#  Disbursing and the Navy Cash^®^ Application

[**8.1 Background 8-5**](#background)

[8.2 General Navy Cash Information 8-5](#general-navy-cash-information)

[8.2.1 Letters of Authority 8-5](#letters-of-authority)

[8.2.2 Issuing Navy Cash Cards 8-6](#issuing-navy-cash-cards)

[8.2.3 Navy Cash Card Limits 8-7](#navy-cash-card-limits)

[8.2.4 Internal Procedures and Controls
8-7](#internal-procedures-and-controls)

[8.2.5 Planned Maintenance System 8-8](#planned-maintenance-system)

[8.2.6 ATM Locations Worldwide 8-8](#atm-locations-worldwide)

[8.3 Navy Cash Custodial Responsibilities
8-8](#navy-cash-custodial-responsibilities)

[8.3.1 Custody of Navy Cash Cards 8-8](#custody-of-navy-cash-cards)

[8.3.2 Replenishing Navy Cash Card Stocks
8-9](#replenishing-navy-cash-card-stocks)

[8.3.3 Custody of Spare K22s and CADs
8-9](#custody-of-spare-k22s-and-cads)

[8.3.4 Transfer of Responsibility Upon Relief
8-10](#transfer-of-responsibility-upon-relief)

[8.4 Navy Cash Application 8-12](#navy-cash-application)

[8.4.1 Starting the Navy Cash Service
8-12](#starting-the-navy-cash-service)

[8.4.2 Starting the Proxy Application
8-13](#starting-the-proxy-application)

[8.4.3 Starting the Navy Cash Application
8-13](#starting-the-navy-cash-application)

[8.4.4 Closing the Navy Cash Application
8-13](#closing-the-navy-cash-application)

[8.4.5 Closing the Proxy Application
8-13](#closing-the-proxy-application)

[8.4.6 Closing the Navy Cash Service
8-14](#closing-the-navy-cash-service)

[8.4.7 Funds Transfer 8-15](#funds-transfer)

[8.4.8 Funds Transfer to Chip 8-16](#funds-transfer-to-chip)

[8.4.9 Funds Transfer from Chip 8-18](#funds-transfer-from-chip)

[8.4.10 Individual Refund 8-20](#individual-refund)

[8.4.11 Chip-to-Chip Corrections 8-23](#chip-to-chip-corrections)

[8.4.12 Bulk Refunds 8-25](#bulk-refunds)

[8.4.13 Daily Cash Transaction Ledger
8-28](#daily-cash-transaction-ledger)

[8.4.14 Resetting or Changing the PIN
8-31](#resetting-or-changing-the-pin)

[8.4.15 Change Card Status 8-32](#change-card-status)

[8.4.16 Unblock Card 8-38](#unblock-card)

[8.4.17 Card Report 8-40](#card-report)

[8.4.18 Assign Replacement Card 8-42](#assign-replacement-card)

[8.4.19 Close or Suspend an Account Pending Transfer or Discharge?
8-43](#close-or-suspend-an-account-pending-transfer-or-discharge)

[8.4.20 Account Enrollment 8-46](#account-enrollment)

[8.4.21 Account Information Update 8-51](#account-information-update)

[8.4.22 Note Maintenance 8-55](#note-maintenance)

[8.4.23 Indicate End of Day 8-64](#indicate-end-of-day)

[8.4.24 View Reports 8-71](#view-reports)

[8.4.25 ROM II Reporting 8-75](#rom-ii-reporting)

[8.4.26 Safe Bank Transactions 8-77](#safe-bank-transactions)

[8.4.27 Operator ID Maintenance 8-79](#operator-id-maintenance)

[8.4.28 Vending and Ship's Store---Vending Maintenance and End of Month
8-82](#vending-and-ships-storevending-maintenance-and-end-of-month)

[8.4.29 Event Maintenance 8-90](#event-maintenance)

[8.4.30 View Log 8-93](#view-log)

[8.4.31 View Disk Usage 8-94](#view-disk-usage)

[8.4.32 Network Operations Center (NOC) Selection
8-95](#network-operations-center-noc-selection)

[8.4.33 Process Split Pay File 8-96](#process-split-pay-file)

[8.4.34 Provisional Split Pay 8-101](#provisional-split-pay)

[8.4.35 Access Editor--Access Control for Navy Cash Application
8-106](#access-editoraccess-control-for-navy-cash-application)

[8.5 Navy Cash and Vendors 8-113](#navy-cash-and-vendors)

[8.5.1 Money Exchange by Vendors in a Foreign Port
8-113](#money-exchange-by-vendors-in-a-foreign-port)

[8.5.2 Concessionaire Sales by Vendors in a Foreign Port
8-116](#concessionaire-sales-by-vendors-in-a-foreign-port)

[8.5.3 Creating New Merchants In Navy Cash
8-118](#creating-new-merchants-in-navy-cash)

