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CORe Expenditure Report Procedures

General Reminders
Expenditure Report Forms
1. Report Header Information
2. Number Formats
Emailing the Report
Summary of CORe Contract Terms

If you have questions about these instructions or difficulties using any of the expenditure report forms, please contact a member of the CORe team.

General

In order to receive funds from DWD, an agency must have a valid contract and submit the appropriate CORe expenditure report.
Counties must file additional required reports in order to receive their W-2 and related programs payment.
If your agency is receiving a DWD/DCF grant for the first time, or if your banking information has changed, it is necessary to submit an ACH set-up form in order to receive payments.

Expenditure Report Forms

Only use the latest version of the CORe expenditure report forms.
Do not add or delete any lines to the reports or change the format (i.e. change the size of the cell).
The CORe system can only upload the first worksheet tab from an Excel file; do not add extra tabs to the file you submit.

Your form will not properly upload into CORe if data is entered in incorrect cells. DWD will return the report to the agency to revise. It is the responsibility of the agency to quickly revise the form and resubmit the form to DWD, or payment may be delayed.

Header Information

In order for CORe to upload your report, accurate information must be entered in the highlighted cells:

Row	Col A	Col B	Col C	Col D	Col E	Col F
5	Agency Name	Agency Contact Name				Phone Number
6	Badger County	Bucky Badger				608-999-9999
7	CORe Agency Number (2 digits, not your FEIN)					Email
8	99					bbadger@nospam.edu
9	FINAL REPORT: (Type YES or NO in cell A10)	Reporting		Month	Year	Fax
10	No	Period		05	2007	608-999-9990

Please verify the following items on your report form's header:

County/agency name listed in cell A6.
2-character CORe Agency Code entered in cell A8 (e.g., 01, 09, 56, L1, RA, etc.). See agency code listing for your specific code.
Indicate if the report is Final (yes or no) in cell A10.
The Month in cell D10 (Quarter for Employee Count report) must be numeric (e.g., 1, 10, etc.).
The Year in cell E10 must be 4-digits (2007 not 07).
List contact information for the individual who will be able to answer detailed questions on this report. Please include email address.

Number Formats

Enter current expenditures/head count in Column F in the highlighted cells.
All dollar amounts and employee counts entered must include 2 decimals (e.g., 255.54)

Most line codes are reported as positive numbers. If you are reporting any collection of fees or interest received, please report as negative numbers. These collections would reduce your state reimbursement.

See the CORe code descriptions for information on allowable costs.

Emailing Reports

Before emailing your form to DWD, review your report and ensure your data is accurate.
The file name and the email subject line must be labeled as follows:
[2-digit Agency Code] [Agency Name] [Report Name] [Month] [Year]. For example:
- R5 Jewish Family Ser REFU 03 2008
- 8B Maximus W2 01 2008
- 13 Dane Shared 01 2008
- For WIA & related programs, include the week number, e.g.: AD Bay Area WIA Wk1 06 2008
Also see suggested program prefixes below.
Send only one worksheet per spreadsheet file. The CORe system cannot read multiple tabs in an Excel file.
Only include one report in your email. While in the Excel expenditure report, you may click on File, Send To, Mail Recipient (as Attachment), and enter the appropriate email address.
Email report to the DWD FinGrants address, as listed at the bottom of the report form.

By emailing your completed report to DWD you are certifying that the expenditures identified in the report for federal and state reimbursement are true and correct in the amounts stated, have not been reimbursed previously and represent actual and necessary costs of administering provisions of the contract.

Summary of CORe Contract Terms

Suggested email prefixes and summary of special contract terms (subject to change as new contracts are issued):
Program	Suggested Email Prefix	Special Contract Terms	Due Dates & Payments
Child Care	CC		See the CORe payment schedule for Due Dates and ACH Deposit Dates. For actual payments made, see the Bank Deposits Reconciliation.
Child Support	CS
W-2 and Related Programs	W2	2 Prepayments on contracts
Shared Cost Report	Shared	Counties must submit to receive W2 reimbursement. Due with monthly expenditure report.
Employee Count Report	Count or EC	Counties must submit to receive W2 reimbursement. Due quarterly.
Tribes	Tribe	May opt to have 2 Prepayments on contract
Domestic Violence	DV	May opt to have one 15% prepayment on contract
Refugee	REFU	10% Prepayment on contracts
Runaway Services	RS
WIA (weekly)	WIA
Youth Apprenticeship	YA

Updated November 11, 2009
Division of Administrative Services
Content Contact: DWD CORe Team


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