Navy Cash Standard Operating Procedures - Financial Management ...

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Working DraftAccount No = as listed on check in the remaining numbers of the micro line (MICR)or savings account deposit slip.Account Name = Name of the individual as listed on check or deposit slip.i. Permanent Navy/Marine Cash cards should arrive at the FISC Logistics SupportCenter (LSC) about 10 business days after the TFA receives the enrollment data electronically.Contact the ship’s Logistics Support Representative (LSR) to check the status of any cardshipments.8.4.22 Account Information Updatea. To update his or her account information, for example, to change to a new bank andcredit union, the cardholder or Navy Cash merchant can report to the Disbursing Office.b. The Disbursing Officer clicks on the “Account Information Update” link.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-58 16-Aug-07
Working Draftc. Account information is stored in a cardholder’s member profile. To search for theappropriate “Member Profile”:(1) If the cardholder’s Navy Cash card is not available, the Disbursing Officerenters the cardholder’s SSN or selects an appropriate merchant from the drop down menu orenters the cardholder’s last name or the initial letter or letters of the last name in the “Card notPresent” box and then clicks the “Account Search” button.(2) If the cardholder’s Navy Cash card is available, the Disbursing Officer insertsthe card into the K22 and clicks the “Get Card Info” button in the “Card Present” box.(3) The Navy Cash application brings up the cardholder names associated with thesearch criteria.d. After verifying the cardholder’s identity, the Disbursing Officer highlights the correctname, and the current account information is displayed in the “Member Profile” and “BankAccount Information” windows.e. Name Change. Any change to the cardholder’s first or last name or middle initial willautomatically generate a request for a new permanent Navy Cash card. Because Navy Cash cardsare relatively expensive, the cardholder and the Disbursing Officer should decide jointly whetheror not minor corrections to a first or last name or middle initial are genuinely necessary beforeinitiating a change. Name changes due to major misspellings or marriage or divorce should, ofcourse, be made.f. Transfer Type and Date(1) The disbursing office must work closely with the personnel office to keep trackof cardholders who will be leaving the ship within 30, 60, and 90 days (see paragraph 8.4.20,Close or Suspend an Account Pending Transfer or Discharge?). To assist in monitoring transferdates, the Disbursing Officer should ensure that the projected “Transfer Date” and “TransferType” in each cardholder’s member profile is current. For “Transfer Type”, use the selections inthe drop down box to indicate whether the transfer is a “Transfer of Command”, in which thecardholder is transferring to a new ship or shore command, or a “Separation”, in which thecardholder is leaving the Navy.(2) Based on the transfer dates in the member profiles, a shore report will begenerated when a cardholder’s transfer is within a 30-day window. The shore report will containaccount balances and will serve as a notice to clear any negative balances before thesecardholders leave the ship.(3) Transfer to Shore Command. The transfer dates in the member profiles will alsobe used to pull accounts of cardholders who have left the ship off the ship’s Navy Cash rosterand transfer these accounts to a “shore” command. Once these accounts are transferred to theshore command, a standard set of reports, including the daily Negative Balance Report andReturned Items Detail Report, will continue to be generated, so that any account activity can bemonitored ashore and any negative account balances can continue to be pursued.(4) Automatic Blocking of Navy Cash ACH Access and Suspending of Navy CashAccount. As soon as they are transferred to the shore command, Navy Cash accounts aresuspended automatically and Navy Cash access to bank and credit union accounts is blockedautomatically. Blocking access prevents Navy Cash access to bank and credit union accountsNC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-59 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
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Working DraftChapter 8Disbursing an
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Working Draft8.4.27 Safe Bank Trans
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Working Draft8.15.11 Bulk Card Log.
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Page 221 and 222: Working Draftf. If a card is blocke
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Page 231 and 232: Working Draft8.4.19 Assign Replacem
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Page 235 and 236: Working Draftcredit union account r
Page 237 and 238: Working DraftCash accounts and canc
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
Page 247 and 248: Working Draft8.4.23 Note Maintenanc
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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 E-
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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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NC SOP Ver 1.12 x-Appendices.doc I-
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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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