[HISTORY: Adopted by the Mayor and Council of the Borough of New
Providence 11-14-1983 as Ord. No. 83-18
(Ch. 2, Art. VII of the 1973 Code of Ordinances.) Amendments noted where applicable.)
Pursuant to the applicable laws of the State of New Jersey, all claims
for payment against the Borough of New Providence shall be presented in writing,
reasonably itemized for evaluation, on such voucher forms as shall be provided
for that purpose by the Borough of New Providence or approved alternate form,
and all such vouchers shall be certified to by the claimant under the declaration
prepared and printed on the voucher under the heading of "claimant's
certification and declaration."
All vouchers shall be reviewed and checked by or under the direction
of the borough official in charge of the department responsible for the claim,
and if found correct, the official shall complete and sign the officer's
or employee's certification provided on the voucher.
The voucher shall hereafter be presented to the Treasurer's office,
wherein the Treasurer shall review the claims against such purchase orders
issued, appropriations provided or other provisions made in support of each
claim and, thereafter, direct the formal processing of the claims found acceptable,
provided that the Treasurer shall determine that a prior certification as
to the availability of funds has been appropriately issued and filed.
The Borough Administrator or his designee, who shall act as purchasing
agent of the borough, shall be responsible for carrying out the provisions
of the Local Public Contracts Law, together with the practice and effectiveness
by departments or an encumbrance and purchase order system in force or as
may thereafter be designed to provide budgetary control of expenditures. All
purchasing shall be accomplished strictly pursuant to the provisions of the
purchasing manual specifically setting forth the provisions for public purchasing
in and for the Borough of New Providence as the same may be adopted from time
to time by resolution of the Mayor and Borough Council.
The Treasurer will prepare or have prepared a list of vouchers or claims
being considered for payment for distribution to each member of the governing
body and the Mayor for their perusal and determination prior to the time for
their presentation to the Borough Council for formal approval.
Statutory payments required for debt service, county and school levy
apportionments, employer's contributions to state pension systems on
behalf of employees and similar nondiscretionary expense may be made and reported
to the Borough Council at the next formal meeting thereof.
Contractual payments for salaries and wages and compensation paid in
accordance with the provisions set forth in the Salary Ordinance of the borough
may be made and reported to the Borough Council at the next formal meeting
thereof.[1]
All vouchers presented for payment, in the form of a list of numbered
vouchers indicating each payee, a description of claim and the amount thereof,
shall be approved or disapproved pursuant to a formal resolution of the Mayor
and Borough Council at a regular or special meeting of said body.
Matters not covered by this chapter, which involve the subject of claims
against the borough, may be resolved by resolution, provided that said resolution
is consistent and in harmony with the provisions of this chapter.
A.
No funds shall be paid by any officers of
said borough unless and until such payment shall have been approved by the
Mayor as evidenced by his execution of the resolution authorizing the same,
except in the case of an emergency, which expenditure shall be confirmed by
the Mayor and Borough Council as soon as practicable thereafter.
B.
In the event that the Mayor shall fail to approve or
disapprove the payment of any claim or shall fail to execute a resolution
authorizing the same within 10 days following its being presented to him for
approval or disapproval or should he disapprove the same within said period
and provided that the Mayor and Borough Council, before voting to order payment
over the Mayor's objection, shall have considered the reasons given by
the Mayor for his disapproval thereof in a regular or special public meeting
of the Mayor and Borough Council, the claim, if payment thereof shall have
been ordered by the Borough Council by majority vote as hereinabove provided,
shall be paid in the same manner as that in which other bills are paid.
