Navy Cash Standard Operating Procedures - Financial Management ...

. Monthly Settlement. For some LOA merchants, such as the General Mess and Ship’sStore, Navy Cash transactions are settled or “registered” to the appropriate lines of accounting atthe end of each month through the Disbursing Officer’s monthly returns. Navy Cash receiptsfrom sales, refunds, and other collections and debits for the month are reported in the FoodService Officer’s Monthly General Mess Operating Statement (NS 1359), the Sales Officer’sCash Memorandum of Sales (DD 1149), and the Disbursing Officer’s Statement ofAccountability (SF 1219). Based on the Sales Officer’s and Food Service Officer’s reports, theaccumulated end-of-month Navy Cash transactions are recorded on the appropriate lines of theDisbursing Officer’s SF 1219, and the Disbursing Officer prepares Deposit Tickets (SF 215’s)and Debit Vouchers (SF 5515’s) in the appropriate amounts. Based on the SF 215’s and 5515’s,the Treasury Financial Agent enters the funds into the CashLink system. When the DisbursingOfficer submits his monthly returns, DFAS uses the SF 1219 to register the funds to theappropriate LOAs. Each month, the Food Service Officer, Sales Officer, and Disbursing Officermust coordinate their monthly reporting responsibilities to make certain that the DisbursingOfficer’s monthly returns are prepared and submitted on time, so that the funds are credited tothe appropriate LOAs on a timely basis.c. As Needed Settlement. For some LOA merchants, such as the Husbanding Agent,Foreign Concessionaire, College Courses, and College Books, Navy Cash transactions must be“settled” on an as needed basis so the vendor can be paid for services or goods provided.Transaction logs maintained by the merchant can be compared with Navy Cash reports generatedon the ship as needed. If the log and report agree, the Disbursing Officer can cut an ex-cashremittancecheck to the merchant or vendor in the appropriate amount based on a Public Voucherfor Purchases and Services Other Than Personal (SF 1034) or other appropriate documentation.If the log and report do not agree, the differences must be reconciled before the DisbursingOfficer cuts the ex-cash-remittance check. The Disbursing Officer records the amount of eachcheck on the appropriate lines of the Daily Statement of Accountability (DD 2657). At the end ofthe month, the Disbursing Officer settles with the Treasury Financial Agent by preparing aDeposit Ticket (SF 215) in the appropriate amount in conjunction with the proper entries on theDisbursing Officer’s Statement of Accountability (SF 1219).4. Setting Up a K22 Point of Sale (POS) Device. To enable a merchant to record NavyCash sales transactions, the Disbursing Officer simply sets up one or more K22s for theappropriate merchant and assigns operator IDs to each K22. Event processing can also beestablished to collect and report on sales transactions to an additional level of detail. The K22must be online to the Navy Cash server to access the ship’s current merchant list, select theappropriate merchant, select an appropriate event if desired, and log on an operator. If it is to beoperated in the offline mode, the K22 can be taken to one of the available Navy Cash “downloadboxes” or serial ports to select a merchant and log on an operator. When plugged in at the end ofthe business day or at the end of the event, the K22 automatically uploads sales receiptinformation to the Navy Cash server for processing at the next end of day. Navy Cash reports ofsales receipts can be generated on the ship on an as needed basis.5. Navy Cash Standard Merchant Listinga. A set of standard merchants has been established within Navy Cash (see the NavyCash Merchant Listing at enclosure (1)). Not all merchants are set up for each ship, however. Asa part of the process of implementing Navy Cash on each ship, specific merchants are set upbased on the size of the ship and the requirements stated by the ship at the time. For example,NC SOP Ver 1.12 x-Appendices.doc P-2 17-Aug-07