City of Vineland, NJ
Cumberland County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the City Council of the City of Vineland 11-23-1976 by Ord. No. 1048 (Ch. 17 of the 1990 Code); amended in its entirety 8-26-2008 by Ord. No. 2008-52. Subsequent amendments noted where applicable.]
Business Administrator; Division of Purchasing — See Ch. 5.
Department of Finance — See Ch. 50.
Purchasing Board — See Ch. 139.
[Amended 7-14-2009 by Ord. No. 2009-47; 5-8-2018 by Ord. No. 2018-25]
Any person claiming payment for materials sold or services rendered to the City of Vineland shall first submit a detailed, itemized invoice to the City of Vineland. For any detailed, itemized invoice in excess of $17,500 or for any detailed, itemized invoice submitted by a sole proprietor for services rendered or materials sold or any detailed, itemized invoice submitted by an employee of the City of Vineland for reimbursement for permitted costs incurred by the employee in furtherance of their employment with the City of Vineland, the invoice shall be submitted with a voucher form provided by the QPA. The invoice and voucher shall be properly certified by the vendor, their authorized representative or City employee that the invoice is correct in all its particulars, that the articles have been furnished, the services have been rendered or costs and expenses incurred by the City employee as stated therein are justly due and that the amount charged is a reasonable one.
[Added 5-8-2018 by Ord. No. 2018-25]
Any vendor may request payment in advance of delivery of materials or services in accordance with § 19-1 in addition to those specifically set forth in N.J.S.A. 40A:5-16.1 (advance of employee travel expenses); N.J.S.A. 40A:5-16.2 (advance payment to nonprofit agency under certain circumstances set forth therein); and N.J.S.A. 40A:5-16.3 (advancing estimated administrative or direct service cost of a statutorily authorized joint, interlocal, cooperative or shared services activity in accordance with an agreement entered into with the City of Vineland):
Payment obligations to the state or to federal governments.
Membership in a nonprofit organization.
Educational courses, including, but not limited to, those where continuing education credits are awarded.
Registration for a conference or convention sponsored by a nonprofit organization.
Website hosting, including registration and maintenance of a domain name.
Notwithstanding anything herein to the contrary, no advance payment shall be made directly to officers and/or employees of the City of Vineland.
The department head, City officer or employee receiving any such materials or services on behalf of the City shall sign a copy of the delivery slip, purchase order, invoice or other similar document, indicating that he has personal knowledge of the fact that the goods have been received or the services rendered and that those goods or services are consistent with any existing contract or purchase order.
The Department of Finance shall have the responsibility of certifying the date, based on documentation provided by an authorized employee of the receiving department, that the materials or services have been received, that the invoice complies with the City's criteria for payment processing, and checking the calculations, price, terms and other pertinent data on the invoice for correctness.
The Comptroller shall examine the invoices submitted and shall approve the same for payment if he determines that all the calculations are correct, that all procedures have been followed, and that sufficient funds are available.
The Comptroller shall thereafter forward the properly itemized, tabulated and certified invoices for review and approval by the Business Administrator.
Editor’s Note: Former § 19-6, Review by City Council, was repealed 2-12-2013 by Ord. No. 2013-3.
[Amended 7-14-2009 by Ord. No. 2009-47]
The City Comptroller shall systematically list, without preference, invoices received from various vendors on a resolution that is to be presented to City Council for consideration at the next regularly scheduled City Council meeting. All bills, claims or demands approved by City Council by resolution shall then be processed for payment by the City Comptroller as provided by law.
Notwithstanding the procedures set forth in Subsection A above, the City Comptroller may approve certain claims between City Council meetings. However, the approval of any claim between City Council meetings shall be presented to City Council at its next meeting for ratification. Only the following claims may, at the discretion of the City Comptroller, be approved in accordance with this subsection:
All purchased power and fuel obligations for the Department of Municipal Utilities, such as weekly utility payments to PJM Interconnection.
PMA Insurance Group payments regarding the administration of workers' compensation claims.
Payment to acquire property based on a settlement agreement that has already been authorized by City Council in a separate action.
Regular utilities of the City of Vineland, such as phone, natural gas and oil.
The City Comptroller shall ascertain the existence of proper and sufficient appropriations for the payments to be made and shall determine that there is legal authority for the payments.
An acceptable method of disbursing moneys or payment under Subsection B may be by wire transfer at the discretion of the City Comptroller.