Illinois Administrative Code › Title 44 - GOVERNMENT CONTRACTS, GRANTMAKING, PROCUREMENT AND PROPERTY MANAGEMENT › Part 8 - CHIEF PROCUREMENT OFFICER FOR THE CAPITAL DEVELOPMENT BOARD › Subpart K - PROCUREMENT FILES › Section 8.2086 - Filing with the Comptroller

Current through Register Vol. 48, No. 28, July 12, 2024
a)
				Filing with Comptroller
Whenever a grant, defined pursuant to accounting standards
				  established by the State Comptroller, or a contract liability, except for
				  contracts paid for from personal services or contracts between the State and
				  its employees to defer compensation in accordance with Article 24 of the
				  Illinois Pension Code, exceeding $20,000 is incurred by any State agency, a
				  copy of the contract, purchase order, grant or lease shall be filed with the
				  Comptroller within 30 days thereafter. That filing shall, to the extent
				  required by Section 20-80 of the Code, be done electronically in accordance
				  with requirements of the State Comptroller. For each State contract for goods,
				  supplies, or services awarded on or after July 1, 2010, the contracting agency
				  shall provide the applicable rate and unit of measurement of the goods,
				  supplies, or services on the contract obligation document as required by the
				  Comptroller. Any cancellation or modification to any such contract liability
				  shall be filed with the Comptroller within 30 days after its execution.
				  [30 ILCS
				  500/20-80(b) ]
b) Late Filing Affidavits
When a contract, purchase order, grant or lease required to
				  be filed by this Section has not been filed within 30 days after execution, the
				  Comptroller shall refuse to issue a warrant for payment thereunder until the
				  agency files with the Comptroller the contract, purchase order, grant or lease
				  and an affidavit, signed by the chief executive offer of the agency or his or
				  her designee, setting forth an explanation of why the contract liability was
				  not filed within 30 days after the execution. A copy of this affidavit shall be
				  filed with the Auditor General and the CPO. [30 ILCS
				  500/20-80(c) ]
c) Timely Execution of Contracts
1) No voucher shall be submitted to the
				Comptroller for a warrant to be drawn for the payment of money from the State
				Treasury or from other funds held by the State Treasurer on account of any
				contract unless the contract is reduced to writing before the services are
				performed and filed with the Comptroller. Vendors shall not be paid for any
				goods that were received or services that were rendered before the contract was
				reduced to writing and signed by all necessary parties. These prohibitions do
				not apply to an emergency purchase if notice of the emergency purchase is filed
				with the PPB and published in the Bulletin as required by the Code and this
				Part. [30 ILCS
				500/20-80(d) ]
2) The Comptroller and Treasurer may waive
				the requirement of this subsection (c) upon request of the CPO if the CPO
				submits to them a written statement setting forth the circumstances and reasons
				why the contract could not be reduced to writing before the supplies were
				received or services performed. The CPO will submit a waiver request only upon
				a request of the CDB that is supported by written justification that will fully
				apprise the CPO as well as the Comptroller and Treasurer of the circumstances
				and reasons the contract could not be reduced to writing in a timely manner. If
				the CPO agrees that the contract could not have been timely reduced to writing,
				the CPO will request the waiver from the Comptroller and Treasurer.