[HISTORY: Adopted by the Township Council (now Township Committee) of the Township of Oxford 10-196-1975 (Ch. 5 of the 1974 Township Code). Amendments noted where applicable.]
Any firm, business, person or persons claiming payment from the Township of Oxford shall first submit a detailed statement of the items or demand necessitating such claim to the Township Clerk or responsible department head, specifying particularly how the bill or demand is made up, and a certification by the party claiming payment that it is correct. No bill, claim or demand shall be considered for payment unless the voucher has attached to it or includes a certification by a department head or other municipal official responsible for the particular function, or by his duly designated representative, having personal knowledge of the facts that the goods have been received by or the services rendered to the Township of Oxford and that those services or goods are consistent with any existing contract or purchase order. The Chief Financial Officer shall have the duty to audit, warrant and make recommendations on all claims and bills.
The bill or claim duly certified shall be presented to the Municipal Clerk for inclusion in the agenda of the next immediate formal meeting of the governing body, and it shall be the duty of the Clerk to examine all bills or claims submitted for payment in order to ascertain if proper administrative procedures have been followed. All claims or bills to be considered by the governing body shall be listed systematically without preference.
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 Municipal Clerk with such instructions as the governing body may give at the time of disapproval.
It shall be the duty of the Municipal Clerk to record all claims in the official minutes or through an appropriate claims register, indicating that the governing body has by formal action approved the same with appropriate record as to any claims disapproved or rejected. All records pertaining to approved and disapproved bills or claims shall be available for public inspection.
After the Clerk has certified that the claims have been approved, he shall turn the same over to the Treasurer, or other Chief Financial Officer, who shall forthwith prepare the necessary checks for the payment thereof, which said checks shall be signed by the Mayor and thereafter signed by the Treasurer, or other Chief Financial Officer. After preparing checks for the payment of claims, he shall record them in proper books of account, and thereafter the Municipal Clerk will mail the checks to the claimants.