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July 16, 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 SWIFT Financial Management System (FMS) and Supplier Portal will be unavailable on Friday, August 14, 2026, beginning at 4:00 p.m. for hard close. The system will become available on Monday, August 17, 2026 at 6 am.
What happens at hard close?
First, the fiscal year (accounting year) is closed, and agencies can no longer enter an accounting date prior to July 1, 2026, meaning nothing further can be processed against that year.
- This facilitates reporting by allowing Minnesota Management and Budget to develop the Annual Comprehensive Financial Report (ACFR) against data that can no longer be changed.
- It also performs the important function of closing income statement activity into fund balance to create an accurate starting point for the new fiscal year.
- Remember, the fiscal year is different from the budget fiscal year (BFY). Budget fiscal year (budget period or budget date) is used to control spending authority as required by law and is not closed as part of this process.
Second, any unencumbered balances in BFY 2026 appropriations, depending on the appropriation type, are either closed or rolled forward. Exceptions include continuing or education aids appropriation types where the closing process does not affect unencumbered balances. After the close, agencies can make payments against encumbrances and can cancel encumbrances if no longer needed. Agencies can still deposit receipts to the closed budget fiscal year.
Reminder to Buyers: Please be aware the system downtime includes the Supplier Portal. Avoid scheduling solicitation events to close between this time as responders may need extra time to submit bid responses.
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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 Budget and Accounting Instructions - Document 2 for details on how to enter Federal Indirect Cost Vouchers. Document 2 covers "Establishing Budget Fiscal Year 2027 Budgets and Closing Fiscal Year 2026." You can find it on the SWIFT Budget and Accounting Instructions page.
The reverse bilateral netting process will run on the following dates:
- July 16, 2026
- July 30, 2026
- August 13, 2026
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Encumbrance Certification
- Agencies must cancel all encumbrances for the fiscal year unless the agency head certifies that goods were purchased or services were rendered by June 30, 2026 (MS 16A.28).
- Agencies must certify encumbrances by completing and returning the certification report to Minnesota Management and Budget (MMB).
Appropriation Problem Reports
- MMB will continue to send problem reports out every Monday.
- These reports identify appropriations that are over-obligated, over-extended, or have open requisitions (pre-encumbrances) or anticipated transfers.
- Agencies must resolve these conditions by August 7, 2026, in preparation for hard close on August 14, 2026.
Reminder: If payroll costs need to be moved to resolve any of these issues, the deadline for payroll mass expense transfers is noon on July 24, 2026.
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Agencies must clear up over limit (OLT) rows in the Grants module prior to hard close. Over limit rows represent transactions processed against a grant agreement which have exceeded the established contract Billing Limit. OLT rows will cause complications with SEFA reporting and may require your agency to make manual adjustments to the report if not resolved by hard close.
To obtain a list of over limit transactions for your agency, run the query, "M_GM_GBL_GRNT_OVER_LIMIT_TRANS" from the Query Viewer in SWIFT.
To resolve OLT rows:
- Agencies can process a contract amendment to increase the contract Billing Limit. Refer to the Add or Reduce Grant Funding Quick Reference Guide for instructions. After completing the contract amendment, the OLT rows should disappear following overnight batch processing.
- If total grant expenditures exceed the reimbursable amount of the grant, agencies should process expenditure corrections to move expenditures.
If you have questions or issues regarding resolving OLT rows, please contact the SWIFT Help Desk.
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Sometimes agencies add a project and/or activity that relate to an existing contract but fail to associate the project/activity to the contract. When this happens, the expenditures are excluded from SEFA reporting. Run the query, “M_GM_GBL_UNBILLED_REIMB_ROWS” from the Query Viewer in SWIFT to obtain a list of 2025 reimbursable transactions without contract numbers.
Refer to the Add Projects and Activities Quick Reference Guide for more information. After completing, please email MMB at AgencyAssistance.MMB@state.mn.us to run the Pricing job to create the billable rows. Once the billable rows are created, the expenditures will properly reflect on SEFA reporting.
If you have questions or issues regarding resolving possible missing expenditures, please contact the SWIFT Help Desk.
In preparation for the upcoming hard close, agencies should ensure that all transactions are fully processed in SWIFT. We are seeing an unusually high number of unpaid Interagency vouchers that require prompt cleanup.
