Borough of Closter, NJ
Bergen County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Mayor and Council of the Borough of Closter 11-22-1967 by Ord. No. 1967:179 as Ch. 26 of the 1967 Code. Amendments noted where applicable.]
[Amended 12-22-2003 by Ord. No. 2003:910]
Any person claiming payment of moneys from the Borough of Closter shall first present a detailed bill of items or demand for which payment is claimed, with the certification of the party claiming payment that it is correct. The Borough Council may, by resolution, require an affidavit in lieu of said certification, and the Chief Financial Officer or Borough Treasurer may take such affidavit without cost.
[Amended 1-3-1994 by Ord. No. 1993:663]
No moneys of the Borough of Closter shall be paid out for any claim unless it carries the certification of some officer or duly designated employee of the borough, having knowledge of the facts, that the goods or services for which payment is claimed have been received by or the services rendered to the borough. The certification required by this section shall be made by a person other than the person claiming payment. The Borough Council shall, by resolution, designate department heads authorized to make the certification required by this section.
[Amended 12-22-2003 by Ord. No. 2003:910]
A. 
Claims submitted in writing upon voucher forms authorized or approved by the Borough Council shall specify particularly how the bill or demand is made up, including the quantities of goods or the scope of the services delivered or rendered and the dates when such goods were delivered or services rendered.
B. 
Disbursements made by procurement card shall appear on computer-generated paper monthly statements from the approved financial institution issuing said procurement card, indicating the name of the vendor, the date and amount of purchase, and the balance of the procurement card account. Procurement card statements shall also be available via the internet to the Chief Financial Officer and all persons designated to oversee the use of such procurement cards.
Claims by borough officials and employees for reimbursement of necessary and actual traveling expenses and for reasonable subsistence, lodging and necessary incidental expenses incurred in connection with borough business shall be paid when such business and expenses have been authorized or ratified by the Borough Council. In addition to the other requirements of this chapter, claims for reimbursement of such expenses shall, when available, be supported by itemized and receipted bills, which shall be attached to and submitted with the voucher claiming payment.
[Amended 12-22-2003 by Ord. No. 2003:910]
Vouchers claiming payment shall be presented to the Chief Financial Officer. It shall be the duty of the Chief Financial Officer or such other officer or employee designated by resolution of the Borough Council to review such vouchers and determine whether such vouchers are proper in form and content. It shall be the further duty of the Chief Financial Officer or the Chief Financial Officer's designee to determine that a proper certification and signature of an officer or duly designated employee of the borough appears on such vouchers pursuant to § 9-2 of this article. Improperly submitted vouchers shall be returned by the Chief Financial Officer or the Chief Financial Officer's designee to the claimant for compliance with this article.
[Amended 12-22-2003 by Ord. No. 2003:910]
Properly submitted vouchers and documents in support thereof shall be forwarded by the Chief Financial Officer or Chief Financial Officer's designee to the committee of the Borough Council which has jurisdiction of the subject matter of the claim. Such committee shall review and consider the claim and shall approve or disapprove the same. Such committee shall then forward the voucher and supporting documents to the Finance Committee of the Borough Council, which shall review and consider the claim and shall approve or disapprove of the same. In the event that any such committee disapproves of a claim, a statement to such effect, together with the reasons for such disapproval, shall be made on a separate writing and shall be attached to the voucher. When there is no committee which is responsible for the subject matter of the claim or when there is any doubt as to the proper committee which has jurisdiction thereof, such claim shall be forwarded directly to the Finance Committee.
[Amended 12-22-2003 by Ord. No. 2003:910]
Each claim shall be considered by the Borough Council which shall, by resolution, approve of reject the claim. When any claim is rejected by the Borough Council, the reasons for such rejection shall be recorded in the minutes of the meeting at which such action was taken, and the claim shall be returned to the Chief Financial Officer or the Chief Financial Officer's designee with such instructions as the Borough Council may determine. The Chief Financial Officer or the Chief Financial Officer's designee shall notify the claimant of such rejection by certified mail sent within five days after action of the Borough Council. Upon written request of the claimant submitted to the Chief Financial Officer within 10 days after receipt of notice of the rejection of the claim (or such additional time as the Borough Council may allow), the claimant shall be afforded a public hearing on such claim, said hearing to be held not later than the second regular meeting of the Borough Council held following receipt of the claimant's request therefor.
