Navy Cash Standard Operating Procedures - Financial Management ...

Working Draft8.1 Backgrounda. This chapter addresses Navy Cash processes and procedures in the disbursing officeand operating the Navy Cash application in the disbursing office and sales office.b. Marine Corps. The Navy Disbursing Officer will be responsible for providing Navy /Marine Cash and other disbursing support for Marines embarked on a ship without a MarineDisbursing Officer and will make every effort to collect on any negative account balances. Onships with a Marine Disbursing Officer, the Marine Cash application is a subset of the NavyCash application, and Marine disbursing personnel shall be guided by this SOP. Where Marinefunctionality is different from Navy functionality, split pay for example, the differences arediscussed in the SOP. The basic policy for enrolling Marines in Marine Cash is discussed inparagraph 1.6.4.c. The disbursing office will retain the flexibility to receive cash and checks undercertain circumstances. When collecting or disbursing cash or checks, the existing cash-baseddisbursing processes and procedures remain in effect.d. In this SOP, the term Disbursing Officer refers to the Disbursing Officer and hisproperly authorized and appointed representatives, such as disbursing agents or the DisbursingOfficer Deputy.e. In Navy Cash, all dates and times are recorded and reported in Greenwich Mean Time(GMT) (Coordinated Universal Time (UTC)). Do not change the time or time zone on the NavyCash server. Changing the clock may result in errors and delays in End-Of-Day (EOD)processing. These errors can only be resolved through manual intervention guided by technicalsupport personnel ashore.8.2 General Navy Cash Information8.2.1 Letters of Authoritya. Because Navy Cash is a financial system, and the handling of public and privatefunds is inherent, a Letter of Authority should be signed by the Commanding Officer to theDisbursing Officer as the Navy Cash Accountable Officer, delineating what his or heraccountability includes. Subsequent letters of appointment from the Disbursing Officer to his orher agents should also be maintained (see samples letters in paragraphs 8.15.1 and 8.15.2).b. The Department of Defense Financial Management Regulation (DODFMR) Volume5 addresses the issue of accountability for cash management of public funds within the Navy.Since the electronic movement of funds within the Navy Cash system, for example, from thecardholder’s home bank or credit union account to the Navy / Marine Cash account, or from theNavy / Marine Cash account to the chip, or from the chip to the Post Office or soda vendingmachine, are not considered part of the Disbursing Officer’s accountability, he or she would nothave a pecuniary responsibility for those funds. However, certain Navy / Marine Cashtransactions, for example, cash- and check-to-chip transactions, occur at the disbursing office,and the funds do become part of the Disbursing Officer’s accountability. A sample letter ofauthority to hold cash at personal risk is included in paragraph 8.15.3. If a shortage (loss offunds/loss of accountability) or an overage occurs, it should be handled as prescribed in ChapterNC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-7 8.16.2007Working Draft