[HISTORY: Adopted by the Borough Council
of the Borough of Seaside Heights 2-19-1997 by Ord. No. 97-1. Amendments
noted where applicable.]
Any person claiming payment from the municipality
shall present a detailed bill of items or demand to the Borough Chief
Financial Officer, with the certification of the party claiming payment
that it is correct.
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 Borough Council to certify that the materials
have been received by or the services rendered to the borough appears
on every claim.
Prior to submitting the claim to the governing
body for payment, the Chief Financial Officer or a designee shall
first determine that there are proper and sufficient funds available
for payment of the claim and that there is legal authority for the
payment. In the event that funds are not available for payment of
the claim, the Chief Financial Officer or a designee shall immediately
so advise the governing body and the Borough Administrator, in writing.
Claims shall be presented to the Councilperson
in charge of the department responsible for the receipt of such materials
or services who, if satisfied the claims are proper, shall approve
the same. After such approval is given, the Councilperson shall return
the claims to the Chief Financial Officer, who shall then present
these claims to the governing body for formal approval at the next
regular meeting after said claims shall have been made available for
review by all members of the governing body.
It shall be the duty of the Borough 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.
It shall be the duty of the Borough Clerk, or
such other officer designated by resolution of the governing body,
to certify on said claims that they have been approved for payment,
with the date of approval noted on the claim.
After the Borough Clerk has certified that the
claims have been approved, the Clerk shall turn them over to the Chief
Financial Officer, or a designee, who shall forthwith prepare the
necessary checks for payment. The checks shall be signed by three
of the following four individuals: the Mayor, the Borough Clerk, the
Chief Financial Officer and Deputy Borough Clerk. After preparing
checks for the payment of the claims, the Chief Financial Officer,
or a designee, 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 shall prepare the necessary payroll information for all employees,
which payroll information shall be duly certified by the department
head, and present the same to the Chief Financial Officer. Said payroll
shall then be prepared by the Chief Financial Officer or a designee,
and presented to the governing body for approval and, after approval,
the payroll shall be paid in due course.
[Added 4-19-2017 by Ord.
No. 17-12]
As of May 1, 2017, for seasonal/temporary employees and July
1, 2017, for regular employees, mandatory direct deposit of net pay
is established for all employees of the Borough of Seaside Heights,
including any person holding public office, position, or employment
whose compensation is paid by the Borough of Seaside Heights. Compensation
shall be deposited directly into each employee's specific banking
institution based upon information provided by the employee.
[Added 4-19-2017 by Ord.
No. 17-12]
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, only
on the Internet with restricted access and policies and procedures
to protect the integrity and confidentiality of the information.
A.
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 and employees when authorized to travel
by the municipality.
B.
The governing body may, by resolution, provide for and authorize payment of advances to officers and employees toward their expenses for authorized official travel and expenses. Any such resolution shall provide for the verification and an adjustment of such expenses and advances and the repayment of any excess advance by means of a detailed bill of items or demand and the certification required under § 150-6 hereof. The certification of the officer or employee shall be submitted within 10 days after the completion of the travel for which the advance was made.
C.
When authorized by the Borough Council, employees
shall be reimbursed for class, course, seminar, license or certification
fees paid by the employees in order to further their education and
to allow them to better perform their duties as employees of the Borough
of Seaside Heights. The employees shall submit a request to attend
the class, course or seminar that they want to attend to enhance their
job performance or obtain any necessary license or certification for
the performance of their duties as employees of the borough. Included
on the request shall be a statement of the cost to take the class,
course or seminar, and a request for reimbursement from the governing
body. A grade of "C" or above is required to be considered for reimbursement.
D.
As of January 1, 2015, when authorized by the Borough Administrator,
employees shall be reimbursed at the standard mileage rate issued
by the federal Internal Revenue Service to calculate the deductible
costs of operating an automobile for business purposes when an employee
uses his or her own vehicle for Borough business in cases where a
Borough vehicle suited for the intended travel is unavailable. To
be considered for reimbursement, an employee must submit a claim form
stating the date and time when the employee's personal vehicle
was used for Borough business, the destination to which the employee
was traveling, and the amount of miles for which the employee requests
payment as reimbursement for use of the employee's vehicle. All
claims for reimbursement must be made within 30 days of the date of
the use of the employee's vehicle. Failure to submit the request
within 30 days is grounds for denial of reimbursement. All such claims
must be approved by the Borough Council prior to reimbursement to
the employee.
[Amended 3-7-2018 by Ord.
No. 2018-01]
The Borough Council may from time to time adopt
such purchasing policies and procedures as may be recommended by the
Chief Financial Officer or Administrator. The purchasing policies
and procedures shall be adopted by resolution of the Borough Council
and may be amended by resolution of the Borough Council.
Where an employee of the municipality has an
employment contract which provides for reimbursement for expenses,
the employee shall be entitled to reimbursement for expenses under
the provisions of the contract, provided the employee submits the
necessary voucher to the Chief Financial Officer documenting the employee's
claim for reimbursement within 30 days or as otherwise provided in
said employment contract.
[Added 1-20-2016 by Ord.
