[Added in Supp. No. 1 by directive from the Borough; amended 6-25-2019 by Ord. No. 2019-14]
Any person claiming payment of funds from the Borough shall
present to the Borough Chief Financial Officer/Treasurer a detailed
bill of demand, certified by the claimant to be correct; except payments
may be made without certification by the vendor or claimant as to
the bill or demand being correct, in accordance with N.J.S.A. 40A:5-16a,
N.J.A.C. 5:30-9A.6 and N.J.A.C. 5:31-4.1, if said vendor or claimant
does not provide, as part of its normal course of business, a certification
from an individual with knowledge of the transaction that a bill or
demand is correct, and the amount of the bill or demand is less than
$6,000. The Borough reserves the right, in its sole discretion, to
require vendor or claimant certification as it may deem necessary
and appropriate, notwithstanding the foregoing exception.
[Added in Supp. No. 1 by directive from the Borough]
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 Borough Council to certify that the materials have been received
by or the services rendered to the Borough appears on every claim.
[Added in Supp. No. 1 by directive from the Borough]
Prior to submitting the claim to the governing body for payment,
the Chief Financial Officer or his or her 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 or her designee shall immediately so advise
the governing body and the Borough Administrator, in writing.
[Added in Supp. No. 1 by directive from the Borough]
Claims shall be presented to the chairperson 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 chairperson shall return the claims to the
Borough Chief Financial Officer, who shall then present these claims
to the governing body for formal approval at the next regular meeting
after the claim shall have been made available for review by all members
of the governing body.
[Added in Supp. No. 1 by directive from the Borough]
It shall be the duty of the Borough 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.
[Added in Supp. No. 1 by directive from the Borough]
It shall be the duty of the Borough Clerk, or such other officer
designated by resolution of the governing body, to certify on the
claims that they have been approved for payment with the date of approval
of thereof noted on the claim.
[Added in Supp. No. 1 by directive from the Borough]
After the Clerk has certified that the claims have been approved,
he or she shall turn them over to the Chief Financial Officer or the
financial officer, who shall forthwith prepare the necessary checks
for payment. All checks shall be signed by the Treasurer or Chief
Financial Officer and such other person or persons as may be designated
by resolution at every reorganization meeting as provided by N.J.S.A.
40A:5-17b. 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.
[Added in Supp. No. 1 by directive from the Borough]
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 payroll shall
then be prepared by the Chief Financial Officer's office and
presented to the governing body for approval; and after approval,
the payroll shall be paid in due course.
[Added in Supp. No. 1 by directive from the Borough]
The following procedure shall be followed with regard to the
reimbursement or advances for travel expenses:
A.Â
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 and employees when authorized to travel by the municipality.
B.Â
The governing body may, by resolution, provide 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 Section 3.04.060 hereof. The certification of the officer or employee shall be submitted within 10 days after the completion of the travel for which the advance was made.
[Added in Supp. No. 1 by directive from the Borough]
A.Â
The Chief Financial Officer shall develop, with the assistance of
the Borough 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.
