Navy Cash Standard Operating Procedures - Financial Management ...

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Working Draft(1) Reports have been named using the following convention:____yyyymmdd_HHMMSS.txt, where:UIC = Ship’s Unit Identification CodeReport Type = TRAN – Transaction Report, FRAU – Fraud Report,OPER- Operational Report, SETT – Settlement ReportReport Name = Name of reportD/M = Daily or MonthlyYyyymmdd = year/month/day report generated (GMT)Hhmmss = hour/minute/second report generated (GMT).txt = Text fileExample:R21452_TRAN_Ship_Merchant_Settle_D_20041209_000736.txtR21198_TRAN_ShipStore_D_20010828_171708.txt(2) Transaction Reports. Transaction reports will be generated for all shipmerchants, for example:(a)(b)(c)(d)(e)(f)(g)(h)(i)(j)(k)(l)WardroomCPO Mess DuesGeneral MessFlag MessCommanding Officer’s MessFirst Class Petty Officer AssociationMWRPost Office — Metered MailPost Office — Money OrdersPost Office — StampsShip’s StoreForeign Vendors(m) Vending Store Items (Snack, Phone Cards, Soap)(n)(o)(p)(q)Vending SodaTransaction SummaryNegative BalancesReturned ItemsNC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-76 16-Aug-07
Working Draft(3) Merchant Settlement Reports. Merchant settlement reports are generated for allmerchants, whether they settle to bank or credit union accounts ashore or to merchant Navy Cash(strip) accounts. For merchants who elect to settle on a weekly basis, deposits are initiated usingthe following schedule: on the 8th, 15th, 22nd, and 28th of each month. The deposit on the 8th ofthe month will include any transactions that posted on the 29th, 30th, and 31st of the previousmonth. Funds are normally available the next business day after the transactions are posted. Bydefault, private merchants are initially set up to settle on a weekly basis.(4) Reconciliation Reports. Reconciliation reports, which are generated for allmerchants, segregate transactions that were collected in the offline mode but were not processedon the same day they were collected. Reported separately, these collections can then be added tothe totals for the appropriate day if desired.(5) Print Reports. The Disbursing Officer can view and print reports at any time byaccessing the shore report directories and sub-directories. Reports should be printed in“Landscape” format using WordPad software. A printer is not provided with the Navy Cashsystem. The Disbursing Officer must print reports sharing an already existing printer local to theserver or workstation in the disbursing office, for example, the ATMs-at-Sea printer. Reports canalso be saved electronically and sent via e-mail.(6) Review Reports. The Disbursing Officer and other responsible individuals, suchas the Sales Officer, MWR Officer, and Chiefs’ Mess Treasurer, should compare the dailyreports with reports from their existing accounting systems, for example, ROM II for ship’sstore, to verify accuracy. A Navy Cash generated report states the collections that have beenrecorded to any particular activity. Therefore, the report serves the same function for anaccountable officer as a signed page in the NS 470 or a deposit ticket.(7) Negative Balances. The Disbursing Officer shall review the Negative BalanceReport and the Returned Items Detail Report on a daily basis. Guidelines for handling negativeNavy Cash account balances are contained in paragraph 8.8 and Appendix L.(8) Daily Blocked Account Report. The Disbursing Officer should review the DailyBlocked Account Report on a daily basis. The report lists all cardholders whose access to theirlinked bank or credit union account is blocked. The report includes cardholders’ first and lastname, the last four of their SSN, their account number, and their decline count. The DailyBlocked Account Report will make it easier for disbursing to research the cause whencardholders find that they do not have access to their linked bank or credit union account at theK80 Cashless ATM (see paragraph 8.15.19 for a sample report). Cardholders who appear on thereport because of unacceptable or invalid account information (decline counts 96 or 98) shouldbe contacted so they can update their home bank or credit union account information (seeparagraph 8.8.2, Blocking and Unblocking Access to Home Accounts).NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-77 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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Working Draft8.1 Backgrounda. This
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Working Draft8.2.3 Navy Cash Card L
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Working Draftdate in each cardholde
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Working Draft8.3.2 Replenishing Nav
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Working Draft8.4 Navy Cash Applicat
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Working Draft8.4.6 Closing the Navy
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Working Draft• Funds Transfer to
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Working Drafttransaction will be re
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Working Draft(2) The Disbursing Off
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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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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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