Navy Cash Standard Operating Procedures - Financial Management ...

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