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Borough of Somerdale, NJ
Camden County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Mayor and Council of the Borough of Somerdale as Ch. 7 of the 1973 Code. Amendments noted where applicable.]
GENERAL REFERENCES
Payroll Account — See Ch. 37.
[Added 9-12-1990 by Ord. No. 90:09]
Claims shall be paid in a timely manner upon the approval and certification of the Treasurer and Borough Clerk, with subsequent ratification by the procedures outlined in § 4-4 or 4-5. Where applicable, discounts for prompt payment shall be pursued.
[Amended 9-12-1990 by Ord. No. 90:09; 9-10-2009 by Ord. No. 2009:09]
A. 
Any person claiming payment from the municipality shall present a detailed bill of demand (N.J.S.A. 40A:5-16) to the Chief Financial Officer, duly certified or, in the alternative, supported by an affidavit of the claimant.
B. 
The monthly deadline for the submission of claims shall be the 25th of each month. Those claims properly presented before the deadline will be considered for approval during the month immediately following the month of submission.
[Amended 9-10-2009 by Ord. No. 2009:09]
It shall be the duty of the Chief Financial Officer to see that the signature of the officer or employee who has been duly designated by the local unit to certify that the materials have been received by or the services rendered to the local unit appears on every claim (N.J.S.A. 40A:5-16). Each such claim shall then be carefully reviewed and checked by or under the direction of the Borough official who accomplishes the administrative certificate on the voucher form.
[Amended 9-10-2009 by Ord. No. 2009:09]
Claims, together with supporting papers attached, shall then be presented to the Chairman of the committee responsible for the department placing the order, who, if satisfied the claims are proper, shall approve the same by affixing his/her signature on the purchase order. After such approval is given, the claims shall be referred to the Finance Committee. All claims require the signature of the Chairman of the committee responsible for the department placing the order.
[Amended 9-10-2009 by Ord. No. 2009:09]
Where the procedure set forth in § 4-4 above is not met, claims may be approved by the signature of any remaining member of the Chairman's Committee.
[Amended 9-10-2009 by Ord. No. 2009:09]
Claims shall be considered by the governing body, which shall approve the same, except that said governing body 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 with such instructions as the governing body may give at the time of disapproval.
[Amended 9-10-2009 by Ord. No. 2009:09]
It shall be the duty of the Treasurer or his/her designee to prepare a list of all claims that are to be presented for approval at the next regular meeting, said schedule or list to be made available to every member of the governing body at least two days before the claims are subject to formal action by that body. After approval, claims shall be listed in a book or record to be designated as "Claims Approved by governing body." This listing shall be amplified by appropriate detail in the minutes to permit ready identification. Appropriate record should also be made as to any claims disapproved.
[Amended 9-10-2009 by Ord. No. 2009:09]
It shall be the duty of the Chief Financial Officer or such other officer designated by resolution of the governing body to indicate on said claims that they have been approved for payment, with the date of approval thereof noted on the claim.
[Amended 9-10-2009 by Ord. No. 2009:09]
After the Chief Financial Officer has certified that the claims have been approved, he shall turn the same over to the Treasurer or other designee, who shall forthwith prepare the necessary checks for the payment thereof, which checks shall be signed by the Mayor and the Municipal Clerk and thereafter countersigned by the Chief Financial Officer. After preparing checks for the payment of claims, he shall record them in proper books of account and thereafter mail or otherwise distribute the checks to the claimants.
[Amended 9-10-2009 by Ord. No. 2009:09]
In the case of 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 local officials where authorized to travel by the municipality. After such approval is given, said claim shall be presented for approval by the Chairman of the Committee responsible for the supervision of the official's department. Approval shall be signified by the Chairman's signature on the purchase order.
It shall be the duty of the Mayor to incorporate in the official minutes, by signing the approving resolution or by approving the schedule of claims approved by the governing body, that he has examined the same and has officially approved the same for payment.