[HISTORY: Adopted by the Township Committee of the Township of Mantua 10-23-2007 by Ord. No. O-27-2007. Amendments noted where applicable.]
Pursuant to N.J.S.A. 40A:5-17, it is hereby established that all persons presenting claims against the Township of Mantua shall present a signed purchase order or voucher. To which said executed purchase order or voucher must reflect approval by the department head prior to the providing of consideration by the claimant to the Township of Mantua. Said purchase order or voucher also must reflect a purchase order number.
All claims for payment made to the Township of Mantua shall be submitted to the Chief Financial Officer, in writing, on a Township of Mantua purchase order/voucher form, setting out the details of the labor or services performed and/or the materials, goods and services. Said purchase order or voucher shall be signed by the claimant or authorized representative of the claimant.
The Chief Financial Officer shall process the purchase order or voucher in accordance with N.J.S.A. 40A:5-17. At each meeting of the Township Committee of the Township of Mantua, the Chief Financial Officer of the Township of Mantua shall supply a bill list for approval by the Township Committee by a vote of 2/3 majority, three out of five votes in the affirmative, to approve said bill list.
When a bill list is presented for consideration at an official meeting of the Township Committee, at least three members of the Township Committee shall sign the bill approval form, which is contained herein as "Exhibit A." The bill approval form shall list the date of said meeting.
Editor's Note: The bill approval form is on file in the Township Clerk's office.
The members of the Township Committee who sign the form shall swear and affirm to have, at a minimum, reviewed the listing of bills being presented and have found no faults or problems with said bill list. The form, once signed and attested by the Township Clerk, shall be placed in official meeting minutes of the meeting in which it was presented and filed with the Chief Financial Officer.
After a purchase order or voucher has been processed, approved claims are to be paid by check signed by the Mayor of the Township of Mantua, the Township Clerk, and the Chief Financial Officer or, in the absence of the Chief Financial Officer, the Township Administrator, and rejected claims shall be returned to the claimant with reason(s) cited for the rejection. Disapproved claims shall be returned to the claimant by the Chief Financial Officer with such instructions as the Township Committee may give at the time of disapproval.
It shall be the duty of the Township Clerk to record all claims in the minutes of the workshop, regular and/or special meetings of the Township Committee of the Township of Mantua, indicating that the Township Committee has, by formal action, approved or disapproved the same and if disapproved, state the reason for said disapproval on the bill approval form, listing the individual purchase order/voucher by number and reason disapproved.