Township of Winslow, NJ
Camden County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Township Committee of the Township of Winslow 7-27-73 as Ord. No. 0-12-73 as Ch. 19 of the 1970 Code of the Township of Winslow; amended in its entirety 4-27-77 by Ord. No. 0-14-77. Subsequent amendments noted where applicable.]
Payroll Account — See Ch. 50.
Personnel policies and compensation — See Ch. 52.
Purchasing procedures — See Ch. 58.
[Amended 12-15-92 by Ord. No. 0-28-92; 10-24-95 by Ord. No. 0-35-95]
Any person asserting payment of any claim by reason of a valid and completed Township of Winslow purchase order, shall present a detailed bill of demand along with the purchase order. The completed purchase order must be presented to the Treasury Department on or before the Tuesday prior to the regular meeting at which claims are approved. Claims received after the Tuesday prior to the regular meeting at which claims are approved shall not be processed until the next regular meeting of the following month, unless the Township Committee shall so direct otherwise.
[Amended 3-25-87 by Ord. No. 0-12-87; 10-24-95 by Ord. No. 0-35-95]
Claims payable due to payroll deductions payable, pension, debt service, insurances, state or federal permits, school taxes payable, county taxes payable, or fire district taxes payable may be paid by the Treasury Department without prior approval of the Township Committee.
Other claims may be approved for payment as long as a demonstrated emergency exists in writing by the department head requesting the payment of the claim. The Township Administrator, after review of the request, shall determine if an emergency exists. The Township Administrator shall note his approval or disapproval on the letter of request provided by the department head and then shall forward all approved requests to the Chief Financial Officer for action.
All special claims shall be paid on a schedule designated by the Chief Financial Officer. The schedule shall not exceed one (1) special check run per week, except in cases where it is demonstrated that an extreme emergency exists that affects the health, safety and welfare of township residents.
All special claims paid shall be presented to the Township Committee at the next regularly scheduled meeting at which claims are scheduled to be paid.
[Amended 3-25-87 by Ord. No. 0-12-87; 10-24-95 by Ord. No. 0-35-95]
The Treasury Department shall verify that all claims that have been submitted are on a purchase order with signatures as described in Chapter 58, Section 58-6 of the Winslow Township Code. All properly submitted purchase orders shall then be listed for payment. The list shall be in lowest vendor number to highest vendor number order. The list shall provide at least the claimant's name and amount to be paid for each purchase order. Two (2) copies of the claims list shall be given to the Township Clerk no later than 9:30 a.m. on the Friday morning preceding the regular meeting. The Township Clerk shall then distribute copies to all members of the Township Committee for their review.
Claims shall be considered by the Township Committee, which shall approve the same by roll call vote, 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, indicating that the Township Committee has by formal action approved the same, with the appropriate record as to any claims disapproved or rejected.
[Amended 10-24-95 by Ord. No. 0-35-95]
After formal approval by the Township Committee, the Township Clerk shall notify the Treasury Department by 9:30 a.m. on the day following the regular meeting of any claims not approved by the Township Committee. The notice shall consist of returning one of the two (2) copies of the claims list that was provided to the Township Clerk along with a written statement of approval. The Treasury Department shall then cut checks to satisfy approved claims. The checks shall be signed by the Mayor, Township Clerk, and countersigned by the Chief Financial Officer. In the absence of the Mayor, the Deputy Mayor may sign. In the absence of the Township Clerk, the Deputy Township Clerk may sign, and in the absence of the Chief Financial Officer, the Assistant Treasurer may sign. A resolution shall be adopted at the beginning of each year naming the officials in each title.
[Amended 10-24-95 by Ord. No. 0-35-95]
Signed checks shall be dispersed by the Treasury Department to the claimant. Finalized purchase orders shall be filed by the Treasury office for future reference and audit and shall be discarded in accordance with the State of New Jersey Local Records Manual retention of records schedule.