Public Act 90-0033 of the 90th General Assembly
Public Act 90-0033
HB0904 Enrolled LRB9003692MWpc
AN ACT to amend the State Finance Act by changing Section
13.3.
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
funds.
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
State;
(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
districts.
(Source: P.A. 87-267; 87-1043; 87-1225; 87-1249; 88-45.)
Section 99. Effective date. This Act takes effect upon
becoming law.