CARS/GEARS Updates

April 2023

Successful testing continues - with your help

Parallel tests running well

CARS is still our system of record. We are running GEARS in parallel with CARS. Then we verify the results in GEARS against the results in CARS. So what have we found out? That GEARS is processing contracts, reported expenditures and adjustments properly. It is accurately calculating payments. We will continue to test and keep you informed.

Accurate and on-time payments: Our number one success criteria

Our most important criteria for moving forward with the GEARS transition has been and continues to be that 100% of payments are accurate and paid on time. Most of the payment changes happen behind the scenes. 

Unlike CARS, GEARS payments are accurate to the cent. Like CARS, GEARS payments will be deposited as directed by the local agencies.  

Accounts Receivables - how you can help

As we told you in March, DHS is reconciling and collecting receivables more quickly in CARS. This mirrors how GEARS will work. It's part of what we are doing to test and adjust the system as needed. If your agency has questions related to receivables, please contact us at DHS 600RCars. Below is a list of things that will greatly help during the transition.

Monthly Reconciliations

Monthly reconciling of reported expenses to payments received and to local agency accounting records continues to be very important to success. By reconciling monthly and raising concerns as early as possible, local agencies will help DHS assure that GEARS works as intended and allow us to resolve concerns quickly.

The tools for reconciling GEARS information are the same as they are for reconciling CARS.

• The GEARS-603 report provides the detailed information on reported expenses, allocations, adjustments, expenses rolled and payment calculations.
• The GEARS-620 report summarizes payment information by profile.

Mark you calendars for May 16 GEARS Expenditure Reporting Form premieres NEW For You: Use the new GEARS Expenditure Reporting Form starting May 16, 2023 for all expense reports. The GEARS Expenditure Report form will replace the CARS Expenditure Report on the CARS webpage.  Start to make plans to replace your old CARS form with the GEARS one on May 16! After May 16, 2023, DHS will return any and all CARS Expenditure Reporting forms to local agencies by email. The return email will include the link to the GEARS Expenditure Reporting form because we need you to use the new form when it becomes available.  For additional information on preparing and submitting  CARS and GEARS expense reports, please refer to our CARS Expenditure Reporting page for a through overview of what you need to successfully complete the Expense Form.

GEARS vs. CARS: very similar, but with some minor differences

Those -603, -610 and -620 Reports

Reporting in GEARS is very similar to reporting in CARS with some minor differences:

• Easy downloads to Excel. All GEARS reports, including the -603 reports, can be downloaded to Excel.
• Dollars and cents. GEARS reports (and payments) will include dollars and cents. Local Agencies should continue to report expenses in whole dollars.
• Unexpended contract balances. Sum Sufficient (type D) and Adjustment (type A) profiles in GEARS show zero-dollar unexpended contract balances. Unexpended contract balances for Sum Sufficient and Adjustment profiles are not meaningful. Transactions in Sum Sufficient and Adjustment Profiles are processed - provided there is a contract amount of at least zero.
• Slight change in order. The ordering of information has changed slightly on the GEARS -603 report.
• We are updating “How to Read the -603 and -620 Reports” to reflect updates. More information on the GEARS -603 -610 and -620 reports will be provided in May and June.

You have questions - we want to help

If you have questions about information in your -603 or -620 reports or about the resulting payment, don’t hesitate to ask. The sooner you ask, the sooner we can answer your questions and resolve potential problems.

To help us provide quick answers to questions, please take the following steps:

• Format the email’s subject line as shown below. This helps us route your questions to the person best able to help.
• When asking your questions, please include any examples and/or information you consider helpful.
• Include a contact name, email address and phone number. This helps us follow up when necessary to understand and fully answer your questions.

We strive to answer all questions within a few days of receipt. In the event that we receive a large volume of questions, we will prioritize questions that are most likely to impact payments.

Here's how to contact DHS600RCARS@dhs.wisconsin.gov:

Here's how to contact DHSDESBFSCARS@dhs.wisconsin.gov to:

Stay in touch

What's our takeaway with this newsletter? One thing is that timely and accurate reporting and asking for help if needed are both important in a smooth transition. We are happy to help. And ... watch for the big switch to a new GEARS Expenditure Form starting on May 16. We will be sending you a reminder later this month. 

Visit our website for more information, including how to sign up for this newsletter. 

Please do not reply directly to this email message.  Please direct questions to DHS DES BFS CARS.