No goods or services shall be acquired, or funds encumbered,
without issuance of a prenumbered purchase order issued by the Township.
In case of an emergency, as described herein, exception may be made
to this policy.
A. Requisition.
(1) Purchase requisition is required prior to issuance of a purchase
order.
(2) Purchase requisition requires approval by the department head prior
to issuance of a purchase order.
(3) Requisitions are to be prepared by the department head, or designee,
in the following manner:
(a)
Vendor name with complete address;
(b)
General explanation of the items;
(c)
Projected amount to be encumbered; please include unit cost
detail;
(d)
Description of need or purpose of the item; include identification
number whenever possible.
B. Quote comparison.
(1) When the dollar amount is in excess of $2,625 and less than the mandatory
bid threshold as established by the State of New Jersey, then a quote
comparison form must be completed and submitted with the requisition
in accordance with the New Jersey Local Public Contracts Law.
(2) The quote comparison shall be filled out completely, including three
quotes with complete vendor name and address. The name of the person
completing the comparison is to be included with the department head's
signature.
C. Purchase order.
(1) Once the requisition has been approved by the department head, it
is sent to the Finance Department for encumbrance against the specified
budget line item. Provided the funds are available, a purchase order
is issued with the signature of the Chief Finance Officer, or designee,
certifying that sufficient funds exist in the line item in accordance
with N.J.A.C. 5:30-14.5. The purchase order shall then be forwarded
to the Township Committee.
(2) If sufficient funds are not available, the purchase order shall be
returned without signature to the department head with a note showing
the amount remaining in the line item. A copy of the rejection shall
be sent to the Township Committee.
(3) The purchase order number is prenumbered and is held by the department
head. The number shall appear on all invoices related to the order.
(4) No expenditures shall be made against a purchase order in excess
of 10% of the dollar amount stated on the order, or the total remaining
amount of the line item, whichever is less. In cases where the purchase
order is over the approved amount, the department head shall inform
the Chief Financial Officer or designee prior to the purchase. This
is to ensure sufficient funds are available. A change order must be
completed by the Committee person in charge of that department before
the additional expenditure is incurred.
D. Voucher.
(1) The purchase order also must be sent to the vendor. The vendor shall
affix their signature and the price of goods and services to the purchase
order verifying the sale and delivery of the listed items and attesting
to the proper billing.
(2) The department head shall sign the order signifying proper receipt
of the goods and recommending payment of the invoice.
(3) Upon verification of receipt, the purchase order is attached to a
copy of all receipts and signature of the department head is sent
to the Finance Director for final review.
E. Voucher approval. The Township Committee shall review all purchase
order vouchers and bill list for final approval and authorization
to pay bills.