[HISTORY: Adopted by the Township Committee of the Township of West
Amwell 6-5-1986 by Ord. No. 5-86. Amendments
noted where applicable.]
Any purchase of goods or services shall first be requested by an official
or properly designated employee of the Township upon a purchase order which
shall be prepared and signed by the official or employee. Such purchase order
shall not be processed unless it is determined through the Township's
committee system that funds are available to commit such funds.
Any person claiming payment from the Township of West Amwell shall first
submit a detailed statement of the items or demand necessitating such claim,
specifying particularly how the bill or demand is made up, with the certification
of the party claiming payment that it is correct. (See N.J.S.A. 40A:5-16a.)
[Amended 5-21-1997 by Ord. No. 4-97]
No bill, claim or demand shall be considered for payment unless the
voucher has attached to it or includes a certification of some officer or
duly designated Township employee having personal knowledge of the facts that
the goods have been received by or the services rendered to the Township of
West Amwell. (See N.J.S.A. 40A:5-16.)
[Amended 5-21-1997 by Ord. No. 4-97]
The Township Chief Financial Officer is hereby designated as the certifying and approval officer of the Township of West Amwell, and his duties shall include the making of certifications required by § 6-3 above, ascertaining the existence of proper and sufficient appropriations for the payments to be made and determining that there is legal authority for the payments, evidenced by action of a purchasing department or agent or officer in respect to the goods or services ordered and the incurring of the expense therefor. (See N.J.S.A. 40A:5-17a, b and c.)
[Amended 5-21-1997 by Ord. No. 4-97]
All bills or claims duly certified shall be presented to the Chief Financial
Officer not later than two days prior to the Township Committee meeting at
which the same shall be considered. It shall be the duty of the Chief Financial
Officer to examine all bills or claims submitted for payment in order to ascertain
if proper administrative procedures have been followed. All claims or bills
to be considered by the governing body shall be listed systematically and
without preference, and said list shall be made available to every member
of the Township Committee prior to formal action by that body.
[Amended 5-21-1997 by Ord. No. 4-97]
The Township Committee shall approve or disapprove all claims in the
manner prescribed by this chapter and in accordance with the law. If the Township
Committee shall reject any claim presented to it, it shall state the reason
for such rejection, and the disapproved claim shall be referred back to the
Chief Financial Officer with such instructions as the Township Committee may
give at the time of disapproval.
If it appears to the Township Committee that any claim requires further
study or investigation, the Township Committee may withhold action on the
claim for a reasonable period of time pending further study or investigation.
It shall be the duty of the Township Clerk to record all claims in the
official minutes or through an appropriate claims register, indicating that
the governing body has, by formal action, approved the same, with appropriate
records as to any claims disapproved or rejected. All records pertaining to
approved or disapproved bills or claims shall be available for public inspection.
The Treasurer shall make disbursements upon receipt of an order by the
Township Committee, attested by the Township Clerk.
[Amended 5-21-1997 by Ord. No. 4-97]
After the Clerk has certified that the claims have been approved, the
Treasurer shall release the checks for payment thereof; said checks shall
be signed by the Mayor or Deputy Mayor, Clerk or Deputy Clerk, and Treasurer
or Deputy Treasurer. In the case of salaries, wages and other compensation
to individuals for services where remuneration has been set by municipal ordinance
or resolution, pay may be made by checks also signed by the Mayor or Deputy
Mayor, Clerk or Deputy Clerk, and Treasurer or Deputy Treasurer. After preparing
checks for the payment of claims, the Treasurer shall record them in proper
books of account. The Clerk shall mail or deliver the checks to the claimants.
