[Adopted 7-14-2014 by Ord. No. 06-14]
The Borough is authorized to use a payroll service to prepare payment documentation, take possession of Borough funds, and make such disbursements itself on behalf of the Borough, as permitted by and in compliance with N.J.A.C. 5:30-17.1 et seq.
The appointment of a payroll service shall be pursuant to the Local Public Contracts Law, N.J.S.A. 40A:11-1 et seq., and shall require the contractor to do the following, by way of example and not by way of limitation: data collection, agency report preparation, calculation of withholding, direct deposit of payroll disbursements, and/or transfer of Borough funds to contractor's account for subsequent disbursement of payment; preparation of the necessary payment documentation and execution of disbursements from the Borough's bank account on behalf of the Borough.
The Chief Financial Officer is hereby appointed the approval officer and is responsible for authorizing and supervising the activities of the payroll service and shall further be charged with the reconciliation and analysis of all general ledger accounts affected by the activities of the payroll service.
If required by the contract between the Borough and the payroll service, the payroll service is permitted to hold Borough funds pending transmittal to a payee.
The payroll service is obligated to report any irregularities that may indicate potential fraud, noncompliance with appropriate laws, dishonesty or gross incompetence on the part of the approval officer, and to report any circumstances that could jeopardize its ability to continue operations or otherwise interrupt the services provided to the Borough.
The payroll service must meet the requirements of N.J.A.C. 5:30-17.5, requiring that the approval officer be assured that the servicer has its own internal controls and appropriately guard against theft and other adverse conditions.
All contracts for payroll services shall comply with the requirements of N.J.A.C. 5:30-17.6 which sets out a series of mandatory contractual terms and conditions.
Upon the adoption of this article, the appropriate Borough personnel are hereby authorized and directed to enter into a contract for payroll service in accordance with all local public contracting laws and N.J.A.C. 5:30-17.1 et seq. Award of a contract to a specific payroll service shall be by separate Borough resolution.
The Borough hereby ratifies its past and current contracts for electronic payroll services which it understands were entered into pursuant to the Local Public Contracts Law and in compliance with N.J.A.C. 5:30-17.1 et seq. and under the supervision of the Borough's Chief Financial Officer.