Navy Cash Standard Operating Procedures - Financial Management ...

Working Draftvending machine to an existing merchant, the Disbursing Officer simply goes to the “Vendingand Ship’s Store” link in the Navy Cash application (see paragraph 8.4.29). No transactions canoccur at the new vending machine until the Card Access Device (CAD) terminal ID number isassociated with the machine in the Navy Cash application.d. New Equipment. It is the responsibility of the ship to install any new equipment andpull the cabling from the nearest Navy Cash router to the new equipment. The Navy Cash depotand field support contractor can advise the ship on the nearest available router. Any costsassociated with this effort, including travel, will be borne by the ship. The ship can contractdirectly with the Navy Cash depot and field support contractor to pull cable, hook up theequipment, or come on board after the installation is complete to set up the new equipment in theNavy Cash system configuration.8.6 Miscellaneous Payments to Navy Cash CardThe disbursing office will follow existing procedures to pay laundry claims, travelreimbursements, or other miscellaneous payments. Once the payment is made by check or cash,the value can be added to the cardholder’s Navy Cash card following the “Funds Transfer toChip” procedures in paragraph 8.4.8 above.8.7 Collections from Portable K22 Point of Sale Devicesa. When a LAN drop is not accessible, the Disbursing Officer will issue the merchant ahand-held battery-operated K22 point of sale device in accordance with Chapter 2 of this SOP.The merchant will be accountable for this device and use it to collect value from the cardholders’Navy Cash cards. The user will be required to sign out the K22 on a locally generated andmaintained custody log. Since a portable K22 stores the value of sales transactions, it should beprotected like a cash box. When being transported off the ship and over water, the K22 should becarried in a waterproof container equipped with a flotation device.b. At the end of each business day, the merchant will upload the information from theK22 to the Navy Cash server by simply plugging the K22 into any Navy Cash serial drop. Theinformation will be uploaded automatically. Paragraph 2.3.1 contains more detailed procedures.c. At the end of the current business day, the Navy Cash server will generate a reportshowing the name of the merchant account to which the money will be settled, the number oftransactions, and the total dollar value.d. The Disbursing Officer and the responsible individual should compare this report tothe merchant’s records to verify that the amounts reported by the Navy Cash server are correct.e. When the daily files are sent ashore as a part of the end-of-day process, the TFA willsettle the appropriate amount of money from the funds pool to the appropriate account.8.8 Electronic Transfers Dishonored and ReturnedThe characteristics of the Navy Cash system allow a cardholder to transfer value onto his orher Navy Cash card from a bank or credit union account and spend that money on board shipbefore the TFA is able to transfer the funds from the cardholder’s account ashore into the NavyCash funds pool. Therefore, the potential exists for a cardholder to execute a transaction to his orher DDA without having the funds to back it or to a DDA that has been closed or inaccuratelyNC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-125 16-Aug-07