[HISTORY: Adopted by the Township Council of the Township of Manchester by Ord. No. 79-132 (Sec. 2-63 of the 1996 Revised General Ordinances). Amendments noted where applicable.]
GENERAL REFERENCES
Administration of government — See Ch. 2.
Any person, business, corporation, or entity claiming payment from the Township shall first submit a detailed statement of 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 accurate. No bill, claim or demand shall be considered for payment unless the voucher has attached to it or includes certification of a department head (or other municipal official responsible for certain functions) or of (his or her) duly designated representative, having personal knowledge of the facts that the goods have been received by, or the services rendered to the Township, and that those services or goods are consistent with any existing contract or purchase order. The Chief Financial Officer shall have the duty to audit, warrant and make recommendations on all claims and bills.
The bill or claim duly certified shall be presented to the Municipal Clerk for inclusion in the agenda of the next immediate formal meeting of the Manchester Township governing body, provided that submission is received 10 days prior to the monthly established meeting day of the body. It shall be the duty of the Township Clerk to examine all bills or claims submitted for payment in order to ascertain if proper administrative procedures have been followed. (This review may be assigned to the Chief Financial Officer by the Township Clerk if desired.) All claims or bills to be considered by the governing body shall be listed systematically without preference and the list shall be made available to every member of the governing body at least one full day prior to formal action by that body.
Claims shall be considered by the governing body which shall approve the same, except that the governing body may reject any claim presented to it stating the reasons for such rejection. Any disapproved claim shall be referred back to the Municipal Clerk with such instructions as the governing body may give at the time of disapproval.
A. 
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 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.
B. 
After the Township Clerk has certified that the claims have been approved, she or he shall turn the same over to the Treasurer or other Chief Financial Officer, who shall forthwith prepare the necessary checks for payment thereof, which checks shall be signed by the Mayor and appropriate designated officials. The Chief Financial Officer shall prepare the checks for payment of claims, record them in their proper books of accounts and mail checks to claimants.[1]
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. III).
[Added by Ord. No. 00-036]
A. 
Purpose. The purpose of this section is to permit the Township Council to approve payment of claims when the Council is not in session.
B. 
The Chief Financial Officer and the Business Administrator are hereby designated as certifying and approving officers for the approval and payment of claims prior to the vote of the Township Council.
C. 
The approval and certifying officer shall prepare the certifications required by N.J.S.A. 40A:5-16b, ascertain the existence of proper and sufficient appropriation for payments to be made and determine the legal authority for said payments. The aforesaid must be evidenced by action of the Division of Purchasing of the Township in respect to the goods or services ordered and the incurring of the expenses for said goods and services.[1]
[1]
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. III).
D. 
The person claiming or receiving payment for goods or services rendered to the Township shall first present a detailed bill of the items or the demand specifying particularly how the bill or demand is to be made, certifying that the payment is accurate and correct.
E. 
Approved claims shall be certified through the governing body by a placement on the bill list which shall be voted upon by the governing body at the next regularly scheduled Council meeting following the payment by the certifying and approval officer.
F. 
Payments made under this section shall be limited to postage, license and permit fees and shall in no case exceed $7,500 in total amount to be placed on the regularly scheduled bill list.
[Amended 8-28-2006 by Ord. No. 06-019]