The attachment function is available for all capital fund appropriations. Many capital fund appropriations have conditions that must be met before an agency can release funds for a capital project or capital programs with conditions.

While attaching a file to a capital fund AMA transaction is not mandatory, it is considered best practice for efficiency in the approval process. Agencies are encouraged to include documentation demonstrating MMB Debt Management’s approval of the fulfilled conditions with each AMA transaction. Details are included in the AMA User Guide and Attachment Requirements Document.

The Appropriation Maintenance Application (AMA) is available to establish appropriations for the 2026-27 biennium in SWIFT. Agencies can begin to establish their dedicated or type ‘04’ appropriations.

To review dedicated appropriations that are already established in SWIFT for the current budget period (2025) and copy them into both budget periods for the next biennium, select the Biennium Appropriation radio button on the SWIFT Entry screen. Agencies should carefully review these appropriations and only establish appropriations that are needed for the 2026-27 biennium.

• In the Biennium Entry Form Search panel, select your agency and Approp Type 04 – Special – Dedicated, then Search. A list of dedicated appropriations already established in SWIFT will display.

Watch the instructional video, Create a Biennium Appropriation in AMA, and review the AMA User Guide, Glossary, and library of other AMA training videos for more information.

Two function buttons—Export & Upload and Send to Edit—provide different options for setting up biennium transactions on the Edit screen of AMA.

For each appropriation with a checkbox selected on the Biennium Entry screen, the choice of which option to use depends on user preference and the volume of appropriations to be copied to the next biennium.

• Whichever option you select, two separate AMA Biennium transactions are created for every appropriation, one for each budget period of the next biennium.
• Users must validate and may edit each transaction individually before sending them from the Edit screen to the Approval screen.

To request access to the Budget Planning and Analysis System (BPAS), Capital Budget System (CBS), and the Budget Division SharePoint site, download and complete the Budget Systems User Authorization form and email to the Budget Operations team (budget.finance.mmb@state.mn.us).

Access to the Appropriation Maintenance Application (AMA) is tied to security roles in the state accounting system, SWIFT. Users can request to have roles assigned to their profile by completing Request for Access to SWIFT Statewide Systems form on the SWIFT Security Access Forms webpage.

• You can review 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
• For assistance accessing AMA, contact the SWIFT Helpdesk at 651-201-8100, option 2, or by email at SWIFTHelpDesk.MMB@state.mn.us.

The Fiscal Notes Tracking System (FNTS) is under the operational control of the Legislative Budget Office (LBO), who manages user authorization and system access for FNTS. The FNTS authorization form is located on the LBO Training Materials webpage.