Community AIDS Reporting System (CARS) May 9, 2013

1. Community AIDS Reporting System(CARS)May 9, 2013

2. 2012 FINALS • Additional Finals Due 5/15/2013 • No reporting on any of the waiver profiles • That includes Family Support • Final CARS (pending any problems) will be run the last week of May or first week of June

3. NEW CARS EXPENSE FORM • NEW form now if you are not already using • http://www.dhs.wisconsin.gov/bfs/CARS/index.htm • If the same agency number, agency type, and report period falls within the contract period all can be on one report. Example: FSET profiles (230, 231 etc..) can be included with the other profiles for county reporting. No longer on an IM - specific form • NO signatures or originals required

4. EXPENSE REPORTING • SUBJECT LINE OF E-MAIL • 99-999-MAR13-XYZ (agency number - agency type - report month - agency name) • Can submit multiple reports in one e-mail if the same subject (for the same month). If not PLEASE send separately. • Shared Cost report is sent to DCF and DHS • Subject would be different from other reports so do a separate e-mail

5. EXPENSE REPORTING • Employee Count is sent to DCF and DHS • Only done quarterly so do a separate e-mail. • FINAL Shared Cost report • IS A REPLACEMENT for both DCF and DHS • IM_RMS direct expense workbook. • Make a separate report • ALL other final reports for DHS • Only what has not previously been reported. • Review the most current 603 to make sure the totals are what you expect.

6. EXPENSE REPORTING • Report monthly • Prior month expenses are due by the last day of the current month (i.e. January expenses due by Feb 28) • Whole Dollars • By Profile ID • Finals due 3/25 of the following year (unless on a weekend, report by the following Monday).

7. AGENCY TYPES and REPORT PERIOD • Agency types represent the year the Contract ends • X01, X05, X10 • X represents the year the contract ends. • 301 ends in 2013 • 401 ends in 2014 • Report Period • Expenses fall within the contract period • If the contract ends in September expenses reported as October will not be recognized by CARS

8. PROFILE ID’S • Payment methods • 0 or 3 Prepayments • Funding Controls: 3 – 9 months • Profile Type • A--Cash adjustment • D--Non-reimbursable • F--Contract Controlled • E--Sum-sufficient • G--Allocating

9. PROFILE ID’S • Rolling • To another line once contract limit is reached • Negative expenses will not unroll • Allocating • Allocate and Allocate again • Ratios • Missing Ratios “Black hole” • Check the manual if unsure

10. GENERAL INFORMATION • CLTS is now TPA-Do not report to CARS • TPA-Administration is reported to CARS • Profiles 830-847 • TPA – CFDA#’s • Updating the flow charts • Federal lines 93.778 • Non-Fed lines 435.XXX (XXX equals the profile #) • MFP, ICFMR and FC Transition • Are not TPA and continue to be reported to CARS

11. MA SUBROGATION/REFUNDS • PROFILE 291/400291 • 291 Medicaid Subrogation Collections • Continue to report to CARS • 400291 Medicaid Subrogation Refunds • Do not report on the IM_RMS direct expense report • PROFILE 909/400909 • 909 Voluntary Medical Refunds • Continue to report to CARS • 400909 Voluntary Medical Refunds • Do not report on the IM_RMS direct expense report

12. SOURCES OF INFORMATION • CARS home page • http://www.dhs.wisconsin.gov/bfs/CARS/index.htm • CARS reports page • http://apps.health.wisconsin.gov/cars/GetIndexServlet • NEW on this page: CARS payment list • If you don’t know what made up your payment go and pull up the voucher number and look for your agency. In alpha order then by agency number and agency type.

13. SOURCES OF INFORMATION • State/County Funding and contract information • http://www.dhs.wisconsin.gov/sca/

14. DHS CONTACTS • IM_RMS -- Dale Crapp • Dale.crapp@wi.gov 608-266-9365 • CARS contacts • Laurie.palchik@wi.gov Supervisor • Debe.lavasseur@wi.gov 608-267-9577 • Patricia.kusuda@wi.gov 608-266-3603 • Misty.johnson@wi.gov 608-267-9561 • Yvette.smith@wi.gov 608-266-1697