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Budget Systems Newsletter
December 18, 2024
For users of the Appropriation Maintenance Application (AMA), Budget Planning and Analysis System (BPAS) and Capital Budget System (CBS).
Contents
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The MMB Budget Planning and Operations team is reviewing the following documents submitted by agencies:
- Federal Funds Summary table and narratives
- Grants Funding Detail
- Internal Services Fund Statements and narrative
- Departmental Earning Analysis and narratives
These budget documents will be published with the Governor’s budget recommendations in January. Agencies may be contacted regarding information submitted.
If you have questions regarding the Federal Funds Summary, Grants Funding Detail, Internal Services Fund Statements, or Departmental Earnings (DE), contact the MMB Budget Planning and Operations team at budget.finance.mmn@state.mn.us.
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As a reminder, BPAS and the DE system are closed for 2026-27 base budget entry and agency change item requests.
In BPAS, agency users have access to view the Appropriation Entry/Edit and Change modules but will no longer be able to edit the data. The reports and book module are also available for agency users.
For assistance or questions about BPAS or the DE system, email budget.finance.mmb@state.mn.us. For assistance with login, contact the SWIFT Helpdesk at 651-201-8100, option 2, or by email at SWIFTHelpDesk.MMB@state.mn.us.
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AMA is accessed through the State Administrative Portal. However, unlike the other three statewide budget systems, AMA’s security is tied to the state accounting system, SWIFT.
Users can request to have roles assigned to their profile by completing SWIFT's Security Access forms on their help page. You can review these security roles and how to request access on page 4 of the AMA User Guide. New and returning users may also find the AMA training videos helpful.
For assistance accessing AMA, contact the SWIFT Helpdesk at 651-201-8100, option 2, or by email at SWIFTHelpDesk.MMB@state.mn.us.
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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 lists 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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Note: Only transactions that increase obligations within an expense budget (expenditures or encumbrances) receive a “Budget on Hold” error. 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.
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Maintenance Window: Budget Systems are unavailable during the statewide systems maintenance window, every Sunday from 6:00 AM - 2:00 PM.
We want to hear from you! Email the Budget Operations team using the button below to share your ideas or suggestions about improving user experiences with our budget systems, training opportunities, newsletter notifications, or system access.
All current Budget System users should be receiving our newsletters for timely notifications of upcoming processes, 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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