[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.
A.
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.
B.
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:
