Bill Text: IL SB1614 | 2025-2026 | 104th General Assembly | Enrolled
Bill Title: Amends the State Finance Act. Provides that the Secretary of State may maintain a petty cash fund in excess of $1,000, solely for the purpose of making change, at any Secretary of State Motor Vehicle Facility. Provides that those funds may be retained on the premises of the facility.
Sponsorship: Partisan Bill (Democrat 5)
Status: (Passed) 2025-08-15 - Public Act . . . . . . . . . 104-0388 [SB1614 Detail]
Download: Illinois-2025-SB1614-Enrolled.html
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| 1 | AN ACT concerning finance.
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| 2 | Be it enacted by the People of the State of Illinois, | ||||||
| 3 | represented in the General Assembly:
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| 4 | Section 5. The State Finance Act is amended by changing | ||||||
| 5 | Section 13.3 as follows:
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| 6 | (30 ILCS 105/13.3) (from Ch. 127, par. 149.3) | ||||||
| 7 | Sec. 13.3. Petty cash funds; purchasing cards. | ||||||
| 8 | (a) Any State agency may establish and maintain petty cash | ||||||
| 9 | funds for the purpose of making change, purchasing items of | ||||||
| 10 | small cost, payment of postage due, and for other nominal | ||||||
| 11 | expenditures which cannot be administered economically and | ||||||
| 12 | efficiently through customary procurement practices. | ||||||
| 13 | Petty cash funds may be established and maintained from | ||||||
| 14 | moneys which are appropriated to the agency for Contractual | ||||||
| 15 | Services. In the case of an agency which receives a single | ||||||
| 16 | appropriation for its ordinary and contingent expenses, the | ||||||
| 17 | agency may establish a petty cash fund from the appropriated | ||||||
| 18 | funds. | ||||||
| 19 | Before the establishment of any petty cash fund, the | ||||||
| 20 | agency shall submit to the State Comptroller a survey of the | ||||||
| 21 | need for the fund. The survey shall also establish that | ||||||
| 22 | sufficient internal accounting controls exist. The Comptroller | ||||||
| 23 | shall investigate such need and if he determines that it | ||||||
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| 1 | exists and that adequate accounting controls exist, shall | ||||||
| 2 | approve the establishment of the fund. The Comptroller shall | ||||||
| 3 | have the power to revoke any approval previously made under | ||||||
| 4 | this Section. | ||||||
| 5 | Petty cash funds established under this Section shall be | ||||||
| 6 | operated and maintained on the imprest system and no fund | ||||||
| 7 | shall exceed $1,000, except that the Department of Revenue may | ||||||
| 8 | maintain a fund not exceeding $2,000 for each Department of | ||||||
| 9 | Revenue facility and the Secretary of State may maintain a | ||||||
| 10 | fund in excess of $1,000, solely for the purpose of making | ||||||
| 11 | change, at any Secretary of State Motor Vehicle Facility of | ||||||
| 12 | not exceeding $2,000 for each Chicago Motor Vehicle Facility, | ||||||
| 13 | each Springfield Public Service Facility, and the Motor | ||||||
| 14 | Vehicle Facilities in Champaign, Decatur, Marion, Naperville, | ||||||
| 15 | Peoria, Rockford, Granite City, Quincy, and Carbondale, to be | ||||||
| 16 | used solely for the purpose of making change. Except for | ||||||
| 17 | purchases made by procurement card as provided in subsection | ||||||
| 18 | (b) of this Section, single transactions shall be limited to | ||||||
| 19 | amounts less than $100, and all transactions occurring in the | ||||||
| 20 | fund shall be reported and accounted for as may be provided in | ||||||
| 21 | the uniform accounting system developed by the State | ||||||
| 22 | Comptroller and the rules and regulations implementing that | ||||||
| 23 | accounting system. All amounts in any such fund of less than | ||||||
| 24 | $1,000 but over $100 shall be kept in a checking account in a | ||||||
| 25 | bank, or savings and loan association or trust company which | ||||||
| 26 | is insured by the United States government or any agency of the | ||||||
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| 1 | United States government, except that all such in funds | ||||||
| 2 | maintained in a each Department of Revenue Facility or in a | ||||||
| 3 | Secretary of State Motor Vehicle Facility , Chicago Motor | ||||||
| 4 | Vehicle Facilities, each Springfield Public Service Facility, | ||||||
| 5 | and the Motor Vehicle Facilities in Champaign, Decatur, | ||||||
| 6 | Marion, Naperville, Peoria, Rockford, Granite City, Quincy, | ||||||
| 7 | and Carbondale, all amounts in the fund may be retained on the | ||||||
| 8 | premises of the facility such facilities. | ||||||
| 9 | No bank or savings and loan association shall receive | ||||||
| 10 | public funds as permitted by this Section, unless it has | ||||||
| 11 | complied with the requirements established pursuant to Section | ||||||
| 12 | 6 of "An Act relating to certain investments of public funds by | ||||||
| 13 | public agencies", approved July 23, 1943, as now or hereafter | ||||||
| 14 | amended. | ||||||
| 15 | An internal audit shall be performed of any petty cash | ||||||
| 16 | fund which receives reimbursements of more than $5,000 in a | ||||||
| 17 | fiscal year. | ||||||
| 18 | Upon succession in the custodianship of any petty cash | ||||||
| 19 | fund, both the former and successor custodians shall sign a | ||||||
| 20 | statement, in triplicate, showing the exact status of the fund | ||||||
| 21 | at the time of the transfer. The original copy shall be kept on | ||||||
| 22 | file in the office wherein the fund exists, and each signer | ||||||
| 23 | shall be entitled to retain one copy. | ||||||
| 24 | (b) The Comptroller may provide by rule for the use of | ||||||
| 25 | purchasing cards by State agencies to pay for purchases that | ||||||
| 26 | otherwise may be paid out of the agency's petty cash fund. Any | ||||||
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| 1 | rule adopted hereunder shall impose a single transaction | ||||||
| 2 | limit, which shall not be greater than $1,000. | ||||||
| 3 | The rules of the Comptroller may include but shall not be | ||||||
| 4 | limited to: | ||||||
| 5 | (1) standards for the issuance of purchasing cards to | ||||||
| 6 | State agencies based upon the best interests of the State; | ||||||
| 7 | (2) procedures for recording purchasing card | ||||||
| 8 | transactions within the State accounting system, which may | ||||||
| 9 | provide for summary reporting; | ||||||
| 10 | (3) procedures for auditing purchasing card | ||||||
| 11 | transactions on a post-payment basis; | ||||||
| 12 | (4) standards for awarding contracts with a purchasing | ||||||
| 13 | card vendor to acquire purchasing cards for use by State | ||||||
| 14 | agencies; and | ||||||
| 15 | (5) procedures for the Comptroller to charge against | ||||||
| 16 | State agency appropriations for payment of purchasing card | ||||||
| 17 | expenditures without the use of the voucher and warrant | ||||||
| 18 | system. | ||||||
| 19 | (c) As used in this Section, "State agency" means any | ||||||
| 20 | department, officer, authority, public corporation, | ||||||
| 21 | quasi-public corporation, commission, board, institution, | ||||||
| 22 | State college or university, or other public agency created by | ||||||
| 23 | the State, other than units of local government and school | ||||||
| 24 | districts. | ||||||
| 25 | (Source: P.A. 103-266, eff. 1-1-24.)
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| 26 | Section 99. Effective date. This Act takes effect upon | ||||||
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| 1 | becoming law. | ||||||