PowerPoint Presentation

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

Debe LavasseurMisty Johnson

Wisconsin Human Services Financial Management Association (WHSFMA) 2014

1AGENDA101: Profiles101: Agency Type101: Report Period101: Expense ReportingFinal Expense ReportsNew ThingsSources of Information

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101: PROFILES

We get phone calls about cars

The Profile number is the real DRIVER of CARS

3PROFILESIdentifies Program and FundingProfile TypeA - Cash AdjustmentD - Non-reimbursableE - Sum-sufficientF - Contract ControlledG - Allocating

See handout: Helpful CARS InformationParameters of the profile determines how expenses are handled.Order on the 603

Examples of Profile Type:Cash Adjustment: Parental Fee profiles Non-Reimbursable: CLTS TPA Profiles Contract Controlled: non-fed Waiver Profiles Sum Sufficient: fed Waiver Profiles. Not limited to contractAllocating: Reporting lines, show on top of 6034PROFILESAllocatingExpense allocates to another profile(s)RatiosMissing ratios-- Black holeRollingExpense rolls to another line if contract limit is reachedPayment methods0 or 3 PrepaymentsFunding Controls: 3 9 months

See handout: Helpful CARS Information(walk through Allocating and Rolling example on handout)

If not on top of 603, no pay------call CARS

Rolling---from a Contract Controlled Profile

Many links that well discuss today are on the handout5

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

Or, consult the CARS Manual for more Profile information

Link is on handout6101: AGENCY TYPE

7AGENCY TYPEThree-digit code representing the year the contract ends and type of agency

410Contract ends anytime in 2014 (changes every year)Agency is a DSS or HSD(stays the same)See handout: DHS Agency Type ChartThe first digit changes every year.The second two digits will never change (unless you merge or change agencies)

Highlight your agency type on the chart and pin it up on your wall!8

101: REPORT PERIOD

9REPORT PERIOD

The month/year of expensesExpenses must fall within the contract periodExample: If the contract ends in June expenses reported as July will not be recognized by CARS--------------------------- Contract Period -----------------------------Contract Start DateContract End Date10REPORT PERIOD

------ Type 410 ------ Contract Start DateContract End Date------- Type 310 -------Contract Start DateContract End DateJune 30, 2013July 1, 2013July 1, 2012June 30, 2014Profile 81xxx11

101: EXPENSE REPORTING

Now that you understand the agency type and Report Period, lets make the Expense Report!12EXPENSE REPORTING

NEW general report!!http://www.dhs.wisconsin.gov/bfs/CARS/index.htmNo longer HS and IM formsIf the same agency number, agency type, and report periodall can be on one reportSignatures/originals NOT requiredE-mail IS certificationSee handout: CARS Expenditure ReportAgency#/Agency Type/Report Period = HeaderIf header is the same, send it all on one report.

See bottom = certification = no originals13EXPENSE REPORTINGReport monthlyBy profile IDWhole dollarsPrior month expenses are due by the last day of the current monthExample: May expenses due by end of JuneOne email = one month & yearSubject line of email:2-digit agency no agency type(s) report mnth yr agency nameExample: 73 410 - MAY14 Wilson County

14EXPENSE REPORTINGDo this:01 410/430 May14 Adams Co04 425 Feb14 Bayfield Co10 410/510/610 Jan14 Clark Co

NOT this:1 410/430 May14/Apr14 Adams Co022 310/410 Dec13/Jan14 Grant Co

15EXPENSE REPORTINGCARS expense reports are:OriginalAdditionalFinalSent email = its enteredAdditional/Final Reports for DHS Only what has not previously been reported

16EXPENSE REPORTINGWhen will it be paid?http://www.dhs.wisconsin.gov/bfs/pdf/APP/Conadmi/con40p24.pdf

See handout: CARS Processing Dates17EXPENSE REPORTINGIM_RMS Direct Expense Report Make a separate reportProfiles 400xxx series

Reports sent to both DHS and DCFEmployee count Shared costFINAL shared cost report is a REPLACEMENT for both DHS & DCF

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FINAL EXPENSE REPORTS

192013 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

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NEW THINGS

21NEW THINGSNew Parental Fee ProfilesWas:Now:140 166882 - 883New CLTS Admin profilesWas:Now:830 - 847876 - 881New CLTS TPA non-reimbursable profilesDo not report on these profiles; captures information onlyWas:Now:800 - 817870 - 875

See handouts: TPA FlowCharts22NEW THINGSTPA CFDA numbers for Non-Reimbursable ProfilesFlow charts available on webFederal lines CFDA number: 93.778Non-Federal lines CFDA number: 435.XXX (XXX is profile #)

MFP, ICFMR, Legacy Waivers, FC TransitionNo changeReported on CARS, HSRS

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SOURCES OF INFORMATION

24SOURCES OF INFORMATIONCARS home page: http://www.dhs.wisconsin.gov/bfs/CARS/index.htm

25SOURCES OF INFORMATIONCARS Reports page:http://apps.health.wisconsin.gov/cars/GetIndexServlet

26SOURCES OF INFORMATIONState/County Funding and Contract Information:http://www.dhs.wisconsin.gov/sca/

Introduce Lu Champion27DHS CONTACTSCARS Laurie PalchikLaurie.Palchik@wi.gov 608-266-7267Debe LavasseurDebe.Lavasseur@wi.gov 608-267-9577Patty KusudaPatricia.Kusuda@wi.gov 608-266-3603Misty JohnsonMisty.Johnson@wi.gov 608-267-9561Yvette SmithYvette.Smith@wi.gov 608-266-1697IM_RMSKozue BushKozue.Bush@wi.gov 608-266-1592State/County ContractLucinda Champion LucindaK.Champion@wi.gov 608-264-9890

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