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1 | AN ACT concerning finance.
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2 | Be it enacted by the People of the State of Illinois,
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3 | represented in the General Assembly:
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4 | Section 5. The State Finance Act is amended by changing | ||||||||||||||||||||||||
5 | Section 13.3 as follows:
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6 | (30 ILCS 105/13.3) (from Ch. 127, par. 149.3)
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7 | Sec. 13.3. Petty cash funds; purchasing cards.
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8 | (a) Any State agency may establish and maintain petty cash
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9 | funds for the purpose of making change, purchasing items of | ||||||||||||||||||||||||
10 | small cost,
payment of postage due, and for other nominal | ||||||||||||||||||||||||
11 | expenditures which cannot
be administered economically and | ||||||||||||||||||||||||
12 | efficiently through customary procurement
practices.
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13 | Petty cash funds may be established and maintained from | ||||||||||||||||||||||||
14 | moneys which
are appropriated to the agency for Contractual | ||||||||||||||||||||||||
15 | Services. In the case of
an agency which receives a single | ||||||||||||||||||||||||
16 | appropriation for its ordinary and
contingent expenses, the | ||||||||||||||||||||||||
17 | agency may establish a petty cash fund from the
appropriated | ||||||||||||||||||||||||
18 | funds.
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19 | Before the establishment of any petty cash fund, the agency | ||||||||||||||||||||||||
20 | shall
submit to the State Comptroller a survey of the need for | ||||||||||||||||||||||||
21 | the fund. The
survey shall also establish that sufficient | ||||||||||||||||||||||||
22 | internal accounting controls
exist. The Comptroller shall | ||||||||||||||||||||||||
23 | investigate such need and if he determines
that it exists and | ||||||||||||||||||||||||
24 | that adequate accounting controls exist, shall
approve the | ||||||||||||||||||||||||
25 | establishment of the fund. The Comptroller shall have the
power | ||||||||||||||||||||||||
26 | to revoke any approval previously made under this Section.
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27 | Petty cash funds established under this Section shall be | ||||||||||||||||||||||||
28 | operated and
maintained on the imprest system and no fund shall | ||||||||||||||||||||||||
29 | exceed $1,000, except : (i) that
the Secretary of State may | ||||||||||||||||||||||||
30 | maintain a fund of not exceeding $2,000 for each
Chicago Motor | ||||||||||||||||||||||||
31 | Vehicle Facility, each Springfield Public Service Facility, | ||||||||||||||||||||||||
32 | and
the Motor Vehicle Facilities in Champaign, Decatur, Marion, |
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1 | Naperville, Peoria,
Rockford, Granite City, Quincy, and | ||||||
2 | Carbondale, to be used solely for the
purpose of making change ; | ||||||
3 | and (ii) the Department of Revenue may maintain a fund not to | ||||||
4 | exceed $2,000 for each facility that accepts payment of taxes | ||||||
5 | and fees, to be uses solely for the purpose of making change . | ||||||
6 | Except for purchases made by procurement card as
provided in | ||||||
7 | subsection (b) of this Section, single transactions shall be
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8 | limited to amounts less
than $50, and all transactions | ||||||
9 | occurring in the fund shall be reported and
accounted for as | ||||||
10 | may be provided in the uniform accounting system developed by
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11 | the State Comptroller and the rules and regulations | ||||||
12 | implementing that
accounting system. All amounts in any such | ||||||
13 | fund of less than $1,000 but over
$100 shall be kept in a | ||||||
14 | checking account in a bank, or savings and loan
association or | ||||||
15 | trust company which is insured by the United States government
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16 | or any agency of the United States government, except that : (i)
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17 | in funds maintained
in Chicago Motor Vehicle Facilities, each | ||||||
18 | Springfield Public Service Facility,
and the Motor Vehicle | ||||||
19 | Facilities in Champaign, Decatur, Marion, Naperville,
Peoria, | ||||||
20 | Rockford, Granite City, Quincy, and Carbondale, all amounts in | ||||||
21 | the fund
may be retained on the premises of such facilities ; | ||||||
22 | and (ii) in funds maintained by the Department of Revenue as | ||||||
23 | authorized by this paragraph solely for the purpose of making | ||||||
24 | change at facilities that accept payment of taxes or fees, all | ||||||
25 | amounts in the fund may be retained on the premises of the | ||||||
26 | facilities .
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27 | No bank or savings and loan association shall receive | ||||||
28 | public funds as
permitted by this Section, unless it has | ||||||
29 | complied with the requirements
established pursuant to Section | ||||||
30 | 6 of "An Act relating to certain
investments of public funds by | ||||||
31 | public agencies", approved July 23, 1943, as
now or hereafter | ||||||
32 | amended.
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33 | An internal audit shall be performed of any petty cash fund | ||||||
34 | which
receives reimbursements of more than $5,000 in a fiscal | ||||||
35 | year.
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36 | Upon succession in the custodianship of any petty cash |
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1 | fund, both the
former and successor custodians shall sign a | ||||||
2 | statement, in triplicate,
showing the exact status of the fund | ||||||
3 | at the time of the transfer. The
original copy shall be kept on | ||||||
4 | file in the office wherein the fund
exists, and each signer | ||||||
5 | shall be entitled to retain one copy.
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6 | (b) The Comptroller may provide by rule for the use of | ||||||
7 | purchasing cards by
State agencies to pay for purchases that | ||||||
8 | otherwise may be paid out of the
agency's petty cash fund. Any | ||||||
9 | rule adopted hereunder shall impose a single
transaction limit, | ||||||
10 | which shall not be greater than $500.
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11 | The rules of the Comptroller may include but shall not be | ||||||
12 | limited to:
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13 | (1) standards for the issuance of purchasing cards to | ||||||
14 | State agencies
based upon the best interests of the State;
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15 | (2) procedures for recording purchasing card | ||||||
16 | transactions
within the State accounting system, which may | ||||||
17 | provide for summary reporting;
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18 | (3) procedures for auditing purchasing card | ||||||
19 | transactions on a
post-payment basis;
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20 | (4) standards for awarding contracts with a purchasing | ||||||
21 | card vendor to
acquire purchasing cards for use by State | ||||||
22 | agencies; and
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23 | (5) procedures for the Comptroller to charge against | ||||||
24 | State agency
appropriations for payment of purchasing card | ||||||
25 | expenditures without the
use of the voucher and warrant | ||||||
26 | system.
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27 | (c) As used in this Section, "State agency" means any | ||||||
28 | department,
officer, authority, public corporation, | ||||||
29 | quasi-public corporation,
commission, board, institution, | ||||||
30 | State college or university, or other
public agency created by | ||||||
31 | the State, other than units of local government
and school | ||||||
32 | districts.
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33 | (Source: P.A. 90-33, eff. 6-27-97; 91-704, eff. 7-1-00.)
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34 | Section 99. Effective date. This Act takes effect upon | ||||||
35 | becoming law.
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