[Amended 11-17-2010 by Ord. No. 15-10]
The following procedures shall be followed for
the approval or disapproval and payment of bills, claims and vouchers:
A. No payment out of Township funds shall be made unless:
(1) The person claiming or receiving the same shall first
present to the Chief Financial Officer a detailed voucher, specifying
particularly how the bill or demand is made up, with the certification
of the party claiming payment that it is correct. The Township Committee
may, by resolution, require an affidavit in lieu of said certification,
and the Chief Financial Officer of the Township may take such affidavit
without cost; and
(2) The voucher carries a certification of some official
or duly designated employee of the Township having knowledge of the
facts that the goods have been received by, or the services rendered
to, the Township.
B. All invoices shall be reviewed by Department Head,
if satisfied, Department Head shall attach invoice to payment voucher.
Payment voucher must be signed by both Department Head and vendor.
C. Department Head submits payment voucher to the Finance
Department who will create a bill list for Council approval.
D. The Administrator will review payment vouchers and
bill list before council approval. Bill list is presented to Council
along with a resolution for approval.
E. It shall be the duty of the Clerk to incorporate in
the official minutes, by signing the approving resolution or schedule
of claims approved by the Township Committee, that he has examined
and officially approved the same for payment. It shall be the duty
of the Clerk to record all claims in the official minutes indicating
that the Township Committee has by formal action approved the same,
with appropriate record as to any claims disapproved or rejected,
and to indicate on said claims that they have been approved for payment
with the date of approval noted on the claim.
F. After the Clerk has certified that the claims have
been approved, he shall turn the same over to the Finance Department
who shall forthwith prepare the necessary checks for the payment thereof,
which checks shall be signed by the Finance Committee Chair and the
Chief Financial Officer. After preparing checks for the payment of
claims, he shall record them in proper books of account and thereafter
mail or otherwise distribute the checks to the claimants.
[Amended 11-17-2010 by Ord. No. 15-10]
A. The payroll account shall consist of Township funds
transferred by a check signed by the Finance Committee Chair and the
Chief Financial Officer.
B. Payroll checks shall be drawn, signed by the Chief
Financial Officer and issued from time to time as provided by ordinance.
C. It shall be the duty of the appropriate department
heads, or such official or employee as may be designated by resolution
of the Township Committee, to prepare the necessary payrolls for all
officials and employees and to certify that the services have been
rendered and that the amount specified is in fact due and owing to
the officials and employees. Department heads must certify payroll
timesheets.
D. Said payrolls shall be filed with the Clerk who shall
present them to the Township Committee for approval. After approval,
the Clerk shall certify to the Chief Financial Officer that the payrolls
have been approved, and the Chief Financial Officer shall issue checks
in payment thereof bimonthly on the 15th and 30th of each month.