Navy Cash Standard Operating Procedures - Financial Management ...

Working DraftIndividual refunds are credited on the ship to a cardholder’s chip account (electronic purse)immediately.(e) The Navy Cash server records the transaction, and it is included in theappropriate daily merchant transaction reports for the day.(f) The Disbursing Officer and other responsible individuals, for example,Sales Officer, MWR Officer, should verify that the amounts reported by the Navy Cash serverare correct and match the approved chits. They should also verify that the amounts refunded plusthe amounts deposited (for example, in ship’s store accounts, MWR bank account, or Navy Cashaccount) match the total collections (for example, ship’s store, MWR) for that day.(g) The Disbursing Officer (Sales Officer) will retain one copy of the approvedchit, an updated Refund Log, and the end of month reports summarizing all refunds. The originalchit will be returned to the approving merchant for verification against the serialized logs.8.4.11 Chip-to-Chip Correctionsa. Two cardholders can transfer electronic value from the chip on one cardholder’sNavy Cash card to the chip on the other cardholder’s card. Cardholders will conduct thesetransactions at the K80 Cashless ATMs following the instructions presented on the ATM screen.b. The transfer is completed in two parts. First, the sending card initiates the transfer, thefunds are removed from the card and placed into an escrow account, and the card is removedfrom the ATM. Second, the receiving card is put into the ATM, authenticated with PIN entry,and the funds are moved from the escrow account to the receiving card. The receiving card mustbe placed into the K80 and authenticated within 60 seconds (more time can be requested ifneeded).c. If the process is interrupted for any reason before it is completed, for example, apower failure at the K80 or time expires before the transaction is completed; the result of thetransaction is stored in the escrow account on the Navy Cash server as an unmatched transaction.d. Unmatched chip-to-chip transactions must be corrected to return the value to thesending card. Navy Cash can correct any unmatched electronic value transfers in two ways,manually, through the Navy Cash application, or automatically. Because these transactionsrepresent electronic transfer of value, they are handled completely within the Navy Cashapplication and do not affect the Disbursing Officer’s accountability.e. Automatic Chip-to-Chip Correction(1) Once every 24 hours, the Navy Cash server on the ship will scan the escrowaccount for unmatched chip-to-chip transactions.(2) For each unmatched transaction detected, the automatic correction process willfirst determine if the sending card was a permanent or temporary card or a visitor card. If thesending card was a permanent or temporary card, the electronic value will be returned to thecardholder’s Navy Cash (strip) account automatically. Because a visitor card does not have aNavy Cash (strip) account associated with it, the electronic value will be transferred to the NavyDisbursing Office merchant card strip account.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-26 16-Aug-07