Township of Cranford, NJ Chapter 19 Claims, Payment of

[HISTORY: Adopted by the Township Committee of the Township of Cranford 6-24-1992 by Ord. No. 92-22[1] (Ch. 15 of the 1992 Code). Amendments noted where applicable.]

[1] Editor's Note: This ordinance also superseded original Ch. 15, Claims; Payroll Account, adopted 10-10-1968.

§ 19-1 Presentation of bill or demand by claimant.

Any person claiming payment from the Township shall present to the Township Purchasing Agent a detailed bill of items or demand on a Township voucher specifying particularly how the bill or demand is made up with the certification of the party claiming payment that such bill is correct.

§ 19-2 Certification by signature of Township representative.

The Purchasing Agent shall see that the signature of the officer or employee duly designated to certify that the materials have been received or the services rendered to the Township appears on every claim.

§ 19-3 Filing of claim by Purchasing Agent with Treasurer.

After the Purchasing Agent has complied with the provisions of § 19-2, he shall file all claims with the Township Treasurer, who shall verify the availability of funds.

§ 19-4 Presentation of claims; approval.

Claims so certified shall be prepared and totaled on a claims list by the Finance Department and given to the Township Clerk, who shall present such a list to the Township Committee for study and approval. Formal approval shall be given at a regular meeting.

§ 19-5 Rejection by Township Committee.

If the Township Committee shall reject any claim, it shall refer back the rejected claim to the Township Treasurer with such instructions as the Committee may give at the time of disapproval.

§ 19-6 Recordation of approved claims.

It shall be the duty of the Township Clerk to record all claims so approved in the official minutes indicating that the Township Committee has by formal action approved the same. The Clerk shall indicate on said claims that they have been approved for payment with the date of such approval noted thereon.

§ 19-7 Payment of claims; recording.

A. After the Township Clerk has certified that the claims have been approved, they shall be turned over to the Township Treasurer, who shall forthwith prepare the necessary checks for payment thereof.

B. Said checks shall be signed by the Mayor and thereafter countersigned by the Township Treasurer.

C. After preparing checks for the payment of claims, the Treasurer shall record them in the proper books of account and thereafter mail or otherwise distribute the checks to the claimants.

§ 19-8 Payroll account established.

There is hereby established a payroll account, and the Township Committee may, by resolution, prescribe the manner in which payroll checks shall be drawn, who shall sign the same and the dates on which payment shall be made.

§ 19-9 Duties of department heads; payment of payroll.

A. The appropriate department head shall certify that the services have been rendered and that the amount specified is in fact due and owing to the employee or employees.

B. The payroll shall then be presented to the Township Treasurer for approval and, after approval, shall be paid in due course.

§ 19-10 Mandating direct deposit for municipal employees.

[Added 11-10-2015 by Ord. No. 2015-34]

A. All full-time employees and elected public officials who receive compensation from the Township of Cranford are mandated to have direct deposit of their compensation as of January 1, 2016, in accordance with Chapter 28, P.L. 2013, N.J.S.A. 52:14-15f(b).

B. Information to be provided to employees. The Chief Financial Officer shall make available for such employees who have net pay directly deposited any information concerning net pay, any accompanying information approved for distribution with net pay, and W-2 forms in accordance with applicable federal law, in such a manner as to protect the integrity and confidentiality of the information.

C. Exceptions to direct deposit. Seasonal and temporary employees shall not be provided with their compensation through direct deposit.

D. Municipal employees may request, in writing, an exemption from the direct deposit mandate to the Township of Cranford Business Administrator. Such requests will be presented to the Township Committee within 30 days. The Township Committee may grant such an exemption by resolution and only for good cause.