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90_HB0904enr 30 ILCS 105/13.3 from Ch. 127, par. 149.3 Amends the State Finance Act. Permits the State Comptroller to make rules authorizing the use by State agencies of purchasing cards for purchases otherwise made with petty cash funds. Effective immediately. LRB9003692MWpc HB0904 Enrolled LRB9003692MWpc 1 AN ACT to amend the State Finance Act by changing Section 2 13.3. 3 Be it enacted by the People of the State of Illinois, 4 represented in the General Assembly: 5 Section 5. The State Finance Act is amended by changing 6 Section 13.3 as follows: 7 (30 ILCS 105/13.3) (from Ch. 127, par. 149.3) 8 Sec. 13.3. Petty cash funds; purchasing cards. 9 (a) Any State agency may establish and maintain petty 10 cash funds for the purpose of making change, purchasing items 11 of small cost, payment of postage due, and for other nominal 12 expenditures which cannot be administered economically and 13 efficiently through customary procurement practices. 14 Petty cash funds may be established and maintained from 15 moneys which are appropriated to the agency for Contractual 16 Services. In the case of an agency which receives a single 17 appropriation for its ordinary and contingent expenses, the 18 agency may establish a petty cash fund from the appropriated 19 funds. 20 Before the establishment of any petty cash fund, the 21 agency shall submit to the State Comptroller a survey of the 22 need for the fund. The survey shall also establish that 23 sufficient internal accounting controls exist. The 24 Comptroller shall investigate such need and if he determines 25 that it exists and that adequate accounting controls exist, 26 shall approve the establishment of the fund. The Comptroller 27 shall have the power to revoke any approval previously made 28 under this Section. 29 Petty cash funds established under this Section shall be 30 operated and maintained on the imprest system and no fund 31 shall exceed $1,000, except that the Secretary of State may HB0904 Enrolled -2- LRB9003692MWpc 1 maintain a fund of not exceeding $2,000 for each Chicago 2 Motor Vehicle Facility, each Springfield Public Service 3 Facility, and the Motor Vehicle Facilities in Champaign, 4 Decatur, Marion, Naperville, Peoria, Rockford, Granite City, 5 Quincy, and Carbondale, to be used solely for the purpose of 6 making change. Single transactions shall be limited to 7 amounts less than $50 and all transactions occurring in the 8 fund shall be reported and accounted for as may be provided 9 in the uniform accounting system developed by the State 10 Comptroller and the rules and regulations implementing that 11 accounting system. All amounts in any such fund of less than 12 $1,000 but over $100 shall be kept in a checking account in a 13 bank, or savings and loan association or trust company which 14 is insured by the United States government or any agency of 15 the United States government, except that in funds maintained 16 in Chicago Motor Vehicle Facilities, each Springfield Public 17 Service Facility, and the Motor Vehicle Facilities in 18 Champaign, Decatur, Marion, Naperville, Peoria, Rockford, 19 Granite City, Quincy, and Carbondale, all amounts in the fund 20 may be retained on the premises of such facilities. 21 No bank or savings and loan association shall receive 22 public funds as permitted by this Section, unless it has 23 complied with the requirements established pursuant to 24 Section 6 of "An Act relating to certain investments of 25 public funds by public agencies", approved July 23, 1943, as 26 now or hereafter amended. 27 An internal audit shall be performed of any petty cash 28 fund which receives reimbursements of more than $5,000 in a 29 fiscal year. 30 Upon succession in the custodianship of any petty cash 31 fund, both the former and successor custodians shall sign a 32 statement, in triplicate, showing the exact status of the 33 fund at the time of the transfer. The original copy shall be 34 kept on file in the office wherein the fund exists, and each HB0904 Enrolled -3- LRB9003692MWpc 1 signer shall be entitled to retain one copy. 2 (b) The Comptroller may provide by rule for the use of 3 purchasing cards by State agencies to pay for purchases that 4 otherwise may be paid out of the agency's petty cash fund. 5 The rules of the Comptroller may include but shall not be 6 limited to: 7 (1) standards for the issuance of purchasing cards 8 to State agencies based upon the best interests of the 9 State; 10 (2) procedures for recording purchasing card 11 transactions within the State accounting system, which 12 may provide for summary reporting; 13 (3) procedures for auditing purchasing card 14 transactions on a post-payment basis; 15 (4) standards for awarding contracts with a 16 purchasing card vendor to acquire purchasing cards for 17 use by State agencies; and 18 (5) procedures for the Comptroller to charge 19 against State agency appropriations for payment of 20 purchasing card expenditures without the use of the 21 voucher and warrant system. 22 (c) As used in this Section, "State agency" means any 23 department, officer, authority, public corporation, 24 quasi-public corporation, commission, board, institution, 25 State college or university, or other public agency created 26 by the State, other than units of local government and school 27 districts. 28 (Source: P.A. 87-267; 87-1043; 87-1225; 87-1249; 88-45.) 29 Section 99. Effective date. This Act takes effect upon 30 becoming law.
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