The purpose of this chapter is:
A. To establish a procedure to be followed by all officials
and authorized employees of the Township of Hampton.
B. To establish an encumbering system and submit status
reports when requested.
As used in this chapter, the following terms shall have the meanings
indicated:
BLANKET PURCHASE ORDER
A purchase order for goods or services to be delivered or provided
at periodic intervals in cases where more favorable terms can be obtained
by entering into such an arrangement with a given customer or vendor (individual
purchases not to exceed $1,000).
CHIEF FINANCIAL OFFICER/TREASURER/ASSISTANT TREASURER
A person designated by the Township Committee who is responsible
for certain financial duties as directed by the Township Committee; also,
an employee designated by the Township Committee to handle payment of claims,
issue purchase orders and operate the encumbering system.
CLAIMS
Invoices, bills or vouchers of other persons seeking payment for
materials supplied or services rendered to the Township of Hampton.
CONFIRMING PURCHASE ORDER
A purchase order originated subsequent to the selection or delivery
of goods and services in cases where a purchase order in advance could not
be obtained due to emergent need.
DEPARTMENT HEAD
An employee of the Township of Hampton designated by the Township
Committee by resolution as being in charge of a department.
ENCUMBERING
The charging of other expense appropriations and ordinances when
purchase orders are issued and the charging of salary appropriations at January
1 of each year.
PURCHASE ORDER
A document authorizing a vendor or other person to furnish goods
or services to the Township of Hampton and setting forth details as to quantity,
type, condition, price and terms of sale, etc.
RECEIVING REPORT
A written record, usually submitted by a vendor or transportation
company, itemizing materials or services furnished to the Township of Hampton
which, when signed and dated by a duly authorized employee of Hampton Township,
constitutes evidence of the receipt of goods or services.
All vendors should be notified, in writing, that the township will not
honor any purchase without a purchase order. Township employees and officials
should be put on notice that they will be personally liable for any orders
placed without proper approvals.