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June 2026
Scheduled GEARS Expense Processing Jobs
We are happy to report that GEARS has again successfully generated payments for April 1, May 1, and June 1, 2026. The associated reimbursement and payment reports were promptly reviewed and are available on the GEARS Data Queries page.
You can find the processing dates for the GEARS runs at GEARS Processing and Payment Schedule | Wisconsin Department of Health Services. Refer to this schedule to identify the regular monthly GEARS processing dates needed for accessing the GEARS -603 and/or -620 reports.
Closing Contracts on GEARS
When checking the Processing and Payment Schedule, you will see that it includes an extra June date, the CY2025 Closeout. This CY2025 Closeout run encompasses the final close-out adjustments for all contracts ending in 2025, including the CY2025 state and county grant agreement contracts. After this run, all expense reports that are submitted for any contract year prior to 2026 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 1 Payment and Funding Control Release
Funding controls limit reimbursements paid through June 30 to the specified number of months of the contract period, up to the contract level. Because of this, agencies with profiles subject to funding control limits may see previously unreimbursed amounts paid on their July 1 payments.
This information applies only to agencies with profiles that include funding controls. Check your grant agreement to determine if it includes funding controls.
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Best Practices Reminder
Agencies should report allowable expenses plus any required matching funds as specified in their agreement. Agencies are encouraged to review reimbursement submission for accuracy and completeness prior to submission to avoid delays in processing. Additional guidance regarding allowable costs can be found in the Allowable Cost Policy Manual.
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