[HISTORY: Adopted by the Board of Commissioners of the Borough
of Mount Ephraim 12-30-1976 by Ord. No. 368 (Ch. 23 of the 1973 Borough Code).
Amendments noted where applicable.]
A.
A requisition and purchase order system is hereby established.
B.
The requisition and purchase order system shall be operated as follows:
(1)
The requisition and purchase order shall be combined on one form.
(2)
The forms shall be prepared in triplicate.
(3)
The requisitions shall be prenumbered.
(4)
The requisition shall be prepared, coded and signed by the properly
designated person.
(5)
The requisition shall be approved by the person properly designated.
(6)
The requisition shall be given to the office of the Clerk.
(7)
The Clerk's office shall check the requisition to the budget
appropriation and, if the balance is sufficient, authorize the purchase
by signing same and assigning a purchase order number.
(8)
The requisition shall be distributed as follows:
(a)
Original: shall be the purchase order which shall be delivered
to the vendor.
(b)
First copy: shall be given to the department that is to receive
the purchase. When the purchase is received, the first copy shall
be returned to the office of the Clerk along with the delivery ticket.
If no delivery ticket is available, the person receiving the goods
or services shall so signify in writing.
(c)
Second copy: shall be retained by the Clerk'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.
(d)
Voucher: When the goods have been received in compliance with
the requisition section, the voucher shall be submitted to the vendor,
completed by him and returned to the Clerk for processing of payment.
C.
No employee or official agent or servant of the Borough of Mount
Ephraim shall make any purchase on the part of the Borough of Mount
Ephraim unless it shall have been properly authorized.
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
Borough Clerk's office the person or persons in each department
who shall prepare and sign requisitions for purchase orders.
A.
Any person claiming payment from the Borough of Mount Ephraim shall
present a detailed bill of demand, on the voucher referred to above,
to the Borough Clerk 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.
B.
All claims shall be presented to the department responsible for the
placing of the order, which, if satisfied the claims are proper, shall
approve the same. After such approval is given, the department shall
file the claims with the Clerk not later than 9:00 a.m. on the Friday
preceding the regular meeting.
C.
The Clerk shall then verify that the signature of the officer or
employee of the department for which the claim is made, who has certified
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.
D.
The checks and vouchers shall then be presented 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 and the Borough Clerk and countersigned by the
Director of the Department of Revenue and Finance.
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 numerical order.
A.
There is hereby established a payroll account in the Borough of Mount
Ephraim. 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 Mount Ephraim Payroll Account" and from time to time the
Director of the Department of Revenue and Finance, 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 Director of the Department
of Revenue and Finance 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 Director of the Department
of Revenue and Finance. The Director of the Department of Revenue
and Finance shall present, monthly, to the governing body a summary
of all payrolls, paid during the preceding month, of checks drawn
on the order of the Borough of Mount Ephraim Payroll Account, as follows:
(1)
Any services rendered after the first working day prior to the due
date of the payment of salaries and wages of an employee whose compensation
is on an hourly basis shall not be certified until the next payroll
period.
(2)
The heads of each department shall certify the payroll to the office
of the Director of the Department of Revenue and Finance at least
12 working days prior to the due date of the payment of salaries and
wages.
B.
At each regular meeting of the governing body the Director of the
Department of Revenue and Finance shall submit for approval, as the
case may be, the necessary payrolls for the amount due to the officers
and employees for compensation.
C.
The payroll shall be considered by the governing body in due course
and approved if found to be correct. In case of error or adjustment
in the payroll, the Director of the Department of Revenue and Finance
shall promptly correct any error or make the adjustment and make an
appropriate record of the correction or adjustment.
Any employee of the Borough of Mount Ephraim 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.
Any other person willfully violating any provision of this chapter shall, upon conviction thereof, be subject to the penalty provisions contained in Chapter 305, Penalties, of the Code of the Borough of Mount Ephraim.
