Navy Cash Standard Operating Procedures - Financial Management ...

Working Draft8.3.2 Replenishing Navy Cash Card Stocksa. The initial allowance of spare Navy Cash card stock is based on crew size andincludes about 30 percent for crew turnover and 10 percent for replacement of lost, stolen, ordamaged cards. The Disbursing Officer will replenish this stock of spare Navy Cash cards bycontacting the Navy Cash Customer Service Center (CSC) when their inventory reaches thefollowing levels:For crews size from:200–600 10 percent or 20 to 60 cards601–2,000 20 percent or 120 to 400 cards2,001–5,000 30 percent or 600 to 1,500 cardsb. When a ship experiences a high volume of visitors or transient personnel, contact theNavy Cash CSC. Specific requirements will be handled on a case-by-case basis so that the ship’sinventory of Navy Cash cards is not depleted. Visitors should turn their visitor cards back in todisbursing before they leave the ship.8.3.3 Custody of Spare K22s and CADsa. The Disbursing Officer is responsible for control of all spare K22 Point-of-Sale(POS) devices held in ready reserve for periodic functions such as MWR sales, HusbandingAgent sale of currency, and concessionaire sales. These units should be accounted for asOperating Space Items (OSIs) in the ship’s allowance for stock. When a K22 has been used inthe offline mode and transactions have been recorded (stored) but have not yet been downloadedto the Navy Cash server, it should be kept in a safe, for example, the Disbursing Officer's orSales Officer’s safe. K22 OSIs that do not have transactions stored on them should be kept in asafe or in a secure storeroom or space on the ship that is locked when not occupied and haslimited access, for example, the disbursing office. Spare K22s not being held in reserve forperiodic functions (and without transactions store on them) should be maintained as stock itemsin a secure storeroom.b. The Sales Officer is responsible for all spare Card Access Devices (also known asCard Accepting Devices) (CADs) held in ready reserve as OSIs. When a CAD has been removedfrom a vending machine, but, for some reason, for example, maintenance, still has transactionsrecorded (stored) on it that have not yet been downloaded to the Navy Cash server, it should bekept in a safe, for example, the Disbursing Officer's safe. CADs held as OSIs that do not havetransactions stored on them should be kept in a safe or in a secure storeroom or space on the shipthat is locked when not occupied and has limited access, for example, the sales office. In general,CADs should be maintained as stock items in a secure storeroom.c. Regardless of the physical storage location for Navy Cash spares, for example, K22sor CADs held in reserve as OSIs and stored in the disbursing office or sales office, the sparesprovided during the Navy Cash installation will be accounted for in the same manner as otherrepair parts provided during an installation and added to the ship’s allowance for stock under thecontrol of the SKs. When a Navy Cash device, such as a K22 or CAD fails, a replacement shouldbe requisitioned in the same manner as other repair parts. Submitting a requisition ensures that areplacement spare is sent to the ship by the Navy Cash depot. (See paragraph 8.13, Managingand Requisitioning Spares.)NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-13 16-Aug-07