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Budget Systems Newsletter
June 10, 2026
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 Appropriation Maintenance Application (AMA), Budget Planning and Analysis System (BPAS), and Capital Budget System (CBS) will be unavailable Thursday, June 18, starting at 4:00 PM through Sunday, June 21, while system updates are installed. Systems will be back up on Monday, June 22. Please plan your work accordingly.
As a reminder, budget systems may also be unavailable during the statewide budget systems weekly maintenance window, every Sunday from 6:00 AM to 2:00 PM.
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The Annual Budget and Accounting Instructions - Document 2 is now available: https://mn.gov/mmb-stat/documents/accounting/fin-policies/accounting-docs/accounting-document-2-fy-2026.pdf
This document is the second 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.
AMA will be unavailable on Tuesday, June 30, 2026, beginning at 6:00 PM for FY 2026 soft close. The system will become available Wednesday, July 1, 2026, once soft close is complete. A system notification email will be sent to users when the system becomes available.
Prepare for BPAS Load of FY 2026 Actuals and FY 2027 Budget Data
To save time and effort preparing for the 2028-29 biennial budget, agencies should complete time-sensitive, required tasks in SWIFT to close FY 2026 and set up FY 2027 budgets before hard close on August 14, 2026.
In SWIFT prior to hard close, closely review FY 2026 appropriation type codes and close encumbrances, as appropriate. Only in rare cases where an error is discovered after fiscal year close that materially affects financial reporting will agencies be allowed to revise their actual data after it is loaded into BPAS.
FY 2027 appropriations, revenue budgets, and expense budgets will be loaded from SWIFT into BPAS at FY 2026 hard close on August 14. The FY 2027 budget data will then be copied forward into FY 2028-31 in BPAS as a starting point to begin the process of setting an agency’s base budget. The more complete an agency’s FY 2027 data is in SWIFT at hard close, the less data entry and editing will be needed in BPAS.
Contact budget.finance.mmb@state.mn.us with questions about the Budget Planning and Analysis System (BPAS) load for FY 2026 actual and 2027 budget data.
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Agency budget coordinators or directors will receive Budget Systems User Verification forms in June. These forms are used to ensure agency staff have the correct MMB Budget Systems and Budget Division SharePoint site access needed for the 2028-29 Biennial Budget process.
We ask that these verification forms be reviewed and returned as soon as possible to help your agency be prepared for the 2028-29 Biennial Budget process. More information will be sent out separately to agency budget coordinators or directors with instructions on how to review their agency’s budget systems user lists and confirm access needed for upcoming budget tasks.
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The start of the 2028-29 Biennial Budget Process kicks off with Agency Narratives preparation. Instructions for this process, as well as the overall timeline for the 2028-29 biennial budget cycle, will be updated and shared out later this month via email and the Biennial Budget Instructions page found on the MMB website.
Updated information and training materials for BPAS and other Biennial Budget Process questions will also be provided on the BPAS webpage in the Statewide Budget Systems section of the MMB website.
Be sure to have MNMMB@public.govdelivery.com added as an approved or safe sender in your inbox so that you continue to receive appropriate, timely updates about this step and other phases of the biennial budget process.
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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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