Borough of Seaside Heights, NJ
Ocean County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Borough Council of the Borough of Seaside Heights 2-19-1997 by Ord. No. 97-1. Amendments noted where applicable.]
Any person claiming payment from the municipality shall present a detailed bill of items or demand to the Borough Chief Financial Officer, with the certification of the party claiming payment that it is correct.
It shall be the duty of the Chief Financial Officer to see that the signature of the officer or employee who has been duly designated by the Borough Council to certify that the materials have been received by or the services rendered to the borough appears on every claim.
Prior to submitting the claim to the governing body for payment, the Chief Financial Officer or a designee shall first determine that there are proper and sufficient funds available for payment of the claim and that there is legal authority for the payment. In the event that funds are not available for payment of the claim, the Chief Financial Officer or a designee shall immediately so advise the governing body and the Borough Administrator, in writing.
Claims shall be presented to the Councilperson in charge of the department responsible for the receipt of such materials or services who, if satisfied the claims are proper, shall approve the same. After such approval is given, the Councilperson shall return the claims to the Chief Financial Officer, who shall then present these claims to the governing body for formal approval at the next regular meeting after said claims shall have been made available for review by all members of the governing body.
It shall be the duty of the Borough Clerk to record all claims in the official minutes, indicating that the governing body has, by formal action, approved the same, with appropriate record as to any claims disapproved or rejected.
It shall be the duty of the Borough Clerk, or such other officer designated by resolution of the governing body, to certify on said claims that they have been approved for payment, with the date of approval noted on the claim.
After the Borough Clerk has certified that the claims have been approved, the Clerk shall turn them over to the Chief Financial Officer, or a designee, who shall forthwith prepare the necessary checks for payment. The checks shall be signed by three of the following four individuals: the Mayor, the Borough Clerk, the Chief Financial Officer and Deputy Borough Clerk. After preparing checks for the payment of the claims, the Chief Financial Officer, or a designee, shall record them in proper books of account and thereafter mail or otherwise distribute the checks to the claimants.
In the case of payrolls, the appropriate department heads shall prepare the necessary payroll information for all employees, which payroll information shall be duly certified by the department head, and present the same to the Chief Financial Officer. Said payroll shall then be prepared by the Chief Financial Officer or a designee, and presented to the governing body for approval and, after approval, the payroll shall be paid in due course.
[Added 4-19-2017 by Ord. No. 17-12]
As of May 1, 2017, for seasonal/temporary employees and July 1, 2017, for regular employees, mandatory direct deposit of net pay is established for all employees of the Borough of Seaside Heights, including any person holding public office, position, or employment whose compensation is paid by the Borough of Seaside Heights. Compensation shall be deposited directly into each employee's specific banking institution based upon information provided by the employee.
[Added 4-19-2017 by Ord. No. 17-12]
The Chief Financial Officer shall make available for such employees who have net pay directly deposited any information concerning net pay, any accompanying information approved for distribution with net pay, and W-2 forms in accordance with applicable federal law, only on the Internet with restricted access and policies and procedures to protect the integrity and confidentiality of the information.
A. 
In the case of reimbursement for actual and necessary traveling expenses, itemized claims supported by receipts, where available, should be presented in order to obtain reimbursement for expenses incurred by local officials and employees when authorized to travel by the municipality.
B. 
The governing body may, by resolution, provide for and authorize payment of advances to officers and employees toward their expenses for authorized official travel and expenses. Any such resolution shall provide for the verification and an adjustment of such expenses and advances and the repayment of any excess advance by means of a detailed bill of items or demand and the certification required under § 150-6 hereof. The certification of the officer or employee shall be submitted within 10 days after the completion of the travel for which the advance was made.
C. 
When authorized by the Borough Council, employees shall be reimbursed for class, course, seminar, license or certification fees paid by the employees in order to further their education and to allow them to better perform their duties as employees of the Borough of Seaside Heights. The employees shall submit a request to attend the class, course or seminar that they want to attend to enhance their job performance or obtain any necessary license or certification for the performance of their duties as employees of the borough. Included on the request shall be a statement of the cost to take the class, course or seminar, and a request for reimbursement from the governing body. A grade of "C" or above is required to be considered for reimbursement.
D. 
When authorized by the Borough Council, employees shall be reimbursed at the rate of $0.25 per mile when an employee uses his own vehicle for borough business. To be considered for reimbursement, an employee must submit a claim form stating the date and time when the employee's personal vehicle was used for borough business, the destination to which the employee was traveling, and the amount of miles for which the employee requests payment as reimbursement for use of the employee's vehicle. All claims for reimbursement must be made within 30 days of the date of the use of the employee's vehicle. Failure to submit the request within 30 days is grounds for denial of reimbursement. All such claims must be approved by the governing body prior to reimbursement to the employee.
The Borough Council may from time to time adopt such purchasing policies and procedures as may be recommended by the Chief Financial Officer or Administrator. The purchasing policies and procedures shall be adopted by resolution of the Borough Council and may be amended by resolution of the Borough Council.
Where an employee of the municipality has an employment contract which provides for reimbursement for expenses, the employee shall be entitled to reimbursement for expenses under the provisions of the contract, provided the employee submits the necessary voucher to the Chief Financial Officer documenting the employee's claim for reimbursement within 30 days or as otherwise provided in said employment contract.
