Borough of Roselle, NJ Chapter 72 Payroll

[HISTORY: Adopted by the Mayor and Council of the Borough of Roselle as indicated in article histories. Amendments noted where applicable.]

Article I Direct Deposit

[Adopted 11-10-2015 by Ord. No. 2525-15]

§ 72-1 Direct deposit mandated.

[Amended 5-20-2020 by Ord. No. 2622-20]

All full-time employees and elected public officials who receive compensation from the Borough of Roselle are mandated to have direct deposit of their compensation as of January 1, 2016, in accordance with Chapter 28, P.L. 2013, as defined under N.J.S.A. 52:14-15f(b).

§ 72-2 Exemption for seasonal and temporary employees.

[Amended 5-20-2020 by Ord. No. 2622-20]

Seasonal and temporary employees who are employed by the Borough of Roselle are exempt from the direct deposit mandate.

§ 72-3 Written request for exemption.

Municipal employees may request, in writing, an exemption from the direct deposit mandate to the Borough Administrator. Such requests will be presented to the Borough Council within 45 days of receipt. The Council may grant such an exemption by resolution and only for good cause.

§ 72-4 Severability.

If any section, paragraph, subdivision, clause or provision of this article shall be adjudged invalid, such adjudication shall apply only to the section, paragraph, subdivision, clause or provision so adjudged, and the remainder of the article shall be deemed valid and effective.

Article II Third-Party Payroll Disbursement Services

[Adopted 12-14-2016 by Ord. No. 2551-16]

§ 72-5 Purposes; definitions.

A. The purpose and intent of these regulations is to abide by the requirements of N.J.S.A. 52:27D-20.1 and N.J.A.C. 5:30-17.1 et seq., governing electronic disbursement controls for payroll purposes.

B. Definitions. As used in this section, the following terms shall have the meanings indicated:

APPROVAL OFFICER

Borough employee responsible for authorizing and supervising the activities of the payroll service.

BOROUGH

Borough of Roselle.

PAYROLL SERVICE

Third-party payroll service organization.

§ 72-6 Authorization.

A. The Borough is authorized to use a payroll service to prepare payment documentation, take possession of Borough funds and make such disbursements itself on behalf of the Borough.

B. The following payroll service providers shall be required to comply with these regulations:

(1) Payroll service providers who use their own customized programming process to execute disbursements for the Borough; and/or

(2) Payroll service providers who use a third-party processor to execute disbursements for the Borough.

§ 72-7 Borough requirements.

A. The appointment of a payroll service shall be pursuant to the Local Public Contracts Law (N.J.S.A. 40A:11-1 et seq.) and shall require the contractor to do the following, not by way of limitation: data collection, agency report preparation, calculation of withholding, direct deposit of payroll disbursements and/or transfer of Borough funds to the contractor's account for subsequent disbursement of payment.

B. Any renewal or extension of a contract under these regulations shall be by resolution when required by purchasing rules and the Local Public Contracts Law.

C. The Chief Financial Officer is hereby appointed the approval officer and is responsible for authorizing and supervising the activities of the payroll service and shall further be charged with the reconciliation and analysis of all general ledger accounts affected by the activities of the disbursing organization.

D. If required by the contract between the Borough and the payroll service, the payroll service is permitted to hold Borough funds pending transmittal to payee.

§ 72-8 Payroll service requirements.

A. A payroll service must meet all of the following requirements:

(1) Report any irregularities that may indicate potential fraud, noncompliance with appropriate laws, dishonesty or gross incompetence on the part of the approval officer; and

(2) Report circumstances that could jeopardize its ability to continue operations or otherwise interrupt the services provided to the Borough.

B. A payroll service must meet the requirements of N.J.A.C. 5:30-17.5, requiring that the approval officer be assured that the servicer has its own internal controls and appropriately guard against theft and other adverse conditions.

C. All contracts entered into pursuant to these regulations and the laws authorizing the same shall comply with the requirements of N.J.A.C. 5:30-17.6, which sets out a series of mandatory contractual terms and conditions.

§ 72-9 Establishment of service.

Upon adoption of these regulations, the Borough Administrator, with the assistance of the Chief Financial Officer and Borough Attorney, as necessary, is hereby authorized and directed to enter into a contract for payroll services in accordance with all local public contracting laws and N.J.A.C. 5:30 Subch. 17. Appointment of the payroll service shall be by separate resolution as needed.

§ 72-10 Severability.

If any section, subsection, provision, clause, or portion of this article is adjudged unconstitutional or invalid by a court of competent jurisdiction, such adjudication shall not affect the remaining sections, subsections, provisions, clauses, or portions, which shall be deemed severable therefor.