P a g e 1. SWIFT Weekly Updates 7/8/2011. SWIFT Weekly Updates

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1 P a g e 1 7/8/2011

2 P a g e 2 Contents Introduction... 3 Training & Information Sessions... 3 SWIFT Conversion Open Office WebEx Sessions:... 3 Keeping You Up-To-Date... 4 Unifer Update... 4 ISRS Accounting Application Update... 4 Payroll Update... 5 Registering Your Institution s EFT Vendor number... 5 SWIFT to MnSCU Reconciliation... 6 SWIFT Interface Update... 6 AC0470CB - SWIFT Payment Voucher Interface Example... 7 AC0471CB - SWIFT Journal Voucher Interface Example... 8 AC0472CB - SWIFT Cash Receipts Interface Example... 9 Reminders SWIFT Log In Link Chart of Accounts Crosswalk Report Current Known Issues: Includes Updates on Vendor, PCS, Equipment, Etc SWIFT Help Desk Questions Last Updated: 7/8/2011

3 P a g e 3 INTRODUCTION Week one is under our belt. There is a lot of information to report and more to come. We don t have answers to everything but will do our best to keep the communication flowing. Please keep sending in those help desk tickets with details of your problems as they arise and we appreciate your patience as we work through the many issues. Also, don t forget to join us for a WebEx session where any question is welcome. We can t promise immediate answers but we ll do our best! See all of our information on the SWIFT Conversion Update site. TRAINING & INFORMATION SESSIONS SWIFT CONVERSION OPEN OFFICE WEBEX SESSIONS: At upcoming sessions we plan to review the following information: Web pages and where to find information Current information on known issues Interface User Guide Available Reports Following are the upcoming sessions: Tuesday, July 12, 2011 at 2:00 PM Thursday, July 14, 2011 at 2:00 PM

4 P a g e 4 KEEPING YOU UP-TO-DATE UNIFER UPDATE Processing of Unifier transactions is caught up and should be back on the normal daily schedule from this point forward. Two of the oldest outstanding transactions were processed through SWIFT on Thursday, and the remainder will interface for payment this afternoon. These will be closely monitored until we are satisfied the interfaces are stable. There is one payment held up by an adjustment we have to make to our interface program. The affected campus is aware of this situation, and we expect to have it resolved next week. Until that change is made, a small chance exists of additional batches being temporarily held, but it should be on the full automatic schedule very soon. ISRS ACCOUNTING APPLICATION UPDATE NEW OCCURRENCE DATE RULES Occurrence date rules require an occurrence date to be no greater than the Fiscal Year (FY). Edits have now been programmed to implement this rule because SWIFT transactions will not post if the occurrence date is incorrect. We are aware of problems when making payments to FY 9999 where the project origination FY is prior to FY We have added this issue to the SWIFT Known Issues and we are working at correcting the problem. INTERAGENCY PAYMENTS Payments; Direct or PO Payoff: Payment Voucher (PV) Types 2-6 Fiscal Year 2012 payments no longer use Payment Voucher (PV) Types 2-6. Fiscal Year 2011 transactions will continue to allow these until MAPS closes.

5 P a g e 5 PAYROLL UPDATE With the issues identified last week with the lump sum file, we need to pay close attention to the Payroll Register and Labor Distribution for PPE 07/05/11. A few reminders as you complete the following: Verify SCUPPS HR4080-Scheduled Payments Roster to Document Direct HP2062-Payroll Register to verify payments were made correctly. Pay close attention to faculty and administrators that had a start/stop in the pay period to make sure pay was prorated correctly. Verify faculty, administrator and MSUAASF were paid the correct bi-weekly amount. Spot check classified staff and those who may have separated in the pay period. Pay close attention to Labor Distribution as you validate labor. Use the HR4080 and HR3080 reports to verify Labor Distribution is being charged correctly. Classified Employees - Verify Labor Distribution to make sure hours are charged correctly to each fiscal year according to hours worked. The HR3082-eTimesheet Interface Audit report will identify hours worked each day. Faculty, MSUAASF and Administrators - Using HR4080 and HR3080, verify dollars are charged to FY11 and FY12 and with the correct code block and chartstring. Carefully review dollars that should be charged to FY11 as RGP hours were not initially populated for FY11, only FY12. We are assuming if all RGP hours were processed as FY12, all dollars will be charged to FY12 and labor will need to be updated to according to the HR4080. Refer to MAPS to SWIFT Labor Distribution document as a refresher of what the code block and chartstring should look like for FY11 and FY12. The document is posted at: We may need to send additional information on Monday depending on what we see in Labor Distribution. REGISTERING YOUR INSTITUTION S EFT VENDOR NUMBER If you haven t already, please register your EFT Vendor Number in the SWIFT esupplier system. This will enable you to look up the EFT payments that are made to your local bank account from other institutions and state agencies. Information on how to register can be found on the SWIFT Vendor web page: Please contact efthelpline.mmb@state.mn.us if you have any trouble with the vendor number registration or viewing EFTs in the esupplier portal.

