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December 2024
Successful year-end processing and more
GEARS successfully processed payments for October 1st, November 1st, and December 2nd. The relevant reimbursement and payment reports were quickly reviewed and published. The processing dates for the GEARS runs are as follows: September 19, 2024, for the October 1st payments; October 21, 2024, for the November 1st payments; and November 21, 2024, for the December 2nd payments.Please refer to these dates when accessing the GEARS -603 and/or -620 reports.
You can find the regular monthly GEARS run dates at GEARS Processing and Payment Schedule | Wisconsin Department of Health Services. This schedule is updated with a month’s regular processing date as soon as the GEARS team has reviewed and accepted that month’s run results.
Off-cycle run dates
Off-cycle run dates may appear in the Expense Processing Dates listing. Agencies involved will be notified beforehand.
Only those with transactions during the off-cycle run will see updated GEARS -603 and -620 reports for that date.
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GEARS -603 and -620 reports – designed to help you
As a reminder, the GEARS -603 and -620 reports were created to assist with your regular reconciliations.
The GEARS -620 report allows the user to view a single contract year or all unarchived contract years. It contains:
- The chosen periods’ activity
- Contract to Date (CTD) activity
- Contract amounts
- Net Due to/from Agency
This can be useful as you do your regular, monthly reconciliations.
The GEARS -603 Report provides information on reported expenses and calculated reimbursements for all profiles processed as of the voucher/expense processing date. The -603 report includes:
- Information on allocated expenses
- Any costs rolled between profiles
- Contract to date information
- The total amount due-to or due-from an Agency Number-Agency Type:
- The total amount due is subtotaled by a profile’s contract type
- The grand total is provided at the bottom of the -603 report
This can be useful as you complete your grant contracts’ FINAL reconciliation.
More information on both reports, including how to generate them and the information they contain, can be found in the GEARS Manual | Wisconsin Department of Health Services.
Calendar Year 2024 Reconciliations
- Many DHS grant contracts follow a calendar year schedule. If yours ends on 12/31/2024, it's time to prepare for final cost reconciliation between GEARS and your accounting records. Regular reconciliations ensure timely reporting and reimbursement of allowable costs. Here are some reminders for a smooth reconciliation process. When you reconcile GEARS reports to your payments, please verify all Contract To Date (CTD) information.
- Final expenditure reports are due in accordance with the terms of your Grant Agreement. When preparing and submitting a Final Expenditure report, remember to only check “Final Report” at the top of the Expenditure Report form. Please format your subject line as Agency #-Agency type-Contract Year-FINAL-Report Month & Year-Agency name, using the final month of the grant for the Report Month.
- Not reporting all costs by the final report due date may lead to DHS being unable to reimburse these due to funding no longer being available. You can find the Listing of CARS/GEARS Profile Close Out Dates on the GEARS website: Grant Enrollment, Application and Reporting System (GEARS) | Wisconsin Department of Health Services.
- If you find problems or have questions, please contact us by email at DHSDESBFSGEARS@dhs.wisconsin.gov.Format the subject line as: Agency # - GEARS Agency Type Code - Contract Year - Reporting Month/Year - Agency Name
Timely update of banking information is important
Updating banking information for GEARS payments in Wisconsin's STAR system is necessary for changes like bank mergers and routing number updates. For questions or assistance on updating your agency’s banking information, including routing number or depository account number, please contact DHSDESBFSVendorVAL@dhs.wisconsin.gov.
Please allow 3 – 5 weeks from receipt for the update to take effect and maintain the current account until you verify that payments are being deposited to your new/updated account.
New calendar year contracts
As you receive your 2025 calendar year contracts, please review, sign, and return in a timely manner to ensure payments can be processed accordingly. Only fully executed contracts are eligible for reimbursement payments. Expense reports from fully executed contracts submitted by the 15th are processed and paid by the 5th of the following month, if applicable. GEARS agency reports are available not less than five (5) days prior to the scheduled payment date.
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