[HISTORY: Adopted by the Mayor and Council of the Borough
of Emerson 9-3-2019 by Ord. No. 1598-19. Amendments noted where applicable.]
A.Â
The purpose and intent of these regulations
is to abide by the requirements of N.J.S.A. 52:27D-20.1 and N.J.A.C.
5:30-17.1 et seq., governing electronic disbursement controls for
payroll purposes.
B.Â
APPROVAL OFFICER
BOROUGH
PAYROLL SERVICE
Definitions. As used in this chapter, the
following terms shall have the meanings indicated:
Person(s) responsible for authorizing and supervising the
activities of the payroll service.
Borough of Emerson.
Third-party payroll service organization.
A.Â
The appointment of a payroll service shall
be 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 Borough funds to a contractor's account for subsequent disbursement
of payment.
B.Â
Any renewal or extension of a contract
under these regulations shall be by resolution.
C.Â
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.
D.Â
If required by the contract between the
Borough and the payroll service, the payroll service is permitted
to hold Borough funds pending transmittal to a payee.
A.Â
A payroll service must meet all of the
following requirements:
(1)Â
Report any irregularities that may indicate
potential fraud, noncompliance with appropriate laws, dishonesty or
gross incompetence on the part of the approval officer;
(2)Â
Report circumstances that could jeopardize
its ability to continue operations or otherwise interrupt the services
provided to the Borough.
B.Â
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.
C.Â
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 these regulations,
the Borough Administrator, with the assistance of the Chief Financial
Officer and Borough 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 payroll service shall be by separate resolution of the Borough.