[Added 1-20-2016 by Ord. No. 16-02]
Notwithstanding any other provision of this chapter, the Borough Council may, by resolution, provide for and authorize the payment of advances to specific Borough officers and employees for travel expenses and incidental expenses thereto when such travel and incidental expenses are necessary and proper, as the Borough Council in its sole discretion shall determine, in advancing the scope and nature of the work of the particular Borough officer or employee.
[Added 1-20-2016 by Ord. No. 16-02]
Notwithstanding any other provisions of this chapter, the Borough Council may, by resolution, provide for and authorize the payment of advances for vendor services, excluding the provision of materials and supplies, when such services are of a professional nature as defined in the Local Public Contracts Law of New Jersey, N.J.S.A. 40A:11-1 et seq., and when the Borough Council, in its sole discretion, shall determine that circumstances exist which require the simultaneous payment for the services when the services are provided.
[Added 1-20-2016 by Ord. No. 16-02]
In making advances, pursuant to this chapter, to any individual and/or vendor, the following procedure shall govern:
A. 
A resolution shall be prepared by the Borough Administrator, setting forth the department head requesting the advance, the party to whom the advance is to be paid and the purpose and amount of the advance.
B. 
The original resolution shall be approved, in writing, by the Borough Administrator and maintained on file in his office.
C. 
A voucher requesting the advance and completed in accordance with § 150-1 shall be attached to the original resolution on file in the office of the Borough Administrator, bearing the signature of the appropriate department head requesting the advance and the party to whom the advance is to be paid.
D. 
The advance payment resolution shall be approved at a public meeting of the Borough Council, pursuant to § 150-4.
E. 
Following approval, an advance check shall be issued pursuant to § 150-7.
F. 
Within 10 days of the completion of the authorized travel or payment for the vendor's services, the department head from whose department the request originated shall countersign the previously submitted voucher, submit a detailed bill and require any necessary adjustment to be made as to the advance payment to any officer or employee within his department, including the repayment of any excess advance, under the supervision of the Borough Administrator.
[Added 12-20-2017 by Ord. No. 17-21]
A. 
Procurement cards may be used by designated municipal employees under the supervision of the Procurement Card Program Manager and in accordance with this section and Procurement Card Program Cardholder Policies and Procedures. Allowable circumstances for the appropriate use of procurement cards may include, but shall not be limited to:
(1) 
When payment to vendors is required in advance of the delivery of certain goods or services that cannot be obtained from any other source at comparable prices.
(2) 
When ordering, billing and payment transactions for goods or services are made through a computerized electronic transaction (e.g., Internet purchases).
(3) 
Comparable pricing is not otherwise obtainable for goods and services to be available at the time and place required.
(4) 
The cost of purchases is comparable to costs available from other vendors who can provide the required goods and services in a timely manner.
(5) 
Items arc purchased in a transaction where vendor certification would not normally be readily available at the time of purchase.
(6) 
The vendor requires immediate payment and the Borough Council has approved such use for a purchase from a particular vendor for a particular item.
(7) 
Purchase is from a "big box" or other store that does not accept vouchers, purchase orders or checks.
B. 
Procurement cards shall not be used for reimbursement: of employee expenses or payment for personal services.
[Added 12-20-2017 by Ord. No. 17-21]
A. 
Procurement cards or electronic transactions will not change or eliminate any provision of the New Jersey Local Public Contracts Law[1] and will be administered in accordance with the rules enumerated in N.J.S.A. 40A:5-16(c), notwithstanding the provisions of N.J.S.A. 40A:5-16(a) or N.J.A.C. 5:30-9A.1 et seq.
[1]
Editor's Note: See N.J.S.A. 40A:11-1 et seq.
B. 
Procurement cards will only be distributed to essential administrative personnel, department heads or supervisors and/or assistant supervisors on an as-needed basis, which shall be determined by the Borough Council in consultation with the Borough Administrator and Chief Financial Officer.
C. 
All authorized procurement card users will be required to complete training on the policies and procedures governing the use of the procurement card and shall complete and sign a contract of understanding that includes the financial and legal responsibility for misuse.
D. 
Procurement cards shall be issued in the name of a specific individual but under no circumstance shall be used to purchase personal property or services, including travel and dining expense.
E. 
Limits on cards will be established by amount, time and category of usage permissible. An authorized procurement card user is prohibited from using the procurement card to conduct personal business or for any circumstances that are not authorized in N.J.S.A. 40A:5-16(c), N.J.A.C. 5:30-9A.1 or the Procurement Card Program Cardholder Policies and Procedures.
F. 
Procurement card. It will be incumbent on the cardholders to reconcile all procurement card transactions with receipts and invoices to document a transaction. It will be incumbent for the Chief Financial Officer, in his or her role as Procurement Card Program Manager, to reconcile card activity along with payments made to the issuing financial institution.
(1) 
Violations of policies governing the use of procurement cards shall result in appropriate remedial or disciplinary action without regard to the position held by the cardholder. Any violation of the policies governing use of the procurement card will result in immediate forfeiture of the ability to use such card and may result in other disciplinary action, including but not limited to suspension, termination and criminal prosecution. The Borough will also retain all rights to any funds misappropriated and will seek restitution of said funds through garnishment of wages, forfeiture of benefits and legal actions in a court of law.
(2) 
Under no circumstance shall any procurement card or electronic transaction be used for personal business or personal services.