[HISTORY: Adopted by the Mayor and Council of the Borough of Bellmawr 7-22-1976 by Ord. No. 6:7-76. Amendments noted where applicable.]
GENERAL REFERENCES
Execution of checks — See Ch. 19.
Salaries and compensation — See Ch. 97.
A. 
A requisition and purchase order system is hereby established.
B. 
The requisition and purchase order system shall be operated as follows:
[Amended 2-27-1992 by Ord. No. 1:2-92[1]]
(1) 
The requisition and purchase order shall be combined on one form.
(2) 
The forms shall be prepared in quintuplicate.
(3) 
The requisition shall be approved by the person properly designated.
(4) 
The requisition shall be given to the office of the Chief Financial Officer.
(5) 
The Chief Financial Officer's office shall check the requisition to the budget appropriation and, if the balance is sufficient, authorize the purchase by signing the same and assigning a purchase order number.
(6) 
The purchase order shall be distributed as follows:
(a) 
Original. The original shall be the voucher.
(b) 
First copy. The first copy shall be the purchase order and shall be delivered to the vendor along with the original.
(c) 
Second copy. The second copy shall be given to the department that is to receive the purchase. When the purchase is received, the second copy shall be returned to the office of the Chief Financial Officer along with the delivery ticket. If no delivery ticket is available, the person receiving the goods or services shall so signify in writing.
(d) 
Third copy. The third copy shall be retained by the Chief Financial Officer's office and filed in alphabetical order until payment is made. It will then be pulled and filed in alphabetical order in a paid file.
(e) 
Fourth copy. The fourth copy shall be retained by the chairman of the committee in charge of that department for his record.
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
C. 
No employee or official agent or servant of the Borough of Bellmawr shall make any purchase on the part of the Borough of Bellmawr unless it shall have been properly authorized by a purchase order.
D. 
In cases of emergencies during off hours, work may be authorized, but a purchase order must be obtained on the next working day.
E. 
In instances where numerous miscellaneous purchases are made from a particular vendor, a purchase order may be issued in an amount not to exceed $100 for a specific month. When purchases total $100, an additional purchase order may be issued in an amount not to exceed $100 for a specific month.
F. 
The governing body shall designate in writing and file with the Chief Financial Officer's office and the Borough Clerk's office the person or persons in each department who shall prepare and sign requisitions for purchase orders.[2]
[2]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
A. 
Any person claiming payment from the Borough of Bellmawr shall present a detailed bill of demand, on the voucher referred to above, to the Borough Chief Financial Officer on or before the 15th of the month preceding the regular meeting day. The certificate of claimant appearing on the voucher must be executed. Claims received after this date shall not be processed for payment until the next regular meeting unless the governing body shall otherwise so direct in writing.[1]
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
B. 
All claims shall be presented to the committee responsible for the placing of the order, which, if satisfied that the claims are proper, shall approve the same. After such approval is given, the Committee shall file the claims with the Chief Financial Officer not later than 9:00 a.m. on the Friday preceding the regular meeting.[2]
[2]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
C. 
The Chief Financial Officer shall then verify that the signature of the officer or employee of the department for which the claim is made certifying that the materials have been received by or the services rendered to the local unit appears on every claim. Checks shall then be prepared for payment of said claims, and the check number and date shall be recorded on the voucher.[3]
[3]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
D. 
The checks and vouchers shall then be given to the Borough Clerk, not later than 9:00 a.m. on the morning preceding the regular meeting, to present to the governing body for formal approval.
E. 
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 Borough Clerk with such instructions as the governing body may give at the time of disapproval.
F. 
It shall be the duty of the Borough 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.
G. 
After formal approval by the governing body, the checks shall be signed by the Mayor or President of Borough Council and the Borough Clerk or Municipal Administrator and countersigned by the Chief Financial Officer or Assistant Chief Financial Officer.[4]
[4]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
H. 
Signed checks and vouchers shall then be turned over to the Borough Clerk, whose duty it shall be to mail out the checks and keep the vouchers on file in alphabetical order.
[Amended 2-27-1992 by Ord. No. 1:2-92[1]]
There is hereby established a payroll account in the Borough of Bellmawr. At the first meeting of the governing body in January of each year, there shall be approved an account to be designated the "Borough of Bellmawr Payroll Account," and from time to time the Chief Financial Officer, upon receipt of a check for the amount due to the payroll account, shall deposit the same to the credit of the payroll account, charging the appropriate budgetary accounts with that amount. The Chief Financial Officer shall thereafter draw checks on the payroll account to the employees entitled to payment from those accounts. All payroll checks shall be signed by the Borough Chief Financial Officer or the Assistant Chief Financial Officer or the Tax Collector.
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
Any employee of the Borough of Bellmawr who shall violate this chapter shall be subject to immediate appropriate disciplinary action, and any penalty imposed upon conviction shall be determined by the governing body.[1]
[1]
Editor's Note: Original Section V of Ord. No. 6:7-76, which immediately followed this section, was repealed at time of adoption of Code (see Ch. 1, General Provisions, Art. I).