[HISTORY: Adopted by the Township Committee (now Council) of the Township of Allamuchy 3-9-1971; amended in its entirety by the Township Council 3-4-1991 by Ord. No. 1-91 (Ch. 10 of the 1981 Code). Subsequent amendments noted where applicable.]
A. 
All moneys received by the Township of Allamuchy not otherwise invested shall be placed in interest-bearing accounts, except for:
(1) 
Minimum amounts necessary for cash disbursement purposes, which would be in checking accounts; authorized petty cash and change funds.
(2) 
Amounts placed in non-interest-bearing accounts for the purpose of permitting the banking institution to earn an amount sufficient to offset the cost of specified services provided by the bank without other direct charge to the local unit. (This practice is often called "compensating balances.")
B. 
All moneys received by the Treasurer of the Township of Allamuchy shall be deposited in a proper account during the business day in which such money is received if received before 2:00 p.m. of such business day or, if not, then by 2:00 p.m. of the next succeeding business day.
C. 
No moneys shall be withdrawn or transferred from such accounts except strictly in accordance with the provisions of the Code of the Township of Allamuchy and the laws of the State of New Jersey. No funds shall be transferred to non-interest-bearing accounts unless needed for the immediate payment of bills and claims or pursuant to Subsection A of this section.
The Chief Financial Officer shall cause all moneys received by the Township of Allamuchy to be deposited in depositories designated by the Mayor and Council and shall thereafter be relieved of any liability or loss of such moneys due to the insolvency or closing of the depository or depositories. Transfers of funds to comply with the cash management plan may be accomplished by wire transfers, provided that an adequate audit trail is maintained.
Annually, at the reorganization meeting, the Mayor and Council shall designate banks authorized as depositories and shall designate the persons authorized to make withdrawals from such depositories and accounts. The list of depositories may be amended at subsequent meetings of the Mayor and Council pursuant to law.
The following procedures are hereby established covering purchases by the Township of Allamuchy:
A. 
All purchases shall be made by department heads or with their approval.
B. 
A purchase order-voucher on a form prescribed by the Clerk shall be presented prior to any purchase. All purchases shall be fully itemized and shall list quantities and respective prices. Such purchase order shall also state the account and account number of the department submitting the purchase order.
C. 
The completed purchase order shall be presented to the Chief Financial Officer to ensure the availability of funds.
(1) 
In the event that the purchase exceeds the amount set by law for public bidding of contracts, the Chief Financial Officer shall so notify the Mayor and Council and shall submit said purchase order to the Council for compliance with the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.). Upon completion of the bidding process, the Chief Financial Officer shall determine and certify that proper and sufficient funds exist for the purchase of such item.
(2) 
In the event that the purchase exceeds $1,000 but is less than the amount set by law for public bidding of contracts, three quotations for such purchase shall be first obtained, and said quotations shall be attached to the purchase order. Every effort shall be made to obtain said quotations in writing. If verbal quotations are received, the names and amount of such quotations shall be in writing and noted on the purchase order.
(3) 
In the event that the purchase is less than $1,000, the Chief Financial Officer shall determine and certify that proper and sufficient funds exist for the purchase of such item.
D. 
The purchase shall be made only upon certification by the Chief Financial Officer that funds are available. When the purchase is made, the department head shall send a copy of the purchase order to the vendor, together with a voucher for payment.
E. 
When goods are delivered or services rendered, the vendor shall return a signed voucher for payment to the Chief Financial Officer or his designated agent.
F. 
Purchase orders for goods and/or materials not exceeding $1,000 may be issued to those vendors with whom the Township regularly does business upon the approval of the department head and approval by the Chief Financial Officer. Blanket purchase orders for small amounts may be issued to vendors with whom the Township regularly does business when it is not practical to issue a separate purchase order for each purchase. Such blanket orders shall be for a maximum amount of $500 and will be valid for three months from the date of issue or until the maximum authorized amount has been spent.
G. 
Upon determination by a department head or the Clerk that an emergency situation exists, a purchase order may be issued in excess of $1,000 but not in an amount in excess of that which is required to be bid under the Local Public Contracts Law. Said purchase order shall be confirmed by the Chief Financial Officer on the following working day.
The following procedures are hereby established covering the payment of bills, claims or demands upon the Township of Allamuchy:
A. 
A voucher on a form prescribed by the Clerk shall be presented for each bill, claim or demand. All bills or claims against the Township shall be fully itemized and sworn to by the claimant before submission for approval. All bills and claims must be supported by a certification of the receipt of the goods or the satisfactory rendering of the services by the responsible person, who may be held accountable therefor, accepting the same on behalf of the Township.
(1) 
Such bill, claim or demand shall be paid only upon the audit, warrant and approval of each of the following in the order listed:
(a) 
The department head.
(b) 
The Chief Financial Officer or other designated person authorized by resolution of the Council.
(c) 
The chairperson of the Council committee having jurisdiction over the purchase, if any.
(2) 
In the case of checks drawn to cover payroll, payroll-related items and mandatory payments (i.e., debt service, insurance and school taxes), the check may be drawn and signed in anticipation of the approvals required in Subsection A(1)(b) and (c) above or in anticipation of ratification by resolution of the Council of the Township of Allamuchy.
B. 
All vouchers for payment shall be received in the Clerk's office no later than 12:00 noon on the Friday before the second Thursday of each month if approval is to be obtained for payment in the month submitted.
C. 
All vouchers with supporting papers attached will be presented at the agenda meeting to the Council committee having primary interest in the matter, which shall approve the payment of the vouchers by signing the individual voucher. If approved by the committee having jurisdiction over the activity or matter for which the expenditure was incurred, it will be referred to the Council as a whole for its approval by motion.
D. 
The Chief Financial Officer or his designated agent shall prepare for each regularly scheduled meeting of the Council a list of all bills, claims and demands to be paid, and this list shall be submitted to the Council as a whole for its approval by motion. Such list shall be made a part of the minutes of the meeting. A copy shall be filed with the Clerk as a public record open to examination in the office of the Clerk.
E. 
All vouchers recommended for payment shall be presented to the Council by the Township Clerk at a regular meeting or an adjourned regular meeting for its approval by motion, which approval shall authorize the payment of the vouchers concerned.
F. 
Disbursement, except for payroll, shall be made by a check signed by three officials of the Township, consisting of the Mayor, the Township Clerk or Chairperson of the Finance Committee and the Treasurer. The corresponding vouchers shall accompany all checks drawn in payment thereof when said checks are presented to the Mayor, the Treasurer and the Township Clerk for signature.