No. 16-02]
Notwithstanding any other provision of this chapter, the Borough
Council may, by resolution, provide for and authorize the payment
of advances to specific Borough officers and employees for travel
expenses and incidental expenses thereto when such travel and incidental
expenses are necessary and proper, as the Borough Council in its sole
discretion shall determine, in advancing the scope and nature of the
work of the particular Borough officer or employee.
[Added 1-20-2016 by Ord.
No. 16-02]
Notwithstanding any other provisions of this chapter, the Borough
Council may, by resolution, provide for and authorize the payment
of advances for vendor services, excluding the provision of materials
and supplies, when such services are of a professional nature as defined
in the Local Public Contracts Law of New Jersey, N.J.S.A. 40A:11-1
et seq., and when the Borough Council, in its sole discretion, shall
determine that circumstances exist which require the simultaneous
payment for the services when the services are provided.
[Added 1-20-2016 by Ord.
No. 16-02]
In making advances, pursuant to this chapter, to any individual
and/or vendor, the following procedure shall govern:
A.
A resolution shall be prepared by the Borough Administrator, setting
forth the department head requesting the advance, the party to whom
the advance is to be paid and the purpose and amount of the advance.
B.
The original resolution shall be approved, in writing, by the Borough
Administrator and maintained on file in his office.
C.
A voucher requesting the advance and completed in accordance with § 150-1 shall be attached to the original resolution on file in the office of the Borough Administrator, bearing the signature of the appropriate department head requesting the advance and the party to whom the advance is to be paid.
D.
The advance payment resolution shall be approved at a public meeting of the Borough Council, pursuant to § 150-4.
F.
Within 10 days of the completion of the authorized travel or payment
for the vendor's services, the department head from whose department
the request originated shall countersign the previously submitted
voucher, submit a detailed bill and require any necessary adjustment
to be made as to the advance payment to any officer or employee within
his department, including the repayment of any excess advance, under
the supervision of the Borough Administrator.
[Added 12-20-2017 by Ord.
No. 17-21]
A.
Procurement cards may be used by designated municipal employees under
the supervision of the Procurement Card Program Manager and in accordance
with this section and Procurement Card Program Cardholder Policies
and Procedures. Allowable circumstances for the appropriate use of
procurement cards may include, but shall not be limited to:
(1)
When payment to vendors is required in advance of the delivery of
certain goods or services that cannot be obtained from any other source
at comparable prices.
(2)
When ordering, billing and payment transactions for goods or services
are made through a computerized electronic transaction (e.g., Internet
purchases).
(3)
Comparable pricing is not otherwise obtainable for goods and services
to be available at the time and place required.
(4)
The cost of purchases is comparable to costs available from other
vendors who can provide the required goods and services in a timely
manner.
(5)
Items arc purchased in a transaction where vendor certification would
not normally be readily available at the time of purchase.
(6)
The vendor requires immediate payment and the Borough Council has
approved such use for a purchase from a particular vendor for a particular
item.
(7)
Purchase is from a "big box" or other store that does not accept
vouchers, purchase orders or checks.
B.
Procurement cards shall not be used for reimbursement: of employee
expenses or payment for personal services.
[Added 12-20-2017 by Ord.
No. 17-21]
A.
Procurement cards or electronic transactions will not change or eliminate
any provision of the New Jersey Local Public Contracts Law[1] and will be administered in accordance with the rules
enumerated in N.J.S.A. 40A:5-16(c), notwithstanding the provisions
of N.J.S.A. 40A:5-16(a) or N.J.A.C. 5:30-9A.1 et seq.
[1]
Editor's Note: See N.J.S.A. 40A:11-1 et seq.
B.
Procurement cards will only be distributed to essential administrative
personnel, department heads or supervisors and/or assistant supervisors
on an as-needed basis, which shall be determined by the Borough Council
in consultation with the Borough Administrator and Chief Financial
Officer.
C.
All authorized procurement card users will be required to complete
training on the policies and procedures governing the use of the procurement
card and shall complete and sign a contract of understanding that
includes the financial and legal responsibility for misuse.
D.
Procurement cards shall be issued in the name of a specific individual
but under no circumstance shall be used to purchase personal property
or services, including travel and dining expense.
E.
Limits on cards will be established by amount, time and category
of usage permissible. An authorized procurement card user is prohibited
from using the procurement card to conduct personal business or for
any circumstances that are not authorized in N.J.S.A. 40A:5-16(c),
N.J.A.C. 5:30-9A.1 or the Procurement Card Program Cardholder Policies
and Procedures.
F.
Procurement card. It will be incumbent on the cardholders to reconcile
all procurement card transactions with receipts and invoices to document
a transaction. It will be incumbent for the Chief Financial Officer,
in his or her role as Procurement Card Program Manager, to reconcile
card activity along with payments made to the issuing financial institution.
(1)
Violations of policies governing the use of procurement cards shall
result in appropriate remedial or disciplinary action without regard
to the position held by the cardholder. Any violation of the policies
governing use of the procurement card will result in immediate forfeiture
of the ability to use such card and may result in other disciplinary
action, including but not limited to suspension, termination and criminal
prosecution. The Borough will also retain all rights to any funds
misappropriated and will seek restitution of said funds through garnishment
of wages, forfeiture of benefits and legal actions in a court of law.
(2)
Under no circumstance shall any procurement card or electronic transaction
be used for personal business or personal services.
