Navy Cash Standard Operating Procedures - Financial Management ...

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Working Draft8.15 Sample Disbursing Reports and Forms8.15.1 Sample Accountable Officer Appointment/Termination RecordFrom: Commanding Officer, USS NAVY CASH (FFG-46)To: ENS M. T. Pockets, SC, USNR, 123-45-6789Via: Supply Officer, USS NAVY CASH (FFG-46)Subj: APPOINTMENT AS NAVY CASH ACCOUNTABLE OFFICERRef: (a) Department of Defense Financial Management Regulation(DODFMR) Chapter 17 and Appendix D(b) NAVSUP PUB 727, Navy Cash Financial System StandardOperating Procedure, Chapter 81. In accordance with reference (a), you are hereby appointed asthe Ship’s Navy Cash Accountable Officer.2. As the Navy Cash Accountable Officer, you will have thefollowing responsibilities:a. Maintenance and custody of all Navy/Marine Cash cards.b. Custody of Operating Space Item (OSI) K22 and CAD devices.c. Operation and maintenance of Navy Cash system, includingdaily End of Day function, Preventive Maintenance System(PMS), and daily system backups.d. Operation and maintenance of Military Paper Check Conversion(MPCC).e. Daily review of Returned Items Detail and Negative BalanceReports.f. Immediate collection on any debt due the U.S. Treasury fundspool as a result of negative Navy/Marine account balances.g. Daily review and verification of merchant reports from shipand shore servers.h. Weekly review of Unmatched Chip-to-Chip Report and return ofany value reflected to sending card cardholder.i. Weekly review with Personnel Office of personnel pendingtransfer or discharge within 30 days.3. You are required to familiarize yourself with all existingreferences, particularly references (a) and (b) and follow allestablished procedures and guidelines.J. P. JONESCDR USNNC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-154 16-Aug-07
Working DraftFrom: ENS M. T. PocketsTo: Commanding Officer, USS NAVY CASH (FFG-46)Via: Supply Officer, USS NAVY CASH (FFG-46)Subj: APPOINTMENT AS NAVY CASH ACCOUNTABLE OFFICER1. I acknowledge and accept the position and responsibilities ofShip’s Navy Cash Accountable Officer, and I acknowledge that Iam strictly liable to the United States for all funds under mycontrol. I have read and understand the provisions of DODFMRVolume 5, Chapter 17 and Appendix D, and of NAVSUP PUB 727, NavyCash Financial System Standard Operating Procedure.M. T. POCKETSENS USNRNC SOP Ver 1.12 Chpt 8 Disbursing.doc 8-155 16-Aug-07
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NAVSUP Publication 727Navy Cash ®
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NAVSUP Publication 727Navy Cash ®
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RECORD OF CHANGESVERSIONNUMBEREFFEC
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VERSIONNUMBEREFFECTIVEDATECHANGE DE
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ContentsChapter 1 Navy Cash Overvie
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Chapter 4 Private Messes ..........
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5.11 Contingency Operations........
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7.8.2 Monthly Merchant Sales Summar
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8.4.36 Access Editor-Access Control
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Appendix E Disbursing Web Site—ww
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Chapter 1Navy Cash ® Overview1.1 R
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1. The cluster server itself consis
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g. NEXCOM Ship’s Store Program Mr
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DDEDDSDFASDISBODMMDOD FMRDSIDSNDSSN
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SIMASODASOPSPOSSACSSECSSNSSPNTFATYC
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3. NORMAL ENROLLMENTAfter the initi
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other personnel who make repeated t
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Room /GuestRetailVending Payment Ty
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ut the funds won’t be available a
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1.10 Web and Telephone Purchases Us
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Chapter 2K22 and K80 Operating Proc
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(b) The operator enters his or her
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c. Download of Sales Transactions f
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(6) Terminal ID — A 16-digit numb
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(5) K22 asks user to select which m
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2.3.5 K22 ScreensThe K22 screen can
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. Set Terminal ID. The next require
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e. Terminal ID Entry: If Terminal I
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a. Merchant Entry Screens. When fir
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0 Press a Function Key1 2 3 Before
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0 Current Amount1 xxxxx.xx2 Enter n
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c. Basic Operation Screens. The K22
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d. Purchase and Card Entry Screens.
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0 1 2 $ xxxxx.xx3 Enter AmountOnce
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i. Purchase Confirmation Screens. I
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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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Page 299 and 300: Working DraftNOTE: User names are a
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Page 309 and 310: Working Draftvending machine to an
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Page 317 and 318: Working DraftFigure 1. End-of-Month
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Page 327: Working Draft8.10.2 Schedule of Dep
Page 330 and 331: Working Draft8.10.3 SF 1219a. Once
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Page 334 and 335: Working Draft(2) For most installat
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Page 340 and 341: Working Draft8.15.2 Sample Disbursi
Page 342 and 343: Working Draft8.15.3 Sample Letter o
Page 344 and 345: Working DraftNavy Cash and ROM II T
Page 346 and 347: Working Draft8.15.6 Daily Negative
Page 348 and 349: 8.15.8 Disbursing Accountability Su
Page 350 and 351: 8.15.10 Daily Cash Transaction Ledg
Page 352 and 353: 8.15.12 Card Issue LogNAVY CASH CAR
Page 354 and 355: TasksSOPReferenceYesNoAre refunds b
Page 356 and 357: 8.15.15 Navy Cash Refund ChitNAVY/M
Page 358 and 359: 8.15.17 Navy Cash Payroll Report
Page 360 and 361: 8.15.19 Daily Blocked Account Repor
Page 362 and 363: 8.15.21 Return Codes and Notificati
Page 364 and 365: 8.15.22 The $25 Vending “Counter
Page 366 and 367: 8.15.24 Cash Verification Team Navy
Page 368 and 369: 8.15.25 Navy Cash Trouble Call Work
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Page 372 and 373: A.2 Merchant CardsFor vending opera
Page 374 and 375: j. Step 10. Repeat Phase 2 Steps 7
Page 376 and 377: f. Configure the K22. ROM II and Na
Page 378 and 379: K22 Configuration Settings Workshee
Page 380 and 381: e. Configure the NavyCash Proxy to
Page 382 and 383: Account SummaryShows a Summary ofPa
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Page 386 and 387: 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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