1. 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

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

3. Profiles
DHS CARS Essential Information

4. 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

5. Agency Type
DHS CARS Essential Information

6. 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

7. Report Period
DHS CARS Essential Information

8. --------------------------- 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

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

10. Expense Reporting
DHS CARS Essential Information

11. 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
Subject line of
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

12. 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
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

13. Expense Reporting Do this: 01 – 710/730 – May17 – Adams County
04 – 725 – Jan17 – Bayfield County
10 – 610/710/810 – Jan17 – Clark County
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
Final-Wood Co
DHS CARS Essential Information

14. 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:
Current CARS Expense Report Template:
DHS CARS Essential Information

15. 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

16. When will it be paid? See CARS processing schedule:
Attachment 1 (CARS Processing Dates)
DHS Program Name Here

17. Final Expense Reports
DHS CARS Essential Information

18. 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

19. 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

20. Sources of Information
DHS CARS Essential Information

21. Sources of Information
CARS Home page:
CARS Reports page:
State and County Funding and Contract information:
CARS Contact information:
DHS CARS Essential Information

22. Sources of Information
Profiles Information Location:
DHS CARS Essential Information

23. Questions
DHS CARS Essential Information