CHESTER TOWNSHIP BOARD OF EDUCATION POLICY 3326

PAYMENT OF CLAIMS

It is the purpose of the Board of Education to effect the prompt payment of bills, but at the same time insure that due care has been taken in the review of such bills.

Each bill or obligation of this Board must be fully itemized, verified and duly audited and must be passed upon and ordered paid by the Board before a warrant can be drawn for its payment, except that the Secretary is directed to make payment of interest on bonds as it becomes due and payments to redeem bonds as they become due, warrants to cover approved payrolls and agency account deposits and health benefits premiums.

It shall be the responsibility of the Qualified Purchasing Agent upon receipt of an invoice to verify that the voucher is in order, the goods were received in acceptable condition or services were satisfactorily rendered, funds are available to cover the payment, the item is one for which the Board budgeted or approved, and the invoice is for the amount contracted.

Should the invoice be for more than the acknowledged purchase order, the responsible administrator shall determine the vendor's reason and report same to the appropriate budget manager.

All claims for payment received one week before the second regular Board meeting each month shall be submitted for consideration at that meeting. All claims for payment shall be submitted to the Board for review in the form of a listing including warrant number, to whom paid, and amount or remittance,. This list shall be placed in the official minutes of the Board.

Prior to the Board's consideration of the vouchers for payment, any voucher may be reviewed by the Finance Committee.

Upon the approval of a voucher, the Qualified Purchasing Agent shall prepare a warrant for payment, cancel the commitment placed against the appropriate account, and post the actual cost within one week.

All warrants shall be signed by the President, Secretary, and Custodian of School Moneys. The Vice President may sign for the President.

Date Adopted: January 14, 2003

Legal References: N.J.S.A. 18A:19‑1 Expenditure of funds on warrant only; requisites

N.J.S.A. 18A:19‑2 Requirements for payment of claims; audit of claims in general

N.J.S.A. 18A:19‑3 Verification of claims

N.J.S.A. 18A:19‑4 Audit of claims, etc., by secretary; warrants for payment

N.J.S.A. 18A:19‑4.1 Account or demand; audit; approval

N.J.S.A. 18A:19‑9 Compensation of teachers, etc., payrolls

N.J.S.A. 18A:22-8.1 Transfer of amounts among line items and program categories

N.J.A.C. 6A:23-2.9 Petty cash funds

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PAYMENT OF CLAIMS POLICY 3326

Cross References: 3320 Purchasing procedures

3451 Petty cash funds

3453 School activity funds

4142 Salary checks and deductions

4242 Salary checks and deductions

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