[8.6 Miscellaneous Payments to Navy Cash Card
8-119](#miscellaneous-payments-to-navy-cash-card)

[8.7 Collections from Portable K22 Point of Sale Devices
8-119](#collections-from-portable-k22-point-of-sale-devices)

[8.8 Electronic Transfers Dishonored and Returned
8-119](#electronic-transfers-dishonored-and-returned)

[8.8.1 Negative Navy Cash Balance 8-120](#negative-navy-cash-balance)

[8.8.2 Blocking and Unblocking Access to Home Accounts
8-123](#blocking-and-unblocking-access-to-home-accounts)

[8.9 EOM Reconciliation and Reporting of eFunds in Disbursing Officer's
Safe
8-125](#eom-reconciliation-and-reporting-of-efunds-in-disbursing-officers-safe)

[8.10 Sample Disbursing Forms 8-131](#sample-disbursing-forms)

[8.10.1 DD 2657, Daily Statement of Accountability
8-131](#dd-2657-daily-statement-of-accountability)

[8.10.2 Schedule of Deposit Activity (SODA)
8-136](#schedule-of-deposit-activity-soda)

[8.10.3 SF 1219 8-139](#sf-1219)

[8.11 Navy Cash Quarterly Cash Verification Team
8-142](#navy-cash-quarterly-cash-verification-team)

[8.11.1 Public Funds 8-142](#public-funds)

[8.11.2 Navy Cash Card Stock 8-142](#navy-cash-card-stock)

[8.12 Navy Cash Equipment Checklist
8-142](#navy-cash-equipment-checklist)

[8.13 Managing and Requisitioning Spares
8-142](#managing-and-requisitioning-spares)

[8.14 Customer Service Center Support
8-143](#customer-service-center-support)

[8.14.1 Call Centers 8-143](#call-centers)

[8.14.2 Updating Navy Cash Account Information
8-144](#updating-navy-cash-account-information)

[8.14.3 Accessing the Navy Cash Web Sites
8-146](#accessing-the-navy-cash-web-sites)

[8.15 Sample Disbursing Reports and Forms
8-147](#sample-disbursing-reports-and-forms)

[8.15.1 Sample Accountable Officer Appointment/Termination Record
8-147](#sample-accountable-officer-appointmenttermination-record)

[8.15.2 Sample Disbursing Agent Appointment/Termination Record
8-149](#sample-disbursing-agent-appointmenttermination-record)

[8.15.3 Sample Letter of Authority--Authority to Hold Cash
8-151](#sample-letter-of-authorityauthority-to-hold-cash)

[8.15.4 ROM II / Navy Cash Comparison Report
8-152](#rom-ii-navy-cash-comparison-report)

[8.15.5 Disbursing Accountability Detail Report
8-154](#disbursing-accountability-detail-report)

[8.15.6 Daily Negative Balance Report
8-155](#daily-negative-balance-report)

[8.15.7 Merchant Settlement Report 8-156](#merchant-settlement-report)

[8.15.8 Disbursing Accountability Summary Report
8-157](#disbursing-accountability-summary-report)

[8.15.9 Card Status Report 8-158](#card-status-report)

[8.15.10 Daily Cash Transaction Ledger
8-159](#daily-cash-transaction-ledger-1)

[8.15.11 Bulk Card Log 8-160](#bulk-card-log)

[8.15.12 Card Issue Log 8-161](#card-issue-log)

[8.15.13 Navy Cash Pre-Audit/Turnover Checklist
8-162](#navy-cash-pre-auditturnover-checklist)

[8.15.14 Merchant Refund Log 8-164](#merchant-refund-log)

[8.15.15 Navy Cash Refund Chit 8-165](#navy-cash-refund-chit)

[8.15.16 Split Pay Option Enrollment/Disenrollment Form
8-166](#split-pay-option-enrollmentdisenrollment-form)

[8.15.17 Navy Cash Payroll Report --- Shore Report
8-167](#navy-cash-payroll-report-shore-report)

[8.15.18 SPO Payroll Report --- Ship Report
8-168](#spo-payroll-report-ship-report)

[8.15.19 Return Codes and Notification Codes
8-169](#return-codes-and-notification-codes)

[8.15.20 The \$25 Vending "Counter" 8-171](#the-25-vending-counter)

[8.15.21 Currency Exchange Log 8-172](#currency-exchange-log)

[8.15.22 Cash Verification Team Navy Cash Checklist
8-173](#cash-verification-team-navy-cash-checklist)

[8.15.23 Navy Cash Trouble Call Worksheet
8-175](#navy-cash-trouble-call-worksheet)