To review all vouchers with exceptions, agencies can run the M_AP_GBL_EXCEPTION query. Throughout the year, we recommend running this query for the entire current fiscal year and including past fiscal years. For previous fiscal years, it may be more difficult to resolve vouchers due to closed accounting periods. If this occurs, please contact the SWIFT Help Desk for assistance.
These queries can help you find unprocessed vouchers:
- M_AP_GBL_DENIED_VOUCHERS. Vouchers that have been denied.
- M_AP_UNAPPROVED_VOUCHERS. Vouchers that have been denied or pending approval.
- M_AP_GBL_RECYCLED_VCHRS. Vouchers in recycle status.
- M_AP_GBL_VOUCHER_BUILD_ERROR. Interface vouchers that failed voucher build.
- M_AP_UNPAID_VOUCHERS. Vouchers that are unpaid.
- M_AP_GBL_UNPOSTED_JOURNAL_VCHR. Unposted journal vouchers.
- M_AP_GBL_BUD_EXCEPTION. Vouchers with budget exceptions.
- M_AP_GBL_MATCH_EXCEPTIONS. Vouchers with match exceptions.
- M_AP_GBL_NEGATIVE_VOUCHERS. Negative vouchers.
This query can help you identify Interagency Invoices and their status:
- M_CM_GBL_INTAGCYAR_LOOKUP. Look Up Status of Invoice.
Things to remember:
- Review denied vouchers or unposted journal vouchers due to the potential for having an impact on expense budgets.
- Denied vouchers should be corrected, closed, or deleted.
- Journal vouchers that have been unposted must be reposted.
- You cannot delete a voucher that has been posted. Instead mark the posted voucher for closure. This reverses the accounting entries and closes the voucher during the nightly batch.
Hard close is scheduled for August 14, 2026. This is the deadline for processing most BFY 2026 transactions.
Please see the Accounts Payable Quick Reference Guides for helpful information on deleting and closing vouchers in SWIFT.
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To keep our statewide systems current, Minnesota Management and Budget, the Department of Administration, and Minnesota IT Services are upgrading the technology that supports all statewide applications. As part of this work, the systems will be updated to the latest version of PeopleTools, the technology that runs PeopleSoft applications. The systems are also being moved to Oracle Cloud Infrastructure (OCI), which is expected to improve processing speed and overall system performance.
The launch date for this project is Monday, August 31, 2026. All statewide systems will be unavailable due to the system-wide upgrade beginning tonight, Thursday, August 27, 2026, starting at 4:30 p.m., through Monday, August 31 at 6 a.m. Please plan around this time to minimize the interruption of critical business functions. We apologize for the inconvenience.
Important note for Buyers in SWIFT: Please ensure that your events are not scheduled to start or end during this time as the Supplier Portal will be unavailable.
Note for Daily Interface Uploads: The daily interfaces will only be loaded up until Thursday evening, 8/27/26, at 6:00 PM. They will resume loading SWIFT on Monday morning, 8/31/2026, at 8:00 AM. All files sent in between these dates will sit in pending status on the mainframe FTP site. Agencies that send files with static filenames will need to be mindful of overwriting files that they have already sent to the mainframe FTP site but that haven’t been loaded between these dates due to the upgrade.
Impacted systems include:
- Appropriate Maintenance Application (AMA)
- Budget Planning and Analysis System (BPAS)
- Capital Budget System (CBS)
- EPM Data Warehouse
- Fiscal Note Tracking System (FNTS)
- Learning Management (ELM)
- Recruiting Solutions
- Self Service
- SEMA4
- SWIFT (Including Supplier Portal and Mobile Inventory)
Users must clear their internet browsing history and cache before they log into these systems on Monday, August 31.
If you experience difficulties trying to log in, view data, or access data in any of the statewide systems mentioned above, clearing your browsing history and cache may help resolve these issues.
Thank you,
MMB Systems Team
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The close period is July 1 through August 14, 2026. When entering transactions in the close period for the closing FY 2026, do not let the Accounting Date default to the current date.
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 the date the receipt was deposited 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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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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Employee Business Expense Reports and Business Expense Transfers are due by 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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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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9/16/26
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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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