Accounting FAQs

What is DNR's Tax Exempt ID #?

        98-17835

What is DNR's FEIN?

        84-0644739

What is DNR's Fuel Tax Exempt ID?

        01619672 (no expiration date)

What is DNR's UEI?

        SXLMSPNKDSJ8

What is required if I want to trade-in/dispose of an asset?

You will need to fill out a Fixed Asset Disposal Form and have it approved by CCI (see Accounting Forms button).  Then email a copy of the form to the EDO Accounting Technician (see Contact Us button).  If Federal funds were used to purchase the asset, you will need to contact EDO Accounting prior to approval. 

What if I am transferring an asset to a new custodian?

You will need to fill out a Fixed Asset Transfer Form and email it to the EDO Accounting Technician.

What if the Capital Asset Tag is not on the asset anymore?

Please email the EDO Accounting Technician with as much information about the asset as possible (i.e. serial number, date of purchase, make and model, etc.).  A new Fixed Asset Tag will be assigned and mailed to you.

What do I do now that I have an approved grant award from the Federal Government?

In order to spend your grant award, it must first be set up in the state accounting system CORE.  This will give you the additional spending authority for the amount of your grant award.  Complete a Grant Setup/Modification Sheet (GSM) formerly known as “Blue Sheet.”  Forward the GSM and a copy of your grant award document to the DNR Grant Section.  On the GSM you can decide what grant budget line (Program) codes and Appropriation codes to use and what budget amounts should be tied to each Major Program.  You should ask for assistance from your division’s Budget or Accounting staff.  The DNR Grants Team will use this information to establish your grant in CORE and request spending authority from the Office of the State Controller.  Once the grant accounting is set up, we will send you a signed copy of the GSM.  This is your notification that the grant is Active and you can begin spending.

How long does it take to set up my grant?

A grant is normally set up within 5 days of receipt in the DNR Grants Section.

How do I receive my grant money so I can spend it?

You do not receive your grant money before you start spending.  The State of Colorado works on a reimbursement basis with the Federal Government.  This means that we do not bill the Federal Government until after we have valid expenditures.  The State allows us to establish spending authority based on the award document and we request reimbursement once there is grant activity.  We generally invoice the Federal Government monthly or quarterly depending upon the terms of the award.  We may also do cash draws against our Federal accounts to cover expense.  If funds are from another state agency or non-federal entity, refer to the award for information on how and when funds will be received.

What vendor invoice number format should I use for Miscellaneous and Travel Expense Reimbursements?

Please see the departmental guide for GAX/IN procedures to determine the proper format.

What if a vendor says they have not received payment?

Please confirm the check has not been cashed and then an Affidavit of Lost Warrant form must be filled out.  Next, fill out either a Warrant Cancellation or Warrant Re-issue form.  Finally, email a copy of the Affidavit and Warrant Cancellation/Re-issue form to the EDO Accounting Technician. 

How do I add a new vendor to CORE for payment?

Please email a recently completed and signed copy of the vendor's W-9 to the EDO Accounting Technician.

What if a vendor payment was intercepted?

Please have the vendor notify the Intercept Contact on the INTAQ page in CORE.

What if a vendor I have used before is discontinued or is on hold?

Please email a recently completed and signed copy of the vendor's W-9 to the EDO Accounting Technician.

What is required to update a vendor's address?

Please email either a recently completed and signed copy of the vendor's W-9 or an invoice showing the new address to the EDO Accounting Technician. 

What if I lost a receipt for my reimbursement?

Please have a Missing/Lost Receipt form filled out.