[HISTORY: Adopted by the Township Committee of the Township of Hillsborough as indicated in article histories. Amendments noted where applicable.]
Payroll procedures— See Ch. 85.
Article I Approval of Payment for Bills and Claims
Article II Notice of Claims for Damages
[Adopted 10-26-1971 by Ord. No. 71-10 (Ch. 7 of the 1977 Code]
Any person claiming payment from the Township of Hillsborough 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; and no bill, claim or demand shall be considered for payment unless the voucher has attached to it a certification of a department head or other municipal official responsible for certain functions, or of 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 Hillsborough 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.
The bill or claim duly certified shall be presented to the Township Clerk for inclusion in the agenda of the next immediate formal meeting of the Township Committee, 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 Township Committee shall be listed systematically and without preference, and said list shall be made available to every member of said Township Committee at least three full days prior to formal action by that body.
Claims shall be considered by the Township Committee, which shall approve the same, except that said Township Committee may reject any claim presented to it, stating the reason for such rejection. Any disapproved claim shall be referred back to the Township Clerk with such instructions as the Township Committee may give at the time of disapproval.
It shall be the duty of the Township Clerk to record all claims in the official minutes or through an appropriate claims register, indicating that the Township Committee 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.
After the Clerk has certified that the claims have been approved, the Clerk 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 thereafter signed by the Treasurer or other Chief Financial Officer. After the checks for the payment of claims have been prepared, the Clerk shall record them in proper books of account and thereafter mail or otherwise distribute the checks to the claimants.
[Adopted 6-12-1990 by Ord. No. 90-11 (Ch. 29 of the 1977 Code)]
The attached formbe and the same is hereby adopted as a rule and regulation of the Township of Hillsborough, which must be completed by the claimant or his representative and filed with the Township Clerk of the Township of Hillsborough in accordance with the provisions of N.J.S.A. 59:8-1 et seq.
Editor's Note: The notice of claim form may be examined in the office of the Township Clerk.
The Township Clerk be and is hereby directed to make available to and provide, either by mail or by direct delivery at the Township Clerk's office, a copy or copies of such forms as soon as reasonably possible to any claimant who has notified the Township of Hillsborough of a claim for damages against it by delivery of such claimant form by mail or by handing the same to the claimant.