##  Background

a.  This chapter deals with Navy Cash processes and procedures in the
    disbursing office and with operating the Navy Cash application in
    the disbursing office and sales office. The Marine Cash application
    is a subset of the Navy Cash application, and Marine disbursing
    personnel shall be guided by this SOP. Where Marine functionality is
    different from Navy functionality, split pay for example, the
    differences are discussed in the SOP.

```{=html}
<!-- -->
```
a.  The disbursing office will retain the flexibility to receive cash
    and checks under certain circumstances. When collecting or
    disbursing cash or checks, the existing cash-based disbursing
    processes and procedures remain in effect.

b.  In this SOP, the term Disbursing Officer refers to the Disbursing
    Officer and his properly authorized and appointed representatives,
    such as disbursing agents or the Disbursing Officer Deputy.

c.  In Navy Cash, all dates and times are recorded and reported in
    Greenwich Mean Time (GMT) (Coordinated Universal Time (UTC)). *Do
    not change the time or time zone on the Navy Cash server. Changing
    the clock may result in errors and delays in End-Of-Day (EOD)
    processing. These errors can only be resolved through manual
    intervention guided by technical support personnel ashore.*

##  General Navy Cash Information

###  Letters of Authority

a.  Because Navy Cash is a financial system, and the handling of public
    and private funds is inherent, a Letter of Authority should be
    signed by the Commanding Officer to the Disbursing Officer as the
    Navy Cash Accountable Officer, delineating what his or her
    accountability includes. Subsequent letters of appointment from the
    Disbursing Officer to his or her agents should also be maintained
    (see samples letters in paragraphs 8.15.1 and 8.15.2).

```{=html}
<!-- -->
```
d.  The Department of Defense Financial Management Regulation (DODFMR)
    Volume 5 addresses the issue of accountability for cash management
    of public funds within the Navy. Since the electronic movement of
    funds within the Navy Cash system, for example, from the
    cardholder's home bank or credit union account to the Navy / Marine
    Cash account, or from the Navy / Marine Cash account to the chip, or
    from the chip to the Post Office or soda vending machine, are not
    considered part of the Disbursing Officer's accountability, he or
    she would not have a pecuniary responsibility for those funds.
    However, certain Navy / Marine Cash transactions, for example, cash-
    and check-to-chip transactions, occur at the disbursing office, and
    the funds do become part of the Disbursing Officer's accountability.
    A sample letter of authority to hold cash at personal risk is
    included in paragraph 8.15.3. If a shortage (loss of funds/loss of
    accountability) or an overage occurs, it should be handled as
    prescribed in Chapter 6 of DODFMR Volume 5. If it can be proved that
    the system, not the Disbursing Officer, made the mistake, the
    Disbursing Officer could not be held financially responsible for the
    loss.

###  Issuing Navy Cash Cards 

a.  [Permanent Navy Cash cards]{.underline}: Cards will be issued to the
    crew in bulk when Navy Cash is initially implemented on a ship or
    issued individually as new personnel report aboard after
    implementation. These cards are embossed with the cardholder's name
    and card number.

```{=html}
<!-- -->
```
e.  [Visitor Navy Cash cards]{.underline}: Cards will be issued to
    visitors as required. These cards can be cashed out and turned in to
    disbursing when the visitor departs and can be reissued to another
    visitor. Visitor cards contain only the chip for use on board ship.

f.  [Temporary Navy Cash cards]{.underline}: Cards will be issued to new
    personnel reporting after Navy Cash is initially implemented or as
    replacements for lost, stolen, or damaged cards. These cards are
    embossed with 'NAVY CARDHOLDER' and a card number, and will be
    exchanged at the disbursing office for permanent cards when the
    permanent cards are received.

```{=html}
<!-- -->
```
(1) Temporary cards are intended for use mainly when ships are deployed
    away from homeports for extended periods. During overseas
    deployments, delivery of new or replacement cards via mail can take
    several weeks. Temporary cards ensure individuals have immediate
    access to all Navy Cash capabilities, for example, transferring
    funds on the ship to the chip or Navy Cash (strip) account from a
    bank or credit union account ashore.

(2) However, temporary Navy Cash cards are relatively expensive, and are
    only used for a short time. Once issued, temporary cards must be
    destroyed before new permanent cards can be activated. Visitor cards
    are reusable and can be issued and then cashed out and returned to
    disbursing to be reissued at a later time. New personnel can now be
    enrolled in Navy Cash using the Navy Cash application without
    issuing them a temporary card (see paragraph 8.4.20, Account
    Enrollment). A new enrollment will not be reflected on the ship
    until the new account is established ashore and the new account
    information is updated on the ship, which occurs when the end-of-day
    round trip is completed between ship and shore.

