Township of Franklin, NJ Chapter 6 Claims Approval

[HISTORY: Adopted by the Township Committee of the Township of Franklin 8-25-1975. Amendments noted where applicable.]

§ 6-1 Presentation of detailed bill and certification.

Any firm, business, person or persons claiming payment from the Township of Franklin shall first submit a detailed statement of the items or demand necessitating such claim to the Township Clerk or responsible department head, specifying particularly how the bill or demand is made up, and a certification by 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 by a department head or other municipal official responsible for the particular function, or by 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 Franklin and that those services or goods are consistent with any existing contract or purchase order. The chief financial officer shall have the duty to audit, warrant and make recommendations on all claims and bills.

§ 6-2 Examination of claims and inclusion in agenda.

The bill or claim duly certified shall be presented to the Municipal Clerk for inclusion in the agenda of the next immediate formal meeting of the governing body, 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 governing body shall be listed systematically without preference.

§ 6-3 Approval or disapproval by governing 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 Municipal Clerk with such instructions as the governing body may give at the time of disapproval.

§ 6-4 Record of approved claims.

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.

§ 6-5 Payment.

[Amended 5-30-1987 by Ord. No. 87-5]

A. After the Clerk has certified that the claims have been approved, the Clerk shall turn the same over to the Township Treasurer or other chief financial officer, who shall forthwith prepare the necessary checks for the payment thereof. Said checks as drawn on the municipality for disbursement shall be signed by the Treasurer, chief financial officer and one of the following:

(1) The Mayor, Acting Mayor or Deputy Mayor.

(2) The Township Clerk.

B. The Township Treasurer or chief financial officer shall then record said checks of disbursements in proper books of account and either the Treasurer or chief financial officer or Clerk shall mail the checks to the claimants.