[HISTORY: Adopted by the Mayor and Council of the Borough
of Bellmawr 7-22-1976 by Ord. No. 6:7-76. Amendments noted where
applicable.]
A.
A requisition and purchase order system is hereby established.
B.
The requisition and purchase order system shall be operated as follows:
[Amended 2-27-1992 by Ord. No. 1:2-92[1]]
(1)
The requisition and purchase order shall be combined on one form.
(2)
The forms shall be prepared in quintuplicate.
(3)
The requisition shall be approved by the person properly designated.
(4)
The requisition shall be given to the office of the Chief Financial
Officer.
(5)
The Chief Financial Officer's office shall check the requisition
to the budget appropriation and, if the balance is sufficient, authorize
the purchase by signing the same and assigning a purchase order number.
(6)
The purchase order shall be distributed as follows:
(a)
Original. The original shall be the voucher.
(b)
First copy. The first copy shall be the purchase order and shall
be delivered to the vendor along with the original.
(c)
Second copy. The second copy shall be given to the department
that is to receive the purchase. When the purchase is received, the
second copy shall be returned to the office of the Chief Financial
Officer along with the delivery ticket. If no delivery ticket is available,
the person receiving the goods or services shall so signify in writing.
(d)
Third copy. The third copy shall be retained by the Chief Financial
Officer's office and filed in alphabetical order until payment
is made. It will then be pulled and filed in alphabetical order in
a paid file.
(e)
Fourth copy. The fourth copy shall be retained by the chairman
of the committee in charge of that department for his record.
C.
No employee or official agent or servant of the Borough of Bellmawr
shall make any purchase on the part of the Borough of Bellmawr unless
it shall have been properly authorized by a purchase order.
D.
In cases of emergencies during off hours, work may be authorized,
but a purchase order must be obtained on the next working day.
E.
In instances where numerous miscellaneous purchases are made from
a particular vendor, a purchase order may be issued in an amount not
to exceed $100 for a specific month. When purchases total $100, an
additional purchase order may be issued in an amount not to exceed
$100 for a specific month.
A.
Any person claiming payment from the Borough of Bellmawr shall present
a detailed bill of demand, on the voucher referred to above, to the
Borough Chief Financial Officer on or before the 15th of the month
preceding the regular meeting day. The certificate of claimant appearing
on the voucher must be executed. Claims received after this date shall
not be processed for payment until the next regular meeting unless
the governing body shall otherwise so direct in writing.[1]
B.
All claims shall be presented to the committee responsible for the
placing of the order, which, if satisfied that the claims are proper,
shall approve the same. After such approval is given, the Committee
shall file the claims with the Chief Financial Officer not later than
9:00 a.m. on the Friday preceding the regular meeting.[2]
C.
The Chief Financial Officer shall then verify that the signature
of the officer or employee of the department for which the claim is
made certifying that the materials have been received by or the services
rendered to the local unit appears on every claim. Checks shall then
be prepared for payment of said claims, and the check number and date
shall be recorded on the voucher.[3]
D.
The checks and vouchers shall then be given to the Borough Clerk,
not later than 9:00 a.m. on the morning preceding the regular meeting,
to present to the governing body for formal approval.
E.
Claims shall be considered by the governing body, which shall approve
the same by roll call vote, except that said governing body may reject
any claim presented to it stating the reason for such rejection. Any
disapproved claim shall be referred back to the Borough Clerk with
such instructions as the governing body may give at the time of disapproval.
F.
It shall be the duty of the Borough Clerk to record all claims in
the official minutes indicating that the governing body has by formal
action approved the same with appropriate record as to any claims
disapproved or rejected.
G.
After formal approval by the governing body, the checks shall be
signed by the Mayor or President of Borough Council and the Borough
Clerk or Municipal Administrator and countersigned by the Chief Financial
Officer or Assistant Chief Financial Officer.[4]
H.
Signed checks and vouchers shall then be turned over to the Borough
Clerk, whose duty it shall be to mail out the checks and keep the
vouchers on file in alphabetical order.
[Amended 2-27-1992 by Ord. No. 1:2-92[1]]
There is hereby established a payroll account in the Borough
of Bellmawr. At the first meeting of the governing body in January
of each year, there shall be approved an account to be designated
the "Borough of Bellmawr Payroll Account," and from time to time the
Chief Financial Officer, upon receipt of a check for the amount due
to the payroll account, shall deposit the same to the credit of the
payroll account, charging the appropriate budgetary accounts with
that amount. The Chief Financial Officer shall thereafter draw checks
on the payroll account to the employees entitled to payment from those
accounts. All payroll checks shall be signed by the Borough Chief
Financial Officer or the Assistant Chief Financial Officer or the
Tax Collector.
Any employee of the Borough of Bellmawr who shall violate this
chapter shall be subject to immediate appropriate disciplinary action,
and any penalty imposed upon conviction shall be determined by the
governing body.[1]
