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.
[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.
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.
[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.