[HISTORY: Adopted by the Township Committee of the Township of Middletown as indicated in article histories. Amendments noted where applicable.]
[Adopted 8-18-2013 by Ord. No. 2013-3094 (Ch. 4, Art. XVIII, of the 1996 Township Code)]
Pursuant to N.J.S.A. 52:27D-20.1 et seq. and the rules promulgated thereunder by the Local Finance Board, the Township hereby authorizes the use of a third-party payroll service provider to prepare payment documentation, take possession of Township funds, and make such disbursements itself on behalf of the Township for payroll-related purposes.
The appointment of a third-party payroll service provider shall be made pursuant to the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) and shall require the contractor to do the following, not by way of limitation: data collection, agency report preparation, calculation of withholding, direct deposit of payroll disbursements, and/or transfer of Township funds to contractor's account for subsequent disbursement of payment.
Any renewal or extension of a contract under these regulations shall be by resolution of the Township Committee.
The Chief Financial Officer is hereby appointed the approval officer and is responsible for authorizing and supervising the activities of the payroll service and shall further be charged with the reconciliation and analysis of all general ledger accounts affected by the activities of the disbursing organization.
If required by the contract between the Township and the payroll service, the payroll service is permitted to hold Township funds pending transmittal to a payee.
A third-party payroll service provider must meet all of the following requirements:
Report any irregularities that may indicate potential fraud, noncompliance with appropriate laws, dishonesty or gross incompetence on the part of the approval officer; and
Report circumstances that could jeopardize its ability to continue operations or otherwise interrupt the services provided to the Township.
A payroll service must meet the requirements of N.J.A.C. 5:30-17.5, requiring that the approval officer be assured that the servicer has its own internal controls and appropriately guard against theft and other adverse conditions.
All contracts entered into pursuant to these regulations and the laws authorizing the same shall comply with the requirements of N.J.A.C. 5:30-17.6, which sets out a series of mandatory contractual terms and conditions.
Upon the adoption of this article, the Township Administrator, with the assistance of the Chief Financial Officer and Township Attorney, as necessary, is hereby authorized and directed to enter into a contract for payroll service in accordance with all local public contracting laws and N.J.A.C. 5:30-17. Appointment of the third-party payroll service provider shall be by separate resolution of the Township Committee.
[Adopted 7-21-2014 by Ord. No. 2014-3110]
Commencing October 1, 2014, all full-time and part-time Township employees shall be paid only by direct deposit in conformance with N.J.S.A. 52:14-15f.
Temporary seasonal employees, excluding Township crossing guards, may be exempted from this policy at the discretion of the Township's Chief Financial Officer as administratively necessary taking cost and other factors into consideration.
Pursuant to N.J.S.A. 52:14-15f, all information concerning net pay, any accompanying information approved for distribution with net pay such as a pay stubs, and W-2 forms in accordance with applicable federal laws, shall be made available to all employees only on the internet via restricted access accounts provided by the Township or an authorized third-party payroll provider.