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

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

3. 101: PROFILES

4. 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

5. 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

6. 101: AGENCY TYPE

7. 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

8. 101: REPORT PERIOD

9. 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

10. REPORT PERIOD  ------ Type 510 ------  Contract Start Date Contract End Date  ------- Type 410 -------  Contract Start Date Contract End Date June 30, 2014 July 1, 2014 July 1, 2013 June 30, 2015 Profile 81xxx

11. 101: EXPENSE REPORTING

12. EXPENSE REPORTING Standard expense report https://www.dhs.wisconsin.gov/cars/index.htm 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

13. 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 email = one month & year Subject line of email: 2-digit agency no – agency type(s) – report mnth yr – agency name Example: 73 – 510 - MAY15 – Wilson County

14. 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

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

16. EXPENSE REPORTING When will it be paid? https://www.dhs.wisconsin.gov/publications/p00748-15-4-0.pdf#page=4 See handout: CARS Processing Dates

17. EXPENSE REPORTING Parental Fee Profiles Was:Now: 140 – 166882 - 883 CLTS Admin profiles Was:Now: 830 - 847876 - 881 CLTS TPA non-reimbursable profiles Do not report on these profiles; captures information only Was:Now: 800 - 817870 - 875

18. EXPENSE REPORTING TPA CFDA numbers for Non-Reimbursable Profiles Flow charts available on web Federal lines CFDA number: 93.778 Non-Federal lines CFDA number: 435.XXX (XXX is profile #) MFP, ICFMR, Legacy Waivers, FC Transition No change Reported on CARS, HSRS

19. 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)

20. FINAL EXPENSE REPORTS

21. 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

22. NEW THINGS

23. Earlier notification of contracts underspent Email notice – 75% or less expended Example: March CARS run: January expenses/April prepayments Email 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

24. SOURCES OF INFORMATION

25. CARS home page: https://www.dhs.wisconsin.gov/cars/index.htm https://www.dhs.wisconsin.gov/cars/index.htm

26. SOURCES OF INFORMATION CARS Reports page: http://apps.health.wisconsin.gov/cars/GetIndexServlet

27. SOURCES OF INFORMATION

28. State/County Funding and Contract Information: https://www.dhs.wisconsin.gov/sca /index.htm

29. DHS CONTACTS CARS Mark AlfredMark.Alfred@wi.gov 608-266-0594Mark.Alfred@wi.gov Misty JohnsonMisty.Johnson@wi.gov 608-267-9561Misty.Johnson@wi.gov Debe LavasseurDebe.Lavasseur@wi.gov 608-267-9577Debe.Lavasseur@wi.gov IM_RMS Kozue BushKozue.Bush@wi.gov 608-266-1592Kozue.Bush@wi.gov State/County Contract Lucinda Champion LucindaK.Champion@wi.gov 608-264-9890LucindaK.Champion@wi.gov