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June 2025
Scheduled GEARS Expense Processing Jobs
We are happy to report that GEARS successfully generated payments for March 27 (originally scheduled for April 1), April 14, May 1, and June 2, 2025. The associated reimbursement and payment reports were promptly reviewed and posted.
While typically there is only one regularly scheduled monthly GEARS Expense Processing Job (EPJ), we needed to run it twice in April. For more information about the change to the April 1st payment date and the two April EPJ dates, please refer back to the GEARS News Flash issued on April 11, 2025 (GEARS: Updates | Wisconsin Department of Health Services).
You can find the processing dates for the GEARS runs at GEARS Processing and Payment Schedule | Wisconsin Department of Health Services. Please refer to this schedule to identify the regular monthly GEARS EPJ dates needed for accessing the GEARS -603 and/or -620 reports.
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Closing Contracts on GEARS
The Processing and Payment Schedule includes an additional June run date. This earlier June run date includes the final close-out adjustments for the CY 2024 state and county contracts and for all contracts ending in 2024. After this run, late reports for contract years prior to 2025 will be considered prior period adjustments. Contract close-outs on GEARS are completed as necessary to comply with State and/or Federal funding requirements.
July 1st Payment and Funding Control Release
This information applies only to agencies with profiles with funding controls limiting reimbursements paid during the first specified number of months of the contract period. (Funding is controlled as specified in the grant agreement contract. Not all profiles are subject to funding control.)
All funding controls are released in July. Because of this, agencies with profiles subject to funding control limits may see a bump in payment amounts for their July 1 payments. This happens when the agency reported costs on profiles in excess of the funding control limits. Reported costs which exceed the funding control limits were not reimbursed. They will be reimbursed in July, subject to contract limits, when funding control releases.
Update: New and improved GEARS expenditure report form!
The GEARS Expenditure Report Form has been updated. You can find a copy of the revised form with a revision date of 03/2025 at this link on the GEARS website GEARS: Expenditure Reporting | Wisconsin Department of Health Services. Please start using the updated version of the GEARS Expenditure Report form immediately.
Some of the updates include:
- A drop-down box for the Report Type.
- The Profile Number and Profile Short Name columns have been exchanged.
- There is also an instruction tab on the form which includes basic instructions for completion of the form, as well as information regarding how to format email subject lines and the different report types.
Other helpful tips to complete this form:
- Enter profile numbers on the form in numerical order from lowest to highest.
- Report expenses in whole dollar amounts. No formulas or cents.
- Do not send a “Replacement Report”, instead send an Additional/Adjustment report.
- The contract year is the year the contract ends.
- Attach only one report per email.
- Follow guidelines for proper email subject line formatting.
- Please ensure that the information contained within the subject line matches the information on the report to avoid delays in processing.
Help keep our subscriber list current!
When managers and staff within your organization move on to other opportunities and new staff are hired, we hope you will direct new hires to our GEARS webpages. Encourage them to join the GEARS Newsletter email list. Stop by our website for more information. Thank you!
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