[HISTORY: Adopted by the Mayor and Council of the Borough of Somerville: Art. I, 2-19-62 as Ord. No. 577; Art. II, 12-20-54 as Ord. No. 486. Amendments noted where applicable.]
[Adopted 2-19-62 as Ord. No. 577]
Any person claiming payment from the municipality shall present a detailed bill of demand (N.J.S.A. 40A:5-16) to the Municipal Clerk, duly certified or, in the alternative, supported by an affidavit of the claimant.
It shall be the duty of the Clerk 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.
Claims shall then be presented to the Chairman of the committee responsible for the placing of the order, who, if satisfied the claims are proper, shall approve the same. After such approval is given, the Chairman shall file the claims with the Municipal Clerk, who shall then present these claims to the governing body for formal approval at a regular meeting.
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 Municipal Clerk 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.
It shall be the duty of the Municipal Clerk 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.
After the Clerk has certified that the claims have been approved, he shall turn the same over to the Treasurer or other chief financial officer, who shall forthwith prepare the necessary checks for the payment thereof, which said checks shall be signed by the Mayor and the Municipal Clerk and thereafter countersigned by the Treasurer or other 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.
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 § 9-1 above.
[Adopted 12-20-54 as Ord. No. 486]
At the first meeting of the governing body of the borough in January of each year, the said governing body shall approve an account, to be designated the "Borough of Somerville Payroll Account," for the payment of all salaries, wages and compensation of all officers and employees of the Borough of Somerville, in the County of Somerset, whose salaries, wages or compensation shall be payable on either an annual, monthly, weekly or hourly basis.
[Amended 5-6-74 by Ord. No. 741]
At each regular meeting of the governing body of the borough, the Borough Treasurer shall submit to said governing body for its approval or ratification, as the case may be, the necessary payrolls for the respective amounts due the several officers and employees of the said borough for salaries, wages or compensation as follows:
In advance for all officers and employees of the borough whose salaries are on either an annual, monthly or weekly basis, when their salaries or any periodic installment or installments thereof are or shall become due and payable prior to the next regular meeting of said governing body.
For all employees of the borough whose wages or compensation is on an hourly basis, when the compensation has been approved by some responsible borough official who shall have been designated by resolution of said governing body and by the Chairman of the appropriate committee of said governing body and has been certified by them to the Borough Treasurer.
The said payrolls shall be considered by said governing body in due course and approved or ratified if found to be correct.
In case any error or any necessity for adjustment shall be found in the payrolls submitted to said governing body for its approval or ratification, it shall order to be made such corrections or adjustments as may appear necessary and it shall be the duty of the Borough Treasurer to properly make such corrections or adjustments and make appropriate record thereof.
[Amended 5-6-74 by Ord. No. 741]
The Borough Treasurer shall present to the governing body of the borough monthly, for its approval, warrants drawn to the order of the Borough of Somerville Payroll Account.
Such borough officers as may be designated by resolution duly adopted by the governing body of the borough are hereby authorized to and shall sign warrants drawn in favor of the aforesaid payroll account upon receipt by them of due notice that the payrolls for which a particular warrant is drawn have been approved by said governing body.
From time to time the Borough Treasurer, upon receipt of a warrant for the amount due the aforesaid payroll account, shall deposit the same to the credit of said payroll account, charging the appropriate budgetary accounts of said borough therewith.
The Borough Treasurer shall thereafter draw checks against said payroll account to the order of the respective officers and employees of the borough entitled to receive payment therefrom for salary, wages or compensation. All checks drawn against said payroll account shall be signed by the Borough Treasurer and no other signature shall be required thereon.
The Borough Treasurer shall withhold from the respective payees thereof any and all checks for salary, wages or compensation drawn pursuant to the authority herein granted until the full amount of the salary, wages or compensation for which such check shall have been drawn shall have been fully earned by the payee thereof.