September 15, 2023
For users of the Appropriation Maintenance Application (AMA), Capital Budget System (CBS), and Budget Planning and Analysis System (BPAS).
Agency capital budget requests must be final submitted in the Capital Budget System (CBS) by Friday, October 13, to be considered for the Governor’s Capital Budget Recommendations. The Governor’s Capital Budget Recommendations will be published on January 16, 2024.
On August 28 cost (compensation) projections data for FY 2024 – 2026 were updated. Users can view updated data and run reports using the Compensation Analysis Reporting Tool. Below is the link to the Payroll Bulletin that details the assumptions used in building the revised compensation projections and the Compensation Analysis Reporting Tool User Guide.
Budget Operations emailed agencies a list of the agency’s appropriations that need to be reconciled in BPAS for FY 2023. Please review items and reach out to budget.finance.mmb@state.mn.us with questions. BPAS data is used in the General Fund Balance/Statement and Consolidated Fund Statement for the 2023 November Forecast.
Information was emailed to Agency Federal Fund Coordinators, CFOs, and Budget Directors regarding the 2023 Legislative Advisory Commission (LAC) Review of Federal Funds Interim procedure or the Fall 20-Day Review process from Ahna Minge, State Budget Director, on September 15. Review the memo timelines, details, and resources. Federal fund Review Request forms are due to MMB by the end of the day on Friday, October 20, 2023, by uploading the forms to their agency LAC/2023 Fall Submission folder.
AMA is used for opening an appropriation in a prior budget period; however, not all SWIFT transaction types require that an appropriation have an open budget status. The table below is an reference guide listing transaction types and whether the prior budget year appropriation needs to have an open status for the transaction to be processed.
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Transaction Type Description
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Open Budget Status?
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Reduce a prior budget period cancellation and increase an expenditure or PO
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Yes
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Increase a PO in a prior budget period
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Yes
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Increase an expenditure in a prior budget period without referencing a PO with same accounting string
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Yes
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Appropriation transfer to Roll Back RFW amounts to a prior budget period while on hold
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No
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Appropriation transfer while appropriation(s) on hold
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No
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Increase or decrease a prior budget period appropriation amount
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No
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Increase or decrease a prior budget period cancellation
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No
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Decrease a PO in a prior budget period
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No
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Increase expenditures in a prior budget period referencing a PO with same accounting string and amount
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No
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Decrease an expenditure in a prior budget period
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No
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Revision of receipts collected in prior budget period
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No
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Increase or decrease revenue or expense budgets in prior budget period
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No
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Moving expenditures between Projects or Grants but referencing the same expense budget
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No
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Foot Note: Only transactions that increase obligations within an expense budget (expenditures or encumbrances) receive a “Budget on Hold” error. Therefore, only transactions that increase obligations require the budget status be changed to open. For example, vouchers against POs do not require changing the budget status to open because expenditures up and encumbrance down is a net zero to the obligation amount.
MMB Budget Operations has many resources available to assist agencies with using AMA and BPAS.
- A library of training videos is available on MMB's website that provide instruction on system functions and feature in-system demonstrations.
- The Systems’ User Guides, glossaries, and quick reference guides are excellent resources for new and experienced users. Linked in each system's help menu, the guides are also available on MMB's website.
- Previous newsletters are available on the Budget Systems Newsletters webpage.
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One-on-one assistance with AMA or BPAS is available by appointment. Email budget.finance.mmb@state.mn.us to request a time.
Budget Systems are unavailable during the statewide systems maintenance window, every Sunday from 6:00 AM - 2:00 PM.
Have a question about or a suggestion for improving the budget systems? Email it to Budget Operations at budget.finance.mmb@state.mn.us, Subject: Budget Systems Newsletter.
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