Navy Cash Standard Operating Procedures - Financial Management ...

Working Draft8.3.4 Transfer of Responsibility Upon Reliefa. The Navy Cash Pre-Audit/Turnover Checklist included at paragraph 8.15.13 providesa tool for Disbursing Officers to review overall administration of Navy / Marine Cash operationsin preparing to transfer Navy / Marine Cash responsibilities.b. SecurID Token and Disbursing Web Site Access. Custody of the Navy Cash SecurIDtoken (random number generator) must be transferred from the outgoing to the incomingDisbursing Officer so that the incoming Disbursing Officer can access the Navy Cash DisbursingWeb Site. To reflect this transfer of custody and receive the required log-in data, the incomingDisbursing Officer must provide the Navy Cash Customer Service Center (e-mail address:navycashcenter @ ezpaymt.com) his or her full name, SSN, date of birth (month and day only),and date entered Navy service. The number generated by the token and the log-in data allowsecure access to the Navy Cash web site to update cardholder account information and the like.A SecurID token and log-in data are required for each person who will access the web site, andthe same transfer of custody will be required whenever the Leading DK(s) or Sales Officer turnover as well. Generally, each ship receives at least two SecurID tokens; LHAs/LHDs areprovided no more than four SecurID tokens, and CVs/CVNs are provided no more than six.c. Closing Out Navy Cash at Disbursing Officer Turnover.(1) At Turnover. The Disbursing Officer cannot close out Navy Cash until allvending and ship’s store merchants have been properly closed out. The Sales Officer, ordesignated representative, closes out the vending machines and ship’s stores following the end ofmonth procedures in paragraph 8.4.29.b and Appendix A. First, all the vending machines for aparticular vending merchant must be closed out, and, second, all the merchants must be closedout, to include both vending merchants and ship’s store merchants. Since he or she is not turningover, the Sales Officer can ignore these midmonth numbers at the true end of month. Theoutgoing Disbursing Officer can then perform the third step in the close-out sequence at the nextend of day by following the indicate end of day procedures in paragraph 8.4.24 and checking the“Indicate End of Month” block (see paragraph 8.4.24.g). The Disbursing Officer prepares his orher final DD 2657, Daily Statement of Accountability, and final SF 1219, Statement ofAccountability, following the procedures in paragraphs 8.4.24 and 8.9, and, for Navy Cash,entering only the figure for funds transfers from cash (or check) to chip and chip to cash andpreparing only an SF 215, Deposit Ticket, or SF 5515, Debit Voucher, as appropriate.(2) At True End of Month (EOM). The Sales Officer, or designated representative,closes out the vending machines and ship’s stores following the end of month procedures inparagraph 8.4.29.b and Appendix A. These numbers will start from the previous month end, notthe midmonth closeout, and include the full month’s receipts. The new Disbursing Officer canthen perform an EOM following the procedures in paragraphs 8.4.24 and 8.9. The reports willinclude numbers for the entire month, but the new Disbursing Officer will only be responsiblefor the latter part of the month.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-14 16-Aug-07