Navy Cash Standard Operating Procedures - Financial Management ...

many ships do not need a Flag Mess or First Class Association merchant (see the sample set ofmerchant accounts at enclosure (2)). Should a need arise at a later date, additional merchants canbe activated at any time by sending a request to the Customer Service Center (CSC).b. Standard merchant names cannot be changed to accommodate a short-term need on aship. For example, if the generic merchant PRIVATE ONE has been assigned to Cruise BookSales for a particular deployment, PRIVATE ONE will appear on the K22 screen and in NavyCash reports related to Cruise Book Sales. Individual ships are responsible for managing anycross references required between the standard merchant names and the actual merchantsassigned.c. For the carriers, air wing and squadron merchant accounts can be used as neededwhile the air wing is embarked. When the air wing leaves the ship, the merchant accounts will nolonger be used, and the merchant accounts can then be reused when a new air wing embarks.Individual ships are responsible for managing the cross references between the standard air wingand squadron merchant names and the actual air wing and squadrons assigned. For example, thestandard name from the merchant listing SQDN1 CPO MESS DUES could be assigned to VFA14 for one deployment and to VFA 94 for the next (see the sample set of air wing and squadronmerchant accounts at enclosure (4)). It is critical that all the funds on Navy Cash merchant cardsbe moved from the chip (electronic purse) and the strip (Navy Cash account) back to the homebank or credit union accounts using the K80 Cashless ATM before the air wing and squadronsleave the ship. The Navy Cash merchant cards must also be returned to the Disbursing Officebefore the air wing and squadrons leave the ship.6. Activate a Private Merchant. To activate a merchant who settles to a bank or creditunion checking account ashore or to a Navy Cash (strip) account on the ship, the DisbursingOfficer must contact the CSC. In the request, the Disbursing Officer must include theinformation needed to enroll the new merchant to include the bank or credit union name, routingnumber, and account number for the settlement account. The request should also indicatewhether the merchant wants to settle on a daily or weekly basis to the checking account specifiedor to the Navy Cash (strip) account. If the merchant elects to establish a Navy Cash merchantaccount without a corresponding checking account, the request should so indicate. In that case,funds would be transferred only to the strip account. Once the merchant is enrolled ashore, thenew account information will be updated on the ship when the next end-of-day round trip iscompleted between ship and shore. At the same time, the ship’s current merchant list will beupdated with the new merchant, if necessary. The new merchant’s Navy Cash merchant card willbe forwarded to the ship automatically.7. Generic Private Merchantsa. Recognizing that the named merchants established within Navy Cash will not coverevery situation, a set of generic merchants has been established. Generic merchants can be usedto “activate” a merchant not specifically named in the Navy Cash merchant listing, such asFamily Support Group or Cruise Book Sales. These generic merchants are included in themerchants set up for each and every Navy Cash ship. Individual ships are responsible formanaging the cross references between the standard generic merchant names and the actualmerchants assigned (see enclosure (3)). For example, Cruise Book Sales could be assigned thestandard name from the merchant listing PRIVATE TWO one deployment and PRIVATE FIVEthe next.NC SOP Ver 1.12 x-Appendices.doc P-3 17-Aug-07