Navy Cash Standard Operating Procedures - Financial Management ...

Depending on the communication capabilities available to the ship, the flow of data off theship moves along two paths. The Disbursing Officer is responsible for selecting the appropriatepath for the Navy Cash system. If the wrong selection is made in the Navy Cash Application, theNavy Cash server will not be able to communicate with the shore system.18. PROCESS SPLIT PAY FILEa. The procedures for the Navy Cash Split Pay Option (SPO) follow the procedures inplace today for non-Navy Cash ships. The member will continue to sign a locally generated formto authorize SPO, and an HM series FID will be generated in the DJMS system. However, allSPO payroll functions will be accomplished between DFAS Cleveland and the TreasuryFinancial Agent. The SPO payroll dollars will continue to appear on the pay message, but noaction is required by the ship.b. Should the Treasury Financial Agent reject SPO payroll payments, e.g., forindividuals that do not have Navy Cash accounts, the funds will be returned to DFAS Clevelandto be credited back to the individuals’ Master Military Pay Accounts (MMPAs). After everypayday, the Disbursing Officer should review the rejected SPO payments report the TreasuryFinancial Agent sends to the ship. The Disbursing Officer should then monitor the MMPA to seewhen the SPO payroll amounts have been credited back to these individuals’ accounts. Once theamounts are reflected in the MMPAs, the Disbursing Officer can pay the individuals asappropriate.c. In the event of a communications interruption around payday, which is normally heldon the 1st and the 15th of the month, the Disbursing Officer has the option to run a provisionalSPO payroll on the ship. Cardholders who are enrolled in SPO can be given a “provisionalcredit” in the amount of their SPO payroll amounts. The Navy Cash system on the ship keeps theprevious SPO payroll amounts as a part of each cardholder’s customer profile information andprovides the Disbursing Officer the ability to update the SPO payroll amounts. Even when theNavy Cash system cannot communicate with the shore side, DFAS Cleveland will still send theactual Navy split pay file to the Navy Cash back end ashore for processing. Whencommunications are restored, the Navy Cash system synchronizes the Navy Cash accountsbetween ship and shore. The provisional split pay files will be sent from ship to shore as a part ofthe normal end-of-day processing, and the Navy Cash system will reconcile Navy Cash accountson the ship so they reflect the correct balances.19. VENDORSa. Money Exchange by Vendors in a Foreign Port(1) When a ship pulls into a port, the Disbursing Officer will issue the vendor aportable K22 point of sale device, using a vendor number that the Disbursing Officer haspreviously assigned. The vendor will use the K22 to record all transactions and collect valuefrom the cardholders’ Navy Cash cards in exchange for foreign currency. The vendor will alsomaintain a currency exchange log and record each transaction. The Disbursing Officer willprovide the vendor a sufficient number of copies of the log.(2) At the end of each day or at the end of the port visit, the vendor will bring theK22 and the currency exchange logs back to the Disbursing Office. The Disbursing Officer orDeputy will download the information contained on the K22 to the Navy Cash server. Once thereports generated by the Navy Cash system and the vendor’s currency exchange logs areNC SOP Ver 1.12 x-Appendices.doc K-9 17-Aug-07