Impact of COVID-19 on QPA Certifications and State Exam Renewals

Qualified Purchasing Agents (QPA) Certified Municipal Finance Officers (CMFO) Certified County Finance Officers (CCFO) Registered Municipal Clerks (RMC) Certified Tax Collectors (CTC) Certified Public Works Managers (CPWM)

Impact of Covid-19 on QPA Certifications: State Exam Renewals and Continuing Education Temporary Appointments Reminder on Financial Disclosure Statements

The LPCL authorizes a local contracting unit to utilize the maximum bid threshold (now $44,000), provided its governing body appoints a Purchasing Agent who possesses a QPA certification. Local units that do not appoint a QPA must remain at the lower pay-to-play threshold ($17,500 local units/$32,000 BOEs).

QPA State Exam U.S. citizen, person of good moral character, H.S. diploma or equivalent Completion of the Rutgers CGS Purchasing Program Exception for CMFO/CCFO Two years (60 credits) of college (any major or subject), and two years full-time governmental experience performing duties relative to those of public procurement Additional years of experience on a year for year basis can be substituted for two years of college However, additional years of college cannot be substituted for two years of experience

Exception Standard School Business Administrator Certificate Three years of public procurement experience Two hours of continuing education in green purchasing

December and June June 24, 2020 CANCELLED DUE TO COVID all applications and fees were held over for the December December 16, 2020 currently planning for an in-person exam, following all required health and safety guidelines Estimating 75-100 examinees Multiple locations Updates are posted on the Professional Certification page of the Division s website: https://www.nj.gov/dca/divisions/dlgs/programs/certification.html All applicants have been put on an email listserv to receive updates

Good Afternoon QPA Applicant, As of today s date, an in-person QPA Examination is planned for December 16, 2020. Please be advised that due to the ongoing public health emergency, the continued closure of many in- person testing sites, and the need to also reschedule the April 2020 DCA certification exams, the Division will NOT be able to offer an additional testing date for the QPA Examination prior to December 16, 2020. The Division is cognizant of your need to adequately prepare for the QPA Examination, including scheduling time for studying, arranging childcare, obtaining approval for time off from work, etc. Therefore, every effort will be made to notify candidates directly, via email, no later than November 25, 2020, of the exact time and location of their Examination, as well as full details regarding the health and safety protocols that will be put into place. Should circumstances require the cancellation or postponement of the December 16, 2020 QPA Examination, candidates will be notified directly, via email, as soon as a determination is made. Notice will also be posted on the Professional Certification page of the Division s website at: https://www.nj.gov/dca/divisions/dlgs/programs/certification.html. While the Division is hopeful that it will be able to safely administer the in-person QPA Examination on December 16, 2020, as scheduled, it is also working to create a viable alternative (1) to ensure that all candidates have a full and fair opportunity to take the Examination in a safe and secure testing environment; (2) to maintain the integrity and security of the State certification and exam process; and (3) to avert further delays and disruptions to your personal and professional plans, while providing you with adequate notice of any changes. Please note that any candidates who do not wish to participate in the upcoming in-person QPA Examination scheduled for December 16, 2020 may opt out, without penalty, by emailing the Division at: DLGS.Certification@dca.nj.gov, as soon as possible, but no later than December 4, 2020. No explanation is required. The Division will automatically hold over applications and fees of those who choose to opt out for the next scheduled Examination date. There is no need to reapply. Due to the cancellation of the QPA Examination, candidates are reminded that anyone serving in an Acting or Temporary capacity pursuant to N.J.S.A. 40A:11-9(g) may apply to the Division for approval to extend their term one additional year. Details regarding this extension granted pursuant to P.L. 2020, c. 34, can be found at: https://www.nj.gov/dca/divisions/dlgs/lfns/20/2020-13.pdf. The questionnaire to be submitted can be found at: https://www.nj.gov/dca/divisions/dlgs/programs/certification.html. Candidates are further reminded that there are no statutory limitations on the number of times you may apply for or sit for the QPA Examination. In other words, failure to participate in or pass the next Examination should not impact your ability to sit for a future examination. In closing, we are aware of the many issues that the cancellation and/or postponement of the QPA Examination has posed, both personally and professionally. We thank you for your cooperation and understanding during this difficult time.

