Navy Cash Standard Operating Procedures - Financial Management ...

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VERSIONNUMBEREFFECTIVEDATECHANGE DESCRIPTIONCHANGELOCATION1.10(continued)31 Oct 2005Chapter 8 — Disbursing• Navy Cash application screen prints updated• Use visitor cards for new enrollmentswhenever possible• Maximum limit on chip on merchant cardsincreased from $1,000 to $9,999.99• Reference to Navy Cash PreventiveMaintenance System (PMS) included• Navy Cash cards to be inventoried onceeach month vice every 60 days• Damaged cards no longer need to be sent tothe FISC or JPMC• Updated custodial responsibility for custodyof spare K22s and CADs• Transfer of responsibility upon relief andNavy Cash Pre-Audit/Turnover Checklist• Transfer custody of SecurID token uponrelief• Procedures for unclaimed value on visitorcards added• Review of Unmatched Chip-to-ChipTransaction Report changed from monthlyto weekly• Procedures for unclaimed value forunmatched chip-to-chip transactions added• Change card status procedures updated• “New Enrollee Card Pick Up” functiondeleted• Canceled cards must be destroyed, e.g., cutup, in the presence of the cardholder• Disbursing Officer review Negative BalanceReport on a daily basis• Updated addresses for Treasury FinancialAgent, JPMorgan Chase Bank, N.A.(JPMC), for sending in enrollment formsand Government checks• To open account, individual must fill outand sign enrollment form; DisbursingOfficer must forward signed form to JPMC• Disbursing Officer must ensure thatindividuals are enrolled in Navy Cashbefore they sign up for SPO.• Throughout• 8.2.2 and8.4.21• 8.2.3• 8.2.5• 8.3.1• 8.3.2• 8.3.3• 8.3.4• 8.3.4• 8.4.9.b• 8.4.11• 8.4.11• 8.4.15• 8.4.18• 8.4.15 and8.4.20• 8.4.20 and8.8.1• 8.4.20 and8.8.1• 8.4.21• 8.4.21 and8.4.32nc sop ver 1.12 a_cover.doc viii 28-Oct-07
VERSIONNUMBEREFFECTIVEDATECHANGE DESCRIPTIONCHANGELOCATION1.10(continued)31 Oct 2005• Individuals not part of ship’s companyshould include company name or commandname on line 2 of the address block on theenrollment forms when they enroll.• Merchant Settlement Reports added andweekly settlement/deposit dates changed• ROM II/Navy Cash Comparison Reportadded• To be assigned operator ID, individual mustbe Navy/Marine Cash cardholder; and, to beadded to Navy Cash application user list,“Add as Disbursing User” block must bechecked• Installing new equipment and pulling cableto nearest Navy Cash router is ship’sresponsibility• Vending and Ship’s Store — vendingmaintenance and end of month proceduresupdated• For Marine Corps split pay, change in pointof contact at FRB Boston• Procedures for money exchange by vendorsin a foreign port updated• Disbursing Officer action in case ofnegative account balance updated• Out-of-service debt—collecting on negativeaccount balance after member leaves service• Updated end-or-month reporting procedures• Name of Navy Integrated Call Center(NICC) changed to Global Distance SupportCenter (GDSC)• Navy Cash Trouble Call Worksheet• Log in to disbursing website at leastmonthly to keep account active• Revised letters of authority for accountableofficer and agent• Bulk Card Log• Navy Cash Pre-Audit/Turnover Checklist• Navy Cash SPO enrollment / disenrollmentform• 8.4.21• 8.4.23.g and8.15.6• 8.4.24 and8.15.4• 8.4.26• 8.4.26 and8.5.3• 8.4.27 andAppendix A• 8.4.31.b• 8.5.1• 8.8.1• 8.8.1• 8.9.1• 8.14• 8.14.1 and8.15.20• 8.14.3• 8.15.1 and8.15.2• 8.15.10• 8.15.12• 8.15.14nc sop ver 1.12 a_cover.doc ix 28-Oct-07
Page 1 and 2: NAVSUP Publication 727Navy Cash ®
Page 3 and 4: NAVSUP Publication 727Navy Cash ®
Page 5 and 6: RECORD OF CHANGESVERSIONNUMBEREFFEC
Page 7: VERSIONNUMBEREFFECTIVEDATECHANGE DE
Page 11 and 12: VERSIONNUMBEREFFECTIVEDATECHANGE DE
Page 13 and 14: VERSIONNUMBEREFFECTIVEDATECHANGE DE
Page 15 and 16: ContentsChapter 1 Navy Cash Overvie
Page 17 and 18: Chapter 4 Private Messes ..........
