Budget Coordinator or Director:

The process of submitting capital projects for legislative review and for consideration in the Governor’s 2026 capital budget requires access to the Capital Budget System (CBS). Although CBS will not begin accepting requests until early May, MMB is reaching out to state agencies now to ensure you have ample time to confirm system access and prepare for submitting requests. As we prepare for this process, MMB requests that agencies verify their authorized Budget Systems users by April 30, 2025.

If you received this email and you are not the agency budget coordinator or director, please forward this email to the appropriate person.

User Verification Process

• In your agency’s Capital Budget SharePoint folder found on the MMB Budget Division Document Management SharePoint site is a user verification form (PDF) with your agency’s current users for the Capital Budget System (CBS).
• Review each user listed in the pre-filled form.
• If no change is needed for your agency’s list, email budget.finance.mmb@state.mn.us indicating that no change is needed. Be sure to include the name of your agency in the email’s Subject Line.
• Remove users who no longer need access to the systems.
  • If the user should be removed from ALL systems (BPAS, CBS, MMB Budget Division SharePoint Site), check the Remove All System Access checkbox.
  • If a user should be removed from a single system, select the No Access option from the Role dropdown and delete the agency code.
• Add new users who will need access to one or more systems.
  • Check the New User checkbox.
  • Enter the new user’s Name, Employee ID, and Email Address.
  • Choose the Role in the dropdown and type in the 3-digit agency code for each system the user should have access to.
  • If you need more room to add new users, download a blank Budget Systems User Authorization Form from our Statewide Budget Systems webpage.
• Save changes to the PDF form on the SharePoint site and email us (budget.finance.mmb@state.mn.us) that the form is completed no later than April 30, 2025.

Timely certification of your agency users will ensure that your agency has appropriate CBS access for the 2026 Capital Budget process.

Questions

MMB’s Instructions for Budget System user verification should help guide Coordinators and Directors through this process. Contact us at budget.finance.mmb@state.mn.us if you have questions about the user verification process or system roles for CBS.

If new users need to be added after April 30, 2025, please send a separate Budget Systems Authorization Form to budget.finance.mmb@state.mn.us, as needed.

Note: The Fiscal Note Tracking System (FNTS) access and authorization is administered by the Legislative Budget Office. Appropriation Maintenance Application (AMA) security access and roles are tied to the security for the State of Minnesota accounting system, SWIFT.

Detailed instructions and deadlines for the Governor’s 2026 capital budget will be sent in early May and posted on MMB’s website. In the meantime, if you have questions about the capital budget process, please contact Maddy Kennedy, Capital Budget Coordinator, at madeleine.kennedy@state.mn.us.

Thank you,

MMB Budget Planning and Operations Team