Applications for the State Exam can be found on the Professional Certification page of the Division s website: http://www.nj.gov/dca/divisions/dlgs/programs/certification.html The Division is still accepting applications for the December 2020 exam, which are, by statute, due 30 days prior to the exam date T/F, M/C, Short Answer (4 5) 80% to pass

Recent QPA Exam Statistics December 2019 74 examinees (52 new; 22 repeat) 49% pass rate June 2019 68 examinees (68 examinees; 51 new; 17 repeat) 51% pass rate December 2018 56 examinees (42 new; 14 repeat) 61% pass rate QPA Certificates Issued 1,925 active QPAs in the State (including SBAs) 2019 68 new certificates issued

N.J.A.C.5:32-4.2 20 contact hours of continuing education every 3 years: Procurement Procedures Green Purchasing Office Admin./General Duties Ethics Information Technology 2.0 contact hours 2.0 contact hours 2.0 contact hours 3.0 contact hours optional Note on waivers

Applications for renewal can be found on the Professional Certification page of the Division s website: http://www.nj.gov/dca/divisions/dlgs/programs/certification.html

P.L. 2020, c. 34 extended certifications expiring after May 15, 2020, by one year. Example Due December 31, 2020 December 31, 2021 After that initial one-year extension, it reverts to the original three-year cycle for QPAs Example Due December 31, 2020 December 31, 2021 December 31, 2024 LFN 2020-13 https://www.nj.gov/dca/divisions/dlgs/lfns/20/2020-13.pdf

$35 renewal fee check or money order made payable to: Treasurer, State of New Jersey Do NOT send in certificates of attendance. Keep those for your records, in the event the Division conducts an audit

Every renewal cycle stands alone. Credit hours cannot be banked from one renewal cycle to the next. While you are certainly free to renew early, you cannot apply credits earned prior to the start of your next renewal cycle to your next renewal. What if I renewed early this year? Example I was originally due to renew June 30, 2020. My deadline was extended to June 30, 2021, but I just submitted by renewal in May. My next renewal cycle is June 30, 2021 to June 30, 2024. What happens to anything I take between now and June 30, 2021? Under EXISTING Division policy, you cannot apply those credits to your renewal due June 30,2024. We are evaluating the impact of Covid-19 on our certificate-holders to determine how best to address the issue as we certainly do not want to discourage folks from keeping up with their continuing education. 6 month grace period still in the law Automatic No late fee for QPAs Additional 6 months, with Director approval, for (1) flood, hurricane, superstorm or other natural disaster, and a state of emergency has been declared by the Governor, or (2) medical event or condition What happens if you fail to renew? Both the LPCL and the regulations state an individual who holds a QPA and allows such certificate to lapse by failing to renew shall be required to apply to take the qualifying examination. LFN 2012-9 this provision applies, regardless of how the person obtained his or her QPA. This includes SBAs.

We are continuing to evaluate the impact of Covid-19 on our licensees and continuing education. With regard to webinars and other online and remote learning opportunities, there are no formalguidelines or restrictions at this time. Application procedures for CEU approval remain the same.

DLGS did issue a newsletter in May, wherein we provided the following guidance regarding webinars: Webinars should be live, as opposed to previously recorded Attendance must be tracked Sponsors must still provide participants with course completion certificates, with the DLGS course # and credits approved Course evaluations should also be made available Instructional time should align to the number of credits approved 50 minutes = 1 contact hour Consideration should be given to the various tools that can be used to ensure and verify audience participation Sponsors must still maintain records, of the course, including attendance records, for three years https://www.nj.gov/dca/divisions/dlgs/hottopics/hottopics_docs/cor_LGS%20Newsletter%20FINAL.pdf

If the position of Purchasing Agent becomes vacant, a local contracting unit can appoint a non-certified person as Temporary Purchasing Agent for a period of one year from the date of vacancy. The governing body can then apply to the Director of the Division of Local Government Services for one additional year term. P.L. 2020, c. 34 extended this to two years. Again, see LFN 2020-13. During the time that that a Temporary Purchasing Agent is appointed, the local contracting unit may continue to keep its bid threshold at the statutorily allowed maximum if it has passed a resolution to do so.

The Local Government Ethics Law (LGEL) requires that all Local Government Officers (LGO) annually file Financial Disclosure Statements (FDS) with the Division of Local Government Services by April 30. This deadline was extended to July 31, 2020. If you are listed on the roster for your municipality, be sure to get your FDS filed ASAP. In August 2015, the LGEL regulations were amended to further define the term LGO. Specifically included in that definition are Qualified Purchasing Agents Therefore, if you the designated Purchasing Agent for a local government entity, and are listed as an LGO on their roster, you must file an FDS by April 30 of each year, or within 30 days of first being appointed to the position of Purchasing Agent Each year, a Local Finance Notice is issued, which contains instructions on how to file your FDS online. For FDS-related questions, call (609) 292-4537 or email: LFB_FDS@dca.nj.gov