[HISTORY: Adopted by the Township Committee of the Township of Lacey 5-17-1974 as Ch. 5 of the 1974 Code, amended in its entirety at time of adoption of Code; see Ch. 1, General Provisions, Art. I. Subsequent amendments noted where applicable.]
Any person claiming payment from the municipality shall present a detailed bill of items or demand to the Township Chief Financial Officer, with the certification of the party claiming payment that it is correct, on a township voucher supplied by the Chief Financial Officer's office.
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 Township Committee to certify that the materials have been received by or the services rendered to the township appears on every claim.
Prior to submitting the claim to the governing body for payment, the Chief Financial Officer or his 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 his designee shall immediately so advise the governing body and the Township Administrator, in writing.
Claims shall be presented to the Chairman 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 Chairman shall return the claims to the Township 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 Township 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 Township 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 thereof noted on the claim.
After the Clerk has certified that the claims have been approved, she shall turn them over to the Chief Financial Officer or the financial officer who shall forthwith prepare the necessary checks for payment. The checks shall be signed by two (2) of the following three (3) individuals: the Mayor, the Township Clerk and the Chief Financial Officer. After preparing checks for the payment of the claims, the Chief Financial Officer 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's office and presented to the governing body for approval, and after approval, the payroll shall be paid in due course.
The following procedure shall be followed with regard to the reimbursement or advances for travel expenses:
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.
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 § 14-6 hereof. The certification of the officer or employee shall be submitted within ten (10) days after the completion of the travel for which the advance was made.
The Chief Financial Officer shall develop, with the assistance of the Township Auditor, a cash management plan. This cash management plan shall be presented to the governing body for approval by resolution. Once approved by the governing body, the Chief Financial Officer shall implement the cash management plan. Every year the Chief Financial Officer shall review and, where necessary, submit to the governing body recommendations for changes to the cash management plan.
The Chief Financial Officer shall develop claims payment procedures, which shall include procedures for ordering work and materials and the encumbrance of funds, and shall present such procedures to the governing body for their adoption by resolution.