[HISTORY: Adopted by the Mayor and Council of the Borough of Shrewsbury 4-13-1998
by Ord. No. 746 (Ch. 7 of the 1973 Code). Amendments noted
where applicable.]
A.
Any person claiming payment from the Borough shall present
a detailed bill of items or demand to the Borough Chief Financial Officer
specifying particularly how the bill or demand is made up, duly certified
by the party claiming payment that it is correct.
B.
Each claim presented to the Borough for payment shall
be certified by a member of the Borough Council or other officer or employee
of the Borough which Councilman or other officer or employee shall have knowledge
of the fact that the goods have been received by or the services rendered
to the Borough. The signature shall appear on the claim and it shall be the
duty of the Borough Chief Financial Officer to determine whether such signature
appears thereon.
C.
Claims shall then be presented to the chairman of the
committee responsible for the placing of the order and a bills list shall
be submitted to the Chairman of the Finance Committee for review. In the event
the Chairman of the Finance Committee is unavailable the bills list shall
be presented to any other member of the Finance Committee. After the claims
have thus been presented, the same shall either be approved or disapproved
with reasons for disapproval and returned to the Borough Clerk who shall then
present these claims to the governing body for formal approval or disapproval
at any voting meeting of the governing body.
D.
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 Borough Clerk with such instructions as the
governing body may give at the time of disapproval.
E.
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.
F.
It shall be the duty of the Borough Clerk or such other
officer designated by resolution of the governing body, to indicate on said
bills list that they have been approved for payment.
G.
After the Clerk has certified that the claims have been
approved, they shall be turned over to the Chief Financial Officer, who shall
place the date of approval on each claim and forthwith prepare the necessary
checks for the payment thereof, which said checks shall be signed by the Mayor
and the Borough Clerk and thereafter countersigned by the Chief Financial
Officer. After preparing checks for the payment of claims, he/she shall record
them in proper books of account and thereafter mail or otherwise distribute
the checks to the claimants.
H.
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 payroll shall then be approved by the department
head responsible therefor and presented to the governing body for approval.
I.
Whenever claims are presented for reimbursement for actual
and necessary traveling expenses incurred by local officials where authorized
to travel by the Borough, such claims shall be itemized and supported by receipts
where available and presented as are other claims in order to obtain reimbursement
for such expenses.
