[HISTORY: Adopted by the Board of Commissioners
of the City of Margate City 7-22-1976 as Ch. 9 of the 1976 Code[1]; amended in its entirety 10-15-2015 by Ord. No. 14-2015. Subsequent amendments
noted where applicable.]
[1]
Editor's Note: Chapter 9 of the 1976 Code
was originally derived from Ord. No. 673, adopted 5-20-1965, as amended.
Any person claiming payment from the City shall present a detailed
bill of demand, per N.J.S.A. 40A:5-16, to the Chief Financial Officer
and/or his/her designee, duly certified or, in the alternative, supported
by an affidavit of the claimant.
It shall be the duty of the Chief Financial Officer and/or his/her
designee to see that the signature of the officer or employee who
has been duly designated by the City to certify that the materials
have been received by or the services rendered to the City appears
on every claim (N.J.S.A. 40A:5-16).
Claims shall be presented to the Commissioner of the department
responsible for the placing of the order who, if satisfied that the
claims are proper, shall file the claims with the Chief Financial
Officer and/or his/her designee. The City Clerk shall present these
claims to the Board of Commissioners for formal approval at a regular
meeting.
A list of all claims shall be presented for approval, and said
schedule or list shall be made available to every member of the Board
of Commissioners at least three days before the claims are subject
to formal action by that Board. All claims shall be considered by
the Board of Commissioners, which shall approve the same, except that
the Board of Commissioners may reject any claim presented to it, stating
the reason for such rejection. Any disapproved claim shall be referred
back to the Chief Financial Officer and/or his/her designee with such
instructions as the Board of Commissioners may give at the time of
disapproval.
It shall be the duty of the City Clerk, and/or his/her designee
to record all claims in the official minutes, indicating that the
Board of Commissioners has by formal action approved the same, with
an appropriate record as to any claims disapproved or rejected. After
approval, claims shall be listed in a book or record to be designated
as "Claims Approved by Board of Commissioners on (insert date)." This
listing shall be amplified by appropriate detail in the minutes to
permit ready identification.
It shall be the duty of the Chief Financial Officer and/or his/her
designee to indicate on said claims that they have been approved for
payment, with the date of approval thereof noted on the claim.
After the City Clerk has certified that the claims have been
approved, he/she shall turn the same over to the Chief Financial Officer
and/or his/her designee, who shall forthwith prepare the necessary
checks for the payment thereof. Said checks shall be signed by the
Mayor and the Chief Financial Officer. After preparing checks for
the payment of claims, the Chief Financial Officer and/or his/her
designee shall record them in proper books of account and shall thereafter
mail or otherwise distribute the checks to the claimants.
Department heads, or such officers or employees as designated,
shall prepare the necessary time sheets for all employees, and certify
that the services have been rendered and that the amount specified
is in fact due and owing to the employee or employees. Said payroll
shall then be presented to the Board of Commissioners for approval.
A payroll account is hereby established. The City elects for
the biweekly payment of salaries, wages and compensation. The Board
of Commissioners 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.
