Township of Berlin, NJ Claims Approval and Purchasing

There is hereby established a payroll account in the Township of Berlin. Each week after the payroll is processed, the Chief Financial Officer or designee shall prepare a payroll voucher. The voucher summarizes the total transfers required to be made for gross payroll, other requirements and the budget appropriations to be charged. The Chief Financial Officer shall make the necessary transfers from the current fund and sewer operating fund bank accounts to the payroll bank account. The Chief Financial Officer shall thereafter draw checks on the payroll account to the employees entitled to payment from the account. All payroll checks shall be in the form of Direct Deposit. Negotiable paper checks will not be issued after the effective date of this provision.

[Amended 8-9-2021 by Ord. No. 2021-5]

The Public Works Director and Chief of Police shall certify the payroll to the Chief Financial Officer at least three working days prior to the due date of the payment of salaries and wages. In order for other employees to be paid, each must submit time cards to the Township Clerk at least three days prior to the due date of the payment of salaries and wages.

At the last regular monthly meeting of the Mayor and Council, the Chief Financial Officer shall submit for ratification, as the case may be, the total payroll as per the payroll voucher. The payroll shall be considered by the Mayor and Council in due course and approved if found to be correct. In case of error or adjustment in the payroll, the Chief Financial Officer shall promptly correct any error or make the adjustment and make an appropriate record of the correction or adjustment.

Purchasing.

(1)

The purchasing procedure shall not apply to professional services rendered to the municipality by those professionals as defined in the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.).

(2)

A purchase order system shall be instituted.

(3)

No employee or official of the Township of Berlin shall incur any liability on the part of the Township of Berlin unless it shall have been properly authorized by a purchase order.

(4)

In case of emergencies during off hours, work may be authorized, but a purchase order must be obtained on the next working day.

(5)

The Chief Financial Officer shall issue to each department head a supply of prenumbered purchase orders. All voided purchase orders should be returned to the Chief Financial Officer for recording.

(6)

The purchase order system shall be operated as follows:

(a)

The purchase orders shall be prepared in quintuplicate.

(b)

The purchase orders shall be prenumbered.

(c)

The department head or designee shall complete the purchase order for the item or items to be purchased. The purchase order shall designate the account to be charged and shall be signed by the department head.

(d)

The purchase order shall be forwarded to the Chief Financial Officer. One copy (gold) shall be retained by the CFO. The Chief Financial Officer shall approve the purchase by signing the same if the following conditions exist:

[1]

There are sufficient funds in the budget appropriation to cover the purchase (encumbrance).

[2]

The purchase is being made in accordance with N.J.S.A. 40A:11-1 in terms of quotations or bid requirements.

(e)

The purchase order shall be distributed as follows:

[1]

The original copy of the purchase order shall be the voucher (white). It shall be sent along with the (yellow) copy of the purchase order to the vendor. It shall be signed by the vendor.

[2]

The first (green) copy of the purchase order shall be retained by the department once payment has been made to the vendor.

[3]

The second (yellow) copy of the purchase order shall be the purchase order delivered to the vendor along with the voucher (white). The second (yellow) copy shall be retained by the vendor.

[4]

The third (pink) copy of the purchase order shall be retained by the Chief Financial Officer after payment has been made to the vendor. It will be filed in alphabetical order.

[5]

The fourth (gold) copy shall be retained by the Chief Financial Officer upon first presentation. It shall be filed alphabetically until it is paid. Once paid, it shall be discarded.

Payment of claims.

(1)

Any person claiming payment from the municipality shall present a detailed bill of demand on the voucher referred to above to the Chief Financial Officer on or before the Monday preceding the last meeting of the month. The certificate of claimant appearing on the voucher must be executed.

(2)

The Chief Financial Officer shall then verify that the department head has signed the voucher (white) to certify that the materials have been received by or the services rendered to the local unit. A schedule of payments report shall be prepared for each fund. Checks shall then be prepared for payment of said claims, and the check number and date shall be recorded on the voucher.

(3)

The schedule of payments report, the checks and vouchers shall then be given to the Township Clerk, no later that 9:00 a.m. on the Thursday morning preceding the regular meeting, to present to the governing body for formal approval.

(4)

Claims shall be considered by the governing body, which shall approve the same by roll call vote, except that said governing body may reject any claim presented to it, stating the reason for such rejection. Any disapproved claim shall be referred back to the Chief Financial Officer with such instructions as the governing body may give at the time of disapproval.

(5)

It shall be the duty of the Township Clerk to record all claims in the official minutes, indicating that the governing body has by formal action approved the same, with appropriate record as to any claims disapproved or rejected.

(6)

After formal approval by the governing body, the checks shall be signed by the Mayor or Council President and countersigned by the Chief Financial Officer and Township Clerk.

(7)

Signed checks and vouchers shall then be turned over to the Chief Financial Officer, whose duty it shall be to mail out the checks and keep the vouchers on file in check number order.

Professional services.

(1)

Professional services are defined as set forth in the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) and are services rendered or performed by a person authorized by law to practice a recognized profession and whose practice is regulated by law.

(2)

Payment for professional services shall be made in accordance with § 11-2B above.