Chino Hills Municipal Code Ch. 3.09 City Payments

No payment shall be made unless the demand for payment is duly audited as prescribed in this chapter or by other provisions of law including, but not limited to, Government Code Sections 37202 and 37208.

(Ord. No. 398, § 2, 7-11-2023)

Claims against the City shall be paid as provided in Chapter 3.08 of this Code and this chapter and as prescribed by the City Manager.

(Ord. No. 398, § 2, 7-11-2023)

Except for tort claims, every demand for payment received by the City shall be first presented to and approved in writing by the receiving department or office, which shall certify to the actual delivery or rendition of the supplies, materials, property, or service for which payment is demanded. The receiving department or office shall also certify that the quality and prices correspond with the original specifications and contracts, if any, upon which the demand for payment is based, that the demand in all other respects is proper and valid and shall indicate the budgetary account to which such demand for payment is to be charged.

(Ord. No. 398, § 2, 7-11-2023)

Each demand for payment approved by the receiving department or office shall be presented to the City Manager, or to a Department Director if within the Director's signing authority limits set forth in Sections 3.16.040 and 3.18.060, or to an authorized signer if within the authority conferred by Section 3.16.040, subsection B, who shall determine whether:

A. The demand for payment is legally due and owing by the City;

B. There are budgeted or otherwise appropriated funds available to pay such demand for payment;

C. The demand for payment conforms to a valid requisition or order;

D. The prices and computations shown on the demand for payment are verified;

E. The demand for payment contains the approval of other departments and officials as required.

(Ord. No. 398, § 2, 7-11-2023)

A. Pursuant to Government Code Section 37208, payroll warrants or checks, and warrants or checks drawn in payment of demands, need not be audited by the City Council prior to payment; provided, however, that such payroll and demands shall be approved as conforming to the budget adopted by ordinance or resolution of the City Council by the City Manager, or by a Department Director if the amount is within the Director's signing authority limits set forth in Sections 3.16.040 and 3.18.060, or by an authorized signer if the amount is within the authority conferred by Section 3.16.040, subsection B. Budgeted payrolls and demands paid by warrants or checks prior to audit by the City Council shall be presented to the City Council for ratification and approval in the form of an audited Annual Comprehensive Financial Report, pursuant to California Government Code Section 37208(c).

B. Whenever the City Manager, or Department Director if the amount is within the Director's signing authority limits set forth in Sections 3.16.040 and 3.18.060, or an authorized signer of the amount within the authority conferred by Section 3.16.040, subsection B, determines that a refund of fees, taxes, or other receipts collected in error or in advance of being earned, or of money the refund of which is otherwise required pursuant to specific provisions of this code or of any other ordinance of this City is due, then any such refund shall be deemed as conforming to the currently approved budget, and may be prepaid in the same fashion as other demands for payment encompassed within the terms of subsection A of this section.

(Ord. No. 398, § 2, 7-11-2023)