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.