Section 340.100  Definitions

 

"Administrative fee" is the fee the State Comptroller is required to collect from qualifying contracts under Section 23.9 of the State Comptroller Act [15 ILCS 405].

 

"Code" is the Illinois Procurement Code [30 ILCS 500].

 

"Qualifying contract" is a contract of $1,000 or more, filed with the State Comptroller, that was procured according to Section 20-10, 20-15, 20-25 or 20-30 of the Code. Qualifying contracts include, but are not limited to:

 

competitive sealed bids, sole source procurements, and emergency purchases of supplies and services awarded under Sections 20-10, 20-25 and 20-30 of the Code; and

 

competitive sealed bids, sole source procurements, and emergency purchases of construction and construction-related professional services awarded under Sections 20-10, 20-25 and 20-30 of the Code.

 

"SAMS" is the Statewide Accounting Management System that reflects the Comptroller's Uniform Accounting principles and procedures (see 74 Ill. Adm. Code 245).

 

"SAMS Procedures" are the procedures contained in the State Comptroller's Statewide Accounting Management System (SAMS) Manual.

 

"State Comptroller" is the Illinois Office of the Comptroller.

 

"Vendor" is any bidder or offeror awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Code.

 

Section 340.200  Filing of Contracts; Fees

 

a)         An administrative fee of $15 shall be collected from all qualifying contracts required to be filed with the State Comptroller under SAMS Procedure 15.10.40, or as otherwise prescribed by law.

 

b)         A contract is considered filed when the filing requirements contained in SAMS Procedure 15.10.40 have been met.

 

Section 340.300  Administrative Fee

 

a)         The State Comptroller shall collect the administrative fee from the first warrant issued under a qualifying contract from which collection is technically and administratively feasible.

 

b)         If collection is infeasible from any particular warrant, the administrative fee shall subsequently be collected from the first warrant issued under the qualifying contract for which collection is feasible.  Circumstances of infeasibility include:

 

1)         temporary limitations on the State Comptroller's operating capability, including, but not limited to, limitations of system designs, maintenance and upgrades; or

 

2)         the amount payable on the warrant, prior to collection of the administrative fee, is less than $25.

 

c)         If any vendor awarded a qualifying contract determines that the collection of the administrative fee from the first or subsequent warrant issued under that qualifying contract will place an undue hardship on the accounting practices of that vendor, the vendor may petition the State Comptroller, in writing, to be billed separately for the $15 administrative fee.