[HISTORY: Adopted by the Township Committee of the Township of Carneys Point 10-7-1998 by Ord. No. 639. Amendments noted where applicable.]
Any person claiming payment from the Township of Carneys Point shall first submit a detailed statement of the items or demand necessitating such claim to the responsible executive agency, specifying particularly how the bill or demand is made up, and a certification of the party claiming payment that it is correct.
No bill, claim or demand shall be considered for payment unless the voucher has attached to it (or includes) a certification of a department head (or other municipal official responsible for certain functions), or of his duly designated representative having personal knowledge of the facts, that the goods have been received by or the services rendered to the Township of Carneys Point and that those services or goods are consistent with any existing contract or purchase order.
The Chief Municipal Finance Officer shall have the duty to audit, warrant and make recommendations on all claims and bills.
At least seven days prior to the next immediate bill-paying meeting of the Township Committee, the bill or claim duly certified shall be presented to the Chief Municipal Finance Officer for consideration at said meeting of the governing body and it shall be the duty of the Chief Municipal Finance 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 without preference, and said list shall be made available to every member of said governing body at least two full days prior to formal action by that body.
Claims shall be considered by the governing body, which shall approve the same, except that said governing body may reject any claim presented to it, stating the reason for such rejection. Any disapproved claim shall be referred back to the Chief Municipal Finance Officer with such instructions as the governing body may give at the time of disapproval.
It shall be the duty of the Municipal 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 record as to any claims disapproved or rejected. All records pertaining to approved and disapproved bills or claims shall be available for public inspection.
After the Township Committee has approved the claims, the Municipal Clerk shall notify the Chief Municipal Finance Officer, who shall forthwith prepare the necessary checks for the payment thereof, which checks shall be signed by those persons authorized by resolution adopted by the governing body. After preparing checks for the payment of claims, she shall record them in proper books of account and thereafter mail the checks to the claimants.