Accounts Payable

The CORE website has numerous resources for payments made to vendors.  We also have the following instructions to help you to get started. 

DNR Payment Instructions-IN & GAX (03-24-17)

Document Approval Instructions Only

How to Create a GAX Document

How to Discard a GAX Document

How to Create an IN Document

Fixed Asset Tags and Instructions

The following are DNR AP Procedures:

ACCT-PROC-01 AP Procedures for IN Document

ACCT-PROC-02 AP Procedures for GAX Document

ACCT-PROC-03 AP Procedures for Travel Reimbursement - In State

ACCT-PROC-04 AP Procedures for Travel Reimbursement - Out of State

ACCT-PROC-05 AP Procedures for Miscellaneous Reimbursement

ACCt-PROC-06 Document Approval in CORE

Frequently Used Object Codes

For CPW: Frequently Used Object Codes - CPW

For other divisions: Frequently Used Object Code - Other Divisions 

Certificate of Exemption for State Sales-Use Tax - Dept of Natural Resources

DNR's W9

Controller Waiver Request Google Form for advance payment (< $10,000), water purchases, open account, etc. 

Internet Services and Tone Reimbursement Form

EFT Authorization Form

EFT setup change Process 012018

Affidavit Of Lost Warrant 

Warrant Cancellation Process

Warrant Cancellation Request Form 

Warrant Reissue Request Form 

If you have more questions, need clarification, or help with trouble shooting please contact your division's Financial Service Team or an Accounting Team member.  Please check the FAQ Vendor Payment page prior to reaching out.

How to quickly find vendor ID and address in CORE

Electronic Approval:

Due to COVID-19, many of us are working from home.  We are accepting two forms of electronic signatures as approval for invoice payment, employee travel reimbursement, and OneCard statements.  We are also accepting e-signature when receiving goods or services.  The two forms are:

1. Adobe PDF e-signature

2. Email approval from approver delegate, such as a supervisor or manager

A DATE must be accompanied with the electronic signature.  Please remember that the digital signature must be valid, meaning that only you can produce the signature.  Typing your name electronically is NOT a digital signature.  There are guides below to produce a valid electronic signature using Adobe PDF.  Please follow the instructions provided on the YouTube videos below on how to setup e-signature with Adobe Pro or Adobe Reader DC.  If you do not have a scanner at home, we recommend taking a picture of the paper invoice at home with your phone and uploading it to a computer.  From there, you can convert the JPEG file into a PDF using Adobe.  

• How to set up a signature in Adobe Pro.

• You may set up a digital signature in Adobe Acrobat Reader DC.  This can be downloaded for free.

• How to use your electronic signature if you have Adobe DC or when a signature block is not provided. 

• Instructions for Adobe Reader DC:

  1. Fill in spreadsheet

  2. Save to PDF

  3. Open PDF in Adobe Reader

  4. Click Tools then click Certificates

  5. On the menu bar click Digitally sign 

  6. Draw a box where you want your signature

  7. Pick your signature and enter password

  8. Save document

For email approval, it MUST be included as an attachment in the GAX or IN document in CORE, and MUST contain the following:

1. The vendor name or employee name if it is travel reimbursement

2. Total amount authorized for payment

If you have questions on how to save a Google email as a PDF, please refer to Google's help page.  After hitting the print button, you must "Save As PDF" to a secure the destination on your computer.