Navy Cash Standard Operating Procedures - Financial Management ...

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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
Working Draft8.4 Navy Cash ApplicationIn 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.8.4.1 Starting the Navy Cash Servicea. From the windows desktop screen, click on the “Services” icon, the 4th or 5th icon inthe box at the bottom of the screen to immediate right of Start button. A window will open withthe title “Services” in upper left hand corner.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-15 16-Aug-07
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NAVSUP Publication 727Navy Cash ®
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NAVSUP Publication 727Navy Cash ®
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RECORD OF CHANGESVERSIONNUMBEREFFEC
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VERSIONNUMBEREFFECTIVEDATECHANGE DE
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ContentsChapter 1 Navy Cash Overvie
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Chapter 4 Private Messes ..........
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5.11 Contingency Operations........
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7.8.2 Monthly Merchant Sales Summar
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8.4.36 Access Editor-Access Control
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Appendix E Disbursing Web Site—ww
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Chapter 1Navy Cash ® Overview1.1 R
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1. The cluster server itself consis
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g. NEXCOM Ship’s Store Program Mr
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DDEDDSDFASDISBODMMDOD FMRDSIDSNDSSN
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SIMASODASOPSPOSSACSSECSSNSSPNTFATYC
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3. NORMAL ENROLLMENTAfter the initi
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other personnel who make repeated t
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Room /GuestRetailVending Payment Ty
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ut the funds won’t be available a
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1.10 Web and Telephone Purchases Us
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Chapter 2K22 and K80 Operating Proc
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(b) The operator enters his or her
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c. Download of Sales Transactions f
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(6) Terminal ID — A 16-digit numb
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(5) K22 asks user to select which m
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2.3.5 K22 ScreensThe K22 screen can
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. Set Terminal ID. The next require
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e. Terminal ID Entry: If Terminal I
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a. Merchant Entry Screens. When fir
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0 Press a Function Key1 2 3 Before
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0 Current Amount1 xxxxx.xx2 Enter n
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c. Basic Operation Screens. The K22
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d. Purchase and Card Entry Screens.
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0 1 2 $ xxxxx.xx3 Enter AmountOnce
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i. Purchase Confirmation Screens. I
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j. Diagnostic Screens. While in the
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. Card Entry0 Please Insert1 Navy C
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0 Withdraw $ 10.5312 Confirm OK=Yes
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e. Error Screens.0 Transaction Canc
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2.4 K80 Cashless Automated Teller M
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. Boot Up Screens and Error Screens
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0 Change Terminal1 Identification?2
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Chapter 3General Mess3.1 Background
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2. A K22 Point Of Sale (POS) device
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(3) The cruise coordinator represen
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procedure to perform the refund tra
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paragraph 3.6), there are two prima
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5. The FSO will maintain monthly re
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3.13 General Mess Reports and Forms
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3.13.3 Daily Transaction Detail Rep
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3.13.5 Daily Reconciliation Workshe
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Chapter 4Private Messes4.1 Backgrou
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notation is required to distinguish
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a. The K22 Point-Of-Sale (POS) devi
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d. The treasurer keys the mess bill
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4.8.2 AshoreAshore, the treasurer u
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d. Each day, the treasurer/operator
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Control Log must be adjusted to ref
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of the general mess, an operator ca
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4.17.2 Monthly Merchant Sales Summa
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4.17.4 Monthly Transaction Detail R
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4.17.6 Daily/Monthly Reconciliation
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Chapter 5MWR5.1 Background ........
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slight delay in actual deposits is
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transfer from the MWR fund Navy Cas
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EOD batch and completion of the rou
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5.12 MWR Reports (examples)In Navy
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5.12.3 Daily Transaction Detail Rep
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5.12.5 Merchant Settlement ReportRu
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Chapter 6Post Office6.1 Background.
