Community Aids Reporting System (CARS): Essential Information Overview Justin Brown, DHS CARS Lead Accountant Mark Alfred, Expenditure Accounting Section Chief May 5, 2016 Wisconsin Human Services Financial Management Association 2016

Agenda Profiles Agency Type Report Period Expense Reporting Final Expense Reports Sources of Information DHS CARS Essential Information2

Profiles DHS CARS Essential Information3

Profiles Identifies program and funding Identifies type o A: cash adjustment o D: non-reimbursable o E: sum sufficient o F: contract controlled o G: allocating See handout: Helpful CARS Information DHS CARS Essential Information4

Profiles Information Location DHS CARS Essential Information5

Agency Type DHS CARS Essential Information6

Agency Type Three-digit code representing the year the contract ends and type of agency See handout: DHS Agency Type Chart DHS CARS Essential Information7

Report Period DHS CARS Essential Information8

Report Period Report periods consist of the month and year of expenses. Expenses must fall within the contract period. o Example: If the contract ends in September, expenses reported as October will not be recognized by CARS. DHS CARS Essential Information9  Contract Period  Contract Start Date Contract End Date

Report Period DHS CARS Essential Information10

Expense Reporting DHS CARS Essential Information11

Expense Reporting Report monthly o By profile ID o Whole dollars o Prior month expenses due by the last day of the current month Example: May expenses due by end of June o One month and year per Subject line of Two-digit agency number – agency type(s) – report month and year – agency name Example: 73 – 610 – JAN16 – Wilson County DHS CARS Essential Information12

Not this: 01 – 610/630 – May16/Apr16 – Adams County 04 – 525/625 – Dec15/Jan16 – Bayfield County DHS CARS Essential Information13 Do this: 01 – 610/630 – May16 – Adams County 04 – 625 – Feb16 – Bayfield County 10 – 510/610/710 – Jan16 – Clark County Expense Reporting

CARS expense reports are: o Original. o Additional: only additional amounts (not originals). o Final: only additional amounts. Review the most current 603 and 620 reports to make sure the contract to date totals are what you expect. DHS CARS Essential Information14

Expense Reporting When will it be paid? See handout: CARS Processing Dates DHS CARS Essential Information15

Expense Reporting Defines income maintenance random moment sample (IM_RMS) direct expense report: o Make a separate report o Profiles 400XXX series Defines reports sent to both DHS and Department of Children and Families(DCF): o Employee count o Shared cost Final shared cost report is replacement for both DHS and DCF DHS CARS Essential Information16

Final Expense Reports DHS CARS Essential Information17

2015 Final Expense Reports Final report for calendar year state and county contracts due March 25 of the following year Unless on a weekend, report by the following Monday Additional finals due May 11, 2016 After April CARS run, no further reporting on: o Medicaid waiver profiles o Community options program o Family support program o Birth to three Final CARS run Starts mid-May DHS CARS Essential Information18

Sources of Information DHS CARS Essential Information19

Sources of Information CARS home page: DHS CARS Essential Information20

Sources of Information CARS reports page: DHS CARS Essential Information21

Sources of Information State and county funding and contract information: DHS CARS Essential Information22

IM_RMS: Dale Crapp DHS CARS Essential Information23 CARS: rs/cars-contacts.htm DHS Contacts