(3) Ships in homeports or operating in local OPAREAs should enroll new
    personnel without assigning them a temporary Navy Cash card. New
    enrollees can be issued visitor cards for use until new permanent
    cards are delivered to the ship. Visitor cards can be used for a
    short period without significant inconvenience. If necessary, for
    individuals whose enrollments in Navy Cash have been completed
    ashore and who are waiting on delivery of new cards, split pay can
    be transferred to the chip on the visitor card using the Navy Cash
    application in accordance with the procedures in paragraph 8.4.8.
    When deployed away from homeport, delivery of new permanent Navy
    Cash cards via mail can take several weeks. During extended
    deployments, the Disbursing Officer can enroll new personnel and
    assign them a temporary Navy Cash card whenever it is considered
    necessary.

(4) Permanent Navy / Marine Cash cards should arrive at FISC Logistics
    Support Center (LSC) about 10 business days after the Treasury
    Financial Agent (TFA) receives the enrollment data electronically.
    Contact the ship's Logistics Support Representative (LSR) to check
    the status of any card shipments.

###  Navy Cash Card Limits

a.  [Individual Cardholders]{.underline}

```{=html}
<!-- -->
```
(1) A \$400 daily maximum limit has been pre-set on funds transfers from
    an individual's bank or credit union account to his/her Navy /
    Marine Cash account.

```{=html}
<!-- -->
```
(5) No more than \$1,000 can be loaded on the e- purse.

```{=html}
<!-- -->
```
g.  [Merchant Cardholders]{.underline}

```{=html}
<!-- -->
```
(1) For merchants who settle to bank or credit union accounts, a \$5,000
    daily maximum limit has been pre-set on funds transfers from the
    bank or credit union account to the Navy / Marine Cash account.

```{=html}
<!-- -->
```
(6) No more than \$9,999.99 can be loaded on the e-purse. This limit
    prevents purchases of \$10,000 or larger on the ship in a single
    payment. For example, a CV/CVN wardroom treasurer pays a monthly
    food invoice to the general mess that can be as much as \$30,000. In
    a situation like this, the shipboard merchant can elect to make more
    than one payment with the organization's Navy Cash card or simply
    pay by check.

```{=html}
<!-- -->
```
h.  [Modifying Navy Cash Card Limits]{.underline}

```{=html}
<!-- -->
```
(1) These individual and merchant cardholder limits can be modified for
    particular accounts by the Disbursing Officer through the Navy Cash
    application (see paragraph 8.4.21, Account Information Update) or
    the Navy Cash Center web site (see paragraph 8.14 and Appendix E) or
    by contacting the Customer Service Center (CSC) (see paragraph
    8.14).

```{=html}
<!-- -->
```
(7) Any updates to card limits done through the Navy Cash application
    are effective immediately on board the ship and will regulate any
    subsequent funds transfer requests the cardholder attempts at the
    K80 Cashless ATM. Updates done through the Navy Cash Center web site
    do not go into effect on board the ship until a round trip is
    completed between ship and shore. Updates done through the CSC do
    not go into effect on board the ship until the CSC receives the
    information, processes the request, and a round trip is completed
    between ship and shore.

(8) For individual cardholders, reducing the maximum amount that can be
    transferred from a bank or credit union account ashore and/or
    reducing the maximum amount that can be loaded on the chip are
    options available to discipline a cardholder who continues to have
    problems with negative account balances or other personal financial
    responsibilities.

###  Internal Procedures and Controls

To facilitate effective management and administration of Navy Cash
operations, each ship should develop a ship's instruction delineating
specific internal procedures and controls for Navy Cash. A sample
instruction is included at Appendix K. As a matter of policy, any PS
(DK) who wants to perform any personal Navy Cash transactions in the
disbursing office, for example, to add or cash out value or change a
PIN, should contact the Disbursing Officer or Deputy.

###  Planned Maintenance System

Preventive maintenance for the Navy Cash Financial System is covered
through the Planned Maintenance System (PMS). PMS information for Navy
Cash is available from the ship's Maintenance and Material Management
(3-M) Coordinator. Maintenance Index Page (MIP) number 6541/080-14
applies to Navy Cash. In particular, proper cleaning of the card readers
can significantly reduce the incidence of card readers failing to read
the Navy Cash card.

###  ATM Locations Worldwide

The MasterCard web site --- www.mastercard.com ---includes an "ATM
Locator" at the top of the screen for locating ATMs in the United
States, Asia, Australia, Europe, Middle East/Africa, North America, and
Latin America/Caribbean (Antarctica is also listed!). By clicking on
this icon and entering any city and state, the user will see the
institution name and address, including maps, of each MasterCard^®^ /
Maestro^®^ / Cirrus^®^ ATM in that city.

