[HISTORY: Adopted by the Mayor and Council of the Borough of Hasbrouck Heights 10-22-1984 by Ord. No. 1285. Amendments noted where applicable.]
The governing body shall approve or disapprove all claims submitted to the Borough of Hasbrouck Heights in accordance with the procedure set forth below.
All bills and claims against the Borough shall be in writing and presented to the Borough Clerk on such forms as the Borough shall provide for that purpose. Such bills and claims shall be sworn to as required by the Local Fiscal Affairs Law (N.J.S.A. 40A:5-1 et seq.) and shall be fully itemized so as to specify in detail how the bill or claim is made up.
No bills or claims shall be approved by the governing body for final payment unless the same shall have been received in the office of the Borough Clerk at a reasonable time prior to the regular meeting at which payment is approved.
All bills and claims must be supported by a certification that the goods were received in good order, or that the services were satisfactorily rendered, and that the same are in accordance with the agreed specifications and price. Such certification shall be made by the responsible person accepting the same on behalf of the Borough and who may be held accountable therefor.
The Borough Clerk shall serve as certifying and approval officer and shall review, check and approve each bill or claim to ascertain the existence of a proper and sufficient appropriation for the payment to be made. It shall further be the duty of the Borough Clerk to determine that the proper authority exists to make such payments, as evidenced by the action of a duly authorized Borough officer in respect to the goods or services ordered and the incurring of the expense therefor.
Upon approval and certification, as set forth above, all bills, claims and vouchers, with supporting papers attached, shall be presented to the Commissioner or his deputy having primary interest in the matter for his recommendation.
All bills, claims and vouchers previously certified and approved, as set forth above, shall be referred to the Finance Commissioner or his deputy or, in the absence of such Commissioner or on his refusal or failure to sign the same, to such member of the governing body who shall be designated by the Mayor to serve in the place of the Finance Commissioner. The Finance Commissioner or his deputy or substitute shall indicate his approval on each voucher prior to the submission of the same to the governing body for authorization to pay the same.
All bills, claims and vouchers approved and certified, as set forth above, shall be returned to the Borough Clerk and shall thereupon be presented to the entire governing body at a regular or adjourned regular meeting.
Vouchers shall be considered by the governing body at the meeting presented. All vouchers shall be approved, except that a majority of the Council may vote to disapprove any claims presented to it, provided that the reason or reasons for rejecting such claim are stated by the Council. Any disapproved claim shall be referred back to the Borough Clerk with such instructions as the Council shall give at the time of disapproval.
Authorization to draw the checks and pay the amounts of the approved vouchers shall be by resolution of the Council adopted at a regular or adjourned regular meeting of the governing body.
All bills, claims and vouchers and all paid checks shall be retained and shall be filed in a safe place within the Municipal Building. All such documents shall be available for public inspection during normal working hours.
The Borough Clerk or such other officer or employee as may be designated by resolution of the Council shall prepare the payroll necessary to pay the regular salaries and wages for all Borough employees. The payroll shall be duly certified by the appropriate officer that the services have been rendered and the amount specified is in fact due and owing to the employee. Said payroll, after approval by the department head responsible therefor, shall be presented to the Borough Clerk for approval and, after approval, shall be paid in due course.