Borough of Medford Lakes, NJ Chapter 6 Claims Approval

[HISTORY: Adopted by the Borough Council of the Borough of Medford Lakes 10-22-1964 by Ord. No. 73. Amendments noted where applicable.]

GENERAL REFERENCES

Chief Financial Officer — See Ch. 33, Art. I.

§ 6-1 Presentation of claims. [1]

Any person claiming payment from the Borough of Medford Lakes shall present a detailed bill of demand to the Municipal Manager, duly certified or supported by an affidavit of the claimant in a form satisfactory to the Municipal Manager. All claims should be presented, where possible, as permitted by N.J.S.A. 40A:5-16 and on the form of bill of demand provided by the Borough Clerk.

[1] Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).

§ 6-2 Certification of receipt of materials or performance of service.

It shall be the duty of the Municipal Manager to insure that the signature of the officer or employee, duly designated by the Borough to certify the receipt of materials or the performance of service or both to the Borough, appears on every claim.

§ 6-3 Recommendation for approval or disapproval. [1]

Subsequent to the receipt of the claim by the Municipal Manager, all claims shall then be presented to the Councilman designated Chairman of the particular department for which the materials have been provided or services performed or both, who shall approve the same in his advisory capacity and recommend formal approval or disapproval to the Borough Council acting as a whole at a regular meeting or any adjournment thereof.

[1] Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).

§ 6-4 Consideration of claims by governing body; disapproval. [1]

All claims shall be considered by the governing body which shall approve the same by resolution adopted by majority vote. In the event any claim presented to Borough Council shall be disapproved, the reasons for such rejection shall be stated in the minutes, and the disapproved claim shall be referred back to the Municipal Manager with such instructions as Borough Council may give at the time of such disapproval.

[1] Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).

§ 6-5 Recording of action on claims.

It shall be the duty of the Borough Clerk to record all claims in the official minutes indicating the approval by the formal action of the Borough Council and an appropriate record as to any claims disapproved or rejected.

§ 6-6 Indication of approval for payment.

It shall be the duty of the Borough Clerk or such other officer designated by resolution of the governing body to indicate on said claims that they have been approved for payment by Borough Council, with the date of the approval thereof noted on the claim.

§ 6-7 Preparation, signing and distribution of checks. [1]

After the Borough Clerk has certified that the claims have been approved, he shall turn the same over to the Chief Financial Officer of the Borough, who shall forthwith prepare the necessary checks for the payment thereof. The checks shall be signed by the Mayor and thereafter countersigned by the Chief Financial Officer. Subsequently, the checks shall be recorded in the proper books of account and thereafter mailed or otherwise distributed to the claimants.

[1] Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).

§ 6-8 Reimbursement of Borough officials for travel expenses.

In the case of a claim for reimbursement for actual and necessary traveling expenses, itemized claims supported by receipts where available should be presented in order to obtain reimbursement for expenses incurred by Borough officials where authorized to travel by the Borough.