Section 8.2086  Filing with the Comptroller

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.