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.