Any person, business, corporation, or entity
claiming payment from the Township shall first submit a detailed statement
of 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 accurate.
No bill, claim or demand shall be considered for payment unless the
voucher has attached to it or includes certification of a department
head (or other municipal official responsible for certain functions)
or of (his or her) duly designated representative, having personal
knowledge of the facts that the goods have been received by, or the
services rendered to the Township, and that those services or goods
are consistent with any existing contract or purchase order. The Chief
Financial Officer shall have the duty to audit, warrant and make recommendations
on all claims and bills.
The bill or claim duly certified shall be presented
to the Municipal Clerk for inclusion in the agenda of the next immediate
formal meeting of the Manchester Township governing body, provided
that submission is received 10 days prior to the monthly established
meeting day of the body. It shall be the duty of the Township Clerk
to examine all bills or claims submitted for payment in order to ascertain
if proper administrative procedures have been followed. (This review
may be assigned to the Chief Financial Officer by the Township Clerk
if desired.) All claims or bills to be considered by the governing
body shall be listed systematically without preference and the list
shall be made available to every member of the governing body at least
one full day prior to formal action by that body.
Claims shall be considered by the governing
body which shall approve the same, except that the governing body
may reject any claim presented to it stating the reasons for such
rejection. Any disapproved claim shall be referred back to the Municipal
Clerk with such instructions as the governing body may give at the
time of disapproval.
[Added by Ord. No. 00-036]
A. Purpose. The purpose of this section is to permit
the Township Council to approve payment of claims when the Council
is not in session.
B. The Chief Financial Officer and the Business Administrator
are hereby designated as certifying and approving officers for the
approval and payment of claims prior to the vote of the Township Council.
C. The approval and certifying officer shall prepare
the certifications required by N.J.S.A. 40A:5-16b, ascertain the existence
of proper and sufficient appropriation for payments to be made and
determine the legal authority for said payments. The aforesaid must
be evidenced by action of the Division of Purchasing of the Township
in respect to the goods or services ordered and the incurring of the
expenses for said goods and services.
D. The person claiming or receiving payment for goods
or services rendered to the Township shall first present a detailed
bill of the items or the demand specifying particularly how the bill
or demand is to be made, certifying that the payment is accurate and
correct.
E. Approved claims shall be certified through the governing
body by a placement on the bill list which shall be voted upon by
the governing body at the next regularly scheduled Council meeting
following the payment by the certifying and approval officer.
F. Payments made under this section shall be limited
to postage, license and permit fees and shall in no case exceed $7,500
in total amount to be placed on the regularly scheduled bill list.
[Amended 8-28-2006 by Ord. No. 06-019]