Payments shall normally be made at the regular
monthly meeting of the Township Committee or at the second regular
meeting during any month, if the Township Committee holds more than
one regular meeting per month, and shall also be made at the last
Township Committee meeting of the year. Except for emergencies or
unless a different time is established by resolution of the Township
Committee, vouchers shall be submitted for payment by the Friday before
the regular monthly meeting at which they are requested to be paid.
Claims presented for payment shall be considered
by the Township Committee which shall approve the same, except that
the Township Committee may reject the claim stating the reason for
such rejection. Any disapproved claim shall be referred back to the
Township Clerk with such instructions as the Township Committee may
give at the time of disapproval. It shall be the duty of the Township
Clerk to record all claims in the official minutes of the Township
Committee or through an appropriate claims register, indicating that
the Township Committee has by formal action approved or disapproved
and rejected the same.
Checks paying approved claims and checks transferring
funds to any payroll account shall be signed by the Mayor or Deputy
Mayor, Township Clerk and Treasurer, except that checks for approved
payroll claims drawn on a payroll account may be signed only by the
Township Clerk and Treasurer.
[Added 6-20-2023 by Ord. No. 2023-11]
Procurement cards may only be used when vendors require payment
in advance for the delivery of certain goods or services that cannot
be obtained from other sources at comparable price. The circumstances
which qualify the use of a procurement card are as follows:
A. An individual
transaction shall not exceed 15% of the bid threshold.
B. Comparable
pricing is not otherwise obtainable for goods and services to be available
at the time and place required.
C. The cost
of purchases is comparable to costs available from other vendors who
can provide the required goods and services in a timely manner.
D. Items are
purchased in a transaction where vendor certification would not normally
be readily available at the time of purchase.
E. The vendor
requires immediate payment and the Township Committee has approved
such use for a purchase from a particular vendor for a particular
item.
F. Purchase
is from a vendor that does not accept vouchers, purchase orders of
checks.
[Added 6-20-2023 by Ord. No. 2023-11]
A. Purchasing
cards or electronic transactions will not change or eliminate any
provision of the Local Public Contracts Law and will be administered
in accordance with the rules enumerated in N.J.S.A. 40A:5-16c, notwithstanding
the provisions of N.J.S.A. 40A:5-16a or N.J.A.C. 5:30-9A.1, et seq.
B. Purchasing
cards will only be distributed to the Township Clerk and the Chief
Financial Officer. They shall be the only individuals authorized to
make purchases with the purchasing card.
C. All authorized
procurement card users will be required to complete training on the
policies and procedures governing the use of the procurement card
and shall complete and sign a contract of understanding that includes
the financial and legal responsibility for misuse.
D. Procurement
cards shall be issued in the name of a specific individual, but under
no circumstance shall be used to purchase personal property or services,
including travel and dining expenses.
E. Limits on
cards will be established by amount, time and category of usage permissible.
An authorized procurement card user is prohibited from using P-card
to conduct personal business or for any circumstances that are not
authorized in N.J.S.A. 40A:5-16(c) or N.J.A.C. 5:30-9A.1.
F. Procurement
card. It will be incumbent on the Township Committee to reconcile
all P-Card transactions with receipts and invoices to document a transaction.
It will be incumbent for the Chief Financial Officer to reconcile
card activity along with payments made to the issuing financial institution.
(1) Violations
of policies governing the use of procurement cards shall result in
appropriate remedial or disciplinary action without regard to the
position held by the card user. Any violation of the policies governing
use of the procurement card will result in immediate forfeiture of
the ability to use such card and may result in other disciplinary
action, including, but not limited to, suspension, termination, and
criminal prosecution. The Township will also retain all rights to
any funds misappropriated and will seek restitution of said funds
through garnishment of wages, forfeiture of benefits and legal actions
in a court of law.
(2) Under
no circumstance shall any P-Card or electronic transaction be used
for personal use.