Navy Cash Standard Operating Procedures - Financial Management ...

More documents

Recommendations

Info

VERSIONNUMBEREFFECTIVEDATECHANGE DESCRIPTIONCHANGELOCATION1.10(continued)31 Oct 2005• Currency Exchange Log• Quarterly Cash Verification Team NavyCash Checklist• 8.15.17• 8.15.18Appendixes• Vending maintenance and end of monthprocedures updated• Proxy mode Intercept Merchant/MerchantOverride and Set New Merchant ID deleted• Updated flow diagram for configuring K22• Enrollment form updated• Disbursing Officer Checklist for RecurringTasks updated• Sample Internal Procedures and Controlsinstruction updated• Suggested guidelines for negative accountbalances updated• Procedures for purchasing stamps in theship’s post office for sale in the ship’s store• Procedures for processing official mailusing a visitor card• Procedures for coordinating move of NavyCash to barge during shipyard availabilities• Appendix A• Appendix B• Appendix B• Appendix F• Appendix J• Appendix K• Appendix L• Appendix M• Appendix N• Appendix O1.11 31 Mar 2006 Minor editorial and usability changes ThroughoutNAVSUPPUB 727DChapter 1 — Navy Cash Overview• New personnel can now be enrolled in NavyCash without issuing them temporary cardsChapter 8 — Disbursing• Navy Cash application screen prints updated• Do not change time or time zone on server• New personnel can now be enrolled in NavyCash without issuing them temporary cards• Navy Cash card limits can now be modifiedthrough Navy Cash application on ship• To perform any personal Navy Cashtransactions in disbursing office, PS (DK)should see Disbursing Officer or Deputy• Navy Cash card inventory proceduresupdated• Disbursing Notification notes• 1.6.3• Throughout• 8.1 and 8.4• 8.2.2 and8.4.20• 8.2.3 and8.4.21• 8.2.4, 8.4.35,Appendix K• 8.3.1• 8.4.3 and8.4.22.fnc sop ver 1.12 a_cover.doc x 28-Oct-07
VERSIONNUMBEREFFECTIVEDATECHANGE DESCRIPTIONCHANGELOCATION1.11(continued)31 Mar 2006• Monitor cardholder transfer dates• Ensure access to bank or credit unionaccount remains blocked until Navy Cashaccount balance is zero or positive• Account information can now be updatedthrough the Navy Cash application• Any change in cardholder’s name willautomatically generate request for newpermanent card• Ensure Transfer Date and Type is current ineach cardholder’s member profile• For contingency purposes, cardholdersshould have personal checks and ATM/debit/check card on board in event NavyCash is at or near complete mission failure• Note Maintenance enables disbursing officeto view and add notes to member profiles• Disbursing Notification notes sent to shipto notify of any replication conflicts• Titles and contents of reports that can begenerated on the ship updated• Deleted operator can now be reactivated atNavy Cash application• Avoiding failed split pay payroll payments• Procedures for foreign concessionairevendors updated• Creating new merchants updated• To control negative balances, Navy Cashcard limits and access to bank and creditunion accounts ashore can now be modifiedthrough Navy Cash application on ship• Managing and requisitioning spares updated• Account information can now be updatedthrough the Navy Cash application• Sample reports updated• Sample of Navy Cash Payroll Report added• Sample of SPO Payroll Report added• 8.4.19.b and8.4.21• 8.4.19.c and8.8.1• 8.4.21 and 8.14• 8.4.21.e• 8.4.21.f• 8.4.21.h• 8.4.22• 8.4.22.f• 8.4.24• 8.4.27.f• 8.4.33• 8.5.2• 8.5.3• 8.8.1.e, 8.8.2and 8.4.21• 8.13• 8.14 and 8.4.21• 8.15• 8.15.17• 8.15.18Appendixes• To perform any personal Navy Cashtransactions in disbursing office, PS (DK)should see Disbursing Officer or Deputy• Appendix Knc sop ver 1.12 a_cover.doc xi 28-Oct-07
Page 1 and 2: NAVSUP Publication 727Navy Cash ®
Page 3 and 4: NAVSUP Publication 727Navy Cash ®
Page 5 and 6: RECORD OF CHANGESVERSIONNUMBEREFFEC
Page 7 and 8: VERSIONNUMBEREFFECTIVEDATECHANGE DE
Page 9: VERSIONNUMBEREFFECTIVEDATECHANGE DE
Page 13 and 14: VERSIONNUMBEREFFECTIVEDATECHANGE DE
Page 15 and 16: ContentsChapter 1 Navy Cash Overvie
Page 17 and 18: Chapter 4 Private Messes ..........
