Township of Ocean, NJ
Ocean County
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Table of Contents
Table of Contents
[HISTORY: Derived from § 2-7.7 of the 1972 Ocean Codified Ordinances. Amendments noted where applicable.]
Any person claiming payment from the Township shall first submit detailed statement of the items or such claim to the responsible executive agency, specifying particularly how the bill or demand is made up, and 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 included, a certification of department head, or other Township official responsible for certain functions, or of his/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 Township Clerk for inclusion in the agenda of the next immediate formal meeting of the Township Committee. It shall be the duty of the Clerk to examine all bills or claims submitted for payment in order to ascertain if proper administrative procedures have been followed. This review responsibility may be assigned to the Chief Financial Officer if desired. All claims or bills to be considered by the Township Committee shall be listed systematically without preference and such list shall be made available to every member of the Township Committee at least three full days prior to formal action by that body.
Claims shall be considered by the Township Committee which shall approve such, except that the Township Committee may reject any claim presented to it stating the reason for such rejection. Any disapproved claim shall be referred back to the Township Clerk with such instructions as the Township Committee may give at the time of disapproval.
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 Township Committee has by formal action approved such 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.
After the Clerk has certified that the claims have been approved, he/she shall turn them over to the Treasurer, or other Chief Financial Officer, who shall forthwith prepare the necessary checks for the payment thereof. Such checks shall be signed by the Mayor and the Clerk and thereafter signed by the Treasurer or the Financial Officer. After preparing checks for the payment of claims, he/she shall record them in proper books of account and thereafter mail the checks to the claimants.