[HISTORY: Adopted by the Council of the Borough of Lawnside 6-7-1978 by Ord. No. 9-1978. Amendments noted where applicable.]
A. 
The purchasing procedure shall not apply to professional services rendered to the municipality by those professionals as defined in the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.).
B. 
A requisition and voucher/purchase-order system shall be instituted.
C. 
No employee or official of the Borough of Lawnside shall incur any liability on the part of the Borough of Lawnside 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. 
Each Councilperson shall designate in writing and file with the Borough Treasurer's office and the Borough Clerk's office the person or persons in his department who shall prepare and sign requisitions for purchase orders in the absence of that Councilperson.
F. 
The Borough Treasurer shall be responsible for the control of all purchase orders.
G. 
The requisition and voucher/purchase-order system shall be operated as follows:
(1) 
The requisition shall be prepared, coded and signed by the properly designated person.
(2) 
The requisition shall be approved by the Councilperson of that department or by the person properly designated.
(3) 
The requisition shall be given to the Borough Treasurer.
(4) 
The Borough Treasurer shall check the requisition against the budget appropriation and, if the balance is sufficient, shall authorize the purchase by signing the same and assigning a purchase order number.
(5) 
The voucher and purchase order shall be combined on one form.
(6) 
The forms shall be prepared in quadruplicate.
(7) 
The voucher/purchase order shall be prenumbered.
(8) 
The voucher/purchase order shall be distributed as follows:
(a) 
The original shall be the voucher which will be submitted by the vendor for payment.
(b) 
The first copy shall be the purchase order and shall be delivered to the vendor along with the original.
(c) 
The second copy shall be retained by the Borough Treasurer and filed in alphabetical order until payment is made. It will then be pulled and filed in alphabetical order in a paid file showing the date of payment and the check number.
(d) 
The third copy shall be given to the department that is to receive the purchase. When the purchase is received, the third copy shall be returned to the Borough Treasurer, along with the delivery ticket. If no delivery ticket is available, the person receiving the goods or services shall so signify in writing.
A. 
Any person claiming payment from the municipality shall present a detailed bill of demand, on the voucher referred to above, to the Borough Treasurer on or before the Wednesday 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 Borough Councilperson shall so direct in writing.
B. 
Claims shall then be presented to the Borough Councilperson of the department responsible for the placing of the order, who, if satisfied that the claims are proper, shall approve the same. After such approval is given, the Councilperson shall file the claims with the Borough Treasurer.
C. 
The Borough Treasurer shall then verify that the signature of the officer or employee of the department for which the claim is made, who has been duly designated in writing by the Councilperson of that department, and filed in the office of the Borough Treasurer to certify that the materials have been received by or the services rendered to the local unit, appears on every claim.
D. 
The voucher and the requisitioner's receiving copy shall then be given to the Borough Clerk, not later than 9:00 a.m. on Monday morning preceding the regular meeting, to be presented to the Finance Committee and 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 Borough Treasurer shall prepare the checks to be signed by the Mayor or other chief executive officer and countersigned by the Borough Clerk, Treasurer, M.F.C. Auditor or others authorized to countersign.
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 check number order by month of payment.
A. 
Professional services are defined as set forth in the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) and are services rendered or performed by a person authorized by law to practice a recognized profession and whose practice is regulated by law.
B. 
Payment for professional services shall be made in accordance with § 10-2 above.
A. 
There is hereby established a payroll account in the Borough of Lawnside. At the first meeting of the Mayor and Council in January of each year there shall be approved an account to be designated the "Borough of Lawnside Payroll Account," and from time to time the Treasurer, 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 Treasurer 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 Mayor, Borough Clerk, Treasurer, M.F.C. Auditor or others authorized to perform these duties.
B. 
Every other week the Treasurer shall present checks drawn on the order of the Borough of Lawnside Payroll Account to the Mayor and Council for approval as follows:
(1) 
All employees whose salaries and wages are on an annual, monthly, semimonthly or weekly basis, when those salaries and wages are due and payable prior to the next regular meeting of the Mayor and Council, shall be drawn and approved in advance.
(2) 
Any services rendered after the fifth 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.
(3) 
Any overtime for any employee rendered after the fifth working day prior to the due date of the payment of salaries and wages shall not be certified until the next payroll period.
(4) 
The heads of each department shall certify the payroll to the office of the Treasurer at least four working days prior to the due date of the payment of salaries and wages.
C. 
At each regular meeting of the Mayor and Council, the Treasurer shall submit for approval or ratification, as the case may be, the necessary payrolls for the amounts due to the officers and employees for compensation. The payroll shall be considered by the Mayor and Council in due course and shall be approved if found to be correct. In case of error or adjustment in payroll, the Treasurer shall promptly correct any error or make the adjustment and make an appropriate record of the correction or adjustment.
All bills, vouchers and paid checks shall be filed in a safe place and made available for public inspection whenever requested but in the presence of a borough official.
Failure to comply with the foregoing provisions of this chapter shall result in appropriate disciplinary action against any or all said individuals so failing to comply, the nature and extent of which disciplinary action shall be determined by a majority of the Mayor and Council.
[Added 2-1-1995 by Ord. No. 07-FY1995]
All quotes submitted to the Borough of Lawnside for consideration in the amount of $1,000 or greater to the quote limit shall be sealed. The Borough Administrator is authorized to stipulate a time frame when said quotes may be submitted to the Borough of Lawnside for consideration and no quotes will be accepted after the specified time. All quotes will then be opened and announced at the next council meeting.