Any person claiming payment from the municipality shall present
a detailed bill of items or demand to the Township Chief Financial
Officer, with the certification of the party claiming payment that
it is correct on a Township voucher supplied by the Chief Financial
Officer's Office.
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 governing body to certify that the materials have been received
by or the services rendered to the Township appears on every claim.
Prior to submitting the claim to the governing body for payment,
the Chief Financial Officer or his designee shall first determine
that there are proper and sufficient funds available for payment of
the claim and that there is legal authority for the payment. In the
event that funds are not available for payment of the claim, the Chief
Financial Officer or his designee shall immediately so advise the
governing body in writing.
Claims shall be presented to the Chairman of the department
responsible for the receipt of such materials or services, who, if
satisfied the claims are proper, shall approve the same. After such
approval is given, the Chairman shall return the claims to the Township
Chief Financial Officer, who shall then present these claims to the
governing body for formal approval at the next regular or special
meeting after said claims shall have been made available for review
by all members of the governing body.
It shall be the duty of the Township Clerk to record all claims
in the official minutes, indicating that the governing body has, by
formal action, approved the same, with appropriate record as to any
claims disapproved or rejected.
It shall be the duty of the Township Clerk, or such other officer
designated by resolution of the governing body, to certify on said
claims that they have been approved for payment, with the date of
approval thereof noted on the claim.
After the Clerk has certified that the claims have been approved,
he/she shall turn them over to the Chief Financial Officer or the
financial officer who shall forthwith prepare the necessary checks
for payment. The checks shall be signed by the authorized Township
representative as may be designated by resolution of the governing
body. After preparing checks for the payment of the claims, the Chief
Financial Officer shall record them in proper books of account and
thereafter mail or otherwise distribute the checks to the claimants.
(Ord. No. 2018-15)
In the case of payrolls, the appropriate department heads shall
prepare the necessary payroll information for all employees, which
payroll information shall be duly certified by the department head,
and present the same to the Chief Financial Officer.
The governing body may, by resolution, provide for and authorize payment of advances to officers and employees toward their expenses for authorized official travel and expenses. Any such resolution shall provide for the verification and an adjustment of such expenses and advances and the repayment of any excess advance by means of a detailed bill of items or demand and the certification required under § 12-6 hereof. The certification of the officer or employee shall be submitted in the ten (10) days after the completion of the travel for which the advance was made.
A.Â
The Chief Financial Officer shall develop, with the assistance of
the Township Auditor, a cash management plan. This cash management
plan shall be presented to the governing body for approval by resolution.
Once approved by the governing body, the Chief Financial Officer shall
implement the cash management plan. Every year the Chief Financial
Officer shall review and, where necessary, submit to the governing
body recommendations for changes to the cash management plan.
B.Â
The Chief Financial Officer shall develop claims payment procedures,
which shall include procedures for ordering work and materials and
the encumbrance of funds, and shall present such procedures to the
governing body for their adoption by resolution.
(Ord. No. 2015-14; Ord. No. 2018-15)
A.Â
Issuance prohibited. It shall be unlawful for any person, either
for himself or as agent or representative of another person, or as
an officer or agent of any corporation, or as a member of a partnership,
with intent to defraud, to make, draw, utter or deliver any check,
draft or order for the payment of money in a sum not in excess of
one hundred dollars ($100), upon any bank or other depository knowing
at the time of so doing that the maker, or drawer, has no funds or
insufficient funds in, or credit with, such bank or other depository
for the payment in full of such instrument upon its presentation although
no express representation is made in reference thereto.
B.Â
Evidence of intent to defraud. The making, drawing, uttering or delivering of a check, draft or order as stated in subsection § 12-11A shall be prima facie evidence of intent to defraud, and the certificate of protest of nonpayment or insufficient funds in or credit with such bank or other depository and that the person making, drawing, uttering or delivering the instrument knew that there were no funds or insufficient funds in or credit with such bank or other depository.
C.Â
Pursuant to NJSA 40:5-18(c) if any payment is made or presented to
the Township and such payment is returned for insufficient funds,
then such payment shall be subject to an additional twenty dollar
($20) service charge.
[Added 5-1-2019 by Ord. No. 2019-07]
