[HISTORY: Adopted by the Township Committee of the Township of Bethlehem 10-20-1983 as Ord. No. 222-83; amended in its entirety at time of adoption of Code; see Ch. 1, General Provisions, Art. I. Subsequent amendments noted where applicable.]
[Amended 3-18-1993 by Ord. No. 264-93]
The following procedures will be used to make all purchases except for emergency purchases, which will be a separate procedure:
A. 
A purchase requisition shall be prepared.[1] The original shall be forwarded to the Chief Financial Officer or the purchasing authority, with the duplicate retained by the requesting department in an open file. If the requisition is not properly completed, it will be returned to the requesting department for corrections.
[1]
Editor's Note: Copies of the purchase requisition form are on file in the office of the Chief Financial Officer.
B. 
The Chief Financial Officer or the purchasing authority should prepare a purchase order and forward it to the Chief Financial Officer for determination if sufficient funds are available. Once the sufficiency of funds is determined, it will be charged to the appropriated account and certified by the Chief Financial Officer (pursuant to N.J.A.C. 5:30-14.5).
C. 
The Chief Financial Officer or the purchasing authority shall sign the certified purchase order[2] and distribute copies as follows:
(1) 
Copy Nos. 1 and 2: to be forwarded to the vendor; Copy No. 1 shall remain with the vendor; Copy No. 2 voucher shall be returned by the vendor with the invoice when requesting payment.
(2) 
Copy No. 3: already pulled by the Chief Financial Officer and retained in a file.
(3) 
Copy No. 4: to be retained by the Chief Financial Officer for filing with the original requisition.
(4) 
Copy No. 5: to be forwarded for processing and encumbrance by the Chief Financial Officer.
[2]
Editor's Note: Copies of the purchase order form are on file in the office of the Chief Financial Officer.
D. 
When an order is delivered, an employee shall sign a receiving report[3] to indicate that the quantity and condition of the commodity received or services rendered comply with the specifications or scope of work. The department head shall also sign the receiving report to approve the payment request. A completed receiving report shall be initialed and forwarded to the Chief Financial Officer to match the receiving report with the purchase order to ensure complete delivery.
[3]
Editor's Note: Copies of the receiving report form are on file in the office of the Chief Financial Officer.
E. 
On the first and third Thursday of each month, all vouchers will be presented to the Township Committee for approval. Bills will be paid twice a month. The paid vouchers, together with the original receiving reports and purchase order copy, will be filed accordingly by the Chief Financial Officer.
F. 
In the event of any discrepancy regarding materials ordered or received or any discrepancy in prices shown on the purchase order from those on the vendor's invoice, the Chief Financial Officer will consult with the vendor. Any questions concerning payment should and will be referred to the Chief Financial Officer for proper determination and resolution.
The following services shall not require purchase orders: payroll and payroll deductions.
[Amended 3-18-1993 by Ord. No. 264-93]
An emergency purchase should only be authorized when a situation requires the immediate purchase or delivery of goods or services to meet an actual emergency. The department requesting an emergency purchase should contact the Chief Financial Officer to receive approval. In the absence of the Chief Financial Officer, the purchasing authority shall have the authority to declare an emergency. On the next working day following the emergency, the department head shall submit a written report to the Chief Financial Officer and Township Committee members describing the emergency.[1] The Chief Financial Officer or the purchasing authority shall execute a purchase order, and the receiving report shall be submitted to the proper individuals.
[1]
Editor's Note: Copies of the certification report form are on file in the office of the Chief Financial Officer.