Navy Cash Standard Operating Procedures - Financial Management ...

Working Draft(2) The Disbursing Officer clicks the “Get Chip Info” button, and the Navy Cashapplication displays the card ID number and balance received from the K22 and then displays theaccount number and account name associated with the card.(3) The Disbursing Officer chooses the funding destination, “Merchant”, and theappropriate merchant account, specifies the sales amount requested by the cardholder, and thenclicks the “Submit” button to initiate the sales transaction.(4) The K22 will prompt the cardholder for his or her PIN. After the PIN is entered,the cardholder presses OK.(5) The K22 will prompt the cardholder to verify the sales transaction amount. Ifthe cardholder clicks OK, the transaction is completed. If the cardholder clicks CLR, thetransaction is cancelled and the entire process needs to be repeated with the correct amount.(6) The Navy Cash server records the transaction, and it is included in theappropriate daily merchant transaction reports.8.4.10 Individual Refunda. When an individual cardholder desires a refund from a merchant on the ship (forexample, ship’s store, MWR, General Mess), he or she must first obtain authorization (forexample, from the Sales Officer, MWR Officer, Food Service Officer, or a designatedrepresentative) on a standard, serialized, Navy Cash Refund Chit. In addition, the approvingmerchant must record the refund on the Navy Cash Merchant Refund Log. A sample refund logand refund chit are included in paragraphs 8.15.14 and 8.15.15.b. The cardholder will then take the refund chit to the disbursing office and present it tothe Disbursing Officer or Deputy. On ships with a separate Sales Officer, refunds for Ship’sStore and vending will be taken care of at the sales office by the Sales Officer or Deputy.(1) To access the chip on the cardholder’s card and add the value of the refund, theDisbursing Officer (Sales Officer) clicks on the “Individual Refunds” link in the funds transferoptions window.(2) After the Disbursing Officer (Sales Officer) verifies ownership of the NavyCash card, the cardholder inserts the card into the K22.(3) The Disbursing Officer (Sales Officer) clicks the “Get Chip Info” button, andthe Navy Cash application displays the card ID number and balance received from the K22 andthen displays the account number and account name associated with the card.(4) The Disbursing Officer (Sales Officer) then selects either “Chip PurchaseRefund” or “Miscellaneous Refund” as the funding source.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-23 16-Aug-07