[HISTORY: Adopted by the City Council of the City of Hackensack 12-17-1962 as Ord. No. 791. Amendments noted where applicable.]
[Amended 7-21-1986 by Ord. No. 26-86]
Any person claiming payment from the City of Hackensack shall present a detailed bill of demand to the Director of Purchasing, duly certified in accordance with law.
[Amended 7-21-1986 by Ord. No. 26-86]
It shall be the duty of the Director of Purchasing to see that the signature of the department or division head of the department or division receiving the goods or services, or the signature of the officer or employee acting in that capacity, or such other officer or employee who has been duly designated by the City Manager to certify that the materials have been received by or the services rendered to the local unit, appears on every claim.
[Amended 9-10-2019 by Ord. No. 43-2019]
Claims shall then be presented to the City Manager or designee, who, if satisfied the claims are proper, shall approve the same. After such approval is given, the City Manager shall file the claims with the Department of Financial Administration, which shall compare such claims with the appropriate purchase orders and, if satisfied as the validity of the claims, shall cause such claims to be listed by the City Clerk for presentation to the City Council at its next regular meeting.
A list of all claims to be presented for approval shall be made available to every member of the City Council at least two calendar days before the meeting at which they are to be considered.
Claims shall be considered by the City Council, which shall approve the same, except that said City Council may reject any claim presented to it, stating the reason for such rejection. Any disapproved claim shall be referred back to the City Clerk with such instructions as the City Council may give at the time of the disapproval.
It shall be the duty of the City Clerk to record all claims in the official minutes, indicating that the City Council has by formal action approved the same, with appropriate record as to any claims disapproved or rejected.
[Amended 9-10-2019 by Ord. No. 43-2019]
After approval, the City Clerk shall file a copy of the resolution approving such claims with the Department of Financial Administration, which shall forthwith prepare the necessary checks for payment thereof, which checks shall be signed by the Mayor and Chief Financial Officer, or City Clerk in the absence of the Chief Financial Officer, whose signatures may be made mechanically by facsimile. After preparing the checks for the payment of claims, the Department of Financial Administration shall note the appropriate check numbers on the filed copy of the resolution approving such claims and shall record them in proper books of account and thereafter mail or otherwise distribute the checks to the claimants.
In the case of reimbursement for actual and necessary traveling expenses, itemized claims supported by receipts, where available, shall be presented in order to obtain reimbursement for expenses incurred by city officials or employees where authorized to travel by the City of Hackensack.
[Amended 9-10-2019 by Ord. No. 43-2019]
In the case of payrolls, the Department of Financial Administration shall prepare the necessary payrolls for all employees, which payrolls shall be duly certified by the Chief Financial Officer 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 listed, together with other claims as hereinabove provided, and presented to the City Council for approval. Upon request made in accordance with applicable regulations, the Chief Financial Officer shall submit a certified copy of the payroll and any other requested payroll documentation to the New Jersey Civil Service Commission.
There shall be established a payroll account and the City Council may thereafter by resolution prescribe the manner in which payroll checks shall be drawn, who shall sign the same and the dates on which payment shall be made. In addition, the City Council may, if it so elects, adopt a resolution providing for the biweekly payment of salaries and wages and compensation.
[Added 6-23-2020 by Ord. No. 25-2020]
A. 
All full-time employees, permanent part-time employees and elected public officials who receive compensation from the City of Hackensack are mandated to have direct deposit of their compensation as of July 1, 2019, in accordance with P.L. 2013, c. 28, as defined under N.J.S.A. 52:14-15f(b).
B. 
Seasonal and temporary employees who are employed by the City of Hackensack are exempt from the direct deposit mandate; provided, however, that once a temporary employee receives permanent status, direct deposit will immediately commence.
C. 
City employees may request an exemption from mandatory direct deposit by submitting a written request to the City Manager. Any such request received will be presented by the City Manager to the City Council within two meetings following receipt of the request. The City Council may grant such an exemption by resolution provided that it has determined, in its sole discretion, that sufficient good cause exists for the exemption to be granted.