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 [email protected] 608-266-0594• Misty Johnson [email protected] 608-267-9561• Debe Lavasseur [email protected] 608-267-9577
IM_RMS• Kozue Bush [email protected] 608-266-1592
State/County Contract• Lucinda Champion [email protected] 608-264-9890