[Adopted 2-2-1976 by Ord.
No. 76-1]
Any person claiming payment from the Township of Vernon 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. No bill, claim or demand shall
be considered for payment unless the voucher has attached to it (or
includes) 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
Vernon, and that those services or goods are consistent with any existing
duty to audit, warrant and make recommendations on all claims or bills.
[Amended 4-27-2015 by Ord. No. 2015-08]
The bill of claim duly certified shall be presented to the Mayor
for approval of payment.
[Amended 4-27-2015 by Ord. No. 2015-08]
Claims shall be considered by the Mayor for approval. If a claim
is rejected by the Mayor, it shall be referred to the Chief Financial
Officer with any instructions given at the time of disapproval. Generally,
the method of approval is as follows:
A. Encumbrances are to be signed by the Department Head and presented
to the Mayor.
B. If the encumbrance is approved, then it is to be forwarded to the
Chief Financial Officer to confirm that the funds are available.
C. No purchases shall be made if the encumbrance is disapproved or if
the funds are not available.
D. A voucher is to be made out to the vendor with the invoice attached
and submitted to the Chief Financial Officer.
E. Voucher for payment must be approved by the Mayor.
F. A record of all payments shall be presented to the Township Council
at its next regular meeting.
It shall be the duty of the Municipal 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. All records pertaining to approved
and disapproved bills or claims shall be available for public inspection.
Editor's Note: Amended at time of adoption of Code (see Ch.
1, General Provisions, Art.
I).
The approved claims shall be turned over to the Chief Financial
Officer who shall prepare the checks for payment of claims. The checks
shall be signed by the Mayor, Clerk or Deputy Clerk and countersigned
by the Chief Financial Officer. After preparing the checks, they shall
be recorded in the proper book of accounts.
[Adopted 1-26-2004 by Ord. No. 04-01]
[Amended 4-27-2015 by Ord. No. 2015-08]
In accordance with the requirements of N.J.S.A. 40A:5-17(b)(2),
all monies disbursed by the Township of Vernon for payment of claims
and wages and salaries shall be made by checks signed by the Mayor
and countersigned by the Chief Financial Officer of the Township of
Vernon as contained on vouchers approved by the Chief Financial Officer,
said officials to be the certifying and approval officers of the Township.
(Deleted 4-27-2015 by Ord. No. 2015-08)
[Amended 4-27-2015 by Ord. No. 2015-08]
The Mayor must cause the Township's financial statements
to be audited, including said claims.
The provisions of N.J.S.A. 40A:5-16 et seq. shall be followed
and the financial procedures and internal controls of the Township
of Vernon are hereby approved and shall be followed by all Township
departments and agencies; said procedures and internal controls are
in writing and available in the office of the Township Clerk.