[HISTORY: Adopted by the Borough Council of the Borough of Hillsdale 6-27-1972 by Ord. No. 72-9 as Ch. 8 of the Revised Ordinances of 1972; amended in its entirety 12-13-1988 by Ord.No. 88-24. Amendments noted where applicable.]
[1]
Editor's Note: N.J.S.A. 40A:5-17 provides that the governing body shall approve or disapprove all claims and shall, by ordinance, prescribe the manner in which claims shall be approved or disapproved. N.J.S.A. 40A:5-16 provides that the governing body shall not pay out any of its moneys unless the bill or claim is itemized and the claimant certifies that the payment sought is correct.
Any person claiming payment from the Borough shall present a duly certified claim in the form of a detailed bill of demand to the Borough Chief Financial Officer.
It shall be the duty of the Borough Chief Financial Officer to make certain that there appears on every claim the signature of the officer or employee who has been duly designated by the governing body to certify that the materials have been received by or the services rendered to the Borough.
In the case of reimbursement for actual and necessary travel expenses incurred by Borough officials where authorized to travel by the Borough, itemized claims supported by receipts, where available, should be presented in order to obtain the reimbursement for such expenses.
After the Borough Chief Financial Officer has ascertained that the provisions of §§ 9-1, 9-2 and 9-3, where applicable, have been complied with, every claim shall then be presented to the Borough Council for approval.
A. 
The governing body shall consider each claim and shall, by resolution, approve or reject same.
B. 
If a claim shall be rejected, the reasons for the rejection shall be stated thereon, and the claim shall be referred back to the Borough Chief Financial Officer with such instructions as the governing body may give at the time of disapproval.
The approving resolution shall be incorporated in the official minutes.
It shall be the duty of the Borough Clerk to record all claims in the official minutes indicating that the governing body has by formal action approved the claims or disapproved or rejected them.
It shall be the duty of the Borough Chief Financial Officer to indicate on each claim that it has been approved for payment, with the date of approval thereof noted on the claim.
A. 
After the Clerk has certified that the claim has been approved, he or she shall turn the same over to the Chief Financial Officer for payment.
B. 
The Chief Financial Officer will forthwith prepare the necessary check or electronic transfer of funds for the payment thereof. Said check shall be signed by the Mayor and the Clerk and thereafter countersigned by the Chief Financial Officer.[1]
[1]
Editor's Note: Amended at time of adoption of Code; see Ch. 1, General Provisions, Art. II.
C. 
After preparing checks or electronically transferring funds for the payment of claims, the Chief Financial Officer shall record them in proper books of account and thereafter mail or otherwise distribute payments to the claimants.
D. 
The Borough Council shall designate by resolution which claims may be paid through electronic funds transfer.
[1]
Editor's Note: For statute authorizing a municipality to adopt ordinances pertaining to the form and manner of paying salaries, wages and other compensation, see N.J.S.A. 40A:5-19.
The rate of compensation of each officer and employee of the Borough shall be as provided in the salary ordinances of the Borough or as otherwise provided by statute.
A. 
The appropriate department heads, or such officer or employee as may be designated by the Borough Administrator, shall prepare the necessary payrolls for all employees.
B. 
Said payrolls shall be duly certified, by the person authorized to certify, that the services have been rendered and that the amounts specified have been approved by the department head responsible therefor.
At each regular meeting of the Council, the Borough Chief Financial Officer shall submit for approval or ratification, as the case may be, the necessary payrolls for the amount due and payable to the several officers and employees for compensation. The payroll shall be considered by the Council in due course and approved, if found to be correct.[1]
[1]
Editor's Note: Original Sec. 8-13, Payrolls account warrants presented, which immediately followed this section, was deleted at time of adoption of Code; see Ch. 1, General Provisions, Art. II.
Such officers as may be designated by the Council are hereby authorized to sign warrants drawn in favor of the payroll account upon due notice that the appropriate payrolls have been approved by the proper certifying authorities.
From time to time the Chief Financial Officer, upon receipt of a warrant for the amount due such Borough payroll account, shall deposit the sum to the credit of the Borough payroll account charging the appropriate budgetary account therewith.
The Chief Financial Officer shall thereafter draw checks on the Borough payroll account or issue payment electronically to the officers and employees entitled to payment therefrom.
In case of error or adjustment in the payroll, the Chief Financial Officer shall see that such error or adjustment is properly corrected and an appropriate record made thereof.