Navy Cash Standard Operating Procedures - Financial Management ...

c. Suspend Account. Cardholders transferring to another activity should keep their NavyCash card, particularly as more and more ships in the fleet are equipped with Navy Cash. Afterverifying that the Navy Cash card is empty (chip and strip), the Disbursing Officer will blockNavy Cash ACH access to their bank or credit union and request via phone or e-mail that theCSC suspend their Navy Cash account. Cardholder then retain their Navy Cash card untilreporting to a Navy Cash equipped ship. Once on board a new ship, cardholders must firstcomplete a “Ship Check In” at a K80 Cashless ATM, and the ship must complete the next endof-dayprocessing between ship and shore. In the interim, cardholders must also report todisbursing who will request via phone or e-mail that the CSC re-activate their Navy Cashaccount. Since end-of-day processing is normally completed each day, full access to Navy Cashcapabilities should be available the next day.d. The disbursing office will work closely with the personnel office to keep track ofmembers who will be leaving the ship within 30 days.(1) The Disbursing Officer will review the Negative Balance Report on a dailybasis and ensure cardholders within 30 days of transfer or discharge are not listed on the report.The Disbursing Officer will ensure that a cardholder’s access to his or her home bank or creditunion account is blocked until any negative Navy Cash account balance is cleared.(2) The Disbursing Officer will make a judgment whether or not a negative balancecondition is likely on a cardholder’s Navy Cash account, e.g., from an NSF or other returnedtransaction, taking into account pending transactions that have not yet been processed by theNavy Cash system. To prevent an unrecoverable debt from being posted to Navy Cash, theDisbursing Officer should evaluate the need to suspend the member’s Navy Cash account orcancel the member’s permanent Navy Cash card and close the member’s Navy Cash accountsome time prior to his or her actual departure date. If necessary, the Disbursing Officer can issuea “chip-only” visitor card for use on the ship until the member leaves the ship.(3) If a member is within the final 30 days of being discharged from the Navy andhas a negative Navy Cash balance, the Disbursing Officer’s only option is to post a “DS01”indebtedness, Company Code D411179, to the member’s military pay account prior to themember’s separation date.(4) The Disbursing Officer continues to be responsible for stopping a member’sSPO at least 30 days before he or she leaves the ship.e. The Disbursing Officer must recover permanent and temporary Navy Cash cardsfrom individuals who are closing their Navy Cash accounts and cancel and destroy the cards.Visitor cards must also be recovered from anyone leaving the ship, so they can be reissued toanother visitor. Technical representatives and other personnel from both government andindustry who make repeated trips to ships can retain their Visitor Navy Cash cards forsubsequent visits to other ships.10. NEGATIVE NAVY CASH ACCOUNT BALANCESa. The amount of any negative balance in a Navy Cash account represents a debt to theU.S. Treasury funds pool. Even though the amount of that debt is not part of his or heraccountability, the Disbursing Officer is responsible for collecting on that debt.b. A negative Navy Cash account balance can occur:NC SOP Ver 1.12 x-Appendices.doc K-4 17-Aug-07