Current through Register Vol. 48, No. 38, September 20, 2024
a)
Filing with Comptroller
1)
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[ 40 ILCS 5 ], exceeding $20,000 is
incurred by any university, a copy of the contract, purchase
order, grant or lease shall be filed with the Comptroller within 30 calendar
days thereafter. [
30 ILCS
500/20-80(b)]
2)
For each State contract for goods,
supplies or services awarded on or after July 1, 2010, the contracting
university 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. [
30 ILCS
500/20-80(b)]
3)
Any cancellation or modification
to any such contract liability shall be filed with the Comptroller within 30
calendar days after its execution. [
30 ILCS
500/20-80(b)]
4) A contract filed with the Comptroller
shall identify the method of source selection.
b)
Late Filing Affidavits
When a contract, purchase order, grant or lease
required to be filedwith the Comptrollerby this Section has
not been filed within 30 calendar days after execution, the Comptroller shall
refuse to issue a warrant for payment thereunder until the university files
must file with the Comptroller the contract, purchase order, grant or lease and
an affidavit, signed by the chief executive officer of the agency or his or her
a designee, setting forth an explanation of why the contract liability was not
filed within 30 calendar days after execution. A copy of this affidavit shall
be filed with the Auditor General and the CPO-HE. [
30 ILCS
500/20-80(c)]
c)
Timely Execution of
Contracts
1) Except as otherwise
provided by law, 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. Contractors shall not be paid for any supplies that were
received or services that were rendered before the contract was reduced to
writing and signed by all the necessary parties. [
30 ILCS
500/20-80(d)]
2) Upon written request of the university and
with justification required by the CPO-HE, the CPO-HE may request an
exception toSection 20-80(d)of the Codeby submitting a written
statement to the Comptroller and Treasurer setting forth the circumstances and
reasons why the contract could not be reduced to writing before the supplies
were received or services were performed. A waiver ofSection 20-80(d)
of the Codemust be approved by the Comptroller and Treasurer. Section
20-80 of the Code does not apply to emergency purchases if notice of the
emergency purchase is filed with the PPB and published in the
Bulletin as required by the Code. [
30 ILCS
500/20-80(d)]
3) Regardless of the source of funds,
contracts or change orders shall be reduced to writing before supplies are
received or services are rendered. If supplies are received or services are
performed prior to execution of a contract or change order, a written statement
setting forth the circumstances and reasons why the contract or change order
could not be reduced to writing before the supplies were received or the
services were performed shall be maintained in the procurement file.
