Navy Cash Standard Operating Procedures - Financial Management ...

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. 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
Enclosure (1)LOA MerchantsGENERAL MESS – FOODGENERAL MESS – SURCHARGESSHIP STORESHIP STORE #1SHIP STORE #2VENDING SODAVENDING STORE ITEMSNAVY DISBURSINGMARINE DISBURSINGHANGAR BAY SALESFOREIGN CONCESSIONAIREHUSBANDING AGENTCOLLEGE COURSESCOLLEGE BOOKSNavy Cash Merchant ListingPrivate MerchantsPOST OFFICE – STAMPSPOST OFFICE – MONEY ORDERSPOST OFFICE – METERED MAILWARDROOM MESS – DUESWARDROOM MESS – FOODWARDROOM – OTHERFLAG MESS – DUESFLAG MESS – FOODCPO MESS – DUESCPO MESS – FOOD1ST CLASS ASSN (First Class Association)NAVY MWRMARINE MWRVENDING STAMPSRELIGIOUS SERVICES CATHOLICRELIGIOUS SERVICES PROTESTANTRELIGIOUS SERVICES ORTHODOXTAXI MERCHANT (to be used only for taxiservices set up to support the ship’s crew)DUTY FUNDGeneric Private MerchantsPRIVATE SIX through TEN generally assignedto large-deck ships only.See enclosure (3).PRIVATE ONE PRIVATE SIXPRIVATE TWO PRIVATE SEVENPRIVATE THREE PRIVATE EIGHTPRIVATE FOUR PRIVATE NINEPRIVATE FIVE PRIVATE TENFlag, Air Wing, and Squadron MerchantsSample listing. Complete listing in enclosure (4).CVW CPO MESS DUESCVW WARDROOM DUESCVW 1ST CLASS DUESCVW MWR FUNDSQDN1 CPO MESS DUESSQDN1 WARDROOM DUESSQDN1 1STCLASS DUESSQDN1 MWR FUNDNC SOP Ver 1.12 x-Appendices.doc P-5 17-Aug-07
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NAVSUP Publication 727Navy Cash ®
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NAVSUP Publication 727Navy Cash ®
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RECORD OF CHANGESVERSIONNUMBEREFFEC
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VERSIONNUMBEREFFECTIVEDATECHANGE DE
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ContentsChapter 1 Navy Cash Overvie
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Chapter 4 Private Messes ..........
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5.11 Contingency Operations........
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7.8.2 Monthly Merchant Sales Summar
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8.4.36 Access Editor-Access Control
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Appendix E Disbursing Web Site—ww
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Chapter 1Navy Cash ® Overview1.1 R
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1. The cluster server itself consis
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g. NEXCOM Ship’s Store Program Mr
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DDEDDSDFASDISBODMMDOD FMRDSIDSNDSSN
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SIMASODASOPSPOSSACSSECSSNSSPNTFATYC
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3. NORMAL ENROLLMENTAfter the initi
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other personnel who make repeated t
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Room /GuestRetailVending Payment Ty
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ut the funds won’t be available a
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1.10 Web and Telephone Purchases Us
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Chapter 2K22 and K80 Operating Proc
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(b) The operator enters his or her
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c. Download of Sales Transactions f
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(6) Terminal ID — A 16-digit numb
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(5) K22 asks user to select which m
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2.3.5 K22 ScreensThe K22 screen can
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. Set Terminal ID. The next require
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e. Terminal ID Entry: If Terminal I
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a. Merchant Entry Screens. When fir
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0 Press a Function Key1 2 3 Before
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0 Current Amount1 xxxxx.xx2 Enter n
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c. Basic Operation Screens. The K22
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d. Purchase and Card Entry Screens.
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0 1 2 $ xxxxx.xx3 Enter AmountOnce
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i. Purchase Confirmation Screens. I
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j. Diagnostic Screens. While in the
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. Card Entry0 Please Insert1 Navy C
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0 Withdraw $ 10.5312 Confirm OK=Yes
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e. Error Screens.0 Transaction Canc
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2.4 K80 Cashless Automated Teller M
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. Boot Up Screens and Error Screens
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0 Change Terminal1 Identification?2
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Chapter 3General Mess3.1 Background
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2. A K22 Point Of Sale (POS) device
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(3) The cruise coordinator represen
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procedure to perform the refund tra
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paragraph 3.6), there are two prima
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5. The FSO will maintain monthly re
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3.13 General Mess Reports and Forms
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3.13.3 Daily Transaction Detail Rep
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3.13.5 Daily Reconciliation Workshe
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Chapter 4Private Messes4.1 Backgrou
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notation is required to distinguish
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a. The K22 Point-Of-Sale (POS) devi
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d. The treasurer keys the mess bill
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4.8.2 AshoreAshore, the treasurer u
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d. Each day, the treasurer/operator
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Control Log must be adjusted to ref
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of the general mess, an operator ca
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4.17.2 Monthly Merchant Sales Summa
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4.17.4 Monthly Transaction Detail R
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4.17.6 Daily/Monthly Reconciliation
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Chapter 5MWR5.1 Background ........
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slight delay in actual deposits is
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transfer from the MWR fund Navy Cas
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EOD batch and completion of the rou
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5.12 MWR Reports (examples)In Navy
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5.12.3 Daily Transaction Detail Rep
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5.12.5 Merchant Settlement ReportRu
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Chapter 6Post Office6.1 Background.
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d. All USPS Postal Money Orders wil
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(6) Wait for the process to finish,
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6.11 Post Office Forms and Reports
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6.11.2 Daily ReportIn Navy Cash, al
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6.11.4 Merchant Settlement ReportRu
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Chapter 7Ship’s Store7.1 Backgrou
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7.1 BackgroundThis chapter describe
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c. Navy Cash ProceduresTo properly
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(5) All completed transactions are
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(UTC)). The total of the SS-141s wi
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file.d. All reports must be signed
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a. Adding a New Vending Machine and
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Disbursing Officer or Sales Officer
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completed between ship and shore. S
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7.6.6 End of the Accounting PeriodA
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7.7.3 CAD Failure.a. Troubleshootin
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7.8.2 Monthly Merchant Sales Summar
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7.8.4 Vending Machine Daily Transac
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7.8.6 Sample Foreign Concessionaire
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Working DraftChapter 8Disbursing an
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Working Draft8.4.27 Safe Bank Trans
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Working Draft8.15.11 Bulk Card Log.
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Working Draft8.1 Backgrounda. This
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Working Draft8.2.3 Navy Cash Card L
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Working Draftdate in each cardholde
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Working Draft8.3.2 Replenishing Nav
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Working Draft8.4 Navy Cash Applicat
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Working Draft8.4.6 Closing the Navy
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Working Draft• Funds Transfer to
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Working Drafttransaction will be re
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Working Draft(2) The Disbursing Off
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Working Draft(6) Miscellaneous Refu
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Working Draft(3) Automated Chip-to-
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Working Draftb. Bulk Refunds consis
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Working Draft8.4.13 Deposit Cash or
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Working Draft8.4.14 Daily Cash Tran
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Working DraftNC SOP Ver 1.12 Chpt 8
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Working Draftf. If a card is blocke
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Working Draft(g) The Disbursing Off
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Working Draftwithin five minutes, a
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Working Draft8.4.17 Unblock Carda.
