[HISTORY: Adopted by the Board of Commissioners of the City of Bordentown 6-14-1976 by Ord. No. 1976-9. Amendments noted where applicable.]
Payment of moneys by the City of Bordentown, hereinafter simply referred to as "city," shall be made only in accordance with the procedures and requirements of this chapter.
The following procedures and requirements shall apply to every claim for payment of moneys by a claimant, except employees' salaries and wages, and to the persons submitting the same:
A detailed bill or statement of items or demands shall be presented to the City Clerk, upon a form of voucher of the city or similar form, with such attachments annexed thereto as may be necessary, duly certified by the claimant with the following vendor's declaration: "I do solemnly declare that the within bill is correct in all its particulars, that the articles have been furnished or services rendered as stated therein and that no bonus has been given or received on account of said bill."
It shall be the duty of the City Clerk to have the officer or employee, who has been duly designated by the city, to certify on every claim by signature thereon that the items or materials have been received by or the services rendered to the city.
The voucher form, together with such attached supporting papers annexed thereto, shall then be presented to the department director or department head who, if satisfied the claim is proper, shall approve the same by signature thereon. After such approval is given, the department director or department head shall file the claim with the City Clerk, who shall then present such claim to the Board of Commissioners of the city, hereinafter simply variously referred to as "Commissioners" or "Board," for formal approval at a regular meeting.
All claims to be considered by the Commissioners shall be in voucher form and have the approving signature of the department director or department head thereon, whereupon said Board shall formally approve the same at a regular meeting of the Commissioners, except that said Board may disapprove and reject any claim presented to it upon stating the reason for such rejection. Any disapproved claim shall be referred back to the City Clerk with such instructions as the Board may give at the time of disapproval. Approval may be by motion and of a number of separate claims by a single motion.
It shall be the duty of the City Clerk to prepare a list of all claims that are to be presented for approval by the Board at a regular meeting, said list to be made available to every member of the Board at least two days before the claims are subject to formal action by the Board.
Claims must be presented to the City Clerk prior to 4:00 p.m. on Wednesday of the week immediately preceding a regular meeting of the Board and have department director or department head approval noted thereon prior to said time, to be listed for approval of the Board at the next regular meeting of the Board following such time and day.
After approval, claims shall be listed in a book or record to be designated as "Claims Approved by the Board of Commissioners of the City of Bordentown on (insert date)." This listing shall be amplified by an appropriate detail in the minutes to permit ready identification. An appropriate record shall also be made as to any claims disapproved and rejected and the reason therefor and any instructions with reference thereto.
It shall be the duty of the City Clerk, or such other officer designated by resolution of the Board, to indicate by signed certification on such claims that they have been approved for payment, with the date of approval thereof noted on the claim.
After the City Clerk has certified that the claims have been approved, such Clerk shall turn the same over to the City Treasurer or other chief financial officer, who shall forthwith prepare the necessary checks for the payment thereof, which said checks shall be signed by at least two members of the Board and thereafter countersigned by the City Treasurer. After preparing checks for the payment of claims, the City Treasurer shall record them in the proper books of account and thereafter mail or otherwise distribute the checks to the respective claimants.
The city shall incur no late charge, service charge, interest charge or penalty to any person or claimant upon any bill or statement by reason of the same not being paid sooner than proper and full adherence to the procedures and requirements of this chapter shall permit, together with a reasonable period of time following approval for payment by the Board within which the City Treasurer shall mail or otherwise distribute payment checks to such persons or claimants.