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June 2023 News Flash - End of Month
GEARS is moving forward
The system has successfully passed the tests for moving forward
- GEARS payments are accurate for all agencies.
- Reports are accurate and complete for all agencies.
- GEARS information reconciles to the ending CARS reports.
Thank you for your continued support during this transition time. We couldn't do it without you!
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Reports
GEARS reports are now available on the GEARS webpage
We have updated guidance on the GEARS webpage on how to retrieve and use the -603 -620 and payment reports. Because both CARS and GEARS reports will be needed until all contracts ending during 2023 are closed and archived, guidance is provided for both the CARS and GEARS reports.
While we tried to limit the changes agencies will see on reports, there are some, and the differences are highlighted in the updated guidance.
Retrieving and using CARS Payments Listing and the GEARS Payment Report are different. However, the reports provide the same information. For the CARS payments list it is necessary to scroll through an alphabetic listing of all agencies and each month’s report must be retrieved separately. For GEARS, agencies will retrieve their specific payment information by entering their agency number and selecting their agency type code—no scrolling necessary. GEARS allows selecting a range of dates, enabling agencies to research multiple month’s GEARS’ payments. Remember that this is our first GEARS payment, so it will be the only one that currently populates on the report.
Payments
Payments to all agencies, municipalities and non-municipalities, will be issued July 3, 2023, the first banking day following the 1st of the month.
GEARS payments will be made through the standard State of Wisconsin STAR payment process, which will strengthen security and reliability of the payments and related information.
Things to remember:
- Payments are issued based on the Agency-Number/Agency Type Code. Counties with multiple agency type codes will receive separate payments for each Agency Type.
- GEARS recovers Accounts Receivables more timely than CARS. The GEARS Payment Report shows the impact of an account receivable being recovered, if any.
Help us make sure GEARS got it right
- Reconcile GEARS Current Period and Contract-to-Date information from the GEARS -603 and -620 reports to your accounting records. By reconciling your agency’s information, you help make sure all information migrated correctly.
- Verify that the payment(s) to your agency are accurate and are received in the correct bank account. We have checked and rechecked this information and are asking that you verify it as well.
- If you have questions or concerns, please e-mail us at dhsdesbfscars@dhs.wisconsin.gov and format the subject line as Agency #-Agency type-Agency name. Please append a brief description at the end of the subject line describing the nature of the question/concern. Additional information, especially a contact person’s name, e-mail address and phone number, should be provided within the body of the email.
We expect July will be a busy month
We will resolve questions and concerns as quickly as possible. If the volume gets high, we will give priority to those questions that impact payments, or which appear to affect multiple agencies. We will continue to use this newsletter to communicate information to all agencies on a routine and as needed basis.
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