N.J. Admin. Code § 6A:23A-6.10

Current through Register Vol. 56, No. 11, June 3, 2024

Section 6A:23A-6.10 - Approval of amounts paid in excess of approved purchase orders; district board of education policy

(a) Each district and CVSD board of education shall adopt a policy establishing the approval process for any remittance of payment for invoice amounts greater than the approved purchase order. The policy shall require the SBA to identify and investigate, if necessary, the reason for any increase to a purchase order. If the SBA finds an increase is warranted, he or she shall either approve a revision to the original purchase order with the reason noted, approve the issuance of a supplemental purchase order for the difference, or cancel the original purchase order and issue a new purchase order. If the SBA finds an increase is not warranted, the purchase order shall be canceled and the goods returned. In no instance shall an adjustment be made to a purchase order that changes the purpose or vendor of the original purchase order or a bid award price.

(b) Financial systems shall be programmed to:

1. Limit system access so only appropriate business office staff can make purchase order adjustments;

2. Reject adjustments in excess of any established approval thresholds;

3. Prevent unauthorized changes to be processed;

4. Reject payments when the sum of the invoice amount plus any previous invoices charged to the purchase order exceeds the sum of the original purchase order amount plus any authorized adjustments;

5. Reject duplicate purchase order numbers;

6. Reject duplicate invoice numbers; and

7. Prepare an edit/change report listing all payments made in excess of the originally approved purchase order amount.

(c) The SBA on a monthly basis shall review edit/change reports listing all payments made in excess of the originally approved purchase order amount to ensure all payments made are properly authorized.

N.J. Admin. Code § 6A:23A-6.10

Amended by 49 N.J.R. 1038(a), effective 5/1/2017