[Ord. No. 10-2014, § 1]
The purpose of this article is to set forth the standards for
the use of procurement cards by the Borough for the acquisition of
goods and services under the limited circumstances permitted by N.J.S.A.
40A:5-16(c), as may be amended from time to time.
[Ord. No. 10-2014, § 1]
Words and terms as used in this article are intended to have
the meaning set forth in N.J.A.C. 5:30-9A.2, as may be amended from
time to time.
[Ord. No. 10-2014, § 1]
Procurement cards shall be issued in the names of specific individuals.
A procurement card shall not be issued unless it can be shown that
such issuance is necessary for the conduct of ongoing operations in
the normal course of providing government services.
[Ord. No. 10-2014, § 1]
The use of procurement cards is authorized and permitted in
the following circumstances:
(a) When payment to the vendor is required in advance of the delivery
of certain goods or services that cannot be obtained from any other
source at a comparable price;
(b) When ordering, billing and payment transactions for goods or services
are made through a computerized electronic transaction; or
(c) When an individual transaction does not exceed either 15% of the
statutory bid threshold or the Borough's established threshold
if less than 15% of the statutory bid threshold.
(d) The maximum threshold on procurement card transactions specified
in Paragraphs (a) through (c) above cannot exceed either 15% of the
local unit's bid threshold or Borough's established threshold
if less than above. In no circumstance should expenditures exceed
what was appropriated.
(e) Items purchased under the P-card program must be tangible supplies,
parts or materials necessary for ongoing operation and function of
the Borough (for example, office supplies, auto supplies) or nontangible
items (for example, publications, conference and training fees), or
items purchased in transactions where vendor certification would not
normally be readily available at the time of purchase.
[Ord. No. 10-2014, § 1]
Authorized procurement card users are prohibited from using
procurement cards for personal business, for any circumstances that
are not authorized in N.J.S.A. 40A:5-16(c) or N.J.A.C. 5:30-9A.3,
or to purchase personal property or services, including travel and
dining expenses for government employees, volunteers, or officials.
Existing law N.J.S.A. 40A:5-16.1 provides mechanisms for employees
to receive travel and expense funds in advance.
[Ord. No. 10-2014, § 1]
A procurement card shall only be issued to individuals who are
covered by a fidelity bond or by a blanket honesty policy held by
the Borough of Morris Plains. If an individual to whom a procurement
card has been issued becomes ineligible for coverage under the fidelity
bond or blanket honesty policy, that individual's procurement
card shall be cancelled.
[Ord. No. 10-2014, § 1]
At the time of a procurement card transaction, authorized procurement
card users shall obtain and retain the original receipts. When procurement
cards are used to purchase goods over the Internet, telephone or fax,
such purchases must be evidenced by an order confirmation along with
either the original packing slip that accompanied the purchased goods
or an itemized receipt. A voucher must be prepared at least on a monthly
basis detailing expenditures with all receipts noted above attached.
[Ord. No. 10-2014, § 1]
The day-to-day oversight and management of the procurement card
program and procurement card useage, including management of supervisory
review and reconciliation of procurement card activity, shall be the
responsibility of the appointed Program Manager, or if no Program
Manager is appointed by the Borough, then by the Chief Financial Officer
who shall serve as the Program Manager, to assure that all controls
are actively pursued each cycle without exception.
[Ord. No. 10-2014, § 1]
Use of the procurement card does not change or eliminate any
bid thresholds or other limits set forth in the provisions of the
Local Public Contracts Law, N.J.S.A. 40A:11-1 et seq., or the provisions
established in Article VII under the By-Laws of the Borough Council
of the Borough of Morris Plains, County of Morris, State of New Jersey.
[Ord. No. 10-2014, § 1]
Violations of the Borough's policies and procedures governing
the use of procurement cards shall result in appropriate disciplinary
action as outlined in the Personnel Policies and Procedures Manual,
Borough of Morris Plains, without regard to the position held by the
card user.