[Adopted 8-17-2016 by Ord. No. 09-2016]
Any claim for payment from the Borough of Atlantic Highlands shall be presented on a purchase order or a voucher that has been approved for payment by the appropriate department head, officer or employee having knowledge of the facts, and contains information on the items or demand, and a certification by the claimant that the information presented is correct
Purchase orders or vouchers shall be presented for any bill, claim or demand, and shall be paid upon the audit, warrant and approval of the Borough Administrator (BA) and the Qualified Purchasing Agent (QPA), or, in their absence, their designee. The Chief Financial Officer (CFO) will then be required to certify the availability of funds and/or encumber the funds. The CFO (or his/her designee) shall prepare, for a regular meeting of the Borough Council, a list of all bills, claims and vouchers which have been received since the last preceding list was compiled, which shall be filed with the Municipal Clerk as a public record open to examination. All payments shall be ratified by resolution of the governing body, allowing the detailed list to be made part of the public record without the need to read each item.
Due to the nature of services rendered and timing between governing body meetings and payment due dates, the following expenditures can be paid prior to governing body approval in order to meet certain filing requirements or meet payment deadlines:
A. 
Salary and wages.
B. 
New Jersey sales tax.
C. 
Postage.
D. 
Permits and fees for various capital projects.
E. 
Payments required by statute to be made at certain times/dates.
F. 
Payments made to credit/purchasing card processors.
A. 
The CFO (or his/her designee) shall prepare the checks necessary for the payment of each bill of item or demand contained in the approved list. The following Borough Officials are hereby authorized to sign checks: Mayor, Council President, CFO, Borough Administrator, Municipal Clerk, QPA or Human Resources Manager. Checks must contain the signatures of any three officials authorized to do so, as established by resolution of the governing body. Payroll checks shall be signed by two officials of the Borough authorized to do so, as established by resolution of the governing body. A facsimile signature or signature stamp may be used to replace one live signature on each check.
B. 
After the Municipal Clerk has certified that the list of items or demands have been approved, the CFO shall properly record each check in the proper book of accounts and shall cause the checks to be mailed or delivered in a manner as agreed upon by the Borough and the party claiming payment.