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Community Aids Reporting System (CARS): A Comprehensive Overview and Guidelines

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The Community Aids Reporting System (CARS) provides essential guidelines for financial management and expense reporting for human services in Wisconsin. This document covers profiling agency types, defining report periods, and outlining expense reporting methods and requirements. Key topics include cash adjustments, non-reimbursable profiles, and contract-controlled funding. With updated processes for general reporting, CARS promotes efficiency by consolidating reports and reducing paperwork. Detailed contact information for support is provided, alongside links to useful resources and handouts.

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Community Aids Reporting System (CARS): A Comprehensive Overview and Guidelines

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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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