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July 9, 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 3 is now posted on the SWIFT Budget and Accounting Instructions page.
Document 3 is the third of three documents providing information for preparing budget fiscal year (BFY) 2027 appropriations and closing fiscal year (FY) 2026 in SWIFT. It is important for agencies to follow the instructions found in Document 3 to ensure appropriations are established and closed correctly in SWIFT and to comply with applicable laws and Minnesota Management and Budget (MMB) policies.
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The close period is July 1 through August 14, 2026.
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When entering transactions in the close period for the closing FY 2026, do not let the Accounting Date default to the current date.
- Refer to the Annual Budget and Accounting Instructions - Document 3 for more information. Document 3 covers "Establishing Budget Fiscal Year 2027 Budgets and Closing Fiscal Year 2026."
A. Transfers
Agency staff should always use the current date in the Journal Date field when entering budget transfers in SWIFT. The current date populates into the Journal Date field by default. BFY 2026 transfers processed after June 30 must reference the current date/date processed in the Journal Date field and should not be backdated.
- For SWIFT receipts that were deposited at the bank by June 30 but the deposit entry in SWIFT was not recorded by June 30, use an Accounting Date of June 30, 2026, and a Received Date of when you deposited the receipt at the bank.
- You may receive miscellaneous cash receipts (SWIFT Directly Journalled deposits) that are received July 1, 2026, or later and relate to the previous fiscal year (FY 2026). In these rare exceptions, agencies should use an Accounting Date of June 30, 2026, and a Received Date of when you deposited the receipt at the bank.
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Make sure that all miscellaneous cash receipt transactions (SWIFT Directly Journalled deposits) coded to Budget Fiscal Year (BFY) 2026 have a matching accounting Fiscal Year (FY) of 2026. Use an Accounting Date of June 30, 2026, or a prior date.
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Process correcting direct journal entries for FY 2026 with an Accounting Date of June 30. These must be processed no later than August 14, 2026.
C. Payments For payments, the Accounting Date is based on the Received Date of the goods or services. This Received Date may cause the Budget Date to be different. The goods or services must be received by June 30 to be in accounting FY 2026.
D. Indirect Cost Payments
If you make indirect cost payments after June 30 that relate to FY 2026, enter the Accounting Date of June 30, 2026. Change this field manually; do not let this date default as SWIFT will default it to the current date.
The SWIFT Asset Management module (AM) will close FY 2026 activity at the hard close August 14, 2026. Agencies should complete all FY 2026 AM transactions on or before that date. FY 2026 transactions entered between July 1 through August 14 must have an Accounting Date of June 30 or prior to be recorded as FY 2026 transactions.
ACFR Asset Certification reports will be available in the EPM Data Warehouse to help agencies complete their certifications. The Capital Asset Certification worksheets and instructions will be emailed on July 17 and are due back by August 7, 2026. Direct any capital asset certification questions to General Accounting.
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When a supplier issues a full or partial refund by check, agency staff must record the transaction in both the Accounts Receivable (AR) and Accounts Payable (AP) modules in SWIFT. Use account 498999 in both modules to avoid 1099 impacts from the original voucher and to ensure the refund is recorded accurately. If the refund crosses fiscal years and the amount is material to the agency or program, it must also be reported to the MMB financial reporting team at year‑end. Refer to the Process a Supplier Refund Quick Reference Guide for additional instructions.
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Minnesota Management and Budget (MMB) seeks a collaborative and strategic Statewide Accounting Director to lead the Statewide Accounting Section within the Accounting Services Division. This position closes on July 30, 2026.
This role will guide a team of skilled accounting and finance professionals and direct the publication of the State of Minnesota’s major annual financial reports and oversee the state's general accounting operations.
This position may have the flexibility to telecommute, work a hybrid schedule, or work in the office. The incumbent may be expected to work in the office on occasion.
Working for the State of Minnesota means a great work-life balance, affordable benefits, and many great opportunities for advancement in 100 State agencies. The Job ID is #95123.
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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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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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8/5/26; 9/9/26
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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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7/22/26; 8/19/26; 9/24/26
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AP
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SWIFT Vouchers and Accounts Payable, Overview webinar
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7/28/26
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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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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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