[HISTORY: Adopted by the Mayor and Council of the Borough of Park Ridge 11-14-1966 by Ord. No. 66-14. Amendments noted where applicable.]
GENERAL REFERENCES
Administrative organization — See Ch. 2.
[Amended 3-10-1969 by Ord. No. 69-3; 8-16-1976 by Ord. No. 76-18; 7-11-1977 by Ord. No. 77-20]
Any and all purchases to be made by the Borough of Park Ridge, or any department thereof, which do not require sealed bids pursuant to statute shall be in accordance with the method designated herein, as follows:
A. 
Approvals. All purchases in excess of $250 shall be made on requisition and purchase order forms approved by the Borough Administrator and Borough Treasurer. All purchase requisitions in excess of $250 must be approved by the Borough Administrator, who will assign a purchase order number, and by the Borough Treasurer, who shall verify that sufficient funds exist in the departmental line item from which the purchase is to be charged. In the case where the Borough Administrator has determined to approve a purchase in an amount less than $500, a voucher may be certified by the Chief Financial Officer with the approval of the Borough Administrator and sent to the Borough Treasurer for disbursement. All such payments shall require ratification by the governing body in the month following payment.
[Amended 7-8-1980 by Ord. No. 80-8; 5-13-1997 by Ord. No. 97-8; 11-9-2010 by Ord. No. 2010-35]
B. 
Requisition forms.
(1) 
Requisition forms are to be submitted by the appropriate department head to the office of the Borough Administrator, setting forth fully the materials to be purchased or services to be rendered, including the unit price, the total cost, the preferred supplier and the departmental account to be charged.
(2) 
In all cases, the purchasing of goods and services will conform to the Local Public Contracts Law (N.J.S.A. 40A:11 et seq.).
C. 
Purchase order distribution. The vendor copy of the purchase order and a voucher shall be forwarded to the vendor or supplier. The commitment copy shall be forwarded to the Borough Treasurer to be recorded as an encumbrance against the department. The purchasing copy with the requisition form shall be retained in the office of the Borough Administrator, and the department and receiving copies shall be forwarded to the department head.
D. 
Receipt of goods or completion of services. Upon delivery of the goods ordered or completion of the services rendered, the department head or the departmental representative shall sign the vendor's invoice and have said invoice attached to the receiving copy of the purchase order. The department head shall sign the receiving copy and forward same to the Borough Administrator to be attached to the properly executed voucher from the vendor or supplier.
E. 
Voucher approval. By no later than 12:00 noon of the first Monday of the month, the department head shall sign all vouchers to be paid in that month.
[Amended 3-10-1969 by Ord. No. 69-3; 8-16-1976 by Ord. No. 76-18; 7-11-1977 by Ord. No. 77-20]
Any person, partnership, association or corporation claiming payment from the Borough of Park Ridge shall present to the Borough Administrator a bill of demand on a voucher form of the borough detailing goods or services rendered, duly certified or supported by an affidavit of claimant, pursuant to N.J.S.A. 40A:5-16. All vouchers shall be submitted to the office of the Borough Administrator not later than 12:00 noon on the Friday preceding the first Monday of the month. Any voucher submitted after the deadline shall be held for payment until the following month.
[Amended 7-8-1974 by Ord. No. 74-16; 8-16-1976 by Ord. No. 76-18; 7-11-1977 by Ord. No. 77-20; 11-9-2010 by Ord. No. 2010-35]
A. 
All vouchers, after being signed by the head of each department, shall be presented to the committee head and one additional member of the Borough Council for payment approval. After such approval is given, the vouchers shall be filed with the Borough Treasurer, who shall present all claims for approval by the Borough Council at its next regular meeting.
B. 
With respect to the payment of purchases for the Electric and Water Department made by the Borough's Board of Public Works, all such claims for payment shall be reviewed and certified by the Borough's designated certifying and approval agent or alternate designated certifying approval agent in the absence of the designated certifying and approval agent, who shall have such authority as conferred under N.J.S.A. 40A:5-17 and shall act in accordance with the procedures set forth in within the chapter. The certifying and approval agent or alternate designated certifying approval agent in the absence of the designated certifying and approval agent shall immediately provide a report to the Mayor and Council detailing the claims approved for payment and disbursed and those claims not approved for payment.
[Amended 6-14-2011 by Ord. No. 2011-019]
[Amended 3-10-1969 by Ord. No. 69-3; 8-16-1976 by Ord. No. 76-18; 7-11-1977 by Ord. No. 77-20]
Any claim disapproved by the Borough Administrator or the Finance Chairman shall be voted upon by the members of the Borough Council and may be approved by a majority vote.
The Borough Clerk shall record all claims in the official minutes of the Borough Council by inserting therein a copy of the resolution approving said claims and a list of those claims approved.
[Amended 7-11-1977 by Ord. No. 77-20]
The Borough Treasurer shall indicate on each said claim that it has been approved for payment, with the date of approval noted on the claim.
[Amended 7-11-1977 by Ord. No. 77-20]
A. 
The Borough Treasurer's office shall forthwith prepare the necessary checks for the payment of approved claims. Said checks shall be signed by the Mayor and countersigned by the Borough Clerk and the Borough Treasurer and, upon completion of such, shall be forwarded by the Borough Treasurer to the claimants.
B. 
The Borough Treasurer shall record said payments in the approved books and/or ledgers and shall prepare a monthly summary of expenditures and encumbrances by department and by categories of expense within each department.
[Amended 7-11-1977 by Ord. No. 77-20]
A. 
All payroll payments shall be made in accordance with the approved Salary Ordinance of the Borough of Park Ridge[1] from time cards which have been approved by the department heads.
[1]
Editor's Note: see Ch. 2, Article VII.
B. 
The Borough Treasurer shall be responsible for all matters related to employee and Borough contributions to the pension systems.
[Amended 8-13-1973]
The Mayor and Council may, by resolution, provide for and authorize payment of advances to officers and employees of the borough towards their expenses for authorized travel and expenses incident thereto. Any such resolution shall provide for the verification and adjustment of such expenses and advances and the repayment of excesses advanced, by means of a detailed bill of items or demand and the certifications or affidavit required by N.J.S.A. 40A:5-16, which shall be submitted within 10 days after the completion of the travel for which an advance was made.