##  Navy Cash Custodial Responsibilities

###  Custody of Navy Cash Cards

a.  The Disbursing Officer is responsible for maintaining a stock of
    Navy Cash cards. Navy Cash cards shall be safeguarded in accordance
    with the procedures for blank Treasury checks prescribed in DODFMR,
    Volume 5, Chapter 7.

```{=html}
<!-- -->
```
i.  The Disbursing Officer may delegate the responsibility for custody
    of Navy Cash cards to a designated representative.

j.  A Bulk Navy Cash Card Log shall be maintained, which contains the
    Navy Cash card numbers, date, and signature of the person to whom a
    working stock of Navy Cash Cards is issued. A sample log is included
    in paragraph 8.15.11. Unused working stock shall be returned to the
    Disbursing Officer or designated representative at the end of each
    day. All Navy Cash cards shall be individually counted and
    sequential serial numbers verified.

k.  An initial inventory shall be completed and recorded using the Bulk
    Navy Cash Card Log upon receipt of all permanent, temporary and
    visitor Navy Cash cards, even single cards. For bulk shipments, any
    open container shall be inventoried by individual count and by
    sequential serial numbers of the cards. All damaged containers, or
    those bearing evidence of having been tampered with, shall be
    opened.

l.  All Navy Cash cards shall be inventoried at least once each calendar
    month, and an entry shall be made in the Bulk Navy Cash Card Log to
    document the inventory. A detailed record of the inventory, to
    include total cards on hand and sequential serial numbers, by card
    type, shall be retained in the disbursing office, and a copy shall
    be given to the quarterly cash verification team as an attachment to
    their quarterly verification report. At least once during each
    calendar quarter, the cash verification team shall conduct a
    surprise verification of Navy Cash cards to include cards received,
    issued, returned, and on hand.

m.  A separate Navy Cash Card Issue Log shall be maintained for all Navy
    Cards issued from the Disbursing Office. The log contains the last
    four digits of the card number for temporary and permanent cards and
    the entire card sequence number for visitor cards, name and last
    four digits of the Social Security Number (SSN) of the cardholder,
    issue date, signature of the recipient, date returned for visitor
    and temporary Navy Cash cards, and the name and signature of the
    issuer. A sample log is included in paragraph 8.15.12.

n.  Cards for newly enrolled personnel shall be issued as described in
    paragraph 8.4.20, Account Enrollment.

o.  Replacement cards shall be issued as described in paragraph 8.4.18,
    Assign Replacement Card.

p.  Any card received for an individual who has left the ship should be
    forwarded to his or her next command. If the next command is not
    know or can't be identified or the individual was discharged from
    the service, the card should be canceled and destroyed (see
    paragraph 8.4.15, Change Card Status). The action taken should be
    annotated on either the Bulk Navy Cash Card Log or the Navy Cash
    Card Issue Log.

###  Replenishing Navy Cash Card Stocks

a.  The initial allowance of spare Navy Cash card stock is based on crew
    size and includes about 30 percent for crew turnover and 10 percent
    for replacement of lost, stolen, or damaged cards. The Disbursing
    Officer will replenish this stock of spare Navy Cash cards by
    contacting the Navy Cash Customer Service Center (CSC) when their
    inventory reaches the following levels:

For crews size from:

> 200--600 10 percent or 20 to 60 cards
>
> 601--2,000 20 percent or 120 to 400 cards
>
> 2,001--5,000 30 percent or 600 to 1,500 cards

q.  When a ship experiences a high volume of visitors or transient
    personnel, contact the Navy Cash CSC. Specific requirements will be
    handled on a case-by-case basis so that the ship's inventory of Navy
    Cash cards is not depleted. Visitors should turn their visitor cards
    back in to disbursing before they leave the ship.

###  Custody of Spare K22s and CADs

a.  The Disbursing Officer is responsible for control of all spare K22
    Point-of-Sale (POS) devices held in ready reserve for periodic
    functions such as MWR sales, Husbanding Agent sale of currency, and
    concessionaire sales. These units should be accounted for as
    Operating Space Items (OSIs) in the ship's allowance for stock. When
    a K22 has been used in the offline mode and transactions have been
    recorded (stored) but have not yet been downloaded to the Navy Cash
    server, it should be kept in a safe, for example, the Disbursing
    Officer\'s or Sales Officer's safe. K22 OSIs that do not have
    transactions stored on them should be kept in a safe or in a secure
    storeroom or space on the ship that is locked when not occupied and
    has limited access, for example, the disbursing office. Spare K22s
    not being held in reserve for periodic functions (and without
    transactions store on them) should be maintained as stock items in a
    secure storeroom.

```{=html}
<!-- -->
```
r.  The Sales Officer is responsible for all spare Card Access Devices
    *(also known as Card Accepting Devices)* (CADs) held in ready
    reserve as OSIs. When a CAD has been removed from a vending machine,
    but, for some reason, for example, maintenance, still has
    transactions recorded (stored) on it that have not yet been
    downloaded to the Navy Cash server, it should be kept in a safe, for
    example, the Disbursing Officer\'s safe. CADs held as OSIs that do
    not have transactions stored on them should be kept in a safe or in
    a secure storeroom or space on the ship that is locked when not
    occupied and has limited access, for example, the sales office. In
    general, CADs should be maintained as stock items in a secure
    storeroom.

