[HISTORY: Adopted by the Township Council of the Township of Vernon as indicated in article histories. Amendments noted where applicable.]
[Adopted 2-2-1976 by Ord. No. 76-1]
A. 
The administration of the daily business of the Township of Vernon should be conducted in a lawful, orderly, and efficient manner.
B. 
The administration of the daily business of the Township of Vernon is becoming increasingly more complex.
C. 
The Mayor and Township Council of the Township of Vernon recognizes that written procedures should be established to specifically set forth rules and regulations governing the administrative procedures to be followed by the municipal agencies, employees and the public in the conduct of municipal business.
D. 
The following administrative procedures shall be established to insure a lawful, orderly and efficient manner in which such business shall be conducted within the Township of Vernon.
Any person claiming payment from the Township of Vernon shall first submit a detailed statement of the 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 correct. No bill, claim or demand shall be considered for payment unless the voucher has attached to it (or includes) a certification of a department head (or other municipal official responsible for certain functions) or of his duly designated representative, having personal knowledge of the facts that the goods have been received by, or the services rendered to, the Township of Vernon, and that those services or goods are consistent with any existing duty to audit, warrant and make recommendations on all claims or bills.
[Amended 4-27-2015 by Ord. No. 2015-08]
The bill of claim duly certified shall be presented to the Mayor for approval of payment.
[Amended 4-27-2015 by Ord. No. 2015-08]
Claims shall be considered by the Mayor for approval. If a claim is rejected by the Mayor, it shall be referred to the Chief Financial Officer with any instructions given at the time of disapproval. Generally, the method of approval is as follows:
A. 
Encumbrances are to be signed by the Department Head and presented to the Mayor.
B. 
If the encumbrance is approved, then it is to be forwarded to the Chief Financial Officer to confirm that the funds are available.
C. 
No purchases shall be made if the encumbrance is disapproved or if the funds are not available.
D. 
A voucher is to be made out to the vendor with the invoice attached and submitted to the Chief Financial Officer.
E. 
Voucher for payment must be approved by the Mayor.
F. 
A record of all payments shall be presented to the Township Council at its next regular meeting.
It shall be the duty of the Municipal Clerk to record all claims in the official minutes, 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.
Editor's Note: Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. I).
The approved claims shall be turned over to the Chief Financial Officer who shall prepare the checks for payment of claims. The checks shall be signed by the Mayor, Clerk or Deputy Clerk and countersigned by the Chief Financial Officer. After preparing the checks, they shall be recorded in the proper book of accounts.
[Adopted 1-26-2004 by Ord. No. 04-01]
[Amended 4-27-2015 by Ord. No. 2015-08]
In accordance with the requirements of N.J.S.A. 40A:5-17(b)(2), all monies disbursed by the Township of Vernon for payment of claims and wages and salaries shall be made by checks signed by the Mayor and countersigned by the Chief Financial Officer of the Township of Vernon as contained on vouchers approved by the Chief Financial Officer, said officials to be the certifying and approval officers of the Township.
(Deleted 4-27-2015 by Ord. No. 2015-08)
[Amended 4-27-2015 by Ord. No. 2015-08]
The Mayor must cause the Township's financial statements to be audited, including said claims.
The provisions of N.J.S.A. 40A:5-16 et seq. shall be followed and the financial procedures and internal controls of the Township of Vernon are hereby approved and shall be followed by all Township departments and agencies; said procedures and internal controls are in writing and available in the office of the Township Clerk.