Township of Egg Harbor, NJ
Atlantic County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Township Committee of the Township of Egg Harbor 9-12-1990 by Ord. No. 35-1990.[1] Amendments noted where applicable.]
GENERAL REFERENCES
Administration of government — See Ch. 6.
[1]
Editor's Note: This ordinance also repealed former Ch. 11, Claims Approval, adopted 8-11-1975, as amended.
A. 
All claims for the payment of money shall be made by the claimant upon the appropriate voucher and shall be approved or disapproved in accordance with the procedures hereinafter set forth. No claim shall be paid unless the claimant shall first present a detailed bill of items or demand, specifying particularly how the bill or demand is made up, with the certification of the claimant that it is correct, said bill or demand and certification to be attached to the voucher. No claim shall be paid unless the voucher has attached to it a certification of a department head or of his duly designated representative having personal knowledge of the facts that the goods have been received by or the services rendered to the Township and that those goods or services are consistent with prior authorization or authorizations.
B. 
Each voucher shall bear the signature of the Chief Financial Officer, certifying that there exists a line item appropriation against which the claim shall be charged. The Chief Financial Officer shall also certify that there are sufficient funds available for the payment of the voucher. No voucher shall be paid unless the aforementioned certifications are attached to said voucher or vouchers.
The Administrator is hereby delegated the power to approve or disapprove claims.
All warrants for the disbursement of Township money shall be drawn on the Township treasury, signed by the Mayor and countersigned by the Chief Financial Officer and Township Clerk.
Whenever a voucher approved provides for a discount if paid prior to the next regularly scheduled meeting or special meeting of the Township Committee or involves a progress payment on a contract theretofore approved by the Committee or where there exist other circumstances which may justify immediate action by the Administrator, the Administrator may authorize a warrant to be drawn on the Township treasury and pay such voucher, provided that:
A. 
A majority of the Township Committee orally approves of the payment of the voucher.
B. 
The claim was incurred within the scope of prior specific or general authority from the Township Committee.
C. 
A report of all claims so paid is submitted to the Committee with a notification of the majority's approval at the next ensuing regular meeting.
The Chief Financial Officer, with the approval of the Administrator and without employing the procedure required by § 11-1 of this chapter, but in accordance with established Township procedures, shall be permitted to take the following actions:
A. 
Disburse Township funds from trust accounts, except that the Township Committee shall approve or disapprove the return of unencumbered cash balances in said accounts to the appropriate entity or entities.
B. 
Pay to the appropriate entities the following items:
(1) 
Salaries.
(2) 
Federal withholding taxes and social security taxes.
(3) 
School, county and any other taxes which the Township is obligated by law to pay.
(4) 
Public assistance.
(5) 
Pension and annuity fund deductions from salaries, union dues deductions from salaries and wage attachment and garnishment deductions from salaries.
(6) 
Postal charges.
(7) 
Utility payments.
[Added 4-3-2019 by Ord. No. 7-2019]
(8) 
Reissue of lost or mutilated checks after stop payments has been enforced.
[Added 4-3-2019 by Ord. No. 7-2019]
(9) 
Ten percent bid bond return (Clerk's office).
[Added 4-3-2019 by Ord. No. 7-2019]
(10) 
Payment necessary to all vendors that require compliance with the Prompt Payment Law.[1]
[Added 4-3-2019 by Ord. No. 7-2019]
[1]
Editor's Note: See N.J.S.A. 52:32-32 et seq.
C. 
Pay to the appropriate entity or entities regular insurance premiums, provided that the insurance premium rate and the insurer are approved by the Township Committee in the regular course of municipal business prior to the first payment of said premium or premiums.
D. 
Transfer funds by the use of a payroll transfer check from the current fund account to the payroll account for the purpose of satisfying payroll obligations.
E. 
Utilize the Township petty cash funds which are established by resolution of the Township Committee.
F. 
Pay on a regular basis to the appropriate entities the principal and interest with respect to bonds and notes and other Township financial obligations, provided that the total amount of the principal and interest and the form of the financial obligation are approved by the Township Committee in the regular course of municipal business prior to the first payment of said principal and interest.
A list of claims presented for approval of the Township Committee shall be prepared for each regular meeting.