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SWIFT Update June 24 2015

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SWIFT Update (June 24, 2015)

SWIFT Availability
SWIFT will be unavailable on Tuesday, June 30, 2015, beginning at 6 pm for soft close and to make a year-end copy of production for point-in-time reporting. The system will become available on Wednesday July 1, 2015, around noon, once the copy of SWIFT has completed.
 
Buyers Beware of Scheduling Events to Close on July 1st
Buyers please be aware of the system downtime. This includes the Supplier Portal. Depending on when the system comes up, vendors may or may not have time to enter bid responses if an event is scheduled to close on July 1, 2015.
 
 
Statewide Financial Policies and Procedures
The following Statewide Operating Procedures have been updated and posted to the Statewide Financial Policies webpage (http://mn.gov/mmb/accounting/state-financial-policies/) of the MMB website under Chapter 3:
 
0301-01.1 Establishing Appropriation Budgets Procedure
0301-01.1 Modifying Appropriation Budgets Procedure
 
In addition, the following Statewide Operating Policy has been updated and posted under Chapter 8:
 
0802-04 Matching Rules and Requirements Policy
 
 
Notice on New Local Taxes
The Minnesota Department of Revenue will be administering the following new sales and use taxes effective July 1, 2015:
 
Hubbard County 0.5% Sales and Use Tax
 
The sales and use tax rate changes apply to sales made on or after July 1, 2015, and 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.
 
Orders entered in SWIFT on or after July 1, 2015, will calculate the new tax rates for each county/city. Existing 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 Quick Reference Guide for Sales Tax Settings on Purchase Order Documents.
 
Please see the Minnesota Department of Revenue tax notice for the appropriate city for guidance in handling orders and payments during the transition period.
 
If you are creating orders in advance for FY16 you will need to update the tax settings on those POs after June 30th when the SWIFT tax settings have been updated.
 
SWIFT will be updated with the new tax codes for all existing Ship To addresses located in the affected cities. New orders, created on or after Wednesday, July 1, 2015, will calculate the new rate of tax for the ship to addresses within those counties/cities. Existing 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 PO 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 PO buyer.
 
 
SWIFT Help Desk
Contact the SWIFT Help Desk for any questions, concerns or issues you have with SWIFT.
651-201-8100, option 2 or by email SWIFTHelpDesk.MMB@state.mn.us
Hours: 7:30 a.m. to 4:00 p.m., Monday through Friday; closed holidays.
 
When emailing the SWIFT Help Desk, be sure to include all details regarding the issue. Information to include with your message:
Issue Description
Business Unit
Module (Accounts Payable, Purchase Orders, etc.)
Transaction ID (Voucher ID, PO ID, etc.)
Error Message Print Screen
 
The SWIFT Help Desk is experiencing intermittent issues with the phone software causing some individuals to remain in the call queue for an extended period of time. If you call the help desk and you are not connected with one of the staff within 10 minutes, please hang up and try your call again. If you are still not connected within 10 minutes, please send an email to the help desk notifying them you are unable to connect.
 
Additional reference information can be found on the SWIFT website.
 
 
SWIFT Update Listserv
The SWIFT Update is sent to SWIFT Agency Sponsors/Project Managers/Readiness Coordinators, Chief Financial Officers, SWIFT Project Team, SWIFT Steering Committee, and Agency Training Managers. It is also sent to a larger listserv composed of SWIFT end users. To be removed or added to the SWIFT Update list, please send an email to the Swift Help Desk (SWIFTHelpDesk.MMB@state.mn.us).
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