[HISTORY: Adopted by the Mayor and Council of the Borough of Hamburg 7-1-1985.
Amendments noted where applicable.]
The Chief Financial Officer, in consultation with the Chair of the Borough
Finance Committee, is hereby authorized to promulgate and establish from time
to time procedures and regulations for the preparation and use of purchase
orders and for the payment of bills; provided however that any and all such
procedures or regulations shall not become effective until approved by a resolution
of the Mayor and Council.
Until amended or supplemented, the procedures and regulations for the
purchase of orders and payment of bills shall be as set forth in Schedule
A annexed hereto and made a part hereof.
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Schedule A
Rules for Purchasing Orders, Billing and Payment
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I.
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Purchase orders and/or vouchers shall be preprinted with original and
three copies.
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1.
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Original: vendor's copy.
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2.
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Voucher.
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3.
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Treasurer's copy.
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4.
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Department copy.
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II
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All copies must be accounted for when requesting the original purchase.
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The voucher (No. 2) shall be forwarded to the Finance Chair, prior to
payment for approval.
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III.
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1.
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The person originating the purchase shall prepare all copies legibly,
with the name of the supplier, description of item or service, budget code
number, date of delivery, requested terms and amount.
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2.
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If a firm price is not available, a realistic estimate shall be filed.
In the case of repairs, a vendor shall not proceed without price approval.
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3.
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All purchase orders shall be returned to the Treasurer for review except
for original which shall be kept by the person originating the order. The
Treasurer shall forward all vouchers to the Finance Committee that have been
reviewed.
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4.
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If ordered material or services are not received in a reasonable time,
the department head shall notify the Treasurer.
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5.
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The Treasurer shall keep an encumbrance file and forward copies to the
Council and appropriate department heads monthly.
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6.
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The Treasurer shall keep purchase orders (copies 2 and 3) in a numerical
and alphabetical file, respectively.
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7.
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No voucher shall be paid without prior approval of purchase order, unless
declared an emergency, in accordance with health and safety provisions of
the municipality.
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8.
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Any voucher received by Finance Committee after the time of limitations
for review, shall be entered on the unapproved list for review by Mayor and
Council. Any voucher on the unapproved list shall require a resolution duly
adopted to place said bill on the approved list for Council approval of payment.
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9.
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If the money is not available, the purchase order shall be withheld
by the Treasurer and reviewed by the Finance Committee for disposition by
the Mayor and Council.
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10.
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The Treasurer shall certify that each bill is in order and is mathematically
correct and that funds are available.
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11.
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All billing forms shall be available for the Finance Committee during
regular working hours.
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12.
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The Finance Committee shall approve all vouchers to be paid. Two members
of the Finance Committee shall approve each voucher by affixing their signature.
The Finance Committee shall inspect all vouchers prior to approval.
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13.
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The Treasurer shall prepare a bill list with the bill number, vendor's
name, brief description of goods or service and amount. The Treasurer shall
supply copies of the voucher list to the Finance Committee, Mayor, Borough
Clerk and post one for the public prior to their approval.
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14.
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The Mayor, Clerk and Treasurer shall sign all checks approved by the
Council, determining if the checks being signed matches the voucher list.
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15.
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No voucher or purchase order shall be removed from the orderly process
prescribed by this section.
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16.
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No voucher or purchase order or its copies, once received by the Treasurer,
shall be removed from Treasurer's office except for the orderly process
of this section.
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17.
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The Treasurer shall prepare a separate list of vouchers authorized to
be withheld from payment, stating reasons said vouchers are being withheld
and forward copies to Mayor and Council to be reviewed.
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18.
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A resolution shall be duly adopted by roll call vote, at the regular
or special meeting of the Mayor and Council approving the bills to be paid.
The resolution shall indicate any bills to be withheld from payment with instructions
to the Treasurer for such withdrawal.
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19.
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All checks shall be promptly signed by the Mayor, Treasurer and Clerk.
Such checks shall be mailed the next regular working day to the vendors by
the Treasurer's office.
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20.
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The next regular working day following the meeting, the Borough Clerk
shall present to the Borough Treasurer a copy of the voucher list certifying
approval and indicating any bills withdrawn and reason for such action.
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21.
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Upon receipt of the approved voucher list the bookkeeper shall make
proper entries in the cash disbursement books and also enter in the commitment
ledger on the line of entry of each order the date paid and check number.
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22.
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At least quarterly the Borough Treasurer shall prepare a statement of
statutory budget and ordinance appropriations setting forth the amount appropriated,
disbursed to date, unpaid orders and the resulting uncommitted balance.
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23.
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All vouchers shall be submitted to the Treasurer's office no later
than one week prior to the next regular Council meeting and submitted to the
Finance Committee to review for the first meeting of the month, then to the
Mayor and Council for final approval.
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24.
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Plain white vouchers shall be used for professional fees, petty cash,
travel expense and postage.
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