Public Act 90-0033 of the 90th General Assembly

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Public Act 90-0033

HB0904 Enrolled                                LRB9003692MWpc

    AN ACT to amend the State Finance Act by changing Section

    Be it enacted by the People of  the  State  of  Illinois,
represented in the General Assembly:

    Section  5.  The State Finance Act is amended by changing
Section 13.3 as follows:

    (30 ILCS 105/13.3) (from Ch. 127, par. 149.3)
    Sec. 13.3.  Petty cash funds; purchasing cards.
    (a)  Any State agency may establish  and  maintain  petty
cash funds for the purpose of making change, purchasing items
of  small cost, payment of postage due, and for other nominal
expenditures which cannot be  administered  economically  and
efficiently through customary procurement practices.
    Petty  cash  funds may be established and maintained from
moneys which are appropriated to the agency  for  Contractual
Services.   In  the case of an agency which receives a single
appropriation for its ordinary and contingent  expenses,  the
agency  may establish a petty cash fund from the appropriated
    Before the establishment of  any  petty  cash  fund,  the
agency  shall submit to the State Comptroller a survey of the
need for the fund.  The  survey  shall  also  establish  that
sufficient    internal   accounting   controls   exist.   The
Comptroller shall investigate such need and if he  determines
that  it  exists and that adequate accounting controls exist,
shall approve the establishment of the fund.  The Comptroller
shall have the power to revoke any approval  previously  made
under this Section.
    Petty  cash funds established under this Section shall be
operated and maintained on the imprest  system  and  no  fund
shall  exceed  $1,000, except that the Secretary of State may
maintain a fund of not  exceeding  $2,000  for  each  Chicago
Motor  Vehicle  Facility,  each  Springfield  Public  Service
Facility,  and  the  Motor  Vehicle  Facilities in Champaign,
Decatur, Marion, Naperville, Peoria, Rockford,  Granite City,
Quincy, and Carbondale, to be used solely for the purpose  of
making  change.  Single  transactions  shall  be  limited  to
amounts  less  than $50 and all transactions occurring in the
fund shall be reported and accounted for as may  be  provided
in  the  uniform  accounting  system  developed  by the State
Comptroller and the rules and regulations  implementing  that
accounting system.  All amounts in any such fund of less than
$1,000 but over $100 shall be kept in a checking account in a
bank,  or savings and loan association or trust company which
is insured by the United States government or any  agency  of
the United States government, except that in funds maintained
in  Chicago Motor Vehicle Facilities, each Springfield Public
Service  Facility,  and  the  Motor  Vehicle  Facilities   in
Champaign,  Decatur,  Marion,  Naperville,  Peoria, Rockford,
Granite City, Quincy, and Carbondale, all amounts in the fund
may be retained on the premises of such facilities.
    No bank or savings and  loan  association  shall  receive
public  funds  as  permitted  by  this Section, unless it has
complied  with  the  requirements  established  pursuant   to
Section  6  of  "An  Act  relating  to certain investments of
public funds by public agencies", approved July 23, 1943,  as
now or hereafter amended.
    An  internal  audit  shall be performed of any petty cash
fund which receives reimbursements of more than $5,000  in  a
fiscal year.
    Upon  succession  in  the custodianship of any petty cash
fund, both the former and successor custodians shall  sign  a
statement,  in  triplicate,  showing  the exact status of the
fund at the time of the transfer.  The original copy shall be
kept on file in the office wherein the fund exists, and  each
signer shall be entitled to retain one copy.
    (b)  The  Comptroller  may provide by rule for the use of
purchasing cards by State agencies to pay for purchases  that
otherwise may be paid out of the agency's petty cash fund.
    The rules of the Comptroller may include but shall not be
limited to:
         (1)  standards  for the issuance of purchasing cards
    to State agencies based upon the best  interests  of  the
         (2)  procedures   for   recording   purchasing  card
    transactions within the State  accounting  system,  which
    may provide for summary reporting;
         (3)  procedures   for   auditing   purchasing   card
    transactions on a post-payment basis;
         (4)  standards   for   awarding   contracts  with  a
    purchasing card vendor to acquire  purchasing  cards  for
    use by State agencies; and
         (5)  procedures   for   the  Comptroller  to  charge
    against  State  agency  appropriations  for  payment   of
    purchasing  card  expenditures  without  the  use  of the
    voucher and warrant system.
    (c)  As used in this Section, "State  agency"  means  any
department,    officer,    authority,   public   corporation,
quasi-public  corporation,  commission,  board,  institution,
State college or university, or other public  agency  created
by the State, other than units of local government and school
(Source: P.A. 87-267; 87-1043; 87-1225; 87-1249; 88-45.)

    Section  99.  Effective date.  This Act takes effect upon
becoming law.

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