[HISTORY: Adopted by the Mayor and Council of the Borough of Chester 4-3-1980 as Sec. 2-9 of the 1980 Code. Amendments noted where applicable.]
[Amended 7-18-2017 by Ord. No. 2017-04]
The Borough Administrator shall be the Purchasing Official for the Borough and shall enforce written procedures for all purchases. The Mayor and Council by resolution may also appoint a licensed qualified purchasing agent (“QPA”) to oversee the purchasing function. If the QPA is not the Borough Administrator, the QPA shall be supervised by the Borough Administrator.
[Amended by Ord. No. 84-15; Ord. No. 90-10; Ord. No. 96-05]
A purchase order must be issued for every item of $25 or more.
Purchases of less than $25 may be made without a purchase order except as a matter of committee policy which would be specified in writing for certain items. In this case, a form will be submitted to the office for identification with future receiving slips and invoices.
No invoice for $25 or more is to be honored by the Borough without a purchase order on file.
No purchase order will be issued without a written requisition prepared by a department head. This requisition may indicate preferred vendors and must indicate the budgetary distribution of charges. Before a purchase order is issued, all requisitions for items of value greater than $5,000 must be approved by the Mayor. All requisitions for items of value between $500 and up to $5,000 must be approved by the administrator prior to a purchase order being issued. Verbal approvals may be obtained, with written approval of the requisition being obtained later.
It shall be the policy to obtain quotations, as provided by statute, for any purchase which may exceed the threshold set by N.J.S.A. 40A:11-6.1.
[Amended by Ord. No. 84-15]
Any person claiming payment from the Borough shall present a detailed bill or invoice of demand to the Borough Clerk, duly certified by voucher, the form of which shall be specified by the governing body from time to time.
It shall be the duty of the purchase order officer to certify on each claim voucher that the materials have been received by or the services rendered to the Borough and shall provide the same to the Chief Financial Officer who shall thereupon prepare for and certify to the Mayor and Council a list of all vouchers submitted to the Borough for payment. Such list shall contain sufficient information so as to allow the Mayor and Council to act thereon.
The Mayor and Council shall consider claims by review of said certified list at a meeting of the Mayor and Council which shall consider all claims as a whole. In the event that any individual claims shall be rejected, the reason therefore, shall be set forth in the minutes of the meeting at which same shall be considered. Disapproved claims shall be referred back to the purchase order officer with instructions. The minutes of meetings where claims are considered shall include by attachment the certified list of vouchers from which shall be stricken disapproved claims.
The purchase order officer shall be authorized to indicate on claim vouchers approval thereof pursuant to the minutes of the Mayor and Council with the date of approval noted thereon and to make payment of all claims so approved.
It shall be the duty of the purchase order officer to indicate on the claim vouchers that the claims have been approved for payment, with the date of approval noted thereon.
It shall be the duty of the Borough Clerk to record all claims in the official minutes indicating that the Borough Council has by formal action approved the same with appropriate record as to any claims disapproved or rejected.
After the purchase order officer has certified that the claims have been approved, he shall turn the same over to the Treasurer, who shall forthwith prepare the necessary checks for the payment thereof, which checks shall be signed by the Mayor and the Borough Clerk and thereafter countersigned by the Treasurer. After preparing checks for the payment of claims, he shall record them in proper books of account and thereafter mail or otherwise distribute the checks to the payees.
There is hereby established a payroll account in the Borough. At the first meeting of the Borough Council in January of each year there shall be approved an account to be designated the Borough of Chester payroll account, and from time to time the Treasurer, upon receipt of a warrant for the amount due such payroll account, shall deposit the same to the credit of the payroll account charging the appropriate budgetary accounts therewith.
The appropriate department heads or such officer or employee as may be designated by resolution of the Borough Council, shall certify to the Treasurer that the services as shown on the payroll have been rendered and the amount specified is in fact due owing to the employee or employees.
At each monthly meeting of the Borough Council the Treasurer shall submit for approval or ratification as the case may be, the necessary payrolls for the amount due the several officers and employees for compensation. The payroll shall be considered by the Borough Council in due course and approved if found to be correct.
The Treasurer shall thereafter draw checks entitled to payment therefrom.
In case of error or adjustment in the payroll, the Treasurer shall, and it shall be his duty, to see that such error or adjustment is properly corrected and appropriate record made thereof.
In the case of reimbursement for actual and necessary traveling expenses, itemized claims supported by receipts where available should be presented in order to obtain reimbursement for expenses incurred by local officials where authorized to travel by the Borough.