6 P a g e 6 SWIFT TO MNSCU RECONCILIATION Don t worry. We have not forgotten about this very important item and team members are still working on the gathering of data and building of reports to get you what you need. A guide for checking appropriation and transaction information directly within SWIFT is still being developed. In the meantime, you may want to take a look at the Appropriation overview on the new version of the EAP2 screen, which can be found via this path: Commitment Control Review Budget Activities Appropriation Overview where you will enter: o Business Unit = MN001 o Ledger Group = KK_APPROP o Budget Period = 2012 O Financial Department ID = Yours (Hint: All MnSCU Financial Department IDs are 8 characters that begin with E261####, where #### is the Institution ID). SWIFT INTERFACE UPDATE Payment Vouchers: Interface is being processed daily and should be visible in SWIFT the following morning. Journal Vouchers: Necessary changes have been identified and are being addressed. Watch for upcoming announcements on this. Cash Receipts: Necessary changes have been identified and are being addressed. Watch for upcoming announcements on this. NEW! SWIFT Interface Transaction Detail Report coming soon! We hope to have this out on Thursday, July 14. Watch for announcements. SWIFT Interface Status Reports: On the next pages are examples of the three SWIFT interface reports you will receive by signing up for them. There is one for each type of transaction (Payment Vouchers, Cash Receipts, and Journal Vouchers) and they show the total value of all the transactions interfaced on that day. Helpful Hint: The total of the CR transactions from the SWIFT cash receipt interface (AC0472CB) report and the MAPS daily interface (AC0410CB) report should equal the amount of money swept out of the institutions local bank account for that date. Please note - a delay of one to three days may occur between the ISRS interface and the sweep occurring. A longer delay could occur if the cash receipts to be interfaced don t exceed the minimum required to trigger a sweep.

7 P a g e 7 AC0470CB - SWIFT PAYMENT VOUCHER INTERFACE EXAMPLE

8 P a g e 8 AC0471CB - SWIFT JOURNAL VOUCHER INTERFACE EXAMPLE

9 P a g e 9 AC0472CB - SWIFT CASH RECEIPTS INTERFACE EXAMPLE

10 P a g e 10 REMINDERS SWIFT LOG IN LINK Log in with your Employee Self Service ID and password at: https//portal.swift.state.mn.us Please contact Connie Edwards connie.edwards@so.mnscu.eduor David Stallworth david.stallworth@csu.mnscu.eduif you have questions about your SWIFT security. CHART OF ACCOUNTS CROSSWALK REPORT We don t have a Crosswalk Report per se but you can see how your Chart of Accounts line up between MAPS and SWIFT, you can run your G/L Summary Account Listing (AC0501CP) report which now includes both the Appropriation Group and the SWIFT Appropriation Number. CURRENT KNOWN ISSUES: INCLUDES UPDATES ON VENDOR, PCS, EQUIPMENT, ETC. Current Known Issues. (This link is also available on a variety of other MnSCU websites including the Help Desk site and the SWIFT Conversion site.) SWIFT HELP DESK QUESTIONS When you are having questions or problems directly related to SWIFT we encourage you to use the SWIFT help desk at: , option 7.