[HISTORY: Adopted by the Mayor and Council of the Borough
of Somerdale as Ch. 7 of the 1973 Code. Amendments noted where applicable.]
GENERAL REFERENCES
Payroll Account — See Ch. 37.
[Added 9-12-1990 by Ord. No. 90:09]
[Amended 9-12-1990 by Ord. No. 90:09; 9-10-2009 by Ord. No. 2009:09]
A.
Any
person claiming payment from the municipality shall present a detailed
bill of demand (N.J.S.A. 40A:5-16) to the Chief Financial Officer,
duly certified or, in the alternative, supported by an affidavit of
the claimant.
B.
The
monthly deadline for the submission of claims shall be the 25th of
each month. Those claims properly presented before the deadline will
be considered for approval during the month immediately following
the month of submission.
[Amended 9-10-2009 by Ord. No. 2009:09]
It shall be the duty of the Chief Financial Officer to see that
the signature of the officer or employee who has been duly designated
by the local unit to certify that the materials have been received
by or the services rendered to the local unit appears on every claim
(N.J.S.A. 40A:5-16). Each such claim shall then be carefully reviewed
and checked by or under the direction of the Borough official who
accomplishes the administrative certificate on the voucher form.
[Amended 9-10-2009 by Ord. No. 2009:09]
Claims, together with supporting papers attached, shall then
be presented to the Chairman of the committee responsible for the
department placing the order, who, if satisfied the claims are proper,
shall approve the same by affixing his/her signature on the purchase
order. After such approval is given, the claims shall be referred
to the Finance Committee. All claims require the signature of the
Chairman of the committee responsible for the department placing the
order.
[Amended 9-10-2009 by Ord. No. 2009:09]
Where the procedure set forth in § 4-4 above is not met, claims may be approved by the signature of any remaining member of the Chairman's Committee.
[Amended 9-10-2009 by Ord. No. 2009:09]
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 Chief Financial Officer with such
instructions as the governing body may give at the time of disapproval.
[Amended 9-10-2009 by Ord. No. 2009:09]
It shall be the duty of the Treasurer or his/her designee to
prepare a list of all claims that are to be presented for approval
at the next regular meeting, said schedule or list to be made available
to every member of the governing body at least two days before the
claims are subject to formal action by that body. After approval,
claims shall be listed in a book or record to be designated as "Claims
Approved by governing body." This listing shall be amplified by appropriate
detail in the minutes to permit ready identification. Appropriate
record should also be made as to any claims disapproved.
[Amended 9-10-2009 by Ord. No. 2009:09]
It shall be the duty of the Chief Financial Officer or such
other officer designated by resolution of the governing body to indicate
on said claims that they have been approved for payment, with the
date of approval thereof noted on the claim.
[Amended 9-10-2009 by Ord. No. 2009:09]
After the Chief Financial Officer has certified that the claims
have been approved, he shall turn the same over to the Treasurer or
other designee, who shall forthwith prepare the necessary checks for
the payment thereof, which checks shall be signed by the Mayor and
the Municipal Clerk and thereafter countersigned by the Chief Financial
Officer. After preparing checks for the payment of claims, he shall
record them in proper books of account and thereafter mail or otherwise
distribute the checks to the claimants.
[Amended 9-10-2009 by Ord. No. 2009:09]
In the case of reimbursement for actual and necessary traveling
expenses, itemized claims, supported by receipts where available,
should be presented in order to obtain reimbursement for expenses
incurred by local officials where authorized to travel by the municipality.
After such approval is given, said claim shall be presented for approval
by the Chairman of the Committee responsible for the supervision of
the official's department. Approval shall be signified by the
Chairman's signature on the purchase order.
It shall be the duty of the Mayor to incorporate in the official
minutes, by signing the approving resolution or by approving the schedule
of claims approved by the governing body, that he has examined the
same and has officially approved the same for payment.
