All claims against the Township of Pittsgrove for payment shall be submitted on a purchase order to be supplied by the Chief Financial Officer or on a state-approved voucher form.
[HISTORY: Adopted by the Township Committee of the Township of Pittsgrove 8-13-1975; amended in its entirety 12-27-2001 by Ord. No. 10-2001. Subsequent amendments noted where applicable.]
All purchase orders shall be signed and dated and submitted no later than seven days prior to the first regular meeting of the Township Committee each month.
All purchase orders shall be submitted to the Chief Financial Officer at his/her office during normal business hours.
Prior to review by the Township Committee, the department head or individual to whom the responsibility is assigned must certify as to receipt of goods or services, and the same shall be properly signed and dated.
Review; approval or disapproval; payment of claims; designation of approval officer.
A.
The Township Committee shall review and approve or disapprove each properly signed and submitted purchase order at its regular monthly meetings, except for those approved by the approval officer.
B.
The Township Administrator is hereby designated the approval officer with the title of “Certifying and Approval Officer.”
C.
The Certifying and Approval Officer shall be permitted to approve claims not in excess of $1,000 with the exception that claims may be paid in excess of $1,000 up to the invoice amount for school taxes; postage; motor vehicle registrations; debt service; Treasurer of the State of New Jersey; and health insurance premiums, provided the following actions have been taken:
(1)
Ascertain the existence of proper and sufficient appropriations for the payments to be made;
(2)
Determine that there is legal authority for the payments; and
(3)
Determine that it is evidenced by action of a department, agent or officer of the municipality in respect to the goods or services ordered and the incurring of the expense therefor.
D.
The approval officer shall certify to the Chief Financial Officer claims for payments and drawing checks therefor.
E.
The Chief Financial Officer shall present a report of claims approved by the approval officer to the Township Committee at its next meeting for ratification.
Approval by the Township Committee shall be evidenced by the adoption of a resolution for payment of bills.
All disbursements of moneys or payment of claims shall be by check drawn on the municipality, signed by the Mayor, Township Clerk and Chief Financial Officer.