Page 19 and 20: 5.11 Contingency Operations........
Page 21 and 22: 7.8.2 Monthly Merchant Sales Summar
Page 23 and 24: 8.4.36 Access Editor-Access Control
Page 25 and 26: Appendix E Disbursing Web Site—ww
Page 27 and 28: Chapter 1Navy Cash ® Overview1.1 R
Page 29 and 30: 1. The cluster server itself consis
Page 31 and 32: g. NEXCOM Ship’s Store Program Mr
Page 33 and 34: DDEDDSDFASDISBODMMDOD FMRDSIDSNDSSN
Page 35 and 36: SIMASODASOPSPOSSACSSECSSNSSPNTFATYC
Page 37 and 38: 3. NORMAL ENROLLMENTAfter the initi
Page 39 and 40: other personnel who make repeated t
Page 41 and 42: Room /GuestRetailVending Payment Ty
Page 43 and 44: ut the funds won’t be available a
Page 45 and 46: 1.10 Web and Telephone Purchases Us
Page 47 and 48: Chapter 2K22 and K80 Operating Proc
Page 49 and 50: (b) The operator enters his or her
Page 51 and 52: c. Download of Sales Transactions f
Page 53 and 54: (6) Terminal ID — A 16-digit numb
Page 55 and 56: (5) K22 asks user to select which m
Page 57 and 58: 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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NC SOP Ver 1.12 x-Appendices.doc D-
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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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NC SOP Ver 1.12 x-Appendices.doc F-
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Block 7. Military Branch (Organizat
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Cambodia ..........................
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Tokelau ...........................
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NC SOP Ver 1.12 x-Appendices.doc F-
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NC SOP Ver 1.12 x-Appendices.doc G-
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3. PRE-ENROLLMENT PROCEDURESa. Hold
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5. POST-ENROLLMENT PROCEDURESa. The
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NC SOP Ver 1.12 x-Appendices.doc I-
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POLICE REPORTI have or have not r
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NC SOP Ver 1.12 x-Appendices.doc J-
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NC SOP Ver 1.12 x-Appendices.doc J-
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4. NAVY CASH CARD LIMITSa. A $400 d
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c. Suspend Account. Cardholders tra
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J.P. Morgan Chase10430 Highland Man
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14. INDICATE END-OF-DAYa. At the en
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econciled, the Disbursing Officer w
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NC SOP Ver 1.12 x-Appendices.doc K-
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. Once notified, the cardholder sha
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NC SOP Ver 1.12 x-Appendices.doc L-
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8. Damaged Stamps. Damaged stamp bo
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f. The OMM can then take the Navy C
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(1) Option 1 allows the support con
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NC SOP Ver 1.12 x-Appendices.doc O-
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. Monthly Settlement. For some LOA
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. By default, generic private merch
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Enclosure (2)NAVY CASH POINTS OF CO
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Enclosure (4)NAVY CASH POINTS OF CO
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NC SOP Ver 1.12 x-Appendices.doc P-
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6. Pre- and Post-Deployment Groom C
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System AdministrationWhat version o
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Daily Blocked Account Report, 8-61,
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Disbursing OfficerChecklist for Rec
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General, 2-39Terminal ID Entry Scre
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Disbursing Notifications Alerts, 8-
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Schedule of Deposits from Navy Cash
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