[HISTORY: Adopted by the Mayor and Council of the Borough of High Bridge 2-9-2006 as Ch. 7 of the 2006 Code of the Borough of High Bridge. Amendments noted where applicable.]
Any person claiming payment from the municipality shall present a detailed bill of demand (N.J.S.A. 40A:5-16) to the CFO, duly certified or, in the alternative, supported by an affidavit of the claimant. Billing must occur within 60 days of the materials sent or services rendered or payment may be forfeited by the Borough.[1]
[1]
Editor's Note: Original § 7-2 of the 2006 Code, Certification of receipt of materials or services, which immediately followed this section, was repealed 1-25-2007 by Ord. No. 2007-2.
[Amended 1-25-2007 by Ord. No. 2007-2; 5-26-2016 by Ord. No. 2016-20]
Claims shall be presented to the Department Supervisor or Committee Chairperson responsible for placing the order, or the Administrator who, if satisfied the claims are proper, shall approve the same. In the absence of an Administrator, the Mayor shall be responsible for approving same. After such approval is given, the Administrator or Mayor, as applicable, shall then present these claims to the governing body in the form of a bill list, for formal approval at a regular meeting. In the absence of an Administrator, the Mayor shall be responsible for approving same.
Claims shall be considered by the governing body which shall approve the same, except that said governing body may reject any claim presented to it, stating the reason for such rejection. Any disapproved claim shall be referred back to the CFO with such instructions as the governing body may give at the time of disapproval.
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.[1]
[1]
Editor's Note: Original § 7-6 of the 2006 Code, Approval to be noted on claim, which immediately followed this section, was repealed 1-25-2007 by Ord. No. 2007-2.
The CFO shall forthwith prepare the necessary checks for the payment thereof, which said checks shall be signed by the Mayor and the Municipal Clerk and CFO or their designees. After preparing checks for the payment of claims, he/she 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 or such officer or employee as may be designated by resolution of the governing body shall prepare the necessary payrolls for all employees, which payrolls shall be duly certified by the person authorized to certify that the services have been rendered and the amount specified is in fact due and owing to the employee or employees. Said payrolls shall then be approved by the department head responsible therefor and presented to the governing body for approval and, after approval, shall be paid in due course.
Any person claiming payment from the municipality for reimbursements of actual and necessary traveling expenses, where authorized by the municipality, shall present all itemized claims, supported by receipts where available, to the Municipal Clerk as set forth in § 12-1 above.[1]
[1]
Editor's Note: Original § 7-10 of the 2006 Code, Annual approval of account, and § 7-11, Procedure for payroll approval, which immediately followed this section, were repealed 1-25-2007 by Ord. No. 2007-2.
[Added 3-10-2011 by Ord. No. 2011-6]
A. 
The Borough may enter into an annual agreement with an approved provider to originate ACH debit payment orders against the Borough's designated account for the amount of liabilities and fees of all services agreed to by the Borough, including payroll, payroll tax, benefits services, and other service-related liabilities. The provider will deposit all amounts that the Borough transfers to the provider for payment of the liabilities in a trust established by the provider.
B. 
The Provider will be obligated to pay such liabilities from the funds held in trust for the Borough. The provider will furnish a SAS 70 Report and/or SysTrust examination with an unqualified report on availability, security, integrity, and maintainability completed in accordance with the AICPA/CICA SysTrust Principles and Criteria for Systems Reliability.
C. 
The Chief Financial Officer is designated as the approval officer responsible for authorizing and supervising the activities of the provider, reconciling the accounts affected by the activities of the provider and reviewing and approving the terms of the contract with the provider subject to renewal annually.
All vouchers other than those for payroll matters shall be submitted on or before the Friday preceding the second or fourth Thursday. All vouchers submitted shall be in the standard form of municipal vouchers promulgated by the Borough of High Bridge. No claims except as herein approved shall be submitted in any form other than that set forth herein or requested to be paid by the Borough of High Bridge.
Vouchers submitted prior to the Friday preceding the second or fourth Thursday of the month shall be reviewed by the Borough Council at the first or second regular meeting of each month and signed and approved for payment at the respective meeting of the Mayor and Council.
[Amended 1-25-2007 by Ord. No. 2007-2; 9-24-2020 by Ord. No. 2020-046]
All persons having a claim for funds from the Borough of High Bridge shall submit an invoice for payment of the same. Said invoice must be attached to the voucher to be approved by the CFO, Clerk, appropriate department head, or the Administrator.
[Amended 1-25-2007 by Ord. No. 2007-2]
Prior to payment of any voucher, each voucher shall be signed by the CFO and Administrator. All checks for payment of claims shall be drawn on the Borough Treasury and shall be signed by the Mayor, Borough Clerk or the Deputy Clerk for the Clerk and Chief Financial Officer or Administrator of the Borough of High Bridge.