[HISTORY: Adopted by the City Council of the City of Vineland 11-23-1976 by Ord. No. 1048 (Ch. 17 of the 1990 Code); amended in its entirety 8-26-2008 by Ord. No. 2008-52. Subsequent amendments noted where applicable.]
GENERAL REFERENCES
Business Administrator; Division of Purchasing — See Ch. 5.
Department of Finance — See Ch. 50.
Purchasing Board — See Ch. 139.
[Amended 7-14-2009 by Ord. No. 2009-47; 5-8-2018 by Ord. No. 2018-25]
Any person claiming payment for materials sold or services rendered to the City of Vineland shall first submit a detailed, itemized invoice to the City of Vineland. For any detailed, itemized invoice in excess of $17,500 or for any detailed, itemized invoice submitted by a sole proprietor for services rendered or materials sold or any detailed, itemized invoice submitted by an employee of the City of Vineland for reimbursement for permitted costs incurred by the employee in furtherance of their employment with the City of Vineland, the invoice shall be submitted with a voucher form provided by the QPA. The invoice and voucher shall be properly certified by the vendor, their authorized representative or City employee that the invoice is correct in all its particulars, that the articles have been furnished, the services have been rendered or costs and expenses incurred by the City employee as stated therein are justly due and that the amount charged is a reasonable one.
[Added 5-8-2018 by Ord. No. 2018-25]
A. 
Any vendor may request payment in advance of delivery of materials or services in accordance with § 19-1 in addition to those specifically set forth in N.J.S.A. 40A:5-16.1 (advance of employee travel expenses); N.J.S.A. 40A:5-16.2 (advance payment to nonprofit agency under certain circumstances set forth therein); and N.J.S.A. 40A:5-16.3 (advancing estimated administrative or direct service cost of a statutorily authorized joint, interlocal, cooperative or shared services activity in accordance with an agreement entered into with the City of Vineland):
(1) 
Payment obligations to the state or to federal governments.
(2) 
Membership in a nonprofit organization.
(3) 
Educational courses, including, but not limited to, those where continuing education credits are awarded.
(4) 
Registration for a conference or convention sponsored by a nonprofit organization.
(5) 
Website hosting, including registration and maintenance of a domain name.
B. 
Notwithstanding anything herein to the contrary, no advance payment shall be made directly to officers and/or employees of the City of Vineland.
The department head, City officer or employee receiving any such materials or services on behalf of the City shall sign a copy of the delivery slip, purchase order, invoice or other similar document, indicating that he has personal knowledge of the fact that the goods have been received or the services rendered and that those goods or services are consistent with any existing contract or purchase order.
The Department of Finance shall have the responsibility of certifying the date, based on documentation provided by an authorized employee of the receiving department, that the materials or services have been received, that the invoice complies with the City's criteria for payment processing, and checking the calculations, price, terms and other pertinent data on the invoice for correctness.
[Amended 6-11-2019 by Ord. No. 2019-42]
The Chief Financial Officer (CFO) shall cause all invoices to be examined and shall approve the same for payment if it is determined that all calculations are correct, all procedures in place have been followed, and that sufficient funds are available for payment.
[Amended 6-11-2019 by Ord. No. 2019-42]
The Chief Financial Officer shall thereafter forward the properly itemized tabulated and certified invoices for review and approval by the Business Administrator.
[Amended 7-14-2009 by Ord. No. 2009-47; 6-11-2019 by Ord. No. 2019-42]
A. 
The Chief Financial Officer shall systematically list, without preference, invoices received from various vendors on a resolution that is to be presented to the City Council for consideration at the next regularly scheduled City Council meeting. All bills, claims, or demands approved by City Council by resolution shall then be processed by the Chief Financial Officer as provided by law.
B. 
Notwithstanding with procedures set forth in Subsection A above, the Chief Financial Officer may approve certain claims between City Council meetings. However, the approval of any claim between City Council meetings shall be presented to City Council at its next meeting for ratification. Only the following claims may, at the discretion of Chief Financial Officer, be approved in accordance with this subsection:
(1) 
All purchased power and fuel obligations for the Department of Municipal Utilities, such as weekly utility payments to PJM interconnection.
(2) 
Any payments regarding the administration of workers' compensation claims.
(3) 
Payment to acquire property based on a settlement agreement that has already been authorized by City council in a separate action.
(4) 
Regular utilities of the City of Vineland, such as phone, natural gas and fuel.
C. 
The Chief Financial Officer shall ascertain the existence of proper and sufficient appropriations for the payments to be made and shall determine that there is legal authority for the payment.
[Added 6-11-2019 by Ord. No. 2019-42]
A. 
Wire transfer. At the discretion of the Chief Financial Officer disbursements of moneys or payments under Subsection B may be made by wire transfer.
B. 
Standard electronic funds transfers. Subject to the adoption of a resolution approving a Cash Management Plan incorporating therein general policies and procedures for all EFT payments, automated clearing house (ACH) transactions shall be permitted in accordance with N.J.S.A. 40A:5-16.5.
C. 
Payment by procurement card (P-card). P-cards may be used subject to the adoption of a resolution approving a Cash Management Plan incorporating therein policies and procedures for all electronic funds transfers (EFT) as well as specific policies and procedures for the use of procurement cards (P-cards). The policies specific to P-cards shall include the authorizing of certain purchases and payments for the use of P-cards as maybe used for the payments of all bills and demands against the City of Vineland. Said use shall be based upon a contractual agreement with a banking institution approved by the City of Vineland, a cooperative purchasing agreement with either the New Jersey Treasury Department's Division of Purchase and Property or another legally operating purchasing co-op, or by way of the competitive contracting process, following the requirements of N.J.S.A. 40A:11-4.1 et seq. Policies and procedures promulgated in accordance with resolutions adopted as specified herein must include the ability to institute but not be limited to the following controls:
(1) 
Control limits and review current activity online and in real time.
(2) 
The appointment and designation of the qualified purchasing agent for the City of Vineland as the program manager.
(3) 
Establish, change or delete limits on each card in individually.
(4) 
Restrict the use of individual P-cards to the qualified purchasing agent (QPA) or such other officer or employee who shall be authorized by the Business Administrator, in consultation with the CFO and program manager. Further, the program manager shall be responsible for day to day oversight management of supervisor review of the P-card usage provided the program manager remains a qualified purchasing agent as specified herein above. At no time shall the Chief Financial Officer be program manager.
(5) 
The QPA acting as the program manager shall develop and administer a supervisor review process identifying and managing all risks associated with P-card use and engage in any other oversight and management duties required to ensure proper utilization.