Navy Cash Standard Operating Procedures - Financial Management ...

Appendix NProcessing Official Mail1. On Navy Cash ships, the ship’s Official Mail Manager (OMM) is authorized to use aNavy Cash visitor card to pay for postage and postal services when processing official mail.After each transaction, the OMM shall obtain a receipt for the total amount of postage and postalservices purchased.2. Responsibilitiesa. The OMM is responsible for the security of the visitor card(s) issued for processingofficial mail. When not in use the visitor card(s) shall be secured in a locked container or in alocked room, accessible only to the person having custody of the card(s).b. The OMM will maintain a signature receipt record (logbook) for all visitor cardstransferred for use on a sub-custody basis. The OMM will require all persons having sub-custodyof or using a visitor card to maintain a daily record reflecting:(1) Cash value of the visitor card upon receipt or at the beginning of the day.(2) Number of official mail pieces mailed.(3) Total postage and postal services purchased.(4) Cash value of the visitor card at the end of the day.(5) Receipts for postage and postal services purchased at the post office.3. Funds Control and Accounting Proceduresa. The OMM will prepare a Standard Form (SF) 1034, Public Voucher for Purchasesand Services Other Than Personal, requesting issuance of a treasury check. The SF 1034 willinclude:(1) A letter from the OMM stating the postage and postal services anticipated.(2) The anticipated cost of the postage and postal services requested.(3) The date the treasury check is required.b. The OMM will forward the SF 1034 to the comptroller for approval. The comptrollerwill verify the availability of funds, provide the accounting data, and forward it to the DisbursingOfficer for preparation of the treasury check, made payable to the OMM.c. The OMM will cash the treasury check from the disbursing officer and load the fundson the Navy Cash visitor card. The maximum value on any one chip-only visitor card cannotexceed $1,000.00, so multiple cards may need to be used.d. The Disbursing Officer will record the transfer of the payment to the Navy Cashvisitor card(s) issued for processing official mail as cash transactions on the Daily CashTransaction Ledger in accordance with paragraph 8.4.14. Although the transfers are essentiallycash-to-chip transactions, the OMM shall sign the ledger for the amount of value received, andthe Disbursing Officer shall record the SF 1034 voucher number.e. The Disbursing Officer will post the amount of the payment to the DD 2657, DailyStatement of Accountability, as an increase to line 6.2A and a decrease to line 6.9.NC SOP Ver 1.12 x-Appendices.doc N-1 17-Aug-07