Navy Cash Standard Operating Procedures - Financial Management ...

Working Draft(3) The commissions due the ship, which were recorded in ROM II by the SalesOfficer as a contribution to SSPN, will be reflected in the DD 1149, Cash Sales MemorandumInvoice prepared by the Sales Officer at the end of the month and provided to the DisbursingOfficer for his or her end-of-month returns. Based on the DD 1149, the Disbursing Officerprepares an SF 215 for Ship’s Store collections to the Navy Working Capital Fund (NWCF)account.8.5.3 Creating New Merchants In Navy CashA detailed discussion of Navy Cash merchants is included at Appendix P.a. Activate a Private Merchant. To activate a merchant who settles to a bank or creditunion checking account ashore or to a Navy Cash (strip) account on the ship, the DisbursingOfficer must contact the CSC. In the request, the Disbursing Officer must include theinformation needed to enroll the new merchant (see paragraph 8.4.21). If the merchant elects tosettle to a bank or credit union account, the request should include the routing number andaccount number for the settlement account. The request should also indicate whether themerchant wants to settle on a daily or weekly basis to the checking account specified or to theNavy Cash (strip) account. If the merchant elects to establish a Navy Cash merchant accountwithout a corresponding checking account, funds would be transferred only to the strip account.Once the merchant is enrolled ashore, the new account information will be updated on the shipwhen the next end-of-day round trip is completed between ship and shore. At the same time, theship’s current merchant list will be updated with the new merchant, if necessary. The newmerchant’s Navy Cash merchant card will be forwarded to the ship automatically. By default,private merchants are initially set up to settle on a weekly basis, on the 8th, 15th, 22nd, and 28thof each month. The deposit on the 8th of the month will include any transactions that posted onthe 29th, 30th, and 31st of the previous month.b. Generic Private Merchants. Recognizing that the named private merchants establishedwithin Navy Cash will not cover every situation, a set of generic private merchants has also beenestablished. Generic merchants can be used to activate a merchant not specifically named in theNavy Cash merchant listing. By default, generic private merchants will be set up to settleautomatically to the merchant's strip (Navy Cash) account on a weekly basis. If a ship wants tolink a bank or credit union account to a generic private merchant, they can update the accountthrough either the Navy Cash application (see paragraph 8.4.22, Account Information Update) orthe Navy Cash Disbursing web site (see paragraph 8.14.1 and Appendix E), or by sending arequest to the CSC by phone or e-mail (see paragraph 8.14.2). Individual ships are responsiblefor managing the cross references between the standard generic merchant names and the actualmerchants assigned. When the need for a generic merchant is over, the account will no longer beused. A generic merchant can be reused when a new requirement emerges by contacting the CSCand providing the new account information.c. Activate an LOA Merchant. To activate a merchant who settles to a Line OfAccounting (LOA), for example, a second ship’s store when only one ship’s store was set upduring implementation, the Disbursing Officer must contact the CSC to indicate which merchantto enroll. Once the merchant is enrolled, the new account information will be updated on the shipwhen the next end-of-day round trip is completed between ship and shore. At the same time, theship’s current merchant list will be updated with the new merchant, if necessary. The newmerchant’s Navy Cash merchant card will be forwarded to the ship automatically. To add a newNC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-124 16-Aug-07