[HISTORY: Adopted by the Township Committee of the Township of Washington 7-14-1998 by Ord. No. 1998-5. Amendments noted where applicable.]
Any employee or officer of the Township in need of services or goods shall first request from the Chief Financial Officer or Municipal Clerk a purchase order. This purchase order shall include a vendor, a description of the goods and services and an estimated amount to be encumbered within the appropriate budget account. The purchase order shall be in conformance with any applicable state law pertaining to the purchase of goods and services within Title 40A or any other applicable state statute. After the purchase order is approved by the Chief Financial Officer or its designee, the goods or services can be ordered.
Any person (vendor) making any claim of or against the Township of Washington shall present a detailed bill of demand pursuant to N.J.S.A. 40A:5-16 to the Township Clerk, including a signed voucher. Claims must be submitted one week prior to a regular Township Committee meeting where claims are approved for payment.
Upon the receipt of any duly verified claim, the Township Clerk/Deputy Township Clerk shall secure the certification of the authorized officer or employee of the Township of Washington certifying that the goods or services set forth in said bill of demand have been received by the Township.
The Township Clerk/Deputy Township Clerk shall submit all proper bills of demand to the Finance Office at least five calendar days prior to a regular Township Committee meeting where claims are approved for payment.
The Finance Office shall inspect all vouchers for payment and print checks for all authorized bills, prepare a list of all bills for Committee approval, listing the check number, vendor name and amount of claim.
The Township Committee shall approve the list of bills after one of the members has reviewed and approved each voucher at or prior to an official meeting and shall sign the list of bills.
However, vouchers for reimbursement for expenses by any Township official or vouchers for nonrecurring costs over $1,000 shall be signed by the majority of Township Committee members.
The Township Committee shall have the right by majority vote to have any claim disapproved. Any claim disapproved by the Committee shall be referred back to the Township Clerk. The Committee shall inform the Clerk of the reason for the rejection and any instruction to give to the claimant. The Township Clerk shall state the disapproval in the minutes and report all the reasons for the rejection and any instructions given to the claimant by the Township Committee.
The Township Clerk shall then certify that a bills list is signed appropriately.
Checks shall require three signatures. Checks shall be signed by the Mayor or Deputy Mayor, the Township Clerk or Deputy Township Clerk, the Chief Financial Officer or Assistant to Chief Financial Officer.
Approvals for claims shall be made per § 8-6 in advance of the distribution of checks with the following exceptions. The Chief Financial Officer may pay for the following claims in advance of an official Township meeting: