Navy Cash Standard Operating Procedures - Financial Management ...

. By default, generic private merchants will be set up to settle automatically to themerchant's strip (Navy Cash) account on a weekly basis. If a ship wants to link a bank or creditunion account to a generic private merchant, they can update the account through either the NavyCash application (see paragraph 8.4.22, Account Information Update) or the Navy CashDisbursing web site (see paragraph 8.14.1 and Appendix E), or by sending a request to the CSCby phone or e-mail (see paragraph 8.14.2). Any updates done through the Navy Cash applicationare effective immediately on board the ship and will regulate any subsequent transactions at theK80 Cashless ATM. Updates done through the Navy Cash Center web site do not go into effecton board the ship until a round trip is completed between ship and shore. Updates done throughthe CSC do not go into effect on board the ship until the CSC receives the information, processesthe request, and a round trip is completed between ship and shore. If the ship wants to change thesettlement schedule (see paragraph 2.b above, Option to Settle Daily or Weekly) or thesettlement account (see paragraph 2.a above, Option to Settle to Checking or Strip Account),they must send the request to the CSC.c. When the need for a generic merchant is over, the merchant account will no longer beused, and the merchant account can be reused when a new requirement emerges. Again, it iscritical that all the funds on the Navy Cash merchant card (if one was provided to the merchant)be removed and that the balance for both the strip and the chip accounts be zero when the genericmerchant account is no longer needed. The funds can pushed from the chip (electronic purse) andthe strip (Navy Cash account) back to the home bank or credit union account using the K80Cashless ATM. Alternatively, the funds can be moved from the strip to the chip using the K80,and the chip can then be cashed out at the Disbursing Office. The Navy Cash merchant cardsmust be returned to the Disbursing Office when the need for the generic merchant is over.8. Activate an LOA Merchant. To activate a merchant who settles to a line of accounting,for example, a second ship’s store when only one ship’s store was set up during implementation,the Disbursing Officer must contact the CSC to indicate which merchant to enroll. Once themerchant is enrolled, the new account information will be updated on the ship when the nextend-of-day round trip is completed between ship and shore. At the same time, the ship’s currentmerchant list will be updated with the new merchant, if necessary. The new merchant’s NavyCash merchant card will be forwarded to the ship automatically. To add a new vending machineto an existing merchant, the Disbursing Officer simply goes to the “Vending and Ship’s Store”link in the Navy Cash application. No transactions can occur at the new vending machine untilthe Card Access Device (CAD) terminal ID number is associated with the machine in the NavyCash application.9. New Equipment. It is the responsibility of the ship to install any new equipment, forexample a new vending machine or an additional ship’s store, and to pull the cabling from thenearest Navy Cash router to the new equipment. The Navy Cash depot and field supportcontractor can advise the ship on the nearest available router. The ship can contract directly withthe Navy Cash depot and field support contractor to pull cable, hook up the equipment, and/orcome on board after the installation is complete to set up the new equipment in the Navy Cashsystem configuration. Any costs associated with this effort, including travel, will be borne by theship.NC SOP Ver 1.12 x-Appendices.doc P-4 17-Aug-07