Any person claiming payment from the Borough of Haddonfield shall first submit a detailed statement of the items or demand necessitating such claim to the Borough Administrator, specifying particularly how the bill or demand is made up and a certification of the party claiming payment that is correct. No bill, claim or demand shall be considered for payment unless the voucher has attached to it or includes a certification from a Borough employee having personal knowledge of the facts that the goods have been received by or the services rendered to the Borough of Haddonfield, and that those services or goods are consistent with an existing contract or purchase order. The Chief Financial Officer or Borough Administrator shall have the duty to audit, warrant and make recommendations on all claims and bills. The term "person" as used in this section shall mean and include any individual, individuals, partnership or corporation.
[HISTORY: Adopted by the Board of Commissioners of the Borough of Haddonfield 5-27-1975 by Ord. No. 1188, as amended 1-24-1984 by Ord. No. 1409; amended in its entirety 4-27-2004 by Ord. No. 12-2004. Subsequent amendments noted where applicable.]
The bill or claim, duly certified, shall be presented to the Borough Administrator for inclusion in the proceedings of the next immediate formal meeting of the Borough Commissioners, and it shall be the duty of the Borough Administrator or designee 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 Borough Commissioners shall be listed systematically and without preference to comprise the voucher list for each meeting.
Claims shall be considered by the Borough Commissioners which shall approve the same, except that the Borough Commissioners may reject any claim presented to it, stating the reason for such rejection. Any disapproved claim shall be referred back to the Borough Administrator with such instructions as the Borough Commissioners may give at the time of its disapproval.
It shall be the duty of the Borough Clerk to record all claims in the official minutes or through an appropriate claims register indicating that the Borough Commissioners have, by formal action, approved the same with appropriate records as to any claims disapproved or rejected.
The Treasurer shall make disbursements upon receipt of an order from the Borough Commissioners. Each check shall be signed by one Commissioner and thereafter countersigned by the Treasurer.
The Treasurer is hereby authorized to pay claims to the Haddonfield Board of Education and the County of Camden for taxes collected on their behalf in the amount approved by the Board of Commissioners, by preparing and issuing the necessary check or, when authorized by the Commissioners, by wire transferring funds from the Borough bank account to the respective agencies' bank accounts under federal reserve bank procedures.
[Added 12-15-2025 by Ord. No. 2025-13]
A.
There is hereby established a payroll account in the Borough of Haddonfield. Each week after the payroll is processed, the Chief Financial Officer or designee shall prepare a payroll voucher. The voucher summarizes the total transfers required to be made for gross payroll, other requirements and the budget appropriations to be charged. The Chief Financial Officer shall make the necessary transfers to the payroll bank account. The Chief Financial Officer shall thereafter draw checks on the payroll account to the employees entitled to payment from the account. All payroll checks shall be in the form of direct deposit. Negotiable paper checks will not be issued after the effective date of this provision.
B.
If any employee desires to receive negotiable paper checks after the adoption of this ordinance, a written request shall be made to the Borough Administrator. The Borough Administrator may, on a case-by-case basis, permit employees to receive negotiable paper checks in lieu of direct deposit.