Any person claiming payment from the Borough of Medford Lakes shall
present a detailed bill of demand to the Municipal Manager, duly certified
or supported by an affidavit of the claimant in a form satisfactory to the
Municipal Manager. All claims should be presented, where possible, as permitted
by N.J.S.A. 40A:5-16 and on the form of bill of demand provided by the Borough
Clerk.
It shall be the duty of the Municipal Manager to insure that the signature
of the officer or employee, duly designated by the Borough to certify the
receipt of materials or the performance of service or both to the Borough,
appears on every claim.
Subsequent to the receipt of the claim by the Municipal Manager, all
claims shall then be presented to the Councilman designated Chairman of the
particular department for which the materials have been provided or services
performed or both, who shall approve the same in his advisory capacity and
recommend formal approval or disapproval to the Borough Council acting as
a whole at a regular meeting or any adjournment thereof.
All claims shall be considered by the governing body which shall approve
the same by resolution adopted by majority vote. In the event any claim presented
to Borough Council shall be disapproved, the reasons for such rejection shall
be stated in the minutes, and the disapproved claim shall be referred back
to the Municipal Manager with such instructions as Borough Council may give
at the time of such disapproval.
It shall be the duty of the Borough Clerk to record all claims in the
official minutes indicating the approval by the formal action of the Borough
Council and an appropriate record as to any claims disapproved or rejected.
It shall be the duty of the Borough Clerk or such other officer designated
by resolution of the governing body to indicate on said claims that they have
been approved for payment by Borough Council, with the date of the approval
thereof noted on the claim.
After the Borough Clerk has certified that the claims have been approved,
he shall turn the same over to the Chief Financial Officer of the Borough,
who shall forthwith prepare the necessary checks for the payment thereof.
The checks shall be signed by the Mayor and thereafter countersigned by the
Chief Financial Officer. Subsequently, the checks shall be recorded in the
proper books of account and thereafter mailed or otherwise distributed to
the claimants.
In the case of a claim for 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 Borough
officials where authorized to travel by the Borough.