[HISTORY: Adopted by the Township Committee
of the Township of Hamilton 12-17-2001 by Ord. No. 1419-2001. Amendments
noted where applicable.]
A.
A purchase requisition shall be prepared and computer
generated by the department head (or designee). The purchase requisition
shall be forwarded to the Purchasing Agent.
B.
State bid threshold.
[Amended 9-8-2009 by Ord. No. 1660-2009]
(1)
The Township will maintain three levels of approval
to ensure proper internal controls and accountability for all purchases
under the state bid threshold (set by N.J.S.A. 40A:11-1 et seq.).
Level One will be approval by the department head; second approval
will be by the Chief Financial Officer (CFO) or Purchasing Agent to
ensure compliance with the Local Public Contracts Law (N.J.S.A. 40A:111
et seq.), ensure sufficient funds are available and all other applicable
Township policies and procedures are met. The third and final approval
for all purchases below the state bid threshold shall be the Township
Administrator (or his designee). Upon receiving (third) approval,
the Purchasing Agent will prepare a purchase order, encumber the funds
and deduct same from the available balance of the appropriate item.
(2)
All purchases above the state bid threshold shall
be approved by the governing body by resolution.
C.
The Purchasing Agent shall sign the purchase order
and return it to the department head for distribution as follows.
A copy will be forwarded to the vendor which shall be signed and returned
by the vendor with an invoice requesting payment from the Township.
[Amended 9-8-2009 by Ord. No. 1660-2009]
D.
At the time an order is received, the department head
or his or her designated representative shall sign the receiver certification
section of the purchase order (copy one) to indicate that the quantity
and quality of the commodity received complies with the specifications
and/or scope of work. The department head shall then return the purchase
order (copy one) to the Chief Financial Officer with the invoice and
request for purchase which will constitute the payment request.
E.
On the first and third Monday of each month, a bill
list shall be presented to the Township Committee for final approval.
The Chief Financial Officer shall issue payment in the form of a check,
which requires two signatures: the Township Clerk and Chief Financial
Officer.
[Amended 9-8-2009 by Ord. No. 1660-2009]
F.
Only the Purchasing Agent, Township Administrator,
or Chief Financial Officer shall have the authority to expend Township
funds via the above procedure. No other employee of the Township shall
incur any liability on the part of the Township absent proper authorization
as set forth in this chapter. Any liability incurred by an employee
without proper authorization in accordance with the terms set forth
herein will become the personal liability of that employee and not
the Township's.
An emergency purchase shall be authorized only
when circumstances require the immediate purchase or delivery of goods
and services to meet an actual emergency. An emergency is defined
by statute as "affecting the public health, safety or welfare that
requires immediate delivery of the article or the performance of the
services." See N.J.S.A. 40A:11-6. The department requesting the emergency
purchase shall contact the Purchasing Agent (in the absence of the
Purchasing Agent, the Chief Financial Officer or Township Administrator)
to request approval. No emergency purchase shall be made without the
approval of the Purchasing Agent or the Chief Financial Officer or
the Township Administrator. On the next working day following the
emergency request the department head shall submit a written request
to the Purchasing Agent (or Chief Financial Officer) and Township
Committee describing the emergency. The Purchasing Agent will then
initiate the appropriate purchase order.
