Community Aids Reporting System (CARS):Basics for CARS Super Stars

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

5 10Contract 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 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 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

101: EXPENSE REPORTING

EXPENSE REPORTING

Standard expense reporthttps://www.dhs.wisconsin.gov/cars/index.htm Combine HS and IM profiles on one report

If the same agency number, agency type, and report periodall 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 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

EXPENSE REPORTINGDo 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 email = it’s entered• Additional/Final Reports for DHS • Only what has not previously been reported

•No replacements / revisions

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

EXPENSE REPORTING• Parental Fee Profiles

Was: Now:

140 – 166 882 - 883

• CLTS Admin profiles

Was: Now:

830 - 847 876 - 881

• CLTS TPA non-reimbursable profiles

Do not report on these profiles; captures information only

Was: Now:

800 - 817 870 - 875

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

EXPENSE REPORTING• IM RMS Direct Expense Report • Separate report required• Profiles 400xxx series

• Reports sent to both DHS and DCF• Employee count • Shared cost• 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 8th 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• 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

SOURCES OF INFORMATION

SOURCES OF INFORMATIONCARS home page: https://www.dhs.wisconsin.gov/cars/index.htm

SOURCES OF INFORMATIONCARS Reports page:

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

SOURCES OF INFORMATION

SOURCES OF INFORMATIONState/County Funding and Contract Information:

https://www.dhs.wisconsin.gov/sca/index.htm

DHS CONTACTS

CARS • Mark Alfred Mark.Alfred@wi.gov 608-266-0594• Misty Johnson Misty.Johnson@wi.gov 608-267-9561• Debe Lavasseur Debe.Lavasseur@wi.gov 608-267-9577

IM_RMS• Kozue Bush Kozue.Bush@wi.gov 608-266-1592

State/County Contract• Lucinda Champion LucindaK.Champion@wi.gov 608-264-9890