Community Aids Reporting System (CARS): Essential Information Overview Justin Brown, DHS CARS Lead Accountant Rob Hamilton, Expenditure Accounting Section Chief May 4, 2017 Wisconsin Human Services Financial Management Association 2017

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

Profiles DHS CARS Essential Information

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

Agency Type DHS CARS Essential Information

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

Report Period DHS CARS Essential Information

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

Report Period In this example Type 810 would denote the contract period ending in 2018 DHS CARS Essential Information

Expense Reporting DHS CARS Essential Information

Expense Reporting Report monthly Subject line of email: By profile ID Whole dollars Prior month expenses due by the last day of the current month Example: May expenses due by end of June One month and year per email Subject line of email: Two-digit agency number – agency type(s) – report month and year – agency name Example: 71 – 710 – JAN17 – Wood County If an agency wants Accurate and timely payments, they should follow these closely DHS CARS Essential Information

Expense Reporting Report final Subject line of email: All remaining allowable expenditures must be reported within 45 days of the approved Grant Contract Period end-date. Example: June Closeout expenses due by August 14 Subject line of email: Two-digit agency number – agency type(s) – Final. report month, and year – agency name Example: 71 – 710 – Final JUNE17 – Wood County **SLOW!**There may be more then one submission in any given time period, It is critical to follow submission instructions and formatting for accurate and timely processing. DHS CARS Essential Information

Expense Reporting Do this: 01 – 710/730 – May17 – Adams County 04 – 725 – Jan17 – Bayfield County 10 – 610/710/810 – Jan17 – Clark County 71-610-Dec 2016 Final-Wood Co Not this: 01 – 710/730 – May17/Apr17 – Adams County 04 – 625/725 – Dec16/Jan17 – Bayfield County 10 – 610/710/810 – Jan17/Feb17 – Clark County 71-610-Final-Wood Co DHS CARS Essential Information

Expense Reporting CARS expense reports are: Original. Additional: only additional amounts (not originals). Final: only additional amounts. Review the most current 603 and 620 reports to make sure the contract to date totals are what you expect. Reports: http://apps.health.wisconsin.gov/cars/GetIndexServlet Current CARS Expense Report Template: https://www.dhs.wisconsin.gov/cars/index.htm DHS CARS Essential Information

Expense Reporting Roles are: Agency – Submit timely and Accurate expense reports and execute contract document types prior to beginning work effort CARS - Process expenses, enter contract document type details, and make payments DHS Contract Administrators – Handle contract and programmatic level questions and issues DHS CARS Essential Information

When will it be paid? See CARS processing schedule: https://www.dhs.wisconsin.gov/app/contract-administration.htm Attachment 1 (CARS Processing Dates) DHS Program Name Here

Final Expense Reports DHS CARS Essential Information

2016 Final Expense Reports All remaining allowable expenditures must be reported within 45 days of the approved Grant Contract Period end-date. Additional finals due May 10, 2017 DHS CARS Essential Information

2016 Final Expense Reports After April CARS run, no further reporting on: Medicaid waiver profiles Community options program Birth to three (B-3) Final CARS run Starts mid-May DHS CARS Essential Information

Sources of Information DHS CARS Essential Information

Sources of Information CARS Home page: https://www.dhs.wisconsin.gov/cars/index.htm CARS Reports page: http://apps.health.wisconsin.gov/cars/GetIndexServlet State and County Funding and Contract information: https://www.dhs.wisconsin.gov/sca/index.htm CARS Contact information: https://www.dhs.wisconsin.gov/cars/cars-contacts.htm DHS CARS Essential Information

Sources of Information Profiles Information Location: https://www.dhs.wisconsin.gov/cars/cars-manual-toc.htm DHS CARS Essential Information

Questions DHS CARS Essential Information