Township of Mendham, NJ
Morris County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Township Committee of the Township of Mendham 12-20-2001 by Ord. No. 25-2001 (Sec. 2-44 of the 1998 Revised General Ordinances). Amendments noted where applicable.]
GENERAL REFERENCES
Purchasing — See Ch. 56.
The Chief Financial Officer of the Township is hereby designated as the approval officer with respect to the approval of claims.
The duties of the Chief Financial Officer shall include the making of certifications required by N.J.S.A. 40A:5-16(b), and determining that there exists proper and sufficient appropriations for the payments to be made, that the necessary funds are available, and that the goods have been received, services rendered or that there is sufficient legal authority for the payment.
The following procedures shall be followed for approving and certifying claims for payments:
A. 
The purchase order/voucher shall be prepared by a Township Department;
B. 
The Finance Office will then encumber the purchase order/voucher and indicate such by an encumbered date and initials;
C. 
The Chief Financial Officer and Township Administrator will then initial the purchase authorization;
D. 
The certifications on the purchase order/voucher shall then be signed by the claimant and Department to the effect that the goods or services have been delivered and received; and
E. 
The Chief Financial Officer will then sign the purchase order/voucher as approved for payment.
Purchase orders/vouchers approved for payment shall be presented to the Finance Subcommittee of the Township Committee for final approval. The Finance Subcommittee shall indicate their approval of the purchase order/voucher by the initials of two subcommittee members on the purchase order/voucher. In the event a subcommittee member is absent, an alternate Township Committee member may approve the purchase order/voucher for payment. A bills list summarizing the payment vouchers shall be provided to the Administrator and Clerk. The minutes of the Township Committee meeting shall reflect the approval of the payment of the purchase order/voucher by the Finance Subcommittee and shall include the bill list. Thereafter, as provided in the Township's Cash Management Plan, the Mayor and Administrator or alternates of Deputy Mayor and Clerk shall sign the checks. Two signatures are required. The signed purchase order/vouchers and checks shall be returned to the Finance Office for processing.