[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.]
There are hereby created two forms of payment
of claims by the Township of Plainsboro:
As used in this chapter, the following terms
shall have the meanings indicated:
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.
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.
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.
"Nonpayroll claims" are all claims made to the
Township of Plainsboro for payments which are not included in the
definition of "payroll 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.
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.
[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.
[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.
[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.
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.
[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.
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.
