Navy Cash Standard Operating Procedures - Financial Management ...

Working Draftd. An initial inventory shall be completed and recorded using the Bulk Navy Cash CardLog upon receipt of all permanent, temporary and visitor Navy Cash cards, even single cards.For bulk shipments, any open container shall be inventoried by individual count and bysequential serial numbers of the cards. All damaged containers, or those bearing evidence ofhaving been tampered with, shall be opened.e. All Navy Cash cards shall be inventoried at least once each calendar month, and anentry shall be made in the Bulk Navy Cash Card Log to document the inventory. A detailedrecord of the inventory, to include total cards on hand and sequential serial numbers, by cardtype, shall be retained in the disbursing office, and a copy shall be given to the quarterly cashverification team as an attachment to their quarterly verification report. At least once during eachcalendar quarter, the cash verification team shall conduct a surprise verification of Navy Cashcards to include cards received, issued, returned, and on hand.f. A separate Navy Cash Card Issue Log shall be maintained for all Navy Cards issuedfrom the Disbursing Office. The log contains the last four digits of the card number fortemporary and permanent cards and the entire card sequence number for visitor cards, name andlast four digits of the Social Security Number (SSN) of the cardholder, issue date, signature ofthe recipient, date returned for visitor and temporary Navy Cash cards, and the name andsignature of the issuer. A sample log is included in paragraph 8.15.12.g. Navy Cardholder Issued Card Report. XE "Navy Cash Cards:Navy CardholderIssued Card Report" A report can be generated for temporary cards issued through the NavyCash application at any time by selecting the “View Reports” link in the Navy Cash application,clicking on “Navy Cardholder Issued Card Report” in the “Operations Reports” window, fillingin the start and end dates for the inclusive period, and clicking on the “Generate” button. TheNavy Cardholder Issued Card Report lists by operator ID the last four digits of the card numbers,name and last four digits of the SSN of the cardholders, and issue dates for any cards issuedduring the period.h. Document Destruction of Navy Cash Cards. The Navy Cash Card Issue Log alsocontains columns to document destruction of a card in the presence of the cardholder when acard is canceled (see paragraphs 8.4.16, Change Card Status, and 8.4.18, Assign ReplacementCard). Cards can be destroyed by cutting them up or shredding them. At the time of destruction,record the last four digits of the card number for temporary and permanent cards and the entirecard sequence number for visitor cards, name and last four digits of the Social Security Number(SSN) of the cardholder, destruction date and signature of the cardholder witnessing destruction,and the name and signature of the person destroying the card.i. Cards for newly enrolled personnel shall be issued as described in paragraph 8.4.21,Account Enrollment.j. Replacement cards shall be issued as described in paragraph 8.4.19, AssignReplacement Card.k. Any card received for an individual who has left the ship should be forwarded to hisor her next command. If the next command is not know or can’t be identified or the individualwas discharged from the service, the card should be canceled and destroyed (see paragraph8.4.16, Change Card Status). The action taken should be annotated on either the Bulk Navy CashCard Log or the Navy Cash Card Issue Log.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-12 16-Aug-07