State of Illinois
90th General Assembly

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      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.
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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