[HISTORY: Adopted by the Board of Commissioners of the Borough of Collingswood 10-6-1975 as Ord. No. 705 (Ch. 49 of the 1971 Code). Amendments noted where applicable.]
Any person claiming payment from the Borough of Collingswood 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 includes a certification from a designated borough employee having personal knowledge of the facts that the goods have been received by or the services rendered to the Borough of Collingswood and that those services or goods are consistent with an existing contract or purchase order. The Treasurer shall have the duty to audit, warrant and make recommendations on all claims and bills.
The bill or claim, duly certified, shall be presented to the Municipal Clerk for inclusion in the proceedings of the next immediate formal meeting of the Board of Commissioners, and it shall be the duty of the Clerk 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 Board of Commissioners shall be listed systematically and without preference.
Claims shall be considered by the Board of Commissioners which shall approve the same, except that it 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 Board of Commissioners 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 Board of Commissioners 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.
After the Clerk has certified that the claims have been approved, he shall turn the same over to the Treasurer, who shall forthwith prepare the necessary checks for the payment thereof, which said checks shall be signed by the Treasurer. After preparing checks for the payment of claims, he shall record them in proper books of account and thereafter mail the checks to the claimants.