[HISTORY: Adopted by the Township Committee of the Township
of Barnegat 3-19-84 by Ord. No. 1984-8. Amendments noted where applicable.]
The purpose of this ordinance is to update and revise the procedures
for payment of claims and for the submission of purchase orders to
the Township of Barnegat, County of Ocean, State of New Jersey.
Any person, corporation, partnership or other entity claiming
payment from the township shall present a detailed bill of demand
(N.J.S.A. 40A:5-16) to the Township Treasurer, duly certified.
The Township Clerk/Administrator is hereby designated as the
certifying and approval officer for all claims submitted to the township.
It shall be the duty of the Clerk/Administrator to sign and
certify each claim indicating that the materials have been received
or the services rendered to the township.
All claims presented for payment must have the accounting copy
of the purchaser order and invoice, a voucher and receiving copy all
properly signed by the claimant.
It shall be the duty of the Township Treasurer to certify the
existence of proper and sufficient appropriations for the
payments to be made and to determine that there is legal authority
for the payments.
It shall be the duty of the Township Treasurer to prepare a
bill list and resolution to be submitted to the Township Committee
at a regular or special meeting. Said bill list shall be signed by
at least three (3) of the five (5) committee members prior to payment
of the claims listed thereon.
All checks drawn on the account of the township and to be issued
by it shall be signed by any two (2) of the four (4) following township
officials:
Mayor, Deputy Mayor, Treasurer, and Clerk/Administrator.
It shall be the duty of the Township Treasurer or such other
officer designated by resolution of the governing body, to indicate
on said claims that they have been approved for payment, with the
date of approval thereof noted on the claim.
In the case of payrolls, the appropriate department heads or
such officer or employee as may be designated by resolution of the
governing body shall prepare the necessary payrolls for all employees,
which payroll shall be duly certified by the person authorized to
certify that the services have been rendered and the amount specified
is in fact due and owing to the employee or employees.
In the case of reimbursement for actual and necessary traveling
expenses, itemized claims supported by receipts or other documentation
where available, should be presented to obtain reimbursement for expenses
incurred by local officials where authorized to travel by the municipality.
A.
Purchase orders are to be prepared by the department requesting the
order. The purchase order must indicate the appropriate department
in the "SHIP TO" portion of the purchase order. All orders must be
signed by the appropriate department head.
B.
Completed purchase orders must be forwarded to the Clerk/Administrator
for his approval.
C.
The purchase order will then be forwarded to the Township Treasurer's
office for certification of the availability of funds and assignment
of a purchaser order number. The WHITE COPY OF THE ORDER WILL BE RETAINED
BY THE TREASURER'S OFFICE FOR ENCUMBERING THE PROPER ACCOUNT.
D.
If the purchaser order is not approved by the Clerk/Administrator
or if funds are not available, it will be returned to the department
head with a notation as to why it was not approved.
E.
Approved purchase orders will then be sent to the department of origination
for mailing. The BLUE AND GOLD COPIES SHOULD BE RETAINED BY THE DEPARTMENT
HEAD AND THE PINK AND GREEN COPIES MAILED TO VENDOR.
F.
Upon receipt of the merchandise for services, it will be the department
head's responsibility to check the order for accuracy against
the invoice, sign the GOLD receiving copy of the purchaser order,
and ATTACH the INVOICE and VOUCHER and forward it to the Treasurer's
Office. By following this procedure, it will notify the Treasurer
that the order has been completed and the department head satisfied
with the merchandise, and the order can then be processed for payment.
All calls and correspondence relating to a purchase order will be
referred to the department originating the purchase order, except
those requesting payment after all the proper paper work has been
received by the Township Treasurer.
G.
The department head's copy of the order shall be kept on file
in the respective offices with a notation of the date it was signed
off for payment.
H.
All of the above procedures are to be considered to be mandatory
and no payments will be made unless they are followed.
