Navy Cash Standard Operating Procedures - Financial Management ...

Working Draftupdated Navy / Marine Cash account balance will not be reflected on the shore until the next endof-dayprocessing is completed between the ship and the shore.Note: If the cardholder has not checked in to the particular ship, his or her Navy / MarineCash account balance cannot be displayed because the account balance information is notavailable on the shipboard server. The account balance can only be displayed after theindividual cardholder has done a “Ship Check In” at the K80 Cashless ATM and a subsequentNavy Cash data transmission round trip has been completed.(d)The K22 will require the cardholder to enter his PIN and click OK.(e) The K22 will display the amount for credit and ask cardholder if amount iscorrect. The cardholder will select either “OK” or “CLR”. If the cardholder chooses “OK”, thechip to Navy Cash transfer is completed and the card can be removed. If the cardholder chooses“CLR”, the transaction will be rejected and cancelled, and the process will need to be repeatedfor the correct amount.(f) Document Destruction of Navy Cash Cards. The Disbursing Officer mustimmediately destroy a canceled card, whether it is permanent or temporary, in the presence ofthe cardholder and notify the Customer Service Center via phone or e-mail if an account is beingclosed. Cards can be destroyed by cutting them up or shredding them. The cardholder shouldsign the card issue log to document the destruction of the card (see paragraph 8.3.1, Custody ofNavy Cash Cards).(5) If the card is not present (or the chip is damaged)(a) The Disbursing Officer enters either the individual’s SSN, the MasterCardnumber, or, for visitor cards, the card ID number (with just one criterion needed) and clicks the“Card Search” button. The MasterCard number can be used to search when a Temporary NavyCardholder card is brought to the disbursing office and no one has signed the card, the chip isdamaged and not readable, and there is no way to determine to whom the card belongs.(b) The Navy Cash application brings up the card ID number(s) associated withthe search criteria. After verifying the cardholder’s identity and ownership of the card, theDisbursing Officer selects the correct card in the “Cards Found” window, selects the correct cardstatus in the “Report Card Status” window, and clicks “Update Card Status” to initiate thechange in card status.(c) If the card’s status is being changed to “Lost”, “Stolen”, “Damaged”, or“Canceled”, the system will automatically notify the shore-side when the next Navy Cash datatransmission occurs to do a chip to Navy Cash transfer to restore the value on the chip. Thebalance that was on the chip at the close of the business day the card was reported lost, stolen, ordamaged is transferred automatically by the shore-side to the cardholder’s Navy / Marine Cashaccount. This action will not be completed until the next end-of-day processing is initiated fromthe ship, and the updated Navy / Marine Cash account balance will not be reflected on the shipuntil the end-of-day processing is completed between the ship and the shore.(6) The system then changes the card’s status, and the card is now “hotlisted” onthe ship. All the card readers on the ship, for example, the K22s in the ship’s store and postoffice and the CADs in the vending machines, will be updated with this hotlist informationNC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-40 16-Aug-07