[HISTORY: Adopted by the Township Committee of the Township of Cinnaminson 7-14-1964 by Ord. No. 1964-13 (Sec. 1.52 of the 1995 Code). Amendments noted where applicable.]
Any person claiming payment from the municipality shall present a detailed bill of demand (N.J.S.A. 40A:5-16) to the Municipal Clerk, duly certified or, in the alternative, supported by an affidavit of the claimant.
It shall be the duty of the Clerk to see that the signature of the officer or employee who has been duly designated by the local unit to certify that the materials have been received by or the services rendered to the local unit appears on every claim (N.J.S.A. 40A:5-16).
[Amended 4-15-2019 by Ord. No. 2019-2]
Claims shall then be presented to the Chairman of the committee responsible for the placing of the order, who, if satisfied that the claims are proper, shall approve the same. One or both members of the Finance Committee will then approve the claims if satisfied that the claims are proper and in order. After such approvals are given, the claims are filed with the Municipal Clerk, who shall present these claims to the governing body for approval at a regular meeting or special meeting when necessary to satisfy the deadline requirements of the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.).
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 Municipal Clerk 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, indicating that the governing body has by formal action approved the same, with appropriate record as to any claims disapproved or rejected.
[Amended 4-15-2019 by Ord. No. 2019-2]
A list of all claims shall be presented for approval at the next regular meeting or special meeting when necessary to satisfy the deadline requirements of the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.). After approval, claims shall be listed in a book or record to be designated as "Claims Approved by Governing Body on __________ (insert date) ________." This listing shall be amplified by appropriate detail in the minutes to permit ready identification.
It shall be the duty of the Municipal Clerk or such other officer designated by resolution of the governing body to indicate on said claims that they have been approved for payment, with the date of approval thereof noted on the claim.
After the Clerk has certified that the claims have been approved, he or she shall turn the same over to the Treasurer or other Chief Financial Officer, who shall forthwith prepare the necessary checks for the payment thereof, which said checks shall be signed by the Mayor and the Municipal Clerk and thereafter countersigned by the Treasurer or other Chief Financial Officer. After preparing checks for the payment of claims, he or she shall record them in proper books of account and thereafter mail or otherwise distribute the checks to the claimants.
In the case of payrolls, the appropriate department heads or such officer or employee as may be designated by resolution of the governing body shall prepare the necessary payrolls for all employees, which payrolls shall be duly certified by the person authorized to certify that the services have been rendered and the amount specified is in fact due and owing to the employee or employees. Said payroll shall then be approved by the department head responsible therefor and presented to the governing body for approval, and after approval shall be paid in due course.
[Added 7-13-1988 by Ord. No. 1988-16]
In the case of reimbursement for actual and necessary traveling expenses, itemized claims, supported by receipts where available, shall be presented in the manner of presentation of other claims, in order to obtain reimbursement for such expenses incurred by Township officials or employees where authorized to travel by the Township.