[HISTORY: Adopted by the Township Committee of the Township of Deerfield 2-15-1984 by Ord. No. 1984-1 as Ch. 17 of the 1984 Code. Amendments noted where applicable.]
An orderly system shall be established for the purchasing of materials, supplies, contracts, etc., and a requisition and purchase order system shall be instituted within the Township of Deerfield.
No employee or official of the Township of Deerfield shall incur any liability on the part of the Township of Deerfield unless an expenditure shall have been properly authorized by a purchase order.
In cases of emergencies during off-hours, work may be authorized but a purchase order must be obtained on the next working day.
Unless otherwise provided in a state or local contract award and approved in accordance with § 25-5, in instances where numerous miscellaneous purchases are made from a particular vendor, a purchase order may be issued in an amount not to exceed $200 for a specific month. When purchases total $200, an additional purchase order may be issued in an amount not to exceed $100 for a specific month. A new purchase order must be issued for each month.
The Township Committee shall designate by resolution the person or persons who shall prepare and sign requisition requests for purchase orders. The Township Clerk or Deputy Municipal Clerk shall review all requisition requests as to conditions provided in the Public Contracts Law of the State of New Jersey and ordinances of the Township of Deerfield. The Township Clerk or Deputy Municipal Clerk shall sign for requisition approval, provided that the same appears in order.
The requisition and purchase order system shall be operated as follows:
The requisition request and purchase order shall be combined on one form.
The forms shall be prepared in quintuplicate.
The requisitions shall be prenumbered.
The requisitions shall be prepared, coded and signed by the properly designated person.
The requisitions shall be given to the persons named in § 25-5 herein for approval and forwarded to the Township Treasurer.
The Township Treasurer shall check the requisition with the budget appropriation and, if the balance is sufficient, authorize the purchase by signing the same and assigning a purchase order number, and he shall return the same to the office of the Township Clerk.
The purchase order shall be distributed as follows:
The original shall be the voucher.
The first copy shall be the purchase order and shall be delivered to the vendor along with the original.
The second copy shall be given to the department that is to receive the purchase. When the purchase is received, the second copy shall be returned to the office of the Township Treasurer along with the delivery ticket. If no delivery ticket is available, the person receiving the goods or services shall so signify in writing.
The third copy shall be retained by the Township Treasurer and filed in alphabetical order until payment is made. It will then be pulled and filed in alphabetical order in a paid file.
The fourth copy shall be retained by the person in charge of the department for his records.
The Treasury Department shall provide a current vendor and budget report to the office of the Township Clerk within five working days from the end of every month.
Any voucher containing or having attached thereto a properly signed claimant's certification may be approved by the Township Committee for payment. The Treasurer shall then certify that the appropriate funds are available. Upon certification, payment will be processed in accordance with the above procedures. The Treasurer shall then cause such payment to be reflected on the budget and the vendor's monthly reports. This section is provided only for those instances where the governing body desires to process a due and payable claim without requiring the procedures contained herein.
The office of the Township Treasurer shall administer a petty cash fund of $100. Disbursements from this fund are only to be made upon presentment of a voucher signed by an authorized department head or subcommittee chairman stating the amount disbursed and a description of the item(s) purchased and the name of the vendor. No department head or subcommittee chairman may obtain more than $25 for any one voucher. The fund shall be reimbursed upon approval of such vouchers by a majority of the Township Committee.