The processing of all payroll, purchase orders
and payment of claims shall be in accordance with the policy and procedures
as prescribed in a purchasing manual approved by resolution of the
Township Committee and kept on file in the office of the Municipal
Clerk.
[Added 4-12-2012 by Ord. No. 2012-05]
A. The Chief
Financial Officer of the Township of Little Egg Harbor is hereby designated
as the approval officer with the title of "Certifying and Approval
Officer."
B. The Certifying
and Approval Officer shall ascertain the existence of proper and sufficient
appropriations for the payments to be made and determining that there
is legal authority for the payments, evidenced by action of a purchasing
department or agent or officer in respect to the goods or services
ordered and the incurring of expense therefore.
[Added 4-12-2012 by Ord. No. 2012-05]
Any and all purchases to be made by the Township of Little Egg
Harbor, or any department thereof, which do not require sealed bids
pursuant to statute shall be in accordance with the method designated
herein, as follows:
A. Approvals.
All purchases in excess of $1,000 shall be forwarded to the Township
Committee liaison for the department which originated the order. The
Committee liaison shall approve or disapprove the order and return
the purchase order to the Township Administrator. For any purchase
less than $1,000 the approval and signature of the Committee liaison
shall not be required, but a copy of the purchase order shall be provided
to the Committee liaison as soon as possible. The Township Administrator
then reviews the purchase order to ascertain compliance with these
purchasing procedures and policies and the provisions of the Local
Public Contracts Law. All purchase orders which are approved by the
Township Administrator are then delivered to the Mayor for approval
and signature.
B. Following
receipt and inspection of goods received or assuring the completion
of services in accordance with the contract, the department head certifies
the receipt of goods or services to the Certifying and Approval Officer.
C. The Certifying
and Approval Officer reviews the invoice and voucher for correctness
and process the claim for approval or disapproval as appropriate.
[Added 4-12-2012 by Ord. No. 2012-05]
The Chief Financial Officer shall certify to the Township Committee
that the goods have been received by, or the services rendered to,
the Township and that the claims have been paid. The Township Committee
shall ratify approved claims by resolution, at a regular public meeting
the month following payment.
[Added 7-13-2023 by Ord. No. 2023-25]
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 a 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 "big box" or other store that does not accept
vouchers, purchase orders or checks.
[Added 7-13-2023 by Ord. No. 2023-25]
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:5-16(c) notwithstanding the provisions
of N.J.S.A. 40A:5-16(a) or N.J.A.C. 5:30-9A.1 et seq.
B. Purchasing cards will only be distributed to essential administrative
personnel, department heads or supervisors and/or assistant supervisors
on a per-needed basis, which shall be determined by the Township Committee
in consultation with the Township Administrator and/or Chief Financial
Officer.
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.