Borough of Rockaway, NJ Article I Claims

[Adopted 12-27-1990 by Ord. No. 31-90 (Secs. 2-3 and 2-4 of the 1971 Code of Ordinances)]

§ 7-1 Approval.

The following procedures are hereby established covering purchases by the Borough of Rockaway.

A. All purchases shall be made by department heads or with their approval.

B. A purchase order/voucher on a form prescribed by the Clerk shall be presented prior to any purchase. All purchases shall be fully itemized and list quantities and respective prices. Such purchase order shall also state the account and account number of the department submitting the purchase order.

C. The completed purchase order shall be presented to the Municipal Finance Officer to ensure the availability of funds.

(1) In the event that the purchase exceeds the amount set by law for public bidding of contractors, the Municipal Finance Officer shall so notify the Mayor and Council and shall submit said purchase order to the Council for compliance with the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.). Upon completion of the bidding process, the Municipal Finance Officer shall determine and certify that proper and sufficient funds exist for the purchase of such item.

(2) In the event that the purchase is less than the amount set by law for public bidding of contracts, the Municipal Finance Officer shall determine and certify that proper and sufficient funds exist for the purchase of such item.

D. The purchase shall be made only upon certification by the Municipal Finance Officer that funds are available. When the purchase is made, the department head shall send a copy of the purchase order to the vendor, together with a voucher for payment.

E. When goods are delivered or services rendered, the vendor shall return a signed voucher for payment to the Municipal Finance Officer.

F. Purchase orders for goods and/or materials not exceeding $1,500 may be issued to those vendors with whom the Borough regularly does business upon the approval of the department head and approval of the Municipal Finance Officer.

G. Upon determination by a department head or the Clerk that an emergency situation exists, a purchase order may be issued in excess of $1,500 but not in an amount in excess of that which is required to be bid under the Local Public Contracts Law.[1] Said purchase order shall be confirmed by the Municipal Finance Officer on the following working day.

[1] Editor's Note: See N.J.S.A. 40A:11-1 et seq.

§ 7-2 Payment.

The following procedures are hereby established covering the payment of bills, claims or demands upon the Borough of Rockaway.

A. A voucher on a form prescribed by the Chief Financial Officer shall be presented for each bill, claim or demand. All bills or claims against the Borough shall be fully itemized. All bills and claims must be supported by a certification of the receipt of the goods or the satisfactory rendering of the services by the responsible person who may be held accountable therefor, accepting the same on behalf of the Borough. Pursuant to N.J.S.A. 40A:5-16.c., the procedure for claimant certification shall become effective upon adoption of a resolution by the Mayor and Council and shall be filed with the Borough Clerk.

[Amended 3-14-2019 by Ord. No. 02-19]

(1) Such bill, claim or demand shall be paid only upon audit, warrant and approval of each of the following in the order listed:

(a) The department head.

(b) The Municipal Finance Officer or other designated person authorized by resolution of the Council.

(c) The Chairperson of the Council committee having jurisdiction over the purchase.

(2) In the case of checks drawn to cover payroll, payroll-related items and mandatory payments (i.e., debt service, insurance and school taxes), the check may be drawn and signed in anticipation of the approvals required in Subsection A(1)(b) and (c) above or in anticipation of ratification by resolution of the Council of the Borough of Rockaway.

B. All vouchers for payment shall be received in the Treasurer's office no later than 12:00 noon on the Friday before the second Thursday of each month if approval is to be obtained for payment in the month submitted.

C. All vouchers with supporting papers attached will be presented at a meeting of the Mayor and Council to the Council committee having primary interest in the matter, who shall approve the payment of the vouchers by signing a voucher register in a form prepared by the Chief Financial Officer of the Borough. If approved by the committee having jurisdiction over the activity or matter for which the expenditure was incurred, it will be referred to the Council as a whole for its approval by motion.

[Amended 3-14-2019 by Ord. No. 02-19]

D. The Treasurer shall prepare for each regularly scheduled meeting of the Council a list of all bills, claims and demands to be paid, and this list shall be submitted to the committee under whose jurisdiction the claims fall for their approval and then to the Council as a whole for its approval by motion. Such list shall be made a part of the minutes of the meeting. A copy shall be filed with the Clerk as a public record open to examination in the office of the Clerk.

E. All vouchers recommended for payment shall be presented to the Council by the Borough Clerk at a regular meeting or an adjourned regular meeting for its approval by motion, which approval shall authorize the payment of the vouchers concerned.

F. Disbursements of less than $5,000, except for disbursements for payroll, shall be made by check, containing the signatures of the Mayor, the Borough Clerk and the Treasurer. The Chief Financial Officer may arrange to have stamp facsimiles made of the signatures of these three Borough officers and shall be responsible to maintain such stamp facsimiles in a safe and secure location within the Borough. If a stamp of all signatures is used, then the Chief Financial Officer shall provide a written statement to the Mayor, Borough Clerk and Treasurer that a stamped facsimile of the signature was used; the date such facsimile was used and the amount and payee of the check upon which such facsimile was placed. The corresponding vouchers, duly approved in accordance with established Borough policy, shall accompany all checks drawn in payment thereof when said checks are presented to the Mayor, the Treasurer and the Borough Clerk for signature.

[Amended 10-14-2004 by Ord. No. 10-04]

G. Payroll checks and all disbursements greater than $5,000 shall only be made by check, containing the original signature of at least one of the following three Borough officers: the Mayor, the Borough Clerk and/or the Treasurer. If a stamp of a signature is used, then at least one of the signatures required shall be the original signature of the person so signing. In no event shall any check be issued for payment of a payroll expense or in excess of $5,000 with a stamped facsimile of all three signatures. The corresponding vouchers, duly approved in accordance with established Borough policy, shall accompany all checks drawn in payment thereof when said checks are presented to the Mayor, the Treasurer and the Borough Clerk for signature.

[Amended 10-14-2004 by Ord. No. 10-04]