[HISTORY: Adopted by the Mayor and Council of the Borough of Clementon 8-26-1985 by Ord. No. 85-13; amended in its entirety 3-8-2005 by Ord. No. 2005-06. Subsequent amendments noted where applicable.]
A. 
A requisition and purchase order system shall be maintained.
B. 
No employee or official of the Borough of Clementon shall incur any liability on the part of the Borough of Clementon unless it shall have been properly authorized by a purchase order.
C. 
In case of emergencies during off hours, work may be authorized, but a purchase order must be obtained on the next working day.
D. 
In instances where numerous miscellaneous purchases are made from a particular vendor, a purchase order may be issued in an amount not to exceed $200 for a specific month. A new purchase order must be issued for each month.
E. 
The member of Council who is in charge of the respective department, or designated individuals allowed to make requests, are responsible for requesting purchases.
F. 
The requisition and purchase order system shall be operated as follows:
(1) 
Authorized individuals request a purchase order from the Finance Department.
(2) 
When feasible, a written requisition shall be used.
(3) 
Purchases will not be made prior to the completion of a purchase order.
(4) 
The Chief Financial Officer (CFO) shall check the requisition to the budget appropriation and, if the balance is sufficient, authorize the purchase by creating a computer-generated prenumbered purchase order. The CFO or Borough Administrator shall have the authority to sign the purchase order certifying the availability of funds.
[Amended 4-5-2016 by Ord. No. 2016-04]
G. 
The purchase order shall be distributed as follows:
(1) 
The first copy (white) shall be delivered to the vendor for claimant certification and returned to Finance to be processed.
(2) 
The second copy (yellow) is also distributed to the vendor to be retained by the vendor as their copy.
(3) 
The third copy (pink) remains with Finance and filed after payment.
(4) 
The fourth copy (gold) is distributed to the department head after payment.
A. 
Any person claiming payment from the municipality shall present a detailed bill of demand on voucher to the Borough CFO on or before the Wednesday preceding the Council meeting. Council meetings are held the fourth Tuesday of the month.
B. 
The CFO verifies that the signature of the Council member in charge of the department or the department head 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.
C. 
The completed purchase orders are compiled and the bill list is created.
D. 
The bill list, along with the purchase orders, are given to the Borough Clerk not later than 9:00 a.m. on the morning of the Council meeting to present to Borough Council for formal approval.
E. 
Claims shall be considered by the Borough Council, which shall approve the same by roll call vote, except that said Borough Council may reject any claim presented to it, stating the reason for such rejection. Any disapproved claim shall be referred back to the CFO with instruction as to how to proceed.
F. 
It shall be the duty of the Borough Clerk to record all claims in the official minutes, indicating that the Borough Council has by formal action approved the same with appropriate record as to any claims disapproved or rejected.
G. 
After formal approval by the Borough Council, the checks shall be prepared and signed in accordance with the signatories established by the Borough of Clementon.
H. 
Purchase orders that have been approved by Borough Council shall be signed by the Council Chairperson for the department for which the claim was made. They are then returned to the CFO in order to prepare checks for distribution.
I. 
Signed checks are distributed to vendors and the check number and date are recorded on the purchase order.
J. 
The completed purchase order is then filed in the Finance Department.
Manual checks may be issued in instances of unforeseen circumstances and in cases of emergency at the discretion of the Chief Financial Officer.
A. 
There shall be maintained a payroll account in the Borough designated "Borough of Clementon - Payroll Account." Upon preparation of payroll, funds shall be wired from respective funds to the payroll account based on budget distribution.
B. 
Payroll checks are drawn on the payroll account and signed in accordance with the signatories established by the Borough of Clementon.