Page 19 and 20: 5.11 Contingency Operations........
Page 21 and 22: 7.8.2 Monthly Merchant Sales Summar
Page 23 and 24: 8.4.36 Access Editor-Access Control
Page 25 and 26: Appendix E Disbursing Web Site—ww
Page 27 and 28: Chapter 1Navy Cash ® Overview1.1 R
Page 29 and 30: 1. The cluster server itself consis
Page 31 and 32: g. NEXCOM Ship’s Store Program Mr
Page 33 and 34: DDEDDSDFASDISBODMMDOD FMRDSIDSNDSSN
Page 35 and 36: SIMASODASOPSPOSSACSSECSSNSSPNTFATYC
Page 37 and 38: 3. NORMAL ENROLLMENTAfter the initi
Page 39 and 40: other personnel who make repeated t
Page 41 and 42: Room /GuestRetailVending Payment Ty
Page 43 and 44: ut the funds won’t be available a
Page 45 and 46: 1.10 Web and Telephone Purchases Us
Page 47 and 48: Chapter 2K22 and K80 Operating Proc
Page 49 and 50: (b) The operator enters his or her
Page 51 and 52: c. Download of Sales Transactions f
Page 53 and 54: (6) Terminal ID — A 16-digit numb
Page 55 and 56: (5) K22 asks user to select which m
Page 57 and 58: 2.3.5 K22 ScreensThe K22 screen can
Page 59 and 60: . Set Terminal ID. The next require
Page 61 and 62:
e. Terminal ID Entry: If Terminal I
Page 63 and 64:
a. Merchant Entry Screens. When fir
Page 65 and 66:
0 Press a Function Key1 2 3 Before
Page 67 and 68:
0 Current Amount1 xxxxx.xx2 Enter n
Page 69 and 70:
c. Basic Operation Screens. The K22
Page 71 and 72:
d. Purchase and Card Entry Screens.
Page 73 and 74:
0 1 2 $ xxxxx.xx3 Enter AmountOnce
Page 75 and 76:
i. Purchase Confirmation Screens. I
Page 77 and 78:
j. Diagnostic Screens. While in the
Page 79 and 80:
. Card Entry0 Please Insert1 Navy C
Page 81 and 82:
0 Withdraw $ 10.5312 Confirm OK=Yes
Page 83 and 84:
e. Error Screens.0 Transaction Canc
Page 85 and 86:
2.4 K80 Cashless Automated Teller M
Page 87 and 88:
. Boot Up Screens and Error Screens
Page 89 and 90:
0 Change Terminal1 Identification?2
Page 91 and 92:
Chapter 3General Mess3.1 Background
Page 93 and 94:
2. A K22 Point Of Sale (POS) device
Page 95 and 96:
(3) The cruise coordinator represen
Page 97 and 98:
procedure to perform the refund tra
Page 99 and 100:
paragraph 3.6), there are two prima
Page 101 and 102:
5. The FSO will maintain monthly re
Page 103 and 104:
3.13 General Mess Reports and Forms
Page 105 and 106:
3.13.3 Daily Transaction Detail Rep
Page 107 and 108:
3.13.5 Daily Reconciliation Workshe
Page 109 and 110:
Chapter 4Private Messes4.1 Backgrou
Page 111 and 112:
notation is required to distinguish
Page 113 and 114:
a. The K22 Point-Of-Sale (POS) devi
Page 115 and 116:
d. The treasurer keys the mess bill
Page 117 and 118:
4.8.2 AshoreAshore, the treasurer u
Page 119 and 120:
d. Each day, the treasurer/operator
Page 121 and 122:
Control Log must be adjusted to ref
Page 123 and 124:
of the general mess, an operator ca
Page 125 and 126:
4.17.2 Monthly Merchant Sales Summa
Page 127 and 128:
4.17.4 Monthly Transaction Detail R
Page 129 and 130:
4.17.6 Daily/Monthly Reconciliation
Page 131 and 132:
Chapter 5MWR5.1 Background ........
