[HISTORY: Adopted by the Township Committee (now Township Council) of the Township of Greenwich as indicated in article histories. Amendments noted where applicable]
Contracts — See Ch. 30.
Materials and supplies purchased shall be billed on a Township voucher, which voucher shall be detailed in complete and proper form. Each voucher shall carry an appropriate certification that the goods have been received, materials supplied or services rendered. The certification shall be made by the Chairman of the respective committee to which the expenditure is applicable. In addition, each voucher must carry the certification or receipt of an officer or employee who may be designated by the committee to give a receipt for the goods or materials or to verify services rendered. In each case, the name of any such officer or employee shall be filed with the Township Clerk.
Vouchers, when duly approved by the Chairman of the proper committee, shall be considered at a regular meeting of the Township Council and, after being duly approved, shall be so certified by the Township Clerk and the Chairman of the Township Council.
The Township Clerk is authorized and directed to examine and audit all claims prior to the approval thereof, and for this purpose he shall request the production of delivery slips, appropriate receipts, etc. To this extent, the Clerk is authorized and empowered to notify vendors when claims shall be presented to the governing body, in order that adequate time may be allowed for an audit and review prior to the meeting of the governing body. No claim shall be paid except and unless it has been duly approved at a meeting of the governing body, and after such claim has been duly approved, it shall be transmitted to the Chief Financial Officer who shall prepare a warrant check in payment thereof, which warrant check shall be signed by the Mayor, Township Clerk and Chief Financial Officer. The governing body may reject any claim presented to it, stating the reason for such rejection. Any disapproved claim shall be returned to the Township Clerk with such instructions as the governing body may give at the time of disapproval.
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 or with an appropriate record as to any claims disapproved or rejected.
No Councilman or other officer or employee shall be empowered to commit the municipality to any expenditure in excess of $50 for any purpose, such authorization being intended to meet emergency expenditures where prior approval of the governing body or a committee thereof cannot be secured, provided that all such commitments be submitted to the next regular meeting for ratification and approval.
In the case of reimbursement for actual and necessary traveling expenses, itemized claims, supported by receipts where available, should be presented in order to obtain reimbursement for expenses incurred by local officials when authorized to travel by the municipality.
Editor's Note: Former Section 7, which immediately followed this section, concerning the meeting times for the Township Committee, was deleted 10-4-1976.
The procedure set forth below shall be followed in all purchases made for and on behalf of the Township:
On all purchases, a purchase requisition (original and four copies) shall be prepared and submitted to the Township Council for endorsement after it has been approved by the department chairman. The purchase order shall then be signed by the Mayor.
An account number shall be assigned to the purchase order and a record kept thereof.
The original shall then be filed in numerical order. It is the authorization for the expenditure and must be kept as the record for such authority.
The Township Clerk shall check with the Chief Financial Officer after he is satisfied that there are sufficient funds in the account to be charged; the purchase order and voucher shall then be sent to the vendor with instructions that all bills and accompanying vouchers are to be submitted within 30 days of delivery of the material.
The pink and yellow copies shall be delivered to the department head. On receipt of the material purchased, the department head shall so endorse both copies. The pink copy shall be retained and filed by him to be used as an inventory record. The yellow copy shall be returned to the Township Clerk who will thereupon match the purchase requisition with the voucher submitted for payment by the vendor.
The yellow sheet and voucher shall then be submitted to Township Council for approval for payment.
In cases of emergency purchases, the department head shall contact the Township Councilman in charge of the department, or, in his absence, any member of that department, or, in their absence, any Township Councilman, for authorization for the purchase. In such case, the purchase requisition shall then be stamped "Emergency" before submission to the Township Council.
For services to be rendered, the same procedure shall be followed and the purchase requisitions shall be stamped "Service."