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Working Draft8.4.18 Card Reporta. T
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Working Draft8.4.19 Assign Replacem
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Working Draft(3) If a visitor card
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Working Draftcredit union account r
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Working DraftCash accounts and canc
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Working DraftDK1 Curt MapleAnne Map
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Working Drafte. Enroll Without a Te
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Working Draftc. Account information
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Working Draft0,1,2,3 Number of ACH
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Working Draft8.4.23 Note Maintenanc
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Working Draftd. “View Disbursing
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Working Draft(b) When viewing a not
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Working Draftbeen received by the s
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Working Draftminimal user requireme
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Working DraftNOTE: K22s operating i
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Working Draftdeposited at the end o
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Working Draft(3) Merchant Settlemen
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Working DraftReport Purpose Sort Ca
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Working Draftwill be displayed. ROM
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Working Draft8.4.27 Safe Bank Trans
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8.4.28 Operator ID MaintenanceWorki
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Working Draft8.4.29 Vending and Shi
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Working Draft(c) The Disbursing Off
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Working Draftwill be prompted to ve
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Working Draft(5) After all the vend
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Working Draft(b) In the second samp
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Working Draftnecessary (see paragra
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Working DraftNC SOP Ver 1.12 Chpt 8
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Working Draft8.4.32 View Disk Usage
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Working Draft(1) PRNOC is used for
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Working Draftb. Marine Corps Option
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Working Draft(8) The TFA will credi
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Working DraftDisbursing Officer sho
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Working Draftcardholder SPO informa
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Working DraftLevel 1Disbursing Offi
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Working DraftNOTE: User names are a
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Working Draft(6) Reset Password. To
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Working Draft(b) Click on the “Ad
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Working Draft(b) Overage. The total
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Working DraftReference Explanation
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Working Draftvending machine to an
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Working DraftUnblocking Access to H
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Working Draftday period. The Fraud
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Working Draftinclude new or updated
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Working DraftFigure 1. End-of-Month
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Working Drafte. Prior to preparing
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Working Draft04 = Food Service coll
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Working DraftSAMPLE DD 2657 DATED 2
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Working DraftSAMPLE DD 2657 DATED 2
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Working Draft8.10.2 Schedule of Dep
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Working Draft8.10.3 SF 1219a. Once
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Working DraftSAMPLE SF 1219PAGE 2NC
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Working Draft(2) For most installat
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Working Draftc. Cardholder Request(
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Working Draft8.15 Sample Disbursing
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Working Draft8.15.2 Sample Disbursi
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Working Draft8.15.3 Sample Letter o
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Working DraftNavy Cash and ROM II T
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Working Draft8.15.6 Daily Negative
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8.15.8 Disbursing Accountability Su
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8.15.10 Daily Cash Transaction Ledg
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8.15.12 Card Issue LogNAVY CASH CAR
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TasksSOPReferenceYesNoAre refunds b
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8.15.15 Navy Cash Refund ChitNAVY/M
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8.15.17 Navy Cash Payroll Report
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8.15.19 Daily Blocked Account Repor
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8.15.21 Return Codes and Notificati
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8.15.22 The $25 Vending “Counter
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8.15.24 Cash Verification Team Navy
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8.15.25 Navy Cash Trouble Call Work
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NC SOP Ver 1.12 x-Appendices.doc ii
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A.2 Merchant CardsFor vending opera
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j. Step 10. Repeat Phase 2 Steps 7
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f. Configure the K22. ROM II and Na
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K22 Configuration Settings Workshee
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e. Configure the NavyCash Proxy to
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Account SummaryShows a Summary ofPa
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Secondary LoginProvides Access toNa
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Navy Assign LocationAssigns Cardhol
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Card SearchProvides Ability to Loca
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NC SOP Ver 1.12 x-Appendices.doc E-
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Page 406 and 407: 3. PRE-ENROLLMENT PROCEDURESa. Hold
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Page 418 and 419: 4. NAVY CASH CARD LIMITSa. A $400 d
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Page 430 and 431: . Once notified, the cardholder sha
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Page 434 and 435: 8. Damaged Stamps. Damaged stamp bo
Page 436 and 437: f. The OMM can then take the Navy C
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Page 442 and 443: . Monthly Settlement. For some LOA
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Page 452 and 453: 6. Pre- and Post-Deployment Groom C
Page 454 and 455: System AdministrationWhat version o
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Page 458 and 459: Disbursing OfficerChecklist for Rec
Page 460 and 461: General, 2-39Terminal ID Entry Scre
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Page 464 and 465: Schedule of Deposits from Navy Cash
Page 466: Web SitesBrowser Software Requireme
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