Navy Cash Standard Operating Procedures - Financial Management ...

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