Navy Cash Standard Operating Procedures - Financial Management ...

Working Draftdate in each cardholder’s member profile up to date (see paragraph 8.4.22.f, Transfer Type andDate, in the Account Information Update function of the Navy Cash application). The transferdate is used to pull accounts of cardholders who have left the ship off the ship’s Navy Cashroster automatically and transfer these accounts to a “shore” command and to suspend NavyCash accounts and block Navy Cash ACH access to bank and credit union accounts. Any fundsremaining on the card (positive balance) should have been pushed to the linked bank or creditunion account automatically when the card actually expired. Any accounts transferred to theshore command will continue to be monitored through a standard set of reports, including thedaily Negative Balance Report and Returned Items Detail Report, so any account activity can bemonitored ashore and any negative account balances can continue to be pursued.8.2.5 Internal Procedures and ControlsTo facilitate effective management and administration of Navy Cash operations, each shipshould develop a ship’s instruction delineating specific internal procedures and controls for NavyCash. A sample instruction is included at Appendix K. As a matter of policy, any PS (DK) whowants to perform any personal Navy Cash transactions in the disbursing office, for example, toadd or cash out value or change a PIN, should contact the Disbursing Officer or Deputy.8.2.6 Planned Maintenance SystemPreventive maintenance for the Navy Cash Financial System is covered through the PlannedMaintenance System (PMS). PMS information for Navy Cash is available from the ship’sMaintenance and Material Management (3-M) Coordinator. Maintenance Index Page (MIP)number 6541/080-14 applies to Navy Cash. In particular, proper cleaning of the card readers cansignificantly reduce the incidence of card readers failing to read the Navy Cash card.8.2.7 ATM Locations WorldwideThe MasterCard web site — www.mastercard.com —includes an “ATM Locator” at the topof the screen for locating ATMs in the United States, Asia, Australia, Europe, MiddleEast/Africa, North America, and Latin America/Caribbean (Antarctica is also listed!). Byclicking on this icon and entering any city and state, the user will see the institution name andaddress, including maps, of each MasterCard ® / Maestro ® / Cirrus ® ATM in that city.8.3 Navy Cash Custodial Responsibilities8.3.1 Custody of Navy Cash Cardsa. The Disbursing Officer is responsible for maintaining a stock of Navy Cash cards.Navy Cash cards shall be safeguarded in accordance with the procedures for blank Treasurychecks prescribed in DODFMR, Volume 5, Chapter 7.b. The Disbursing Officer may delegate the responsibility for custody of Navy Cashcards to a designated representative.c. A Bulk Navy Cash Card Log shall be maintained, which contains the Navy Cash cardnumbers, date, and signature of the person to whom a working stock of Navy Cash Cards isissued. A sample log is included in paragraph 8.15.11. Unused working stock shall be returned tothe Disbursing Officer or designated representative at the end of each day. All Navy Cash cardsshall be individually counted and sequential serial numbers verified.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-11 16-Aug-07