Navy Cash Standard Operating Procedures - Financial Management ...

3. PRE-ENROLLMENT PROCEDURESa. Hold a pre-enrollment meeting on the ship to coordinate orientation and enrollmentparticulars and tailor the entire process to individual ship requirements. The meeting shouldinclude representatives from ship’s company (primarily Supply Department and a Navy CashTiger Team made up of Division Pay Liaison Representatives (PLRs) or other departmentaltraining personnel), the Type Commander, NAVSUP, the Fleet Support Group, and the TreasuryFinancial Agent.b. Determine dates and times to conduct enrollment and orientation training.c. Determine what classrooms or other designated spaces will be used to conduct theorientation training and enrollment.d. Determine the number of instructors, data entry clerks, laptop computers, tables,chairs, training aids, etc. necessary to facilitate a quick and accurate enrollment process.e. Organize crewmembers into logical groups to facilitate the orientation and enrollmentprocess. Group size should be 100 people or less (size is dependent on facilities available), and itis recommended that the groups be planned along department, division, or work center lines.f. Develop an enrollment schedule and assign groups to a specific time and place.g. Distribute the enrollment schedule to the crewmembers.h. Build database of enrollment information for all members of the crew and prepopulatethe database with as much information as possible (NAVSUP action).i. About two weeks prior to the ship’s scheduled orientation and enrollment sessions,provide training to the ship’s Navy Cash Tiger Team and Disbursing Office so they can answerquestions about Navy Cash and the enrollment process.j. At the same time, provide material that can be distributed to the crew that providesbasic information about Navy Cash, to include proposed POD notes, Frequently AskedQuestions (FAQs), CCTV infomercials, brochures, posters, and bulletins.k. Print and distribute pre-populated enrollment forms and instructions to eachcrewmember a few days prior to the ship’s scheduled orientation and enrollment sessions. Thisstep provides an opportunity for crewmembers to verify pre-populated information; correctinformation as necessary; fill in any additional information required, e.g., mother’s maidenname; and acquire information that an individual may not remember, e.g., bank ABA routingnumber and bank account number.4. ORIENTATION TRAINING AND ENROLLMENT PROCEDURESa. Prior to their scheduled orientation training and enrollment session, crewmembersverify enrollment information, make pen and ink changes to correct any incorrect items, and fillout any incomplete items. Questions about the enrollment form can be addressed to the ship’sNavy Cash Tiger Team or Disbursing Office or can wait until the orientation training andenrollment sessions are conducted.b. If at all possible, crewmembers should bring a cancelled check or deposit slip fromthe bank or credit union account that they want to associate with Navy Cash so that the ABArouting number and account number can be verified by the enrollment team.c. Enrollment team reports to the ship and, assisted by ship’s Navy Cash Tiger Team,sets up tables, computer, and learning aids in the classroom or other designated space(s) toprepare for the orientation training and enrollment process.NC SOP Ver 1.12 x-Appendices.doc H-2 17-Aug-07