Community Aids Reporting System
(CARS):
Basics for CARS Super Stars
Debe Lavasseur
Misty Johnson
Wisconsin Human Services Financial Management Association
(WHSFMA) 2015
AGENDA
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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
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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 TYPE
Three-digit code representing the year the contract ends and type
of agency
5 10
Contract 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 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 -----------------------------
REPORT PERIOD
Profile 81xxx
Contract
Start Date
Contract
End Date
------- Type 410 -------
July 1,
2013
June 30,
2014
Contract
Start Date
Contract
End Date
 ------ Type 510 ------ 
July 1,
2014
June 30,
2015
101: EXPENSE
REPORTING
EXPENSE REPORTING
 Standard expense report
 https://www.dhs.wisconsin.gov/cars/index.htm
 Combine HS and IM profiles on one report
 If the same agency number, agency type, and report period
 all 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 REPORTING
Do 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:
140 – 166
Now:
882 - 883
• CLTS Admin profiles
Was:
830 - 847
Now:
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:
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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
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!
SOURCES OF
INFORMATION
SOURCES OF INFORMATION
CARS home page:
https://www.dhs.wisconsin.gov/cars/index.htm
SOURCES OF INFORMATION
CARS Reports page:
http://apps.health.wisconsin.gov/cars/GetIndexServlet
SOURCES OF INFORMATION
SOURCES OF INFORMATION
State/County Funding and Contract
Information:
https://www.dhs.wisconsin.gov/sca
/index.htm
DHS CONTACTS
CARS
• Mark Alfred
• Misty Johnson
• Debe Lavasseur
[email protected]
[email protected]
[email protected]
608-266-0594
608-267-9561
608-267-9577
[email protected]
608-266-1592
IM_RMS
• Kozue Bush
State/County Contract
• Lucinda Champion [email protected] 608-264-9890