Navy Cash Standard Operating Procedures - Financial Management ...

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7.3.3 Multiple Operators.................................................................................................. 7-77.3.4 Non-EPOS Retail Store Sales (e.g., Hangar Bay or Pier Side) .............................. 7-77.3.5 Concessionaire Sales .............................................................................................. 7-87.3.6 Special Order Items/Flowers .................................................................................. 7-97.3.7 End of Day (EOD) Closeout.................................................................................. 7-107.3.8 EOD Reports ......................................................................................................... 7-107.3.9 EOD Differences ................................................................................................... 7-117.4 Non-EPOS Vending ............................................................................................ 7-117.4.1 Dollar Value of Card............................................................................................. 7-117.4.2 Navy Cash Procedures.......................................................................................... 7-117.4.3 Invalid Transactions.............................................................................................. 7-127.4.4 $25 Dollar Pin-less Limit Scenario....................................................................... 7-127.4.5 Vending (CAD) Maintenance................................................................................ 7-127.4.6 Weekly Review of Vending Machine Operation for Malfunction.......................... 7-157.5 Refunds................................................................................................................ 7-157.6 End of the Month (EOM) .................................................................................... 7-167.6.1 EOM Closeout for Both Ship’s Store and Vending ............................................... 7-167.6.2 End of Month Reports ........................................................................................... 7-177.6.3 EOM Spreadsheet.................................................................................................. 7-177.6.4 Differences (EOM) ................................................................................................ 7-187.6.5 Cash Sales Memorandum Invoice ......................................................................... 7-187.6.6 End of the Accounting Period ............................................................................... 7-197.7 Equipment Failure ............................................................................................... 7-197.7.1 ROM II Cash Register Down ................................................................................ 7-197.7.2 Shipboard Network or Navy Cash Server Down................................................... 7-197.7.3 CAD Failure.......................................................................................................... 7-217.8 Ship’s Store Navy Cash Reports (Samples) ........................................................ 7-227.8.1 Daily Merchant Sales Summary Report ................................................................ 7-22nc sop ver 1.12 a_cover.doc xx 28-Oct-07
7.8.2 Monthly Merchant Sales Summary Report............................................................ 7-237.8.3 Daily Transaction Detail Report........................................................................... 7-247.8.4 Vending Machine Daily Transaction Detail Report.............................................. 7-257.8.5 Daily Refund Report by Sales Activity .................................................................. 7-267.8.6 Sample Foreign Concessionaire Sales Reconciliation Form................................ 7-27Chapter 8 Disbursing and the Navy Cash Application ..............................................8-18.1 Background ........................................................................................................... 8-78.2 General Navy Cash Information............................................................................ 8-78.2.1 Letters of Authority ................................................................................................. 8-78.2.2 Issuing Navy Cash Cards ........................................................................................ 8-88.2.3 Navy Cash Card Limits ........................................................................................... 8-98.2.4 Navy Cash Card Expiration .................................................................................... 8-98.2.5 Internal Procedures and Controls......................................................................... 8-118.2.6 Planned Maintenance System................................................................................ 8-118.2.7 ATM Locations Worldwide ................................................................................... 8-118.3 Navy Cash Custodial Responsibilities ................................................................ 8-118.3.1 Custody of Navy Cash Cards ................................................................................ 8-118.3.2 Replenishing Navy Cash Card Stocks ................................................................... 8-138.3.3 Custody of Spare K22s and CADs......................................................................... 8-138.3.4 Transfer of Responsibility Upon Relief ................................................................. 8-148.4 Navy Cash Application ....................................................................................... 8-158.4.1 Starting the Navy Cash Service............................................................................. 8-158.4.2 Starting the Proxy Application.............................................................................. 8-168.4.3 Starting the Navy Cash Application...................................................................... 8-168.4.4 Closing the Navy Cash Application ...................................................................... 8-168.4.5 Closing the Proxy Application .............................................................................. 8-168.4.6 Closing the Navy Cash Service ............................................................................. 8-178.4.7 Funds Transfer...................................................................................................... 8-18nc sop ver 1.12 a_cover.doc xxi 28-Oct-07
Page 1 and 2: NAVSUP Publication 727Navy Cash ®
Page 3 and 4: NAVSUP Publication 727Navy Cash ®
Page 5 and 6: RECORD OF CHANGESVERSIONNUMBEREFFEC
Page 7 and 8: VERSIONNUMBEREFFECTIVEDATECHANGE DE
Page 15 and 16: ContentsChapter 1 Navy Cash Overvie
Page 17 and 18: Chapter 4 Private Messes ..........
Page 19: 5.11 Contingency Operations........
