N.J. Admin. Code § 5:30-9A.6

Current through Register Vol. 56, No. 23, December 2, 2024

Section 5:30-9A.6 - Certifications required for paying out moneys; exceptions

(a) A certification pursuant to N.J.S.A. 40A:5-16.a that a bill or demand is correct or N.J.S.A. 40A:5-16.b that the goods have been received by or services rendered to the local unit must either feature an original signature, signature stamp, facsimile signature, or electronic signature of the individual making the certification.

(b) For boards of education, claimant certification shall be in accordance with the provisions of N.J.S.A. 18A:19-3.

(c) For a local unit, including a county college, payments may be made without certification by an officer or duly designated employee of the local unit having knowledge of the facts that the goods have been received by, or the services rendered to, the local unit when payment to vendors is required in advance of the delivery of the following materials or services, if those materials or services cannot be obtained from any other source at comparable prices:

1. For such purposes as may be permitted pursuant to N.J.S.A. 40A:5-16.2 and 16.3;

2. Payment obligations to the State or Federal governments;

3. Membership in a nonprofit organization;

4. Educational courses, including, but not limited to, those where continuing education credits are awarded; and

5. Website hosting, including registration and maintenance of a domain name.

(d) For a local unit, including a county college, payments may be made without certification by the vendor or claimant as to the bill or demand being correct pursuant to the following circumstances:

1. When ordering, billing, and payment transactions for goods or services are made through a computerized electronic transaction utilizing standard electronic funds transfer technologies;

2. The circumstances specified at (c) above; and

3. Where the local unit institutes a standard policy through resolution or ordinance, as appropriate, to not require a vendor or claimant certification if said vendor or claimant does not provide, as part of its normal course of business, a certification from an individual with knowledge of the transaction that a bill or demand is correct. In instituting such a policy, the local unit shall have the discretion to require vendor or claimant certification, as the local unit deems necessary or appropriate.

(e) The provisions at (d) above shall not apply to the reimbursement of employee expenses or payment for personal services.

1. No employee expenses shall be reimbursed, unless the employee provides a detailed statement, certified, in writing, by the employee, along with documentation in support of each expense.

2. For purposes of this section, a "personal service" shall be a service provided exclusively and entirely by the individual seeking payment.

(f) Vendor or claimant certification shall not be required as a condition for payment to be made for debt service or any services set forth at N.J.S.A. 40A:5-16.d.

N.J. Admin. Code § 5:30-9A.6

Adopted by 50 N.J.R. 316(a), effective 1/16/2018

Amended by 55 N.J.R. 1690(a), effective 8/7/2023