CORe for Expenditure Reporting

1. CORe for Expenditure Reporting WCADV Directors’ Meeting Sept. 23, 2009

2. CORe Definitions & Features Central Office Reporting system • DWD processes payment in CORe for DWD and DCF grant recipients

3. CORe Definitions & Features • Data electronically imported • From Excel files submitted by your agency • Contract Code = Payment line • Line Code = Expenditure reporting line (similar to “profile”)

4. Why Use CORe? • Faster Payment Turnaround • Monthly Reporting and Reimbursement • Reports due by 20th of the month, paid on last business day of month • Paid by ACH Payments • No payments lost or delayed in the mail • Deposited directly into your account • Web reports provide detail

5. CORe Homepage http://dwd.wisconsin.gov/core/

6. Getting Started http://dwd.wisconsin.gov/core/gettingstarted.htm

7. Provide ACH Bank Information • Complete ACH Set-up Form: http://dwd.wisconsin.gov/dwd/forms/adm/fis_14393_e.htm

8. Submitting Expenditure Reports • Start by selecting Domestic Abuse Program from the Forms page: http://dwd.wisconsin.gov/core/forms.htm (Using Refugee page as an example; web page/form number for your program will be set up once new contracts are issued.) Click attachment link to download and save Excel report form.

9. Example Expenditure Report form

10. Submitting Expenditure Reports • Save completed report using thestandard file name format:Agency # - Agency Name - Program - Month - YearFor example: A1 Badger DV 01 2010.xls • Email file to: fingrants@dwd.wisconsin.gov

11. Payment Process Daily • Expenditure Reports uploaded to CORe system • CORe website reports update overnight

12. Payment Process Monthly • 20th - Expenditure Reports due by 4:30 PM • ~25th - Bank Reconciliation Report should show scheduled payments • 30th or 31st(last business day of month) - ACH Deposit made to your agency’s bank account

13. Web Reports http://dwd.wisconsin.gov/core/reports.htm

14. Contract Balance by Agency • Shows a ‘snapshot’ of your agency’s status though the month you select. • Shows: • Contract Amounts (Zero if “non capped”) • Total expenditures reported to date • Total reimbursements received to date • Any pending payments (“Cash Position”)

15. Example Contract Balance Report Expenditure Amount = Amount reported to date Reimbursement = Amount paid to date Contract Balance = Amount still available to be claimed Cash Position = Amount to be paid with next payment batch(Expenditure reported, but Reimbursement not yet processed)

16. Monthly Expense Detail Report • Best place to verify if DWD has received and processed your expense report for the month • Summarizes all expenditures reported by your agency for the calendar year

17. Example Monthly Expense Detail

18. Bank Deposit Reconciliation Report • Shows payments sorted: • by deposit date, or • by agency • May take place of audit confirmation • PDF files available for ease of printing

19. Example Bank Reconciliation Report • Default view is “by date”

20. Example Bank Reconciliation Report • 2nd tab is “by agency”

21. Error Corrections What to do if you notice an error after you file a report? • Best method – add correction on next regular report • If you resubmit an expenditure report, the entire month’s report must be resubmitted (original report plus the change). • CORe operates on a “replacement” basis

22. CORe Helpful Resources http://dwd.wisconsin.gov/core/resources/default.htm

23. Any questions? CORe Accountants in DWD Finance: Amy Johnson 608/266-7847 Amy.Johnson@dwd.wisconsin.gov Sue Losen 608/266-7915 Sue.Losen@dwd.wisconsin.gov