[HISTORY: Adopted by the Borough Council of the Borough of Hampton 9-10-1984. Amendments noted where applicable.]
Pursuant to N.J.S.A. 40A:5-16a, any person claiming payment from the Borough of Hampton shall first submit a detailed statement of the items or demand necessitating such claim, specifying particularly how the bill or demand is made up, with the certification of the party claiming payment that it is correct.
Pursuant to N.J.S.A. 40A:5-16b, no bill, claim or demand shall be considered for payment unless the voucher has attached to it or includes a certification of some officer or duly designated Borough employee having personal knowledge of the facts that the goods have been received by or the services rendered to the Borough of Hampton.
Pursuant to N.J.S.A. 40A:5-17a(1) and (2), the Borough Clerk is hereby designated as the certifying and approval officer of the Borough of Hampton, and the Clerk's duties shall include the making of certifications required by § 13-2 above, ascertaining the existence of proper and sufficient appropriations for the payments to be made and determining that there is legal authority for the payments, evidenced by action of a purchasing department or agent or officer in respect to the goods or services ordered and the incurring of the expense therefor.
The following certified bills and claims shall be submitted to the Borough Clerk no later than one day prior to the meeting of the Mayor and Borough Council of the Borough of Hampton at which the same will be considered: salary for full- and part-time employees of the Borough; insurance bills and taxes payable to duly authorized governing bodies. All other bills or claims duly certified shall be presented to the Borough Clerk not later than 14 days prior to the meeting of the Mayor and Borough Council of the Borough of Hampton at which the same will be considered. It shall be the duty of the Borough Clerk to examine all bills or claims submitted for payment in order to ascertain if proper administrative procedures have been followed. All claims or bills to be considered by the governing body shall be listed systematically and without preference, and said list shall be made available to every member of the governing body prior to its former action.
The Mayor and Borough Council of the Borough of Hampton shall approve or disapprove all claims in the manner prescribed by this chapter and in accordance with law. If the governing body shall reject any claim presented to it, it shall state the reason for such rejection, and the disapproved claim shall be referred back to the Borough Clerk with such instructions as the governing body may give at the time of disapproval.
If it appears to the Mayor and Borough Council of the Borough of Hampton that any claim requires further study or investigation, the governing body may withhold action on the claim for a reasonable period of time pending further study or investigation.
It shall be the duty of the Borough Clerk to record all claims in the official minutes or through an appropriate claims register, indicating that the governing body has, by formal action, approved the same, with appropriate records as to any claims disapproved or rejected. All records pertaining to approved or disapproved bills or claims shall be available for public inspection.
The Chief Financial Officer shall make disbursements upon receipt of an order by the Mayor and Borough Council of the Borough of Hampton, attested by the Borough Clerk.
After the Borough Clerk has certified that the claims have been approved, the Clerk shall turn the same over to the Chief Financial Officer, who shall forthwith prepare the necessary checks for the payment thereof, which said checks shall be signed by the Mayor or President of the Borough Council and by the Chief Financial Officer and by the Clerk or Deputy Clerk. After preparing checks for the payment of claims, the Chief Financial Officer shall record them in proper books of account. The Clerk shall mail or deliver the checks to the claimants.