s.  Regardless of the physical storage location for Navy Cash spares,
    for example, K22s or CADs held in reserve as OSIs and stored in the
    disbursing office or sales office, the spares provided during the
    Navy Cash installation will be accounted for in the same manner as
    other repair parts provided during an installation and added to the
    ship's allowance for stock under the control of the SKs. When a Navy
    Cash device, such as a K22 or CAD fails, a replacement should be
    requisitioned in the same manner as other repair parts. Submitting a
    requisition ensures that a replacement spare is sent to the ship by
    the Navy Cash depot. (See paragraph 8.13, Managing and
    Requisitioning Spares.)

###  Transfer of Responsibility Upon Relief

a.  The Navy Cash Pre-Audit/Turnover Checklist included at paragraph
    8.15.13 provides a tool for Disbursing Officers to review overall
    administration of Navy / Marine Cash operations in preparing to
    transfer Navy / Marine Cash responsibilities.

```{=html}
<!-- -->
```
t.  [SecurID Token and Disbursing Web Site Access]{.underline}. Custody
    of the Navy Cash SecurID token (random number generator) must be
    transferred from the outgoing to the incoming Disbursing Officer so
    that the incoming Disbursing Officer can access the Navy Cash
    Disbursing Web Site. To reflect this transfer of custody and receive
    the required log-in data, the incoming Disbursing Officer must
    provide the Navy Cash Customer Service Center (e-mail address:
    [navycashcenter @ ezpaymt.com](mailto:navycash@ezpaymt.com)) his or
    her full name, SSN, date of birth (month and day only), and date
    entered Navy service. The number generated by the token and the
    log-in data allow secure access to the Navy Cash web site to update
    cardholder account information and the like. A SecurID token and
    log-in data are required for each person who will access the web
    site, and the same transfer of custody will be required whenever the
    Leading DK(s) or Sales Officer turn over as well. Generally, each
    ship receives at least two SecurID tokens; LHAs/LHDs are provided no
    more than four SecurID tokens, and CVs/CVNs are provided no more
    than six.

u.  [Closing Out Navy Cash at Disbursing Officer Turnover]{.underline}.

```{=html}
<!-- -->
```
(1) [At Turnover]{.underline}. The Disbursing Officer cannot close out
    Navy Cash until all vending and ship's store merchants have been
    properly closed out. The Sales Officer, or designated
    representative, closes out the vending machines and ship's stores
    following the end of month procedures in paragraph 8.4.28.b and
    Appendix A. First, all the vending machines for a particular vending
    merchant must be closed out, and, second, all the merchants must be
    closed out, to include both vending merchants and ship's store
    merchants. Since he or she is not turning over, the Sales Officer
    can ignore these midmonth numbers at the true end of month. The
    outgoing Disbursing Officer can then perform the third step in the
    close-out sequence at the next end of day by following the indicate
    end of day procedures in paragraph 8.4.23 and checking the "Indicate
    End of Month" block (see paragraph 8.4.23.g). The Disbursing Officer
    prepares his or her final DD 2657, Daily Statement of
    Accountability, and final SF 1219, Statement of Accountability,
    following the procedures in paragraphs 8.4.23 and 8.9, and, for Navy
    Cash, entering only the figure for funds transfers from cash (or
    check) to chip and chip to cash and preparing only an SF 215,
    Deposit Ticket, or SF 5515, Debit Voucher, as appropriate.

```{=html}
<!-- -->
```
(9) [At True End of Month (EOM)]{.underline}. The Sales Officer, or
    designated representative, closes out the vending machines and
    ship's stores following the end of month procedures in paragraph
    8.4.28.b and Appendix A. These numbers will start from the previous
    month end, not the midmonth closeout, and include the full month's
    receipts. The new Disbursing Officer can then perform an EOM
    following the procedures in paragraphs 8.4.23 and 8.9. The reports
    will include numbers for the entire month, but the new Disbursing
    Officer will only be responsible for the latter part of the month.

##  Navy Cash Application

In Navy Cash, all dates and times are recorded and reported in Greenwich
Mean Time (GMT) (Coordinated Universal Time (UTC)). *Do not change the
time or time zone on the Navy Cash server. Changing the clock may result
in errors and delays in End-Of-Day (EOD) processing. These errors can
only be resolved through manual intervention guided by technical support
personnel ashore.*

![](media/image1.wmf){width="6.492361111111111in"
height="6.327083333333333in"}

###  Starting the Navy Cash Service

a.  From the windows desktop screen, click on the "Services" icon, the
    4th or 5th icon in the box at the bottom of the screen to immediate
    right of Start button. A window will open with the title "Services"
    in upper left hand corner.

```{=html}
<!-- -->
```
v.  Locate the "Navy Cash Messaging Service" line and click on it once.
    Line will be highlighted.

w.  Click on "Play" button at top of window (looks like play button on a
    tape recorder). Status will change to "Started".