Page 133 and 134:
slight delay in actual deposits is
Page 135 and 136:
transfer from the MWR fund Navy Cas
Page 137 and 138:
EOD batch and completion of the rou
Page 139 and 140:
5.12 MWR Reports (examples)In Navy
Page 141 and 142:
5.12.3 Daily Transaction Detail Rep
Page 143 and 144:
5.12.5 Merchant Settlement ReportRu
Page 145 and 146:
Chapter 6Post Office6.1 Background.
Page 147 and 148:
d. All USPS Postal Money Orders wil
Page 149 and 150:
(6) Wait for the process to finish,
Page 151 and 152:
6.11 Post Office Forms and Reports
Page 153 and 154:
6.11.2 Daily ReportIn Navy Cash, al
Page 155 and 156:
6.11.4 Merchant Settlement ReportRu
Page 157 and 158:
Chapter 7Ship’s Store7.1 Backgrou
Page 159 and 160:
7.1 BackgroundThis chapter describe
Page 161 and 162:
c. Navy Cash ProceduresTo properly
Page 163 and 164:
(5) All completed transactions are
Page 165 and 166:
(UTC)). The total of the SS-141s wi
Page 167 and 168:
file.d. All reports must be signed
Page 169 and 170:
a. Adding a New Vending Machine and
Page 171 and 172:
Disbursing Officer or Sales Officer
Page 173 and 174:
completed between ship and shore. S
Page 175 and 176:
7.6.6 End of the Accounting PeriodA
Page 177 and 178:
7.7.3 CAD Failure.a. Troubleshootin
Page 179 and 180:
7.8.2 Monthly Merchant Sales Summar
Page 181 and 182:
7.8.4 Vending Machine Daily Transac
Page 183 and 184:
7.8.6 Sample Foreign Concessionaire
Page 185 and 186:
Working DraftChapter 8Disbursing an
Page 187 and 188:
Working Draft8.4.27 Safe Bank Trans
Page 189 and 190:
Working Draft8.15.11 Bulk Card Log.
Page 191 and 192:
Working Draft8.1 Backgrounda. This
Page 193 and 194:
Working Draft8.2.3 Navy Cash Card L
Page 195 and 196:
Working Draftdate in each cardholde
Page 197 and 198:
Working Draft8.3.2 Replenishing Nav
Page 199 and 200:
Working Draft8.4 Navy Cash Applicat
Page 201 and 202:
Working Draft8.4.6 Closing the Navy
Page 203 and 204:
Working Draft• Funds Transfer to
Page 205 and 206:
Working Drafttransaction will be re
Page 207 and 208:
Working Draft(2) The Disbursing Off
Page 209 and 210:
Working Draft(6) Miscellaneous Refu
Page 211 and 212:
Working Draft(3) Automated Chip-to-
Page 213 and 214:
Working Draftb. Bulk Refunds consis
Page 215 and 216:
Working Draft8.4.13 Deposit Cash or
Page 217 and 218:
Working Draft8.4.14 Daily Cash Tran
Page 219 and 220:
Working DraftNC SOP Ver 1.12 Chpt 8
Page 221 and 222:
Working Draftf. If a card is blocke
Page 223 and 224:
Working Draft(g) The Disbursing Off
Page 225 and 226:
Working Draftwithin five minutes, a
Page 227 and 228:
Working Draft8.4.17 Unblock Carda.
