Community Aids Reporting System (CARS): Basics for CARS Super Stars Debe Lavasseur Misty Johnson Wisconsin Human Services Financial Management Association (WHSFMA) 2015

AGENDA 101: Profiles 101: Agency Type 101: Report Period 101: Expense Reporting Final Expense Reports New Things Sources of Information

101: PROFILES

PROFILES Identifies Program and Funding Profile Type A - Cash Adjustment D - Non-reimbursable E - Sum-sufficient F - Contract Controlled G - Allocating See handout: Helpful CARS Information

PROFILES Allocating Expense allocates to another profile(s) Ratios Missing ratios-- “Black hole” Rolling Expense rolls to another line if contract limit is reached Payment methods 0 or 3 Prepayments Funding Controls: 3 – 9 months

101: AGENCY TYPE

AGENCY TYPE Three-digit code representing the year the contract ends and type of agency 5 10 Contract ends anytime in 2015 (changes every year) Agency is a DSS or HSD (stays the same) See handout: DHS Agency Type Chart

101: REPORT PERIOD

REPORT PERIOD The month/year of expenses Expenses must fall within the contract period Example: If the contract ends in June expenses reported as July will not be recognized by CARS  Contract Period  Contract Start Date Contract End Date

REPORT PERIOD  Type  Contract Start Date Contract End Date  Type  Contract Start Date Contract End Date June 30, 2014 July 1, 2014 July 1, 2013 June 30, 2015 Profile 81xxx

101: EXPENSE REPORTING

EXPENSE REPORTING Standard expense report Combine HS and IM profiles on one report If the same agency number, agency type, and report period all can be on one report Signatures/originals/certification no longer required See handout: CARS Expenditure Report

EXPENSE REPORTING Report monthly By profile ID Whole dollars Prior month expenses are due by the last day of the current month Example: May expenses due by end of June One = one month & year Subject line of 2-digit agency no – agency type(s) – report mnth yr – agency name Example: 73 – MAY15 – Wilson County

EXPENSE REPORTING Do this: 01 – 510/530 – May15 – Adams Co 04 – 525 – Feb15 – Bayfield Co 10 – 410/510/610 – Jan14 – Clark Co NOT this: 1 – 510/530 – May15/Apr15 – Adams Co 022 – 410/510 – Dec14/Jan15 – Grant Co

EXPENSE REPORTING CARS expense reports are: Original Additional Final Sent = it’s entered Additional/Final Reports for DHS Only what has not previously been reported No replacements / revisions No replacements / revisions

EXPENSE REPORTING When will it be paid? See handout: CARS Processing Dates

EXPENSE REPORTING Parental Fee Profiles Was:Now: 140 – CLTS Admin profiles Was:Now: CLTS TPA non-reimbursable profiles Do not report on these profiles; captures information only Was:Now:

EXPENSE REPORTING TPA CFDA numbers for Non-Reimbursable Profiles Flow charts available on web Federal lines CFDA number: Non-Federal lines CFDA number: 435.XXX (XXX is profile #) MFP, ICFMR, Legacy Waivers, FC Transition No change Reported on CARS, HSRS

EXPENSE REPORTING IM RMS Direct Expense Report Separate report required Profiles 400xxx series Reports sent to both DHS and DCF Employee count Shared cost REPLACEMENT not FINAL shared cost report is a REPLACEMENT for both DHS & DCF (not an additional)

FINAL EXPENSE REPORTS

2014 FINAL EXPENSE REPORTS Final report for CY State/County contracts due March 25th of the following year Unless on a weekend - report by the following Monday After April CARS run (approximately April 8 th of each year) No further reporting on: MA Waiver profiles Community Options Program (COP) Family Support Program (FSP) Birth to Three Additional finals due May 15, 2015 Final CARS run Last week of May or first week of June

NEW THINGS

Earlier notification of contracts underspent notice – 75% or less expended Example: March CARS run: January expenses/April prepayments sent following the run: Any contract ending in January with reported expenses ≤ 75% of contract New State Accounting System (PeopleSoft) 6 digit profile ID to 5 digit profile ID New Internet design Let’s take a tour! NEW THINGS

SOURCES OF INFORMATION

CARS home page:

SOURCES OF INFORMATION CARS Reports page:

SOURCES OF INFORMATION

State/County Funding and Contract Information: /index.htm

DHS CONTACTS CARS Mark Misty Debe IM_RMS Kozue State/County Contract Lucinda Champion