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June 11, 2026
For users of SWIFT Accounting and Procurement modules and those who use SWIFT data in the EPM Data Warehouse.
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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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Need Help? We encourage you to refer to our many SWIFT Training materials including Quick Reference Guides (QRGs) and Training Videos. The SWIFT Training team is actively updating and creating new materials for SWIFT users.
We also understand that live help is often the most useful and immediate route to a solution. The SWIFT Help Desk responds to many questions, issues, and requests to help you get your work done in SWIFT. Whether you are experiencing a technical issue or need guidance on a SWIFT transaction, including PCard transactions, the SWIFT Help Desk is your main point of contact. Please do not contact SWIFT module leads or trainers directly. The SWIFT Help Desk ensures your matter is forwarded and escalated as needed. In addition, the SWIFT Help Desk documents each interaction, helping us identify larger system issues as well as identifying training and communication gaps.
Contact the SWIFT Help Desk at:
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)
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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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Minnesota Management and Budget is hiring a permanent position supporting the General Accounting teams as a Capital Assets Specialist – Finance Specialist I. This position closes on June 15, 2026.
This position works with the General Accounting Team as a functional expert in the areas of statewide capital assets and accounts receivable management. The incumbent performs capital assets, accounts receivable and general ledger reconciliations. This position helps ensure accurate financial data for statewide reporting and produces the Capital Asset Note disclosure in the Annual Comprehensive Financial Report (ACFR). The incumbent will work closely with other state agencies to collect and analyze financial information, provide guidance on capital asset and AR processes, and support ongoing improvements to accounting workflows and documentation.
Working for the State of Minnesota offers excellent work‑life balance, affordable benefits, and opportunities for career growth across more than 100 agencies. The Job ID 94655.
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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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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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