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November 6, 2025

For users of SWIFT Accounting and Procurement modules and those who use SWIFT data in the EPM Data Warehouse.

Contents

 

Late Payments on Purchasing Card Statements

US Bank charges late fees on past due purchasing card (PCard) accounts. Agencies are invoiced in the amount of up to one percent (1%) per month on the amount overdue, or a minimum of $2. Late fees are included on your monthly statement from US Bank and available to view in SWIFT. However, the Late Payment transaction cannot be reconciled the same way other transactions are reconciled.

To pay a late fee associated with a PCard statement, agencies must manually add this fee to their monthly PCard voucher by adding a line and entering the information. Make sure to enter Late Payment Charge in the Description field. In the Account field use Expense code 430008 (Interest Pd To Vend Late Pymt). After the line has been added, provide the voucher number to SWIFT Help Desk to have the transaction removed from the PCard pages.

late payment line on a voucher

As a reminder, pay PCard statements on time to avoid potential late fees, take advantage of available rebates, and avoid potential violations of Minn. Stat. § 16A. Purchasing Policy 1b requires that Purchasing Card Coordinators use Access Online to review statements and monitor account activity.

  • If you have questions regarding PCards, please contact the SWIFT Help Desk.
  • For questions regarding the state contract or Purchasing Card Use Policy 1b, please contact Robbyn Overall.

 

SWIFT ePro Module Support Lead

We would like to share that Katya Naftulyev has taken on the lead responsibilities for the SWIFT ePro module. For support, please do not contact the module leads directly. Continue to reach out to the SWIFT Help Desk for assistance.

 

Customer Refunds

Refunding customers requires collaboration between Accounts Receivable (AR) staff and Accounts Payable (AP) staff. Refunds are initiated with a maintenance worksheet in the AR module. There is a batch process that shares refund information with the AP module, where a system-generated voucher is created for the refund payment. In order to make a refund payment to a customer, the customer must have a Supplier ID. Customers are set up at the Business Unit level, whereas Suppliers are shared enterprise wide for the State of Minnesota.

Before starting a refund, you must locate the Supplier ID and connect it to the Customer record. The Customer and Supplier must be linked together for this process to work. Once the refund payment has been completed in the AP module, it is important for agency staff to disconnect that Supplier ID from their customer record. If you do not disconnect the Supplier ID, another agency wanting to process a refund, will be unable to connect the Supplier ID to their customer record. Therefore, no further refunds from other agencies can be processed for this customer.

To learn more about customer refunds, please refer to the Processing Refunds Quick Reference Guide.

 

SWIFT Module Training

The SWIFT Training team offers SWIFT module training through a variety of methods at no additional cost to the agency. There are SWIFT training guides and training videos, webinars, 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.

Module

SWIFT Webinars & eLearning

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

DATES

Intro

Introduction to SWIFT Navigation webinar

11/12/25; 12/9/25

Intro

Introduction to SWIFT Navigation eLearning

Anytime

Intro

Overview of SWIFT Reporting

11/13/25; 12/11/25

BI

SWIFT Billing Part 1 webinar

11/19/25

BI

SWIFT Billing Part 2 webinar

11/20/25

KK

SWIFT Budget Journal Administration Part 1

11/5/25

KK

SWIFT Budget Journal Administration Part 2

11/6/25

SS

SWIFT Strategic Sourcing eLearning

Anytime

 

EPM Data Warehouse for SWIFT Training

The SWIFT Training team offers EPM Data Warehouse training for SWIFT data through a variety of methods at no additional cost to the agency. There are EPM training guides, labs, and individual sessions (by request through the SWIFT Help Desk).

 Find current EPM Data Warehouse training in Learning Management. Enter "EPM" in the Find Learning text entry box.

Module

EPM Data Warehouse Labs for SWIFT Data

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

DATES

EPM

Introduction to the EPM Data Warehouse for SWIFT webinar

12/3/25

EPM

SWIFT EPM Create and Save a New Analysis lab

11/18/25

EPM

SWIFT EPM Create and Save an All Receipts Report lab

12/4/25

EPM

SWIFT EPM Format Your Report

12/17/25


Systems Availability and Feedback

Maintenance Window: SWIFT is unavailable during the statewide systems maintenance window, every Sunday from 6:00 AM - 2:00 PM.

We want to hear from you! Email the SWIFT Training and Help Desk team using the button below to share your ideas or suggestions about improving user experiences with our  systems, training opportunities, newsletter notifications, or system issues.

 

All current SWIFT users should receive the SWIFT Update for timely notifications of important deadlines, upcoming system upgrades, scheduled maintenance, and training opportunities. Let us know if someone on your team is not receiving important updates or news from us.