to sales made on or after July 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 July 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 July 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 July 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.

Payroll Budget Fiscal Year (BFY) 2025 Deadlines 

• Relocation Expense Reports and Expense Transfers must be received at Statewide Payroll Services by noon on July 14.
• Employee Travel Advances must be settled no later than pay period ending July 15. The deadline for entering these travel advance settlements is the end of the day on July 17.
• Mass Expense Transfers are due in pay period ending July 15. These transfers can be entered in SEMA4 until noon on July 25.
• Agency Default Accounts updates are due no later than pay period ending July 15. Transfers can be entered on the Mass Expense Transfer page until noon on July 25.
• Prior Period Adjustments need to be entered by pay period ending July 15. Adjustments can be entered until noon on July 18.
• Employee Business Expense Reports and Business Expense Transfers are due end of day July 17.
• Cash Receipt Transactions Generated by SEMA4 that are processed for pay period ending July 1 must have verifications complete by noon on July 3.
• Position Funding
  • All other necessary position funding updates must be entered no later than noon on July 3.

SWIFT Module Training and EPM Data Warehouse Training

The SWIFT Training team offers training through a variety of methods at no cost to the employee. 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.

SWIFT Help Desk

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

Email: SWIFTHelpDesk.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.