[HISTORY: Adopted by the Mayor and Council of the Borough of Palmyra 10-13-1964 (Ch. 20 of the 1971 Code). Amendments noted where applicable.]
Any person claiming payment from the Borough of Palmyra shall present a detailed bill of items or demand in accordance with the provisions of N.J.S.A. 40A:5-16 to the Borough Clerk, with the certification of the party claiming payment that it is correct.
The Borough Clerk shall thereupon present the claim to the officer or duly designated employee of the Borough having knowledge of the facts that the goods have been received by, or the services rendered to, the Borough for certification pursuant to said statute.
The claim when so certified shall then be presented to the chairman of the committee responsible for placing of the order, who, if satisfied that the claim is proper, shall approve the same.
After such approval is given, the Clerk shall present the claims to the Mayor for his approval and the Mayor shall, within 10 days of the receipt thereof, endorse his approval thereon, or his reasons for his disapproval, and return the claim to the Borough Clerk, who shall thereupon present the claims so approved to the governing body for a formal approval at the next regular meeting and shall also present any claims disapproved to the governing body for directions as to the disposition thereof.
Claims so approved and presented to the Borough Council shall be considered by it and approved by it, except that the Borough Council may reject any claim presented to it, stating the reason for such rejection. Any claim so rejected by the Borough Council, as well as claims disapproved by the Mayor or other official whose approval is required, shall be referred back to the Municipal Clerk for disposition in accordance with such instructions as the governing body may give.
It shall be the duty of the Municipal Clerk to record all claims in the official minutes, indicating the action taken thereon by the governing body, and it shall be his further duty to indicate on said claims that they have been approved for payment, with the date of approval, or disapproved, with the date of disapproval noted thereon.
After the Clerk has so noted on the claims that they have been approved, he shall turn the same over to the Treasurer or other chief financial officer, who shall thereupon prepare the necessary checks in accordance with the provisions of N.J.S.A. 40A:5-17 and distribute the same to the claimants after having recorded the claims and payments in the proper books of account.
In the case of payrolls, the appropriate department heads, or such officer or employee as may be designated by resolution of the governing body, shall prepare the necessary payrolls for all employees, which payrolls shall be duly certified by the person authorized to certify that the services have been rendered and the amount specified is in fact due and owing to the employee or employees. Said payroll shall then be approved by the department head responsible therefor and by the Mayor and presented to the governing body for approval and, after approval, shall be paid in due course.
In the case of reimbursement for actual and necessary traveling expenses, itemized claims, supported by receipts where available, shall be presented in the manner of presentation of other claims in order to obtain reimbursement for such expenses incurred by municipal employees or officials where authorized to travel by the Borough.
There is hereby established a payroll account, and the Borough Council shall by resolution prescribe the manner in which payroll cheeks shall be drawn, who shall sign the same and the dates on which payments shall be made.