[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.
