[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.]
[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.
[1]
Editor’s Note: Former § 19-6, Review by City
Council, was repealed 2-12-2013 by Ord. No. 2013-3.
[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.
