Navy Cash Standard Operating Procedures - Financial Management ...

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120 countries worldwide. To support these transactions, Navy Cash also provides for electronicaccess to checking and savings accounts ashore.Sailors and Marines continue to have their pay deposited in their bank and credit unionDemand Deposit Accounts (DDAs) through the Navy’s Direct Deposit System (DDS). On boardship, they can use cashless ATMs to access these accounts electronically to transfer money, asneeded, into their Navy Cash accounts. Navy Cash provides these electronic bankingcapabilities, without additional charge to Sailors and Marines, 24 hours a day, seven days a weekthrough store-and-forward, off-line access to virtually all bank and credit union accounts ashore.Sailors and Marines who elect the Split Pay Option (SPO) can also have a portion of their paysent directly to their Navy Cash accounts each payday.On the ship, Sailors and Marines use the chip-based electronic purse on their Navy Cashcards at Point-Of-Sale (POS) terminals for all their purchases in the ship’s store, post office,MWR, general mess, wardroom, and other “retail” locations throughout the ship, includingvending machines. This cashless environment not only improves service to customers but alsoreduces workload aboard ship by automating payment transactions and eliminating (as nearly aspossible) the circulation of cash.Off the ship, Sailors and Marines can use the magnetic strip on the back of their Navy Cashcards to purchase gifts and souvenirs and pay for meals in restaurants using the Navy Cash carddirectly. They can also obtain the cash they need during port visits from the ATMs that areavailable in the local area. Overseas, these local ATM transactions generally provide the bestexchange rate for foreign currency.In support of Navy Cash, a U.S. Department of the Treasury Financial Agent provides accessto virtually all banks and credit unions and reconciliation and settlement services, thus furtherreducing workload and eliminating a large portion of the accountability of the retail operatorsand the Disbursing Officer.The business case analysis of Navy Cash operations on the two initial prototype ships waspositive in every area of the analysis. The NAVSUP Program Office is budgeted in the POM toreplace the oldest ATMs-at-Sea systems at a rate of about 30 to 35 systems per year andcomplete the installation of Navy Cash on all ships with a Disbursing Office by the end of FY09and the beginning of FY10. This replacement of all ATM system components represents aplanned replacement cycle as system equipment reaches the end of its expected service life.1.3 Navy Cash Financial System Equipment DescriptionThe main hardware components of the Navy Cash Financial System are a server, from one tofour cashless ATMs (K80), POS card readers (K22) at retail locations throughout the ship, andCard Access Devices (also know as Card Accepting Devices) (CADs) in all vending machines.The number of ATMs and POS and CAD devices depends on ship class. A sample Navy CashEquipment Checklist is included at Appendix G. This checklist is tailored for each ship as a partof the Navy Cash installation. The checklist provides an aid to assist in troubleshooting anyequipment or software problems and should also be used to review the status of all the ship’sNavy Cash devices on a periodic basis.NC SOP Ver 1.12 Chpt 1 Overview.doc 1-2 10-Aug-07
1. The cluster server itself consists of:a. Two COMPAQ DL380 servers.b. One RAID controller.c. Five SCSI II hard drives.2. Each COMPAQ DL380 server consists of:a. Single processor.b. Two Network Interface Cards (NIC) 100/10 MB NIC(Will be upgraded to a Gigabyte-Ethernet card).c. Two hard drives.d. One CD ROM drive.e. One Floppy drive.3. The following software is installed on each server node:a. Windows NT or Windows 2000.b. Microsoft Cluster Server.c. Oracle 8.d. Microsoft Cluster Server Toolkit.e. Navy Cash Listener / Parser.f. Navy Cash Proxy.g. Disbursing Application.h. Legato (Windows NT) or Veritas (Windows 2000) Backup utility.1.4 Planned Maintenance SystemPreventive maintenance for the Navy Cash Financial System is covered through the PlannedMaintenance System (PMS). PMS information for Navy Cash is available from the ship’sMaintenance and Material Management (3-M) Coordinator. Maintenance Index Page (MIP)number 6541/080-14 applies to Navy Cash. In particular, proper cleaning of the card readers cansignificantly reduce the incidents of card readers failing to read the Navy Cash card.1.5 Standard Operating Procedure1. SOP OBJECTIVESThe Navy Cash Financial System is designed to provide a cashless alternative for all moneybasedtransactions performed on board ship. This Standard Operating Procedure (SOP) stipulatesthe procedures necessary to perform Navy Cash transactions within the various shipboardfunctional areas. This SOP augments existing procedures. It should be understood that NavyCash does not affect non-monetary procedures, which continue to have their full force and effect.NC SOP Ver 1.12 Chpt 1 Overview.doc 1-3 10-Aug-07
Page 1 and 2: NAVSUP Publication 727Navy Cash ®
Page 3 and 4: NAVSUP Publication 727Navy Cash ®
Page 5 and 6: RECORD OF CHANGESVERSIONNUMBEREFFEC
Page 7 and 8: VERSIONNUMBEREFFECTIVEDATECHANGE DE
Page 15 and 16: ContentsChapter 1 Navy Cash Overvie
Page 17 and 18: Chapter 4 Private Messes ..........