###  Starting the Proxy Application 

a.  From the desktop screen display, click Start.

```{=html}
<!-- -->
```
x.  Point to Programs.

y.  Point to Navy Cash Disbursing Interface.

z.  Click on Navy Cash Proxy application. The card reader proxy icon, a
    green and blue serial cable connector, appears in the status bar
    next to the clock when the application starts.

###  Starting the Navy Cash Application

a.  From the windows desktop screen display, click Start.

```{=html}
<!-- -->
```
a.  Point to Programs.

b.  Point and click on Navy Cash Disbursing Interface application.

c.  Navy Cash application menu screen shown on the preceding page is
    presented. The Navy Cash application has different levels of access.
    Menu items are grayed out if the current user does not have access
    to that particular function.

d.  [Disbursing Notifications Alerts]{.underline}. "Disbursing
    Notifications" notes may appear as alerts at start up of the Navy
    Cash application if there are new alerts since the last time an
    operator logged on or when a new operator logs on. These notes are
    sent to the ship by the Navy Cash shore side primarily to notify the
    ship of any replication conflicts between ship and shore. See
    paragraph 8.4.22.d.(5) for the actions that should be taken when one
    of these alerts appears. An operator will see all the Disbursing
    Notifications notes that have been received by the ship since the
    last time he or she logged on to the Navy Cash application. A brand
    new operator will see only the last 30 days of accumulated
    notifications notes. Click on the "Cancel" button to close the
    note(s).

###  Closing the Navy Cash Application

a.  Click on "Logout" in the upper left of the menu screen.

```{=html}
<!-- -->
```
e.  Then click on "OK".

###  Closing the Proxy Application

a.  Right click or double click the Card Reader Proxy icon in the status
    bar. A window will open titled "Navy Cash S-D-I Proxy".

```{=html}
<!-- -->
```
f.  Click the quit button.

![](media/image2.wmf){width="6.497222222222222in"
height="6.370138888888889in"}

###  Closing the Navy Cash Service

a.  Click on Services icon at bottom of screen.

```{=html}
<!-- -->
```
g.  Click on "Navy Cash Messaging Service" line. Line will be
    highlighted.

h.  Click on "Stop" button at top of window (looks like stop button on a
    tape recorder). Status box will be displayed showing shutdown in
    progress.

###  Funds Transfer

Funds transfer provides access to the five options available in the Navy
Cash application to transfer funds to and from the electronic purse on
the chip. To access the funds transfer functions, the Disbursing Officer
clicks on the "Funds Transfer" link in the Navy Cash application. A
window is then displayed that presents the funds transfer options, each
of which will be discussed in turn.

![](media/image3.wmf){width="6.497222222222222in" height="5.8625in"}

![](media/image4.wmf){width="3.501388888888889in"
height="2.917361111111111in"}

-   Funds Transfer to Chip

-   Funds Transfer from Chip

-   Individual Refunds

-   Chip-to-Chip Corrections

-   Bulk Refunds

###  Funds Transfer to Chip

A cardholder can plus up the electronic value on his or her Navy Cash
card at the disbursing office with a check or cash or from an existing
Navy / Marine Cash account.

a.  To access the chip on the cardholder's card and add value, the
    Disbursing Officer clicks on the "Funds Transfer to Chip" link in
    the funds transfer options window.

```{=html}
<!-- -->
```
i.  The cardholder inserts the card into the K22, and the Disbursing
    Officer clicks "Get Chip Info".

j.  The Navy Cash application displays the card ID number and balance
    received from the K22 and then displays the account number and
    account name associated with the card.

k.  The Disbursing Officer verifies ownership of the Navy Cash Card.

l.  The Disbursing Officer chooses the correct funding source, and
    specifies the transfer amount requested by the cardholder.

```{=html}
<!-- -->
```
(1) The Navy Cash application displays three funding sources, "Cash",
    "Check", and "SSN".

```{=html}
<!-- -->
```
(10) [Check or Cash]{.underline}. When a cardholder is exchanging either
     a check or cash to plus up his or her Navy Cash card, "Cash" is
     selected as the funding source. All transactions will be recorded
     automatically on the Navy Cash server and added to the daily
     reports. In addition, all transactions will be recorded manually in
     accordance with paragraph 8.4.13 on the Daily Cash Transaction
     Ledger, which shall be kept in the safe.

(11) Checks that are exchanged for electronic credit on the Navy Cash
     Card will be treated the same as cash within the Navy Cash system.
     [These checks should be handled, deposited, and reported in
     accordance with the Department of Defense Financial Management
     Regulation (DODFMR) Volume 5]{.underline}.

