CHESTER TOWNSHIP BOARD OF EDUCATION POLICY 3322

PURCHASES NOT BUDGETED

The laws of the State and the interests of the community demand fiscal responsibility by the Board in the operation of the school district. Appropriate fiscal controls are hereby adopted to insure that public monies are not disbursed in amounts in excess of the appropriations provided this district. In as much, as the public approved the boards request for funding of certain projects and programs the board believes that the budget, as presented, needs to be adhered to whenever possible. The board recognizes that this is not always possible due to the timelines involved in developing the budget.

The Superintendent shall approve the purchase of unbudgeted items and if they exceed $5,000, in each instance, the board must also approve the purchase before the purchase order is issued.

When funds are not available for a proposed appropriation, a legal transfer from one program account to another within major accounts must be made by the Board if it is apparent that the necessary surplus funds do exist in another program account and it can be demonstrated the proposed expenditure would be educationally warranted in the current fiscal year.

Emergency Purchases

In the event of an emergency (which exists whenever the time required for the Board to act in accordance with regular procedures would endanger life or property or threaten the continuance of existing school classes), a purchase order up to the amount of the state allowed limit may be authorized by the Board President, Board Secretary, Superintendent of Schools. It is not intended by this policy that "emergencies" be permitted to occur as a result of inadequate planning, delay, etc.

When budgeted funds are allocated on a building basis, the total amount so budgeted may not be exceeded without prior approval as noted above, but the amount budgeted to each program for a building may be exceeded if a like amount is deleted from another program of that building by the authority of the Secretary.

Any expenditures in excess of appropriation made in conformance with this policy shall be reported to the Board at the next meeting with a recommendation of funds to be transferred to cover said purchase.

Date Adopted: January 14, 2003

Legal References: N.J.S.A. 18A:18A-1 et seq. Short title, citation

Cross References: 3320 Purchasing procedures

3321 Purchases budgeted

3323 Purchases subject to bid

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