Community Aids Reporting System (CARS):Getting Back to the Basics

Debe LavasseurMisty Johnson

Wisconsin Human Services Financial Management Association (WHSFMA) 2014

AGENDA101: Profiles101: Agency Type101: Report Period101: Expense ReportingFinal Expense ReportsNew ThingsSources of Information

101: PROFILES

PROFILESIdentifies Program and FundingProfile Type

A - Cash AdjustmentD - Non-reimbursableE - Sum-sufficientF - Contract ControlledG - Allocating

See handout: Helpful CARS Information

PROFILESAllocating

Expense allocates to another profile(s)RatiosMissing ratios-- “Black hole”

RollingExpense rolls to another line if contract limit is reached

Payment methods0 or 3 PrepaymentsFunding Controls: 3 – 9 months

See handout: Helpful CARS Information

PROFILEShttp://www.dhs.wisconsin.gov/bfs/CARS/CARSManual2011/TOC.htm

101: AGENCY TYPE

AGENCY TYPEThree-digit code representing the year the contract ends and type of agency

4 10Contract ends anytime in 2014 (changes every year)

Agency is a DSS or HSD(stays the same)

See handout: DHS Agency Type Chart

101: REPORT PERIOD

REPORT PERIODThe month/year of expensesExpenses 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 410 ------

Contract Start Date

Contract End Date

------- Type 310 -------

Contract Start Date

Contract End Date

June 30, 2013

July 1, 2013

July 1, 2012

June 30, 2014

Profile 81xxx

101: EXPENSE REPORTING

EXPENSE REPORTING

NEW general report!!http://www.dhs.wisconsin.gov/bfs/CARS/index.htmNo longer HS and IM forms

If the same agency number, agency type, and report periodall can be on one report

Signatures/originals NOT requiredE-mail IS certification

See handout: CARS Expenditure Report

EXPENSE REPORTINGReport monthly

By profile IDWhole dollarsPrior month expenses are due by the last day of the current

month Example: May expenses due by end of June

One email = one month & yearSubject line of email:

2-digit agency no – agency type(s) – report mnth yr – agency nameExample: 73 – 410 - MAY14 – Wilson County

EXPENSE REPORTINGDo this:

01 – 410/430 – May14 – Adams Co

04 – 425 – Feb14 – Bayfield Co

10 – 410/510/610 – Jan14 – Clark Co

NOT this:

1 – 410/430 – May14/Apr14 – Adams Co

022 – 310/410 – Dec13/Jan14 – Grant Co

EXPENSE REPORTINGCARS expense reports are:

OriginalAdditionalFinal

Sent email = it’s enteredAdditional/Final Reports for DHS

Only what has not previously been reported

EXPENSE REPORTING

When will it be paid?http://www.dhs.wisconsin.gov/bfs/pdf/APP/Conadmi/con40p24.pdf

See handout: CARS Processing Dates

EXPENSE REPORTINGIM_RMS Direct Expense Report

Make a separate reportProfiles 400xxx series

Reports sent to both DHS and DCF Employee count Shared cost

FINAL shared cost report is a REPLACEMENT for both DHS & DCF

FINAL EXPENSE REPORTS

2013 FINAL EXPENSE REPORTSFinal report for CY State/County contracts due March 25th of the

following year unless on a weekend - report by the following Monday

Additional finals due May 15, 2014

After April CARS run: No further reporting onMA Waiver profilesCommunity Options Program (COP)Family Support Program (FSP)Birth to Three

Final CARS runLast week of May or first week of June

NEW THINGS

NEW THINGSNew Parental Fee Profiles

Was: Now:

140 – 166 882 - 883

New CLTS Admin profiles

Was: Now:

830 - 847 876 - 881

New CLTS TPA non-reimbursable profiles

Do not report on these profiles; captures information only

Was: Now:

800 - 817 870 - 875See handouts: TPA FlowCharts

NEW THINGSTPA 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 TransitionNo change

Reported on CARS, HSRS

SOURCES OF INFORMATION

SOURCES OF INFORMATIONCARS home page: http://www.dhs.wisconsin.gov/bfs/CARS/index.htm

SOURCES OF INFORMATIONCARS Reports page:

http://apps.health.wisconsin.gov/cars/GetIndexServlet

SOURCES OF INFORMATIONState/County Funding and Contract Information:

http://www.dhs.wisconsin.gov/sca/

DHS CONTACTSCARS

Laurie PalchikLaurie.Palchik@wi.gov 608-266-7267Debe Lavasseur Debe.Lavasseur@wi.gov 608-267-9577Patty Kusuda Patricia.Kusuda@wi.gov 608-266-3603Misty JohnsonMisty.Johnson@wi.gov 608-267-9561Yvette Smith Yvette.Smith@wi.gov 608-266-1697

IM_RMSKozue Bush Kozue.Bush@wi.gov 608-266-1592

State/County ContractLucinda Champion LucindaK.Champion@wi.gov

608-264-9890