Page 19 and 20: 5.11 Contingency Operations........
Page 21 and 22: 7.8.2 Monthly Merchant Sales Summar
Page 23 and 24: 8.4.36 Access Editor-Access Control
Page 25 and 26: Appendix E Disbursing Web Site—ww
Page 27: Chapter 1Navy Cash ® Overview1.1 R
Page 31 and 32: g. NEXCOM Ship’s Store Program Mr
Page 33 and 34: DDEDDSDFASDISBODMMDOD FMRDSIDSNDSSN
Page 35 and 36: SIMASODASOPSPOSSACSSECSSNSSPNTFATYC
Page 37 and 38: 3. NORMAL ENROLLMENTAfter the initi
Page 39 and 40: other personnel who make repeated t
Page 41 and 42: Room /GuestRetailVending Payment Ty
Page 43 and 44: ut the funds won’t be available a
Page 45 and 46: 1.10 Web and Telephone Purchases Us
Page 47 and 48: Chapter 2K22 and K80 Operating Proc
Page 49 and 50: (b) The operator enters his or her
Page 51 and 52: c. Download of Sales Transactions f
Page 53 and 54: (6) Terminal ID — A 16-digit numb
Page 55 and 56: (5) K22 asks user to select which m
Page 57 and 58: 2.3.5 K22 ScreensThe K22 screen can
Page 59 and 60: . Set Terminal ID. The next require
Page 61 and 62: e. Terminal ID Entry: If Terminal I
Page 63 and 64: a. Merchant Entry Screens. When fir
Page 65 and 66: 0 Press a Function Key1 2 3 Before
Page 67 and 68: 0 Current Amount1 xxxxx.xx2 Enter n
Page 69 and 70: c. Basic Operation Screens. The K22
Page 71 and 72: d. Purchase and Card Entry Screens.
Page 73 and 74: 0 1 2 $ xxxxx.xx3 Enter AmountOnce
Page 75 and 76: i. Purchase Confirmation Screens. I
Page 77 and 78: 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 Draft(6) Miscellaneous Refu
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Working Draft(3) Automated Chip-to-
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Working Draftb. Bulk Refunds consis
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Working Draft8.4.13 Deposit Cash or
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Working Draft8.4.14 Daily Cash Tran
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Working DraftNC SOP Ver 1.12 Chpt 8
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Working Draftf. If a card is blocke
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Working Draft(g) The Disbursing Off
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Working Draftwithin five minutes, a
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Working Draft8.4.17 Unblock Carda.
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Working Draft8.4.18 Card Reporta. T
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Working Draft8.4.19 Assign Replacem
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Working Draft(3) If a visitor card
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Working Draftcredit union account r
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Working DraftCash accounts and canc
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Working DraftDK1 Curt MapleAnne Map
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Working Drafte. Enroll Without a Te
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Working Draftc. Account information
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Working Draft0,1,2,3 Number of ACH
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Working Draft8.4.23 Note Maintenanc
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Working Draftd. “View Disbursing
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Working Draft(b) When viewing a not
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Working Draftbeen received by the s
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Working Draftminimal user requireme
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Working DraftNOTE: K22s operating i
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Working Draftdeposited at the end o
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Working Draft(3) Merchant Settlemen
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Working DraftReport Purpose Sort Ca
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Working Draftwill be displayed. ROM
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Working Draft8.4.27 Safe Bank Trans
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8.4.28 Operator ID MaintenanceWorki
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Working Draft8.4.29 Vending and Shi
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Working Draft(c) The Disbursing Off
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Working Draftwill be prompted to ve
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Working Draft(5) After all the vend
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Working Draft(b) In the second samp
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Working Draftnecessary (see paragra
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Working DraftNC SOP Ver 1.12 Chpt 8
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Working Draft8.4.32 View Disk Usage
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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 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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