[HISTORY: Adopted by the Township Committee of the Township of Union 12-23-1974 by Ord. No. 2943A (Ch. 21 of the 1986 Code). Amendments noted where applicable.]
Any person claiming payment from the Township of Union in the County of Union shall first submit a detailed statement of the items or demand necessitating such claim to the responsible executive agency, specifying particularly how the bill or demand is made up, and 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 of a department head, or other municipal official responsible for certain functions, or of his duly designated representative, having personal knowledge of the facts that the goods have been received by or the services rendered to the Township of Union in the County of Union, and that those services or goods are consistent with any existing contract or purchase order. The Township Treasurer shall have the duty to audit, warrant and make recommendations on all claims and bills.
[Amended 4-10-1979 by Ord. No. 3366]
The bill or claim duly certified shall be presented to the Township Treasurer for inclusion on the claims list, which said claims list may be submitted to any regular or special meeting of the governing body. It shall be the duty of the Township Treasurer to examine all bills or claims submitted for payment in order to ascertain if proper administrative procedures have been followed. All vouchers should reflect the approval of the Township Treasurer and also the approval of the Purchasing Agent, where a purchase order was required to be issued. All claims or bills to be considered by the governing body shall be listed systematically without preference, and said list shall be made available to every member of said governing body prior to formal action by that body. The claims on the claims list shall be reviewed by the Municipal Administrator, and such list shall reflect his approval before submission for the consideration of the governing body.
In the event that any voucher claimant is a person that is in a position that would authorize him to certify or approve any voucher, then and in that event authority is hereby given for not including said voucher on the claims list, in which event said voucher shall be presented to the Township Committee in due course at any regular or special meeting of the governing body for approval by at least a majority of the members of said Township Committee.
Claims on the claims list shall be considered by the governing body, which shall approve such list, 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 Township Treasurer with such instructions as the governing body may give at the time of disapproval.
It shall be the duty of the Township Clerk to record all claims in the official minutes or through an appropriate claims register, indicating that the governing body has by formal action approved the same with the appropriate record as to any claims disapproved or rejected. All records pertaining to approved and disapproved bills or claims shall be available for public inspection.
[Amended 4-10-1979 by Ord. No. 3366]
After the Clerk has certified that the claims list or individual vouchers, as above authorized, have been approved by at least a majority of the members of the Township Committee, she shall turn the same over to the Township Treasurer, who shall forthwith prepare the necessary checks for the payment thereof, which said checks shall be signed by the Chairman of the Township Committee, the Township Clerk and thereafter signed by the Township Treasurer. After preparing checks for the payment of claims, he shall record them in proper books of account and thereafter mail the checks to the claimants.