Section 230.100  Statutory Authority

 

These rules are promulgated to implement the powers of the Comptroller under Section 21 of the State Comptroller Act (Ill. Rev. Stat., 1979, ch. 15, par. 221).

 

Section 230.101  Definition

 

The University Imprest System is a controlled program of transfers of state money to the various state colleges and universities as advances for the purpose of handling minor disbursements and other expenditures where economies and other benefits can be derived through prompt payment. All expenditures are made in accordance with the purposes specified in their appropriations. Disbursements from the various imprest accounts are made from time to time as needed through each university's checking account.

 

Section 230.102  Expenditures and Advances

 

Expenditures from imprest accounts will be posted against the various line item appropriations of the various state colleges and universities. Advances of like amounts will be transferred into the various imprest accounts by means of state warrants.

 

Section 230.103  Imprest Account Balance

 

The balance of imprest cash on hand plus the dollar amount reflected in supporting purchase documents at any one time must equal the total amount of imprest cash authorized for each account. The total aggregate amount for each imprest account may not exceed $200,000 for each campus of each eligible state college or university unless specifically increased by action of the Comptroller and Treasurer.

 

Section 230.104  Balance Increases

 

Any state university or college may request an increase in its imprest account balance by written application to the Comptroller. Such account balance may be increased to a level agreeable to the Comptroller and the Treasurer. Any such approval shall be in writing and shall be jointly signed by the Comptroller and the Treasurer. Any subsequent imprest account balance increase shall be accomplished in the same manner as the initial funding by the State Treasurer.

 

Section 230.105  System Initiation

 

The State Treasurer shall segregate $200,000 from the State's available cash balance for the initial funding of the imprest account of each state university or college campus. The Treasurer shall then deposit this amount in each of the banks approved by him for use in the University Imprest System.

 

Section 230.106  Custody

 

Each imprest account will be in the custody of a single person who shall be known as the Custodian. The Custodian may be any bonded employee other than the person(s) authorized to approve vouchers for payment. The Custodian shall be responsible at all times for the balance of the imprest account.

 

Section 230.107  Use of Funds

 

Imprest funds may not be used for local university purposes. Nor may such funds be commingled in any way with local funds.

 

Section 230.108  Monthly Reconciliation

 

A monthly reconciliation of the imprest account shall be prepared by the university or college and a copy submitted to the State Treasurer and the Comptroller as specified by the Procedures of the Comptroller.

 

Section 230.109  Individual Obligation of Expenditures

 

Contracts or agreements which are to be paid from the imprest account and entail expenditures of more than $5,000 in a fiscal year must be individually filed and obligated, utilizing the Contract Obligation Document (COD form). A miscellaneous blanket obligation may be used for prospective expenditures of $5,000 or less from the imprest account.

 

(Source:  Amended at 12 Ill. Reg. 22404, effective December 20, 1988)

 

Section 230.110  Amendment and Liquidation of Obligations

 

The general obligation rules of the Office of the Comptroller pertaining to amending and liquidating obligations shall apply to individual and blanket obligations established against the imprest account.

 

(Source:  Amended at 6 Ill. Reg. 5941, effective April 30, 1982)

 

Section 230.111  Authorization for Disbursements

 

Disbursements will be made by the Custodian when presented with an approved vendor's invoice or a State of Illinois Invoice-Voucher certified by the seller. A Comptroller approved "Request to Pay" requisition may be used in lieu of an invoice as authorization for the disbursement.

 

Section 230.112  Disbursement Limitations

 

Disbursements from the imprest account shall be limited to expenditures from specified state appropriated funds as permitted under the Procedures of the Comptroller. No disbursement shall be made by any university or college unless there has been a determination that an adequate balance exists in the appropriation line item account. No disbursements shall be made from the imprest account until the goods or services have been received or authorized except as provided in the Procedures of the Comptroller adopted pursuant to this Article.

 

Section 230.113  Transfers

 

Transfers of money to provide for subsequent advances will be based on disbursements from the imprest accounts. Transfers into the various imprest accounts shall be made on a periodic basis. The maximum amount of each periodic transfer shall be $200,000.

 

Section 230.114  Documentation for Transfers

 

A separate State of Illinois Invoice-Voucher shall be prepared by the university or college for each transfer to an appropriation line item account. The requirements for support documents as required by each line item shall be as set forth in the Procedures of the Comptroller adopted pursuant to this Article. Each State of Illinois Invoice-Voucher forwarded in support of an application for a transfer shall be prepared in accordance with the Procedures of the Comptroller for the preparation of State of Illinois Invoice-Vouchers.

 

Section 230.115  Adequate Balance Needed

 

No transfer will be authorized by the Office of the Comptroller unless the appropriate line item contains an adequate balance to support the transfer.

 

Section 230.116  Audits

 

The Comptroller and the Treasurer shall have the authority to periodically audit the various university imprest accounts.