No article or service shall be contracted for
or purchased by any department, board, agency or office of the Township
of Mullica except in accordance with the procedures set forth herein.
The Township of Mullica will not be bound by any purchase or contract
made contrary to this policy, and any employee or representative of
the Township of Mullica who violates the policy may face disciplinary
action, as well as be personally liable for any costs or obligations
improperly incurred.
Emergency purchases shall only be authorized
when a situation requires the immediate purchase or delivery of goods
or services to meet an actual danger to the public's health, safety
or welfare. The department head seeking the purchase shall contact
the Chief Financial Officer to receive approval for the expenditures
and certification of availability of funds. On the next working day
following the emergency, the department head shall submit a written
report to the Chief Financial Officer describing the emergency and
the steps taken to resolve the matter. The Financial Officer will
then prepare the purchase order and obtain all required approvals.
A detailed listing of all bills ready for payment
shall be prepared by the Chief Financial Officer for the Township
Committee's approval at their regularly scheduled Township meeting.
The approved bill list shall be included in the official minutes of
the meeting. The bill list shall be recorded in a manner approved
by the Director of Local Government Services and kept available for
public inspection.
All municipal checks will be signed with two
out of three signatures. These signatures will be of Township officials
that will be authorized by resolution at the annual reorganization
meeting of Township Committee.
[Added 4-10-2007 by Ord. No. 5-2007]
A. No payment will be made unless duly authorized by
the owner’s authorized representative and accompanied by proper
documentation. Vendor certification is required only for employee
reimbursements, professional services, and goods and services provided
exclusively and entirely by an individual (e.g., sole proprietor).
[Amended 6-12-2018 by Ord. No. 7-2018]
B. The Township of Mullica defines the billing date for
payment, final and retainage payments as the date the bill is received
by the local unit.
C. As per N.J.S.A. 2A:30A-1, the Township of Mullica
operates under the alternative procedure; therefore, the following
provisions apply:
(1) The 20th calendar day deadline of the default procedure
to approve and certify, or decide to withhold full or partial payment,
is deferred until the public meeting following 20 calendar days of
the billing date, at which time the bill must be approved for payment
or notice provided as to why the bill or any portion of it will not
be approved.
(2) If the bill is approved, the thirty-day payment requirement
of the default is replaced by the requirement that the bill be paid
in the payment cycle following the meeting.
D. Upon approval by the Township Committee, checks shall
be available no later than two business days after the meeting where
approval was granted.
[Added 4-28-2020 by Ord.
No. 2-2020]
A. The Chief Financial officer is hereby designated as the certifying
and approval officer for the Township of Mullica and is permitted
to pay claims between meetings of the governing body provided that:
(1) All proper certifications are documented as per N.J.S.A 40A:5-16b.
(2) There are proper and sufficient appropriations for the payments to
be made.
(3) There is legal authority for the payments to be made.
B. All payments made pursuant to this section shall be presented to
the Township Committee at the next meeting held by the governing body
for its review and ratification.