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June 4, 2026
For users of SWIFT Accounting and Procurement modules and those who use SWIFT data in the EPM Data Warehouse.
Contents
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The Annual Budget and Accounting Instructions – Document 2 has been posted to the SWIFT Budget & Accounting Instructions webpage under the Establishing Budget Fiscal Year 2027 Budgets and Closing Fiscal Year 2026.
This document is the second in a series of three accounting documents that provide guidance for preparing Budget Fiscal Year (BFY) 2027 appropriations and closing Fiscal Year (FY) 2026 in the Statewide Integrated Financial Tools (SWIFT) system. Agencies should follow these instructions to ensure appropriations are established and closed correctly in SWIFT and to comply with applicable laws and Minnesota Management and Budget (MMB) policies. The document also includes key due dates, checklists, and reference materials.
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The Minnesota Department of Revenue will be administering the following new sales and use taxes effective July 1, 2026:
Meeker County Transit
The sales and use tax rate changes apply to sales made on or after July 1, 2026. 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, 2026, 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, 2026, 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.
Impact of New Local Tax
Please see the Minnesota Department of Revenue Notices 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 April 1, 2026, 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 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.
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Appropriation Transfers/Roll Forward
Agencies must not roll forward appropriation balances into budget period 2027 or process actual transfers for budget period 2027 before July 1. MMB SWIFT Module Support will be monitoring for 2027 transfers and will have agencies process a transfer correction for transfers that are processed in error. Agencies should enter anticipated transfers (XAT) if they need to encumber funds prior to July 1.
Processing Fiscal Year 2026 Activity by June 30
As we approach the end of the fiscal year (FY), it is important to ensure that outstanding 2026 accounting transactions are complete. To the extent possible, the following transactions should be fully processed by June 30.
A. Receipts and Expenditures. Identify and process all known receipt and expenditure corrections related to FY 2026.
B. Direct Journal Deposits. Deposit all miscellaneous cash receipts received on or before June 30 at the bank and record them in SWIFT.
C. Transactions in General. Review transactions to make sure they are fully processed in SWIFT. Below are some resources to help you identify transactions that need work:
Accounts Receivable:
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.
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Research Unpaid Vouchers Quick Reference Guide.
D. Negative Encumbrances. 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 Costs. Statewide Indirect Cost (including Statewide Systems Billing) fourth-quarter invoices are due June 30, 2026. 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. For Federal Indirect Cost Payments, agencies need to process their federal receipt vouchers for the indirect costs timely 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:
- 6/30/2026
- 7/2/2026
- 7/16/2026
- 7/30/2026
- 8/13/2026
G. Revenue Clearing Accounts. Agencies that use revenue clearing accounts in SWIFT to collect and distribute revenue as part of internal business processes, need to monitor these accounts. As the fiscal year ends, it is especially important 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. Budget Transfers. Agencies are to complete any known FY 2026 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.
For questions about processing these transactions, please contact the SWIFT Help Desk.
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Juneteenth is a state and federal holiday occurring on Friday, June 19. No payments will be issued on this day since banks and post offices will be closed. Payments processed on Thursday, June 18 will have a payment date of Monday, June 22. Please keep this in mind when scheduling payments that are due the week of June 15.
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The Appropriation Maintenance Application (AMA), SWIFT, the Supplier Portal, and Mobile Inventory will be unavailable on Tuesday, June 30, 2026, beginning at 6:00 p.m. for soft close. These systems will become available on Wednesday, July 1, 2026, 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.
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The Appropriation Maintenance Application (AMA), Budget Planning and Analysis System (BPAS), and Capital Budget System (CBS) will be unavailable during the dates and times below while system updates are installed. Please plan your work accordingly.
Expected Budget System Downtime:
Thursday, June 18, starting at 4:00 p.m. through Sunday, June 21, 6:00 p.m.
As a reminder, budget systems may also be unavailable during the statewide systems weekly maintenance window, every Sunday from 6:00 a.m. to 2:00 p.m.
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Position Funding must be completed by July 1, 7 p.m.
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Cash Receipt Transactions Generated by SEMA4 transactions processed for pay period ending June 30, must have verifications complete by July 2, 12 p.m..
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Relocation Expense Reports and Expense Transfers must be received at Statewide Payroll Services by July 13, 12 p.m.
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Employee Business Expense Reports and Business Expense Transfers are due by July 16, 12 p.m.
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Employee Travel Advances must be settled no later than pay period ending July 14. The deadline for entering these travel advance settlements is July 16, 12 p.m.
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Prior Period Adjustments must be entered by pay period ending July 14. Adjustments can be entered until July 17, 12 p.m.
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Mass Expense Transfers due on pay period ending July 14. These transfers can be entered in SEMA4 until July 24, 12 p.m.
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Agency Default Accounts updates no later than pay period ending July 14. Transfers can be entered on the Mass Expense Transfer page until July 24, 12 p.m.
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SpeedCharts If the current accounting strings and percentages of a SpeedChart are correct for BFY 2027, no changes are needed. The recommended deadline for new or updated SpeedCharts is July 1, 7 p.m.
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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
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SWIFT Webinars & eLearning
Sessions run 9:00 - 10:30 a.m., unless otherwise noted
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Dates
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Intro
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Introduction to SWIFT Navigation webinar
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6/17/26; 7/8/26
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Intro
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Introduction to SWIFT Navigation eLearning
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Anytime
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Intro
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Overview of SWIFT Reporting webinar
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6/23/26; 7/22/26; 8/19/26
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AP
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SWIFT Vouchers and Accounts Payable, Overview webinar
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8/5/26
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AP
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SWIFT PO Cancel and Close Purchase Orders webinar
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6/15/26
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AR
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SWIFT Accounts Receivable Part A: Direct Journal Deposits webinar
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7/14/26
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AR
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SWIFT Accounts Receivable Part B: Apply Payments to Invoices webinar
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7/15/26
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AR
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SWIFT Accounts Receivable Part C: Maintenance Worksheets webinar
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7/16/26
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BI
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SWIFT Billing Part 1 webinar
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8/5/26
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BI
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SWIFT Billing Part 2 webinar
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8/6/26
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KK
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SWIFT Budget Journal Administration Part 1 webinar
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6/10/26
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KK
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SWIFT Budget Journal Administration Part 2 webinar
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6/11/26
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SS
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SWIFT Strategic Sourcing eLearning
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Anytime
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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, videos, 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.
EPM Data Warehouse Labs
Sessions run 9:00 - 10:30 a.m., unless otherwise noted
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Dates
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Introduction to the EPM Data Warehouse for SWIFT Data webinar
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8/27/26
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SWIFT EPM Create and Save an All Expenditures Report lab
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9/9/26
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SWIFT EPM Create and Save an All Receipts Report lab
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9/2/26
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SWIFT EPM Create and Save a Manager's Financial Report lab
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8/20/26
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SWIFT EPM Create and Save a New Analysis lab
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8/13/26
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SWIFT EPM Format Your Report lab
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9/6/26
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SWIFT EPM Using Standard Reports and Understanding the Data webinar
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6/24/26
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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.
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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.
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