Borough of Essex Fells, NJ
Essex County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Mayor and Council of the Borough of Essex Fells 9-17-1963 by Ord. No. 347 (Ch. 3.12 of the 1992 Code). Amendments noted where applicable.]
Any person claiming any payment from the Borough shall present to the Borough Clerk a detailed bill of demand (in this chapter called a "voucher") certified by the claimant or, in the alternative, supported by an affidavit of the claimant.
It is the duty of the Clerk to see that every voucher is mathematically correct and that the officer or employee of the Borough duly designated to certify that the materials have been received, or the services rendered as claimed in the bill, affixes his signature thereto.
Each voucher shall then be submitted to the chairman of the committee responsible for the work, material or services for which the claim is made or, in the absence of the chairman, by another member of the committee, who, if satisfied as to the propriety of the claim, shall sign his approval thereon. After such approval the chairman shall return the voucher to the Clerk, who shall then present the same to the Council for formal approval at a regular meeting.
A list or schedule of all claims to be presented at each regular meeting of the Council shall be made available by the Clerk to the Mayor and each member of the Council at least three days prior to the date of the meeting at which the same will be considered.
Every claim must be approved by the Mayor, or Acting Mayor, either by signing the voucher therefor before formal action thereon by the Council or by endorsing on the schedule of claims approved by the Council his certificate that he has examined and approved the same for payment. Such approval by the Mayor or Acting Mayor shall be noted in the minutes of the meeting at which the claims are approved.
Every claim shall be considered by the Council and approved at a regular meeting, or if rejected, the reason for such rejection shall be stated. Each rejected claim shall be referred back to the Clerk with instructions as to the action thereon to be taken by him.
The Borough Clerk shall see that a record of all claims considered at each meeting of the Council and the action taken thereon shall be incorporated in the minutes of the meeting.
The date of approval of each claim approved shall be endorsed on the voucher by the Clerk, who shall then turn the same over to the Chief Financial Officer, who shall forthwith prepare the necessary check for payment thereof and shall also cause the same to be entered in the ledger of claims maintained for that purpose.
Payrolls shall be prepared by the Borough Chief Financial Officer upon certifications by the appropriate department heads or other persons authorized to certify that services have been rendered by employees of the Borough and that the amounts specified are in fact due to the respective employees, and shall then be submitted to the Mayor and Council for approval in like manner as other claims. Payrolls shall be paid from the payroll account by resolution of the Council and in the manner prescribed by such resolution.