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Budget Systems Newsletter

April 2026

For users of the Appropriation Maintenance Application (AMA), Budget Planning and Analysis System (BPAS) and Capital Budget System (CBS).

Contents

• Upcoming Budget System Availability
• Annual Budget and Accounting Instructions – Document 1
• Requesting Access to Budget Systems

Upcoming Budget System Availability

The Appropriation Maintenance Application (AMA), Budget Planning and Analysis System (BPAS), and Capital Budget System (CBS) will be unavailable during the dates and times below while system updates are installed. Please plan your work accordingly. Expected Budget System Downtime: Thursday, June 4, from 5:00 – 6:00 PM Thursday, June 18, starting at 6:00 PM through Sunday, June 21, 6:00 PM As a reminder, budget systems may also be unavailable during the statewide systems weekly maintenance window, every Sunday from 6:00 AM to 2:00 PM.

Annual Budget and Accounting Instructions – Document 1

The Annual Budget and Accounting Instructions - Document 1 is now available: https://mn.gov/mmb-stat/documents/accounting/fin-policies/accounting-docs/accounting-document-1-fy-2026.pdf

This document is one of three that provides information for preparing Budget Fiscal Year (BFY) 2027 appropriations and closing Fiscal Year (FY) 2026 in the Statewide Integrated Financial Tools (SWIFT) system. It is important for agencies to follow these instructions to ensure appropriations are established and closed correctly in SWIFT and to comply with applicable laws and MMB policies. The document includes important due dates, checklists, and reference materials.

Requesting Access to Budget Systems

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 the 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 helpful. 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), which manages user authorization and system access for FNTS. The FNTS authorization form is located on the LBO Training Materials webpage.

Systems Availability and Feedback

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.

Budget Systems Resources

Visit our Budget Systems website for helpful guides, glossaries and tutorials.

Questions? Email budget.finance.mmb@state.mn.us.