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Working Draftd. “View Disbursing
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Working Draft(b) When viewing a not
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Working Draftbeen received by the s
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Working Draftminimal user requireme
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Working DraftNOTE: K22s operating i
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Working Draftdeposited at the end o
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Working Draft(3) Merchant Settlemen
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Working DraftReport Purpose Sort Ca
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Working Draftwill be displayed. ROM
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Working Draft8.4.27 Safe Bank Trans
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8.4.28 Operator ID MaintenanceWorki
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Working Draft8.4.29 Vending and Shi
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Working Draft(c) The Disbursing Off
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Working Draftwill be prompted to ve
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Working Draft(5) After all the vend
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Working Draft(b) In the second samp
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Working Draftnecessary (see paragra
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Working DraftNC SOP Ver 1.12 Chpt 8
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Working Draft8.4.32 View Disk Usage
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Working Draft(1) PRNOC is used for
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Working Draftb. Marine Corps Option
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Working Draft(8) The TFA will credi
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Working DraftDisbursing Officer sho
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Working Draftcardholder SPO informa
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Working DraftLevel 1Disbursing Offi
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Working DraftNOTE: User names are a
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Working Draft(6) Reset Password. To
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Working Draft(b) Click on the “Ad
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Working Draft(b) Overage. The total
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Working DraftReference Explanation
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Working Draftvending machine to an
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Working DraftUnblocking Access to H
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Working Draftday period. The Fraud
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Working Draftinclude new or updated
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Working DraftFigure 1. End-of-Month
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Working Drafte. Prior to preparing
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Working Draft04 = Food Service coll
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Working DraftSAMPLE DD 2657 DATED 2
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Working DraftSAMPLE DD 2657 DATED 2
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Working Draft8.10.2 Schedule of Dep
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Working Draft8.10.3 SF 1219a. Once
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Working DraftSAMPLE SF 1219PAGE 2NC
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Working Draft(2) For most installat
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Working Draftc. Cardholder Request(
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Working Draft8.15 Sample Disbursing
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Working Draft8.15.2 Sample Disbursi
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Working Draft8.15.3 Sample Letter o
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Working DraftNavy Cash and ROM II T
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Working Draft8.15.6 Daily Negative
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8.15.8 Disbursing Accountability Su
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8.15.10 Daily Cash Transaction Ledg
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8.15.12 Card Issue LogNAVY CASH CAR
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TasksSOPReferenceYesNoAre refunds b
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8.15.15 Navy Cash Refund ChitNAVY/M
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8.15.17 Navy Cash Payroll Report
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8.15.19 Daily Blocked Account Repor
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8.15.21 Return Codes and Notificati
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8.15.22 The $25 Vending “Counter
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8.15.24 Cash Verification Team Navy
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8.15.25 Navy Cash Trouble Call Work
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NC SOP Ver 1.12 x-Appendices.doc ii
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A.2 Merchant CardsFor vending opera
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j. Step 10. Repeat Phase 2 Steps 7
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f. Configure the K22. ROM II and Na
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K22 Configuration Settings Workshee
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e. Configure the NavyCash Proxy to
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Account SummaryShows a Summary ofPa
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Secondary LoginProvides Access toNa
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Navy Assign LocationAssigns Cardhol
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Card SearchProvides Ability to Loca
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Block 7. Military Branch (Organizat
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Cambodia ..........................
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Tokelau ...........................
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3. PRE-ENROLLMENT PROCEDURESa. Hold
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5. POST-ENROLLMENT PROCEDURESa. The
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POLICE REPORTI have or have not r
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4. NAVY CASH CARD LIMITSa. A $400 d
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c. Suspend Account. Cardholders tra
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J.P. Morgan Chase10430 Highland Man
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14. INDICATE END-OF-DAYa. At the en
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econciled, the Disbursing Officer w
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. Once notified, the cardholder sha
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8. Damaged Stamps. Damaged stamp bo
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f. The OMM can then take the Navy C
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(1) Option 1 allows the support con
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. Monthly Settlement. For some LOA
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. By default, generic private merch
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Enclosure (2)NAVY CASH POINTS OF CO
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Enclosure (4)NAVY CASH POINTS OF CO
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6. Pre- and Post-Deployment Groom C
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System AdministrationWhat version o
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Daily Blocked Account Report, 8-61,
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Disbursing OfficerChecklist for Rec
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General, 2-39Terminal ID Entry Scre
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Disbursing Notifications Alerts, 8-
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Schedule of Deposits from Navy Cash
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