Borough of Shrewsbury, NJ Claims Approval

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.

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.

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.

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.

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 indicate on said bills list that they have been approved for payment.

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.

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.

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.