Page 23 and 24: 8.4.36 Access Editor-Access Control
Page 25 and 26: Appendix E Disbursing Web Site—ww
Page 27 and 28: Chapter 1Navy Cash ® Overview1.1 R
Page 29 and 30: 1. The cluster server itself consis
Page 31 and 32: g. NEXCOM Ship’s Store Program Mr
Page 33 and 34: DDEDDSDFASDISBODMMDOD FMRDSIDSNDSSN
Page 35 and 36: SIMASODASOPSPOSSACSSECSSNSSPNTFATYC
Page 37 and 38: 3. NORMAL ENROLLMENTAfter the initi
Page 39 and 40: other personnel who make repeated t
Page 41 and 42: Room /GuestRetailVending Payment Ty
Page 43 and 44: ut the funds won’t be available a
Page 45 and 46: 1.10 Web and Telephone Purchases Us
Page 47 and 48: Chapter 2K22 and K80 Operating Proc
Page 49 and 50: (b) The operator enters his or her
Page 51 and 52: c. Download of Sales Transactions f
Page 53 and 54: (6) Terminal ID — A 16-digit numb
Page 55 and 56: (5) K22 asks user to select which m
Page 57 and 58: 2.3.5 K22 ScreensThe K22 screen can
Page 59 and 60: . Set Terminal ID. The next require
Page 61 and 62: e. Terminal ID Entry: If Terminal I
Page 63 and 64: a. Merchant Entry Screens. When fir
Page 65 and 66: 0 Press a Function Key1 2 3 Before
Page 67 and 68: 0 Current Amount1 xxxxx.xx2 Enter n
Page 69 and 70: 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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d. All USPS Postal Money Orders wil
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(6) Wait for the process to finish,
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6.11 Post Office Forms and Reports
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6.11.2 Daily ReportIn Navy Cash, al
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6.11.4 Merchant Settlement ReportRu
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Chapter 7Ship’s Store7.1 Backgrou
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7.1 BackgroundThis chapter describe
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c. Navy Cash ProceduresTo properly
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(5) All completed transactions are
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(UTC)). The total of the SS-141s wi
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file.d. All reports must be signed
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a. Adding a New Vending Machine and
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Disbursing Officer or Sales Officer
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completed between ship and shore. S
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7.6.6 End of the Accounting PeriodA
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7.7.3 CAD Failure.a. Troubleshootin
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7.8.2 Monthly Merchant Sales Summar
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7.8.4 Vending Machine Daily Transac
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7.8.6 Sample Foreign Concessionaire
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Working DraftChapter 8Disbursing an
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Working Draft8.4.27 Safe Bank Trans
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Working Draft8.15.11 Bulk Card Log.
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Working Draft8.1 Backgrounda. This
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Working Draft8.2.3 Navy Cash Card L
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Working Draftdate in each cardholde
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Working Draft8.3.2 Replenishing Nav
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Working Draft8.4 Navy Cash Applicat
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Working Draft8.4.6 Closing the Navy
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Working Draft• Funds Transfer to
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Working Drafttransaction will be re
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Working Draft(2) The Disbursing Off
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Working Draft(6) Miscellaneous Refu
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Working Draft(3) Automated Chip-to-
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Working Draftb. Bulk Refunds consis
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Working Draft8.4.13 Deposit Cash or
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Working Draft8.4.14 Daily Cash Tran
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Working DraftNC SOP Ver 1.12 Chpt 8
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Working Draftf. If a card is blocke
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Working Draft(g) The Disbursing Off
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Working Draftwithin five minutes, a
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Working Draft8.4.17 Unblock Carda.
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Working Draft8.4.18 Card Reporta. T
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Working Draft8.4.19 Assign Replacem
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Working Draft(3) If a visitor card
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Working Draftcredit union account r
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Working DraftCash accounts and canc
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Working DraftDK1 Curt MapleAnne Map
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Working Drafte. Enroll Without a Te
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Working Draftc. Account information
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Working Draft0,1,2,3 Number of ACH
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Working Draft8.4.23 Note Maintenanc
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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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NC SOP Ver 1.12 x-Appendices.doc D-
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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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NC SOP Ver 1.12 x-Appendices.doc E-
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NC SOP Ver 1.12 x-Appendices.doc F-
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Block 7. Military Branch (Organizat
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Cambodia ..........................
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Tokelau ...........................
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NC SOP Ver 1.12 x-Appendices.doc F-
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NC SOP Ver 1.12 x-Appendices.doc G-
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3. PRE-ENROLLMENT PROCEDURESa. Hold
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5. POST-ENROLLMENT PROCEDURESa. The
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NC SOP Ver 1.12 x-Appendices.doc I-
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POLICE REPORTI have or have not r
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NC SOP Ver 1.12 x-Appendices.doc J-
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NC SOP Ver 1.12 x-Appendices.doc J-
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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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NC SOP Ver 1.12 x-Appendices.doc K-
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. Once notified, the cardholder sha
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NC SOP Ver 1.12 x-Appendices.doc L-
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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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NC SOP Ver 1.12 x-Appendices.doc O-
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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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NC SOP Ver 1.12 x-Appendices.doc P-
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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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