Township of Stafford, NJ Chapter 15 Claims, Payment of

[HISTORY: Adopted by the Township Council of the Township of Stafford 2-26-1985 by Ord. No. 85-16. Amendments noted where applicable.]

§ 15-1 Presentation of certified bill.

Any person claiming payment from the municipality shall present a detailed bill of items or demand to the Township Treasurer, with the certification of the party claiming payment that it is correct.

§ 15-2 Required signature.

It shall be the duty of the Treasurer to see that the signature of the officer or employee who has been duly designated by the Township Council to certify that the materials have been received by or the services rendered to the Township appears on every claim.

§ 15-3 Approvals.

Claims shall then be presented to the Chairman of the department responsible for the receipt of such materials or services, who, if satisfied the claims are proper, shall approve the same. After such approval is given, the Chairman shall return the claims to the Township Treasurer, who shall then present these claims to the governing body for formal approval at the next regular meeting after said claims shall have been made available for review by all members of the governing body.

§ 15-4 Records to be kept.

It shall be the duty of the Clerk to record all claims in the official minutes, indicating that the governing body has, by formal action, approved the same, with appropriate record as to any claims disapproved or rejected.

§ 15-5 Certification of approval.

It shall be the duty of the Township Clerk, or such other officer designated by resolution of the governing body, to certify on said claims that they have been approved for payment, with the date of approval thereof noted on the claim.

§ 15-6 Preparation of checks.

[Amended 5-18-1993 by Ord. No. 93-34]

After the Clerk has certified that the claims have been approved, he shall turn them over to the Treasurer or other Chief Financial Officer, who shall forthwith prepare the necessary checks for payment. The checks shall be signed by two of the following seven individuals: the Mayor, the Council President, the Administrator, the Township Clerk, the Deputy Township Clerk, the Treasurer or other Chief Financial Officer and the Assistant Treasurer. After preparing checks for the payment of the claims, the Treasurer or other Chief Financial Officer shall record them in proper books of account and thereafter mail or otherwise distribute the checks to the claimants.

§ 15-7 Payroll procedure.

In the case of payrolls, the appropriate department heads shall prepare the necessary payroll information for all employees, which payroll information shall be duly certified by the department head, and present the same to the Treasurer. Said payroll shall then be prepared by the Treasurer and presented to the governing body for approval and, after approval, the payroll shall be paid in due course.

§ 15-8 Reimbursement for travel expense.

A. In the case of reimbursement for actual and necessary traveling expenses, itemized claims supported by receipts, where available, should be presented in order to obtain reimbursement for expenses incurred by local officials, where authorized to travel by the municipality.

B. The governing body may, by resolution, provide for and authorize payment of advances to officers and employees toward their expenses for authorized official travel and expenses. Any such resolution shall provide for the verification and an adjustment of such expenses and advances and the repayment of any excess advance by means of a detailed bill of items or demand and the certification required under § 15-5 hereof. The certification of the officer or employee shall be submitted in 10 days after the completion of the travel for which the advance was made.