Frequently Asked Questions about SPARC Preparing and Submitting Expenditure Reports Q1. When am I getting paid? A1. Contracts are paid according to contract terms. Please see the payment schedule. Q2. Where do I get the latest forms? A2. The latest forms for SPARC: Security Access to SPARC Portal DOA-6457: STAR Vendor Information DOA-6458 STAR Change of Vendor Name IRS W-9 Form All other entries are completed on Portal. Q3. Do I need to file paper copies of the SPARC expenditure reports? A3. No, paper copies of the electronic expenditure reporting forms are not required. Q4. What needs to be in the final report for a contract? A4.The final report must contain all the information included in the last month's report, modified for any changes from the original last month report. Do not submit just the changes from the original last report, as SPARC operates on a replacement basis and all the expenditures not reported on the final report will not be reimbursed. For example: The agency has two line codes, with the original amounts reported as $15,000 on LC 0832 and $10,000 on LC 0700. After the contract ended, but within the closeout time period specified, the agency finds another $2,000 which should have been reported on LC 0700 and there were no changes to LC 0832. On the final report, LC 0832 should be $15,000 and the amount on LC 0700 should be $12,000. Q5. What should I do if it's past the due date for filing my expenditure report? A5.If it's past the due date for filing your agency's report, payment will be made with the next regular payment batch. So, we recommend that you combine your expenses with those for the current month and report by the next due date. If you prefer to file separate reports, SPARC Portal will accept entries up to 90 days after the due date. For example: January's report will be excepted up until April 30th. However, payment will still be made with the next regularly scheduled payment batch. Note: If it is the final month of your contract, this advice does not apply and the closeout procedures must be followed. Q6. What should I do if I need to file several months' reports at once? A6.Combine data from the months in a single submission for the current reporting month. For example: It is April 2017 and Badger Agency discovers it needs to file reports for the first quarter of the year. In this case, Badger Agency should add together all its expenses for January through March, and submit them for processing in SPARC as a single submission dated 03 2017. Note: The only times you should not combine reports are: if a contract had ended for a code (see above regarding final reports), or if your program monitor has specifically asked you to submit separate reports. Reading SPARC Web Reports Q7. What reports does SPARC produce? A7. All SPARC reports are located on the SPARC web site and can be retrieved from there. An brief overview of key reports is available on the "Getting Started" page. If you have special needs, please contact DCFFinanceGrants@wisconsin.gov. Q8. When will the SPARC reports be posted to the web? A8. SPARC reports will be posted to the web each morning, updated with information processed the previous business day. Q9. How can I tell if SPARC has received my expense report? A9. The next business day after you submit your SPARC data, you can check that your information appears on the Expense Detail report on the SPARC website. Q10. What are the amounts being processed on the 9005 line? A10. Line Code 9005 is used to track Accounts Receivable (i.e., amounts due to the state). Accounts receivable typically result from correction(s) of previous submissions. In order to help agencies identify monthly expenditures while in a "due to state" status, SPARC monthly reports list your current expenditures as paid with an offsetting amount in code 9005 for the accounts receivable. All future payments will be netted against 9005 until the balance is eliminated. Q11. There seems to be something unusual about my report, what should I do? A11. Please go to the SPARC home page to see if there are any significant events reported, or contact DCFFinanceGrants@wisconsin.gov. We recommend you enter the SPARC web site through the home page all of the time so you have the most up to date information on SPARC. Additional Questions Q12. Whom can I contact with further questions? A12. Please go to DCFFinanceGrants@wisconsin.gov for further questions. DCF Grants is continually monitored by DCF SPARC accountants.