Borough of Lavallette, NJ Chapter 19 Claims Procedure

[HISTORY: Adopted by the Mayor and Council of the Borough of Lavallette. Amendments noted where applicable.]

§ 19-1 Form and content of claims.

A. Any person claiming payment from the Borough of Lavallette shall first submit to the Chief Financial Officer, on voucher form provided by the Chief Financial Officer, a detailed statement of the items or demand in support of such claim. The voucher shall contain a certification of the party claiming payment that it is correct. No bill, claim or demand shall be considered for payment unless the voucher has attached to it or includes a certification from the department head or other designated Borough employee having personal knowledge of the facts that the goods have been received by or the services rendered to the Borough of Lavallette and that those services or goods are consistent with an existing contract or purchase order. The Chief Financial Officer shall have the duty to audit, warrant and make recommendations on all claims and bills. All vouchers in support of claims and bills, if approved, shall be signed by the Chief Financial Officer.

B. The Chief Financial Officer of the Borough of Lavallette is hereby designated as the certifying and approval officer for the Borough of Lavallette in accordance with N.J.S.A. 40A:5-17a(1).

§ 19-2 Determination of availability of funds.

A. Prior to submitting the claim to the governing body for payment, the Chief Financial Officer or a designee shall first determine that there are proper and sufficient funds available for payment of the claim and 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 a designee shall immediately so advise the governing body and the Borough Administrator, in writing.

B. Prior to any vouchers being submitted to the Borough Council for approval at its formal meeting, the voucher shall be approved, in writing, by at least four of the six Council members, inclusive of the committee Chair of the department to be charged with the expenditure. If a committee Chair states, in writing, the reasons or recommendations as to why a voucher should be held or disapproved for payment, the signature of such committee Chair does not have to appear on the voucher; however, at least four of the six Council members must approve of such voucher in writing. Signature of voucher by Council members shall constitute approval for payment. In the event that a voucher is signed by only three Council members, it shall be presented to the Mayor prior to the formal meeting of the Borough Council. If the Mayor reviews and approves the voucher, the Mayor may sign the voucher, signifying approval for payment, and the Mayor's signature shall be counted as one of the four signatures necessary for payment of the voucher.

§ 19-3 Presentation of claims to Borough Council.

After the bill has been processed as set forth above, the Chief Financial Officer shall present the bill or claim to the Municipal Clerk, who shall include it in the proceedings of the next formal meeting of the Borough Council. It shall be the duty of the Chief Financial Officer to examine all the bills or claims submitted for payment in order to ascertain if proper administrative procedures have been followed. At the formal meeting of the Borough Council, the Municipal Clerk shall present a resolution itemizing all vouchers that have been previously approved in the manner hereinabove set forth. No payment may be made pursuant to said voucher unless, at the meeting or any subsequent public meeting, the voucher is approved by a majority of the members of the Borough Council then present.

§ 19-4 Records to be kept.

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. All records of approved claims kept under this section shall be open to the public.

§ 19-5 Certification of approval.

It shall be the duty of the Borough 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 noted on the claim.

§ 19-6 Preparation of checks.

After the Borough Clerk has certified that the claims have been approved, the Clerk shall turn them over to the Chief Financial Officer, or a designee, who shall forthwith prepare the necessary checks for payment. The checks shall be signed by three of the following five individuals: the Mayor, the Chief Financial Officer, the Borough Clerk, President of Council and the Finance Chair. After preparing checks for the payment of claims, the Chief Financial Officer, or a designee, shall record them in the books of account kept in accordance with procedures as prescribed in accordance with N.J.S.A. 40A:5-17c. Thereafter, the checks shall be mailed or otherwise distributed to the claimant as is appropriate.

§ 19-7 Adoption of purchasing policies and procedures.

The Borough Council may from time to time adopt such purchasing policies and procedures as may be recommended by the Chief Financial Officer or Administrator. The purchasing policies and procedures shall be adopted by resolution of the Borough Council and may be amended by resolution of the Borough Council. All claims paid pursuant to this chapter shall result only from purchases made in accordance with policies and procedures adopted by the governing body.