Page 229 and 230:
Working Draft8.4.18 Card Reporta. T
Page 231 and 232:
Working Draft8.4.19 Assign Replacem
Page 233 and 234:
Working Draft(3) If a visitor card
Page 235 and 236:
Working Draftcredit union account r
Page 237 and 238:
Working DraftCash accounts and canc
Page 239 and 240:
Working DraftDK1 Curt MapleAnne Map
Page 241 and 242:
Working Drafte. Enroll Without a Te
Page 243 and 244:
Working Draftc. Account information
Page 245 and 246:
Working Draft0,1,2,3 Number of ACH
Page 247 and 248:
Working Draft8.4.23 Note Maintenanc
Page 249 and 250:
Working Draftd. “View Disbursing
Page 251 and 252:
Working Draft(b) When viewing a not
Page 253 and 254:
Working Draftbeen received by the s
Page 255 and 256:
Working Draftminimal user requireme
Page 257 and 258:
Working DraftNOTE: K22s operating i
Page 259 and 260:
Working Draftdeposited at the end o
Page 261 and 262:
Working Draft(3) Merchant Settlemen
Page 263 and 264:
Working DraftReport Purpose Sort Ca
Page 265 and 266:
Working Draftwill be displayed. ROM
Page 267 and 268:
Working Draft8.4.27 Safe Bank Trans
Page 269 and 270:
8.4.28 Operator ID MaintenanceWorki
Page 271 and 272:
Working Draft8.4.29 Vending and Shi
Page 273 and 274:
Working Draft(c) The Disbursing Off
Page 275 and 276:
Working Draftwill be prompted to ve
Page 277 and 278:
Working Draft(5) After all the vend
Page 279 and 280:
Working Draft(b) In the second samp
Page 281 and 282:
Working Draftnecessary (see paragra
Page 283 and 284:
Working DraftNC SOP Ver 1.12 Chpt 8
Page 285 and 286:
Working Draft8.4.32 View Disk Usage
Page 287 and 288:
Working Draft(1) PRNOC is used for
Page 289 and 290:
Working Draftb. Marine Corps Option
Page 291 and 292:
Working Draft(8) The TFA will credi
Page 293 and 294:
Working DraftDisbursing Officer sho
Page 295 and 296:
Working Draftcardholder SPO informa
Page 297 and 298:
Working DraftLevel 1Disbursing Offi
Page 299 and 300:
Working DraftNOTE: User names are a
Page 301 and 302:
Working Draft(6) Reset Password. To
Page 303 and 304:
Working Draft(b) Click on the “Ad
Page 305 and 306:
Working Draft(b) Overage. The total
Page 307 and 308:
Working DraftReference Explanation
Page 309 and 310:
Working Draftvending machine to an
Page 311 and 312:
Working DraftUnblocking Access to H
Page 313 and 314:
Working Draftday period. The Fraud
Page 315 and 316:
Working Draftinclude new or updated
Page 317 and 318:
Working DraftFigure 1. End-of-Month
Page 319 and 320:
Working Drafte. Prior to preparing
Page 321 and 322:
Working Draft04 = Food Service coll
Page 323 and 324:
Working DraftSAMPLE DD 2657 DATED 2
Page 325 and 326:
Working DraftSAMPLE DD 2657 DATED 2
Page 327:
Working Draft8.10.2 Schedule of Dep
Page 330 and 331:
Working Draft8.10.3 SF 1219a. Once
Page 332 and 333:
Working DraftSAMPLE SF 1219PAGE 2NC
Page 334 and 335:
Working Draft(2) For most installat
Page 336 and 337:
Working Draftc. Cardholder Request(
Page 338 and 339:
Working Draft8.15 Sample Disbursing
Page 340 and 341:
Working Draft8.15.2 Sample Disbursi
Page 342 and 343:
Working Draft8.15.3 Sample Letter o
Page 344 and 345:
Working DraftNavy Cash and ROM II T
Page 346 and 347:
Working Draft8.15.6 Daily Negative
Page 348 and 349:
8.15.8 Disbursing Accountability Su
Page 350 and 351:
8.15.10 Daily Cash Transaction Ledg
