Navy Cash Standard Operating Procedures - Financial Management ...

Working Draft(3) When a ship pulls into a port, the Disbursing Officer will provide the vendor asufficient number of copies of the Currency Exchange Log and issue the vendor a batteryoperatedK22 POS device, in accordance with Chapter 2 of this SOP. Each K22 will be set to anoperator ID number that the Disbursing Officer has previously assigned for vendors. The vendorwill use the K22 to record transactions and collect value from the cardholders’ Navy Cash cardsin exchange for foreign currency.b. End-of-Day Closeout(1) At the end of each day or at the end of the port visit, the vendor will bring theK22 and the currency exchange logs back to the disbursing office. The Disbursing Officer orDeputy will make copies of the logs and then plug the K22 into an available “download box” orserial port, for example, in the disbursing office or sales office. When the K22 comes on-linewith the Navy Cash server, the sales information contained on the K22 will be automaticallyuploaded to the Navy Cash server.(2) The server will record the information, and the Disbursing Officer can then usethe Navy Cash system to generate a Merchant Sales Summary Report indicating the total amountof money collected by the vendor.(3) If the Merchant Sales Summary Report generated by the Navy Cash system andthe vendor’s currency exchange logs agree, the Disbursing Officer will cut an ex-cash remittancecheck to the vendor for the amount of the money exchanged.(4) The Disbursing Officer will increase line 2.1B and line 6.9 of the DD 2657 bythe amount of the check. In addition, the Disbursing Officer will update the check issue log andall other applicable documentation required by DODFMR Volume 5. At the end of the month, aNavy Cash SF 215 Deposit Ticket will be prepared in accordance with paragraph 8.9.j. Thisinformation will be recorded on the SODA, and all other required documents.c. End-of-Day Reconciliation(1) If the Merchant Sales Summary Report generated by the Navy Cash system andthe vendor’s currency exchange logs do not agree, the Disbursing Officer must reconcile thedifferences before cutting the ex-cash remittance check to the vendor.(2) The Disbursing Officer will use the Navy Cash system to generate a MerchantTransactions Report for the time period covered by the currency exchange logs presented by thevendor and using the operator ID number that was assigned to the K22 used by the vendor.(3) There are two primary out-of-balance conditions that can occur. It is possible,however, to experience combinations of these two basic error conditions, and this must beconsidered when conducting the investigation.(a) Shortage. The total sales amount on the vendor’s currency exchange log isgreater than the total amount collected on the Merchant Sales Summary Report. Sales areoverstated, or collections are understated. This condition occurs when a currency exchange salewas recorded but the currency or electronic cash was not collected, for example, an individualcould have removed his or her Navy Cash card before the transactions was completed, or theamount collected was less than the amount of the sale. If cash (currency) is involved, it ispossible that a cashier made change incorrectly during the transaction or that money wasmiscounted, misplaced, lost, or stolen.NC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-120 16-Aug-07