Navy Cash Standard Operating Procedures - Financial Management ...

Working Draft(b) The Disbursing Officer should then cut an ex cash remittance check in theamount of the unmatched chip-to-chip correction and mail the check to the visitor cardholder.f. Manual Chip-to-Chip Correction(1) Manual correction can be used to correct an unmatched chip-to-chip transactionon the spot, rather than waiting for the next automatic correction process.(2) To access the chip on the cardholder’s card and return the value of theunmatched transaction, the Disbursing Officer clicks on the “Chip-to-Chip Corrections” link inthe funds transfer options window.(3) After the Disbursing Officer verifies ownership of the “sending” Navy Cashcard, the cardholder inserts the card into the K22 and enters his or her PIN. The DisbursingOfficer can determine who owns a visitor card in question by referring to the Navy Cash CardIssue Log (see paragraphs 8.3.1 and 8.15.12).(4) The Disbursing Officer then clicks the “Get Chip Info” button.(5) The Disbursing Officer clicks the “Find” button to locate any unmatchedtransactions associated with this particular Navy Cash card.(6) The Disbursing Officer selects the appropriate unmatched transaction and clicks“Submit” to return the electronic value to the sending card. When correcting an unmatchedtransaction manually through the Navy Cash application, the electronic value is returned to thechip account on the sending card.g. If for some reason, an unmatched chip-to-chip transaction couldn’t be reimbursed tothe cardholder, the overage must be collected to the Treasury Department Receipt Account,Forfeiture of Unclaimed Money and Property, in accordance with DOD FMR, Volume 5,Chapter 6, Paragraph 0606. For example, a visitor card may have been turned in after hours or“under the door” or after a visitor has left the ship and cannot be attributed to a specificindividual, If not cashed out, any value remaining on a card after it has been turned in will behanded over to Treasury and cannot be recovered.8.4.12 Bulk Refundsa. Refunds for single cardholders and single transactions can be handled readily usingthe “Individual Refund” function in the Navy Cash application (see paragraph 8.4.10). However,when a large number of cardholders need a refund, handling the refunds individually would betime consuming. For example, MWR may sell a significant number of tickets to a concert orsporting event or series of tours that must be cancelled at the last minute because of operationalrequirements or a change in the ship’s schedule. The bulk refund function allows the DisbursingOfficer to initiate a refund to everyone who purchased a ticket in a few simple steps. Bulkrefunds are credited to each cardholder’s strip account (Navy / Marine Cash account) on the ship.This credit will be reflected ashore as soon as the ship completes its end-of-day processingbetween ship and shore. Purchases made with visitor cards, which do not have a strip accountassociated with them, must be refunded individually at the Navy Cash application (see paragraph8.4.10 and the “Chip Purchase Refund” selecting a specific event).NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-28 16-Aug-07