Township of Plainsboro, NJ
Middlesex County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Township Committee of the Township of Plainsboro 10-28-1963; amended in its entirety 4-14-1980 by Ord. No. 0-80-3. Subsequent amendments noted where applicable.]

§ 7-1 Types of payment.

There are hereby created two forms of payment of claims by the Township of Plainsboro:
A. 
Payroll claims.
B. 
Nonpayroll claims.

§ 7-2 Payroll claims; definitions.

As used in this chapter, the following terms shall have the meanings indicated:
EMPLOYEE
Any full-time salaried, full-time hourly, part-time salaried or part-time hourly employee whose rate of compensation and other employee benefits are covered by the current Salary Ordinance or personnel manual of the township.
PAYROLL CLAIM
Any claim for payment by the Township of Plainsboro to any employee for salary and/or wages, overtime, extra pay, sick pay, vacation pay and holiday pay; and payment of the payroll deduction and township share of payments for pension, withholding, social security and the like.

§ 7-3 Procedure for payroll claims.

The Treasurer of the Township of Plainsboro is hereby authorized to establish and maintain a payroll account and to pay all township employees in accordance with the current budget and current Salary Ordinance approved by the Township Committee. Payroll will be paid on a periodic basis, to be determined by the Township Administrator. The Treasurer is further authorized to establish a procedure for the transfer of funds from the current account to the payroll account on a periodic basis in order to cover anticipated payroll. These procedures shall be done in accordance with proper accounting procedures.
A. 
The Township Administrator or his designated representative shall provide the Treasurer, prior to the end of each payroll period, information on all employees with regard to rate of pay, sick leave, holidays, vacations, overtime, extra pay and part-time pay.

§ 7-4 Nonpayroll claims.

"Nonpayroll claims" are all claims made to the Township of Plainsboro for payments which are not included in the definition of "payroll claims."

§ 7-5 Authorization for expenditures for nonpayroll claims.

Authorization to expend funds for the township for nonpayroll claims will be made in only one of the following methods:
A. 
By resolution of the Township Committee.
B. 
By ordinance approved by the Township Committee.
C. 
By agreement or contract authorized by the Township Committee or by agreement or contract authorized by the Township Administrator as Contract Officer for such class of agreements or contracts as the Township Committee may authorize by resolution on an annual basis.
D. 
By purchase order of the township.
E. 
By other method as may be approved by the Township Administrator for recurring costs of municipal operations, such as postage, mileage, telephone, fuel oil, gasoline, electricity, fire hydrant fees, streetlighting and other similar costs, the extent of which cannot be anticipated in advance.

§ 7-6 Purchase orders.

A. 
The form of purchase order to be used will be established by the Township Administrator. Purchase orders will provide for at least the following information:
(1) 
The vendor's name and address.
(2) 
The department and division requesting the product or service.
(3) 
The account number to which the product or service is to be charged.
(4) 
The location where the product or service is to be delivered.
(5) 
The quantity and description of the product or services.
(6) 
The unit price and total price of products or services.
(7) 
The signature of the Township Administrator or purchasing officer if so authorized by the Township Administrator, authorizing the expenditure as a proper use of township funds and within the intent of the budget.
(8) 
The signature of the purchasing officer indicating that funds are available in the account from which funds are to be expended.
[Amended 2-11-1985 by Ord. No. 0-85-1]
B. 
Purchase orders will be sent to the vendor by the Purchasing Officer, with a copy to the department to whom the product or service will be charged. The Purchasing Officer or other official designated by the Township Administrator will encumber the appropriate account for the full amount of the purchase order.

§ 7-7 Claims for payment.

[Amended 2-11-1985 by Ord. No. 0-85-1]
Upon the delivery of products or services, the claimant will present to the purchasing officer a claim for payment on a form provided by the township. All claims for payment shall be submitted on a township voucher, except that the Township Administrator may approve other forms for specific vendors. The purchasing officer or other, official designated by the Township Administrator shall review the claim to determine that the authorization of the expenditure was properly made, the claim is mathematically accurate and that the product or services have been received in good order. The claim for payment, or voucher, will include all the information required for a purchase order, as well as the signature of the claimant, the signature of an employee or official of the township who shall certify that the goods have been received or services rendered and the signature of the Township Administrator. Any applicable invoice shall be attached to the claim for payment or voucher.

§ 7-8 Processing of claims.

[Amended 2-11-1985 by Ord. No. 0-85-1]
Once the claim for payment, or voucher, is complete, it shall be distributed to the Township Committee member responsible for reviewing vouchers for the particular department (as designated annually by resolution of the Township Committee). All claims for payment must be received by the purchasing officer or his designee no later than six days before the Township Committee meeting at which the Township Committee will approve vouchers. All claims for payment (vouchers) shall be submitted to the appropriate Township Committee member before the claims (vouchers) are to be considered for payment. In the absence of the designated Township Committee member, the Mayor may designate an alternate Township Committee member to review claims for payment.

§ 7-9 Vouchers list.

[Amended 2-11-1985 by Ord. No. 0-85-1]
At least three days before the Township Committee meeting at which claims (vouchers) are to be considered for payment, the purchasing officer or Treasurer shall prepare a list of all claims for payment (vouchers), including the voucher number, claimant or vendor and amount of voucher. The list shall be distributed to the Township Committee and posted on the municipal bulletin boards.

§ 7-10 Approval of vouchers list.

The Township Committee shall consider the payment of claims (vouchers) at least once in every month. The Township Committee may approve the vouchers list, rejecting any voucher on the list and stating the reason for its rejection. The Township Administrator shall be informed of any such rejections, and the reasons therefor, for appropriate follow-up action.

§ 7-11 Signature of vouchers.

[Amended 2-11-1985 by Ord. No. 0-85-1]
Once the voucher list has been approved, the Township Clerk shall sign the vouchers and/or the voucher list. The signature of the Township Clerk shall acknowledge the approval of the voucher and/or vouchers on the voucher list by the Township Committee and state the date of approval. The approved list shall appear in the minutes of the Township Committee and become a permanent record.

§ 7-12 Payment of claims.

Once the voucher list is approved and the vouchers are signed by the appropriate Township Committee member, the vouchers shall be forwarded to the Treasurer for payment. Checks will be prepared and signed by the Treasurer and Township Administrator. The Treasurer shall record checks in proper books of account and shall mail or otherwise distribute the checks to the claimant.