Page 352 and 353:
8.15.12 Card Issue LogNAVY CASH CAR
Page 354 and 355:
TasksSOPReferenceYesNoAre refunds b
Page 356 and 357:
8.15.15 Navy Cash Refund ChitNAVY/M
Page 358 and 359:
8.15.17 Navy Cash Payroll Report
Page 360 and 361:
8.15.19 Daily Blocked Account Repor
Page 362 and 363:
8.15.21 Return Codes and Notificati
Page 364 and 365:
8.15.22 The $25 Vending “Counter
Page 366 and 367:
8.15.24 Cash Verification Team Navy
Page 368 and 369:
8.15.25 Navy Cash Trouble Call Work
Page 370 and 371:
NC SOP Ver 1.12 x-Appendices.doc ii
Page 372 and 373:
A.2 Merchant CardsFor vending opera
Page 374 and 375:
j. Step 10. Repeat Phase 2 Steps 7
Page 376 and 377:
f. Configure the K22. ROM II and Na
Page 378 and 379:
K22 Configuration Settings Workshee
Page 380 and 381:
e. Configure the NavyCash Proxy to
Page 382 and 383:
Account SummaryShows a Summary ofPa
Page 384 and 385:
NC SOP Ver 1.12 x-Appendices.doc D-
Page 386 and 387:
Secondary LoginProvides Access toNa
Page 388 and 389:
Navy Assign LocationAssigns Cardhol
Page 390 and 391:
Card SearchProvides Ability to Loca
Page 392 and 393:
NC SOP Ver 1.12 x-Appendices.doc E-
Page 394 and 395:
NC SOP Ver 1.12 x-Appendices.doc F-
Page 396 and 397:
Block 7. Military Branch (Organizat
Page 398 and 399:
Cambodia ..........................
Page 400 and 401:
Tokelau ...........................
Page 402 and 403:
NC SOP Ver 1.12 x-Appendices.doc F-
Page 404 and 405:
NC SOP Ver 1.12 x-Appendices.doc G-
Page 406 and 407:
3. PRE-ENROLLMENT PROCEDURESa. Hold
Page 408 and 409:
5. POST-ENROLLMENT PROCEDURESa. The
Page 410 and 411:
NC SOP Ver 1.12 x-Appendices.doc I-
Page 412 and 413:
POLICE REPORTI have or have not r
Page 414 and 415:
NC SOP Ver 1.12 x-Appendices.doc J-
Page 416 and 417:
NC SOP Ver 1.12 x-Appendices.doc J-
Page 418 and 419:
4. NAVY CASH CARD LIMITSa. A $400 d
Page 420 and 421:
c. Suspend Account. Cardholders tra
Page 422 and 423:
J.P. Morgan Chase10430 Highland Man
Page 424 and 425:
14. INDICATE END-OF-DAYa. At the en
Page 426 and 427:
econciled, the Disbursing Officer w
Page 428 and 429:
NC SOP Ver 1.12 x-Appendices.doc K-
Page 430 and 431:
. Once notified, the cardholder sha
Page 432 and 433:
NC SOP Ver 1.12 x-Appendices.doc L-
Page 434 and 435:
8. Damaged Stamps. Damaged stamp bo
Page 436 and 437:
f. The OMM can then take the Navy C
Page 438 and 439:
(1) Option 1 allows the support con
Page 440 and 441:
NC SOP Ver 1.12 x-Appendices.doc O-
Page 442 and 443:
. Monthly Settlement. For some LOA
Page 444 and 445:
. By default, generic private merch
Page 446 and 447:
Enclosure (2)NAVY CASH POINTS OF CO
Page 448 and 449:
Enclosure (4)NAVY CASH POINTS OF CO
Page 450 and 451:
NC SOP Ver 1.12 x-Appendices.doc P-
Page 452 and 453:
6. Pre- and Post-Deployment Groom C
Page 454 and 455:
System AdministrationWhat version o
Page 456 and 457:
Daily Blocked Account Report, 8-61,
Page 458 and 459:
Disbursing OfficerChecklist for Rec
Page 460 and 461:
General, 2-39Terminal ID Entry Scre
Page 462 and 463:
Disbursing Notifications Alerts, 8-
Page 464 and 465:
Schedule of Deposits from Navy Cash
Page 466:
Web SitesBrowser Software Requireme
show all

Navy Cash Standard Operating Procedures - Financial Management ...

Create successful ePaper yourself

Delete template?

Save as template?