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AGENDA

Community Aids Reporting System (CARS): Getting Back to the Basics Debe Lavasseur Misty Johnson Wisconsin Human Services Financial Management Association (WHSFMA) 2014. AGENDA. 101: Profiles 101: Agency Type 101 : Report Period 101: Expense Reporting Final Expense Reports New Things

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AGENDA

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  1. Community Aids Reporting System (CARS):Getting Back to the BasicsDebe LavasseurMisty JohnsonWisconsin Human Services Financial Management Association (WHSFMA) 2014

  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 See handout: Helpful CARS Information

  6. PROFILES http://www.dhs.wisconsin.gov/bfs/CARS/CARSManual2011/TOC.htm

  7. 101: AGENCY TYPE

  8. AGENCY TYPE Three-digit code representing the year the contract ends and type of agency 10 4 Contract ends anytime in 2014 (changes every year) Agency is a DSS or HSD (stays the same) See handout: DHS Agency Type Chart

  9. 101: REPORT PERIOD

  10. 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 Start Date Contract End Date --------------------------- Contract Period -----------------------------

  11. REPORT PERIOD Profile 81xxx Contract Start Date Contract End Date ------- Type 310------- Contract End Date Contract Start Date July 1, 2012 June 30, 2013 July 1, 2013 June 30, 2014  ------ Type 410 ------ 

  12. 101: EXPENSE REPORTING

  13. EXPENSE REPORTING • NEW general report!! • http://www.dhs.wisconsin.gov/bfs/CARS/index.htm • No longer HS and IM forms • If the same agency number, agency type, and report period • all can be on one report • Signatures/originals NOT required • E-mail IS certification See handout: CARS Expenditure Report

  14. 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 mnthyr– agency name • Example:73 – 410 - MAY14 – Wilson County

  15. EXPENSE REPORTING Do 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

  16. 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

  17. EXPENSE REPORTING • When will it be paid? http://www.dhs.wisconsin.gov/bfs/pdf/APP/Conadmi/con40p24.pdf See handout: CARS Processing Dates

  18. EXPENSE REPORTING • IM_RMS Direct Expense Report • Make a separate report • Profiles 400xxx series • Reports sent to both DHS and DCF • Employee count • Shared cost • FINALshared cost report is a REPLACEMENT for both DHS & DCF

  19. FINAL EXPENSE REPORTS

  20. 2013 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 • Additional finals due May 15, 2014 • After April CARS run: No further reporting on • MA Waiver profiles • Community Options Program (COP) • Family Support Program (FSP) • Birth to Three • Final CARS run • Last week of May or first week of June

  21. NEW THINGS

  22. NEW THINGS • New 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 - 817870 - 875 See handouts: TPA FlowCharts

  23. NEW THINGS • 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

  24. SOURCES OF INFORMATION

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

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

  27. SOURCES OF INFORMATION State/County Funding and Contract Information: http://www.dhs.wisconsin.gov/sca/

  28. DHS CONTACTS CARS • Laurie Palchik Laurie.Palchik@wi.gov 608-266-7267 • Debe Lavasseur Debe.Lavasseur@wi.gov 608-267-9577 • Patty Kusuda Patricia.Kusuda@wi.gov 608-266-3603 • Misty Johnson Misty.Johnson@wi.gov 608-267-9561 • Yvette Smith Yvette.Smith@wi.gov 608-266-1697 IM_RMS • Kozue BushKozue.Bush@wi.gov 608-266-1592 State/County Contract • Lucinda Champion LucindaK.Champion@wi.gov 608-264-9890

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