Except in the case of veto, it shall be the duty of the Mayor to sign the approving resolution or schedule of claims approved by the Borough Council, and the Mayor's signature on any such approving resolution or schedule of claims shall signify that he or she has examined the same and has officially approved the claims covered thereby for payment.
The action of the Borough Council in approving or rejecting claims shall be recorded in the official minutes of its proceedings. Each claim approved for payment shall be tabulated and listed in such minutes or in a separate register of approved claims maintained by the Borough Clerk, and such minutes and register shall be open to inspection by the public.
[Amended 12-22-2003 by Ord. No. 2003:910]
The Chief Financial Officer or Chief Financial Officer's designee or such other officer or employee designated by resolution of the Borough Council shall indicate on the voucher for each claim which has been approved that such claim has been approved for payment and the date of such approval.
[Amended 12-22-2003 by Ord. No. 2003:910]
A. 
Payment by check. After the Chief Financial Officer or the Chief Financial Officer's designee has certified that a claim has been approved, he or she shall forward such claim to the Borough Treasurer, who shall thereupon prepare the necessary checks for the payment thereof, unless payment is to be made in accordance with Subsection B hereof. Any such check, drawn on the Borough Treasurer or other such custodian of Borough funds, shall be signed by the Mayor and shall be countersigned by the Borough Treasurer. The Borough Treasurer shall record such checks for the payment of claims in proper books of account of the Borough maintained therefor and shall thereafter mail or otherwise distribute such checks to the claimants.
B. 
Payment by procurement card. Payment for goods provided and services rendered to the Borough may be made by procurement card in accordance with the provisions of N.J.A.C. 5:309A-1 et seq. and N.J.S.A. 40A:5-16.
(1) 
Policies and procedures governing the use of procurement cards. The Chief Financial Officer, with the advice of the Mayor and Council, shall establish policies and procedures governing the use of procurement cards by persons authorized to use such procurement cards. A copy of said policies and procedures shall be given to each officer and employee whose duties include the use, supervision of the use or reconciliation of the use of procurement cards.
(2) 
Persons authorized to use procurement cards. In accordance with the provisions of N.J.A.C. 5:30-9A.4(a)(3), the Borough Administrator, with the advice and consent of the Chief Financial Officer, will identify those officers or employees who will benefit from the use of procurement cards and shall establish limits by amount, period (time) and category of usage permissible. The Chief Financial Officer shall designate an individual to conduct supervisory reviews of procurement card use by those persons authorized to use procurement cards.
(3) 
Permitted uses.
(a) 
Procurement cards may be used only to pay for goods and services provided to the Borough as governed by N.J.A.C. 5:309A-1 et seq. and N.J.S.A. 40A:5-16. Specific purposes for the use of procurement cards shall be authorized by resolution of the Mayor and Council, except for those uses listed in § 9-11B(3)(b).
(b) 
Procurement cards may be used by authorized personnel without prior approval by resolution of the Mayor and Council for the following: office supplies with individual value of less than $300, membership dues, publication or subscriptions, auto parts and supplies with individual values of less than $150, parts and repairs necessary for the comfortable occupancy of the municipal building not to exceed $500, and payment of the Borough's utility bills.
(c) 
Personal use of procurement cards is prohibited. Procurement cards shall not be used for transactions exceeding 15% of the Borough's bid threshold.
Nothing contained in this chapter shall be deemed or construed to authorize the payment of any claim for which available funds for the payment thereof have not been appropriated in the local budget of the Borough of Closter for the current year or for a prior year or otherwise made available according to law.