don't invoice when something seems wrong

We have over 5,000 active prime and subcontracts in the CARS application. When a contract is "Active," that means you have the ability to create an invoice on it. If you ever see anything wrong, like an incorrect DBE flag, contract function, overhead type and basis of payment, please let us know prior to the start of your invoice. If incorrect dollar amounts are showing up, please let us know that as well.

The DBE status, function, overhead rate type, basis of payment and contract dollar amounts are found at the bottom of your contract.

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We know that with the start of mandatory invoicing with the costs incurred in July, that we need to make sure that all is correct, otherwise you may not be paid the correct amount, or invoicing may just be plain more of a headache than it needs to be.

Here is an updated list of firms in CARS.

Here is the location of the CARS page where you can find the video tutorials.

invoicing at the highest level as a sub - new CARS features coming soon

A little helpful tip when dealing on your contracts if you are a sub, or want to see your amendment subcontract.

If you are an original sub on a contract, you can find and navigate to that sub in the Subcontracts area of your CARS dashboard.

If you want to see what happened when you were added as part of an amendment, go to the Amendment Subcontracts area of CARS to see what costs were added (or subtracted) as part of an amendment. We want you to be able to see all those individual components.

When you are invoicing, always start your invoice at the highest tier. In this instance, start at the subcontract. If you are a sub ($50k total amount), and are part of an amendment ($10k total amount), all those costs will get rolled into the subcontract invoice you are creating (in this example, you would invoice against a total of $60k).

If you were added as a sub only on an amendment, start your invoice at the earliest amendment that was created. If you on multiple amendments as a sub, all those costs will get rolled into one amount you invoice against.

Looking for a new update to CARS next week. The big thing will be the ability to see your subs invoices without you as the higher tier creating an invoice. Other search functionality will be included.

Here is the new invoice search screen that will be released soon.

Here is the new contract search screen that will be released soon.

A list of all firms in CARS is here.

A link to the CARS page where you can find the video tutorials is here.

overhead changes

The question that seems to be popping up the most this week has been the topic of overheads. For many firms we have new overhead rates that are affecting their previous invoices in CARS. Those old provisional rates have now been updated with the new rate, making the previous paid amount and the amount incurred costs not equal.

After you do your first invoice after this overhead change has occurred, you will be all trued up, as in, your costs incurred will equal the amount you have been paid.

If you have any questions about this, feel free to call me or go to this link to review answers from the Q&A session we held on June 23.

The link the firms in CARS is here.

The link to the CARS training videos is here.

all trained again

On June 30, we held a webinar to help all those new to CARS some introduction to the CARS application. We've been contacting firms based on the email address we have on record for them in CARS. If we don't have an email address, we're not able to reach you directly.

With that, I'm happy that word of mouth has been reaching some of the smaller firms to let them know about CARS.

If you know of a firm that needs some guidance in CARS, please have them email wisdotcars@dot.wi.gov to get some help in getting going with CARS.

The new CARS page does have a link to all the training videos and manual.

The list of firms in CARS is here.