[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. 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.
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 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.
D. When an order is delivered, an employee shall sign a
receiving report 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.
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. The Chief Financial Officer or the purchasing authority shall
execute a purchase order, and the receiving report shall be submitted to the
proper individuals.