Navy Cash Standard Operating Procedures - Financial Management ...

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Working DraftACH access to the bank or credit union account is blocked automatically. Neither blocking NavyCash access to bank and credit union accounts nor suspending a Navy Cash account disables thechip on a Navy Cash card. The cardholder can still use any value remaining on the chip topurchase things on the ship. Blocking ACH access only prevents Navy Cash access to bank andcredit union accounts from the ship. Suspending an account only prevents online ATMwithdrawals and online PIN-based and signature-based purchases ashore. However, thecardholder can still use the card for signature-based purchases ashore, even when the Navy Cashaccount balance is negative, at merchants who process transactions in an offline mode.(b) The cardholder should then retain his or her Navy / Marine Cash card untilhe or she reports to a Navy Cash equipped ship. Once on board the new ship, the cardholder mustfirst complete a “Ship Check In” at a K80 Cashless ATM, and the ship must complete the nextend-of-day processing between ship and shore. In the interim, he or she must also report to thedisbursing office and request that they send an e-mail or call the CSC asking that thecardholder’s Navy / Marine Cash account be restored, which will allow online ATM withdrawalsand online PIN-based and signature-based purchases ashore, and that the cardholder’s access totheir home bank or credit union be unblocked, which reinstates Navy Cash access to the accountfrom the ship. Since end-of-day processing is normally completed each day, full access to Navy /Marine Cash capabilities should be available the next day.(2) Close Navy/Marine Cash Account. If a cardholder elects not to keep his or herNavy / Marine Cash card and account, he or she should transfer any remaining funds from boththe chip and the strip as described above before leaving the ship.(a) As a part of the checkout process, the cardholder should report to thedisbursing office (and Admin Section for the Marine Corps) to notify them that he or she wantsto close his or her Navy/Marine Cash account and to turn in his or her card.(b) After verifying that the cardholder’s Navy/Marine Cash card is empty, theDisbursing Officer should change the card status to “Canceled” in accordance with paragraph8.4.16, Change Card Status.(c) The disbursing office must then destroy, for example, cut up or shred, thecard in the presence of the cardholder. The disbursing office must also notify the CustomerService Center via phone or e-mail to close the account.e. Discharge from Service. Cardholders being discharged from the Navy and MarineCorps will be required to close their Navy/Marine Cash accounts and turn in their Navy/MarineCash cards in accordance with the basic procedures outlined above.(1) Prior to the cardholder’s discharge, the Disbursing Officer is responsible forensuring that all negative Navy Cash balance conditions are cleared and that minimalpossibilities exist for a future negative balance condition.(2) If a cardholder is within the final 30 days of being discharged from the Navy orMarine Corps and has a negative Navy Cash balance, the Disbursing Officer’s only option is topost a “DS01” indebtedness, Company Code D411179, to the cardholder’s military pay accountprior to the cardholder’s separation date (see paragraph 8.8.1).f. Disposition of Navy Cash Cards. If at all possible, the Disbursing Officer mustrecover permanent and temporary Navy Cash cards from individuals who are closing their NavyNC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-52 16-Aug-07
Working DraftCash accounts and cancel (see paragraph 8.4.16, Change Card Status) and destroy the cards inthe presence of the cardholder. The cardholder should sign the card issue log to document thedestruction of the card (see paragraph 8.3.1, Custody of Navy Cash Cards). Visitor cards mustalso be recovered from anyone leaving the ship, so they can be reissued to another visitor.8.4.21 Account Enrollmenta. To open a Navy Cash account, a person must be enrolled in the program. To enroll,he or she must fill out and sign an enrollment form and report to the disbursing office to turn inthe form. The Disbursing Officer shall verify the ABA or routing number and the accountnumber recorded on the form. A sample Navy Cash enrollment form is included at Appendix F.(1) Split Pay Option (SPO). Individuals who elect SPO can have a portion of theirpay sent directly to their Navy Cash accounts each payday.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-53 16-Aug-07
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NAVSUP Publication 727Navy Cash ®
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NAVSUP Publication 727Navy Cash ®
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RECORD OF CHANGESVERSIONNUMBEREFFEC
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VERSIONNUMBEREFFECTIVEDATECHANGE DE
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ContentsChapter 1 Navy Cash Overvie
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Chapter 4 Private Messes ..........
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5.11 Contingency Operations........
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7.8.2 Monthly Merchant Sales Summar
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8.4.36 Access Editor-Access Control
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Appendix E Disbursing Web Site—ww
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Chapter 1Navy Cash ® Overview1.1 R
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1. The cluster server itself consis
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g. NEXCOM Ship’s Store Program Mr
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DDEDDSDFASDISBODMMDOD FMRDSIDSNDSSN
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SIMASODASOPSPOSSACSSECSSNSSPNTFATYC
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3. NORMAL ENROLLMENTAfter the initi
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other personnel who make repeated t
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Room /GuestRetailVending Payment Ty
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ut the funds won’t be available a
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1.10 Web and Telephone Purchases Us
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Chapter 2K22 and K80 Operating Proc
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(b) The operator enters his or her
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c. Download of Sales Transactions f
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(6) Terminal ID — A 16-digit numb
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(5) K22 asks user to select which m
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2.3.5 K22 ScreensThe K22 screen can
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. Set Terminal ID. The next require
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e. Terminal ID Entry: If Terminal I
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a. Merchant Entry Screens. When fir
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0 Press a Function Key1 2 3 Before
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0 Current Amount1 xxxxx.xx2 Enter n
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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
Page 185 and 186: Working DraftChapter 8Disbursing an
Page 187 and 188: Working Draft8.4.27 Safe Bank Trans
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Page 191 and 192: Working Draft8.1 Backgrounda. This
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Page 203 and 204: Working Draft• Funds Transfer to
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Page 221 and 222: Working Draftf. If a card is blocke
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Page 239 and 240: Working DraftDK1 Curt MapleAnne Map
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Page 245 and 246: Working Draft0,1,2,3 Number of ACH
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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 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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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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