[HISTORY: Adopted by the Township Committee of the Township
of Franklin 3-9-1999 by Ord. No. O-1-99; amended in its entirety 8-26-2014 by Ord. No.
O-20-2014. Subsequent amendments noted where applicable.]
The following procedures will be used for all purchases except for emergency purchases, which will be processed pursuant to the procedures noted in § 21-2 of this chapter.
A.
An
electronic process that interfaces with the Township's financial
systems shall be used to request, authorize and process purchases.
B.
A
purchase request in the form of a purchase requisition shall be created
and authorized by the department head. All purchases shall be reviewed
by the Administrator. Purchases over the bid threshold shall be reviewed
by the Administrator and then be presented by the Administrator to
the governing body for consideration along with a certification of
fund availability by the CFO. Funds shall be encumbered and deducted
from the available balance of the appropriate line item at the time
the purchase order is created.
[Amended 8-10-2017 by Ord. No.
O-16-2017]
C.
After
the purchase has been approved by the Administrator or governing body
as appropriate, the CFO will, thereafter, review the purchase requisition
to ensure compliance with all local public contracts laws (N.J.S.A.
40A:11 et seq.) and Township policies and procedures. If the purchase
complies with the local public contracts law and Township policies
and procedures, the CFO shall approve the purchase and create a purchase
order.
[Amended 8-10-2017 by Ord. No.
O-16-2017]
D.
The
vendor, or his designee, listed as the payee on the purchase order
shall sign the claimant's certification, acknowledging that they
have provided the goods or services listed on the bill that is attached
to the purchase order, if the purchase order has been issued for an
amount greater than the limit set by the New Jersey Local Finance
Board for quote requirements. Purchase orders less than that amount
do not need a claimant's certification, according to the Division
of Local Government Services.
[Amended 8-10-2017 by Ord. No.
O-16-2017]
E.
At
the time an order is received, the department head or his or her designated
representative shall inspect the delivered product or materials. If
satisfactory as received, the department head or his or her designated
representative shall sign the receiver certification section of the
purchase order to indicate that the quantity and quality of the commodity
received complies with the specifications and/or scope of work. The
department head shall then first approve the purchase order and forward
the purchase order to the Chief Financial Officer with the invoice
and which will constitute the payment request. Upon first approval
by the department head, and receipt of the invoice, the CFO shall
be the second to approve the purchase order so that the Administrator
can properly review all invoices for payment approval. The Administrator
shall then be the third to approve purchase orders which can then
be presented for payment to the Township Committee.
[Amended 8-10-2017 by Ord. No.
O-16-2017]
F.
At
each regularly scheduled Township Committee meeting, all vouchers
for purchase orders will be presented to the Township Committee for
approval. Bills shall be paid twice a month, provided the Township
Committee meets twice. The Chief Financial Officer shall issue payment
in the form of a check which requires three signatures: Mayor or Deputy
Mayor, Township Clerk and Chief Financial Officer.
G.
The CFO, as designated by the Township Committee, shall have the
authority to expend Township funds via the above procedure. No other
employee of the Township shall incur any liability on the part of
the Township absent proper authorization as set forth in this chapter.
Any liability incurred by an employee without proper authorization
in accordance with the terms set forth herein will become the personal
liability of that employee and not the Township's.
[Amended 8-10-2017 by Ord. No.
O-16-2017]
[Amended 8-10-2017 by Ord. No.
O-16-2017]
An emergency purchase shall be authorized only when circumstances
require the immediate purchase or delivery of goods or services to
meet an actual emergency. An emergency is defined by statute as "affecting
the public health, safety or welfare that requires the immediate delivery
of the article or the performance of the services." See N.J.S.A. 40A:11-6.
The department requesting the emergency purchase shall first contact
the Township Administrator for approval to proceed with contacting
the Chief Financial Officer to request authorization to purchase.
No emergency purchase shall be made without the approval of the Chief
Financial Officer. On the next working day following the emergency
request, the department head shall submit a written report to the
Chief Financial Officer, Township Administrator and Township Committee
describing the emergency. The CFO will then initiate the appropriate
purchase order.