![](media/image5.wmf){width="6.497222222222222in" height="5.8625in"}

(12) [SSN]{.underline}. A cardholder can also request that the
     Disbursing Officer transfer funds from his or her Navy / Marine
     Cash (strip) account to another card's chip using the cardholder's
     Social Security Number (SSN) to designate the account. This
     capability could be used to transfer funds from a Navy / Marine
     Cash (strip) account to the chip on a visitor card, if the original
     card is lost or damaged and a permanent replacement card has not
     arrived. This capability could also be used for a cardholder on
     split pay who, for one reason or another, has a Visitor Navy Cash
     card rather than a Permanent or Temporary Navy / Marine Cash card
     and therefore can't use the K80 Cashless ATM to effect the
     transfer. An account must be in an "open" status to enable a
     transfer. "SSN" is selected as the funding source. Enter the
     cardholder's SSN without dashes or spaces.

```{=html}
<!-- -->
```
a.  The Disbursing Officer clicks "Submit" to initiate the funds
    transfers.

```{=html}
<!-- -->
```
m.  The K22 will require the cardholder to enter his PIN and click OK.

n.  The K22 will then display the amount for credit and ask the
    cardholder if the amount is correct. The cardholder will select
    either "OK" or "CLR". If the cardholder chooses "OK", the
    transaction is complete, and the card can be removed. If the
    cardholder chooses "CLR", the transaction will be rejected and
    cancelled, and the process will need to be repeated for the correct
    amount.

o.  All authorized military personnel who request Navy Cash privileges
    and enroll in Navy Cash consent in writing, using the Navy Cash
    enrollment form, to immediate collection against their pay for the
    face value of or resulting negative Navy Cash account balance due
    the U.S. Treasury funds pool from all dishonored transactions. With
    this procedure, dishonored transactions will not become a delinquent
    debt; therefore, there is no authority to assess a service charge
    (Reference DOD FMR, Volume 5, Chapter 4).

###  Funds Transfer from Chip

To convert electronic value on the chip to cash or to transfer value to
a merchant account, the Disbursing Officer clicks on the "Funds Transfer
from Chip" link in the funds transfer options window.

a.  [Chip-to-Cash Transactions]{.underline}

```{=html}
<!-- -->
```
(1) After the Disbursing Officer verifies ownership of the Navy Cash
    card, the cardholder inserts the card into the K22.

```{=html}
<!-- -->
```
(13) The Disbursing Officer clicks "Get Chip Info", and the Navy Cash
     application displays the card ID number and balance received from
     the K22 and then displays the account number and account name
     associated with the card.

(14) The Disbursing Officer chooses the funding destination, "Cash,"
     specifies the transfer amount requested by the cardholder, and then
     clicks the "Submit" button to initiate the funds transfer.

(15) The K22 prompts the cardholder for a PIN. The cardholder enters the
     PIN and presses OK.

(16) The K22 will display the amount for credit and ask the cardholder
     if the amount is correct. The cardholder will select either "OK" or
     "CLR". If the cardholder chooses "OK", the transaction is complete
     and the card can be removed. If the cardholder chooses "CLR", the
     transaction will be rejected and cancelled. The transaction will
     need to be repeated for the correct amount.

(17) All transactions will be recorded on the Navy Cash server and added
     to the daily reports. In addition, all transactions will be
     manually recorded in accordance with paragraph 8.4.13 on the Daily
     Cash Transaction Ledger, which shall be kept in the safe.

```{=html}
<!-- -->
```
p.  [Cash Out of Visitor Cards]{.underline}

```{=html}
<!-- -->
```
(1) Visitor cards are reusable. When a cardholder no longer requires a
    visitor card, for example, checking off ship, leaving Navy service,
    arrival of permanent card, the card should be turned in to the
    disbursing office, and any remaining value on the chip shall be
    returned to the cardholder in accordance with paragraph 8.4.9.a. The
    return date shall be entered on the Card Issue Log and the card
    shall be returned to the "chip-only" spare Visitor Navy Cash card
    stock for re-issue.

```{=html}
<!-- -->
```
(18) When the card is turned in, all of the value remaining on the chip
     must be cashed out. Any unused value remaining on a card that
     couldn't be reimbursed to the visitor, for example, a card that is
     turned in after hours or "under the door" or after the visitor has
     left the ship and cannot be attributed to a specific individual,
     must be collected to the Treasury Department Receipt Account,
     Forfeiture of Unclaimed Money and Property, in accordance with DOD
     FMR, Volume 5, Chapter 6, Paragraph 0606. *If not cashed out, any
     value remaining on a card after it has been turned in will be
     handed over to Treasury and cannot be recovered.*

![](media/image6.wmf){width="6.491666666666666in"
height="5.860416666666667in"}

q.  [Chip to Merchant Account (Individual and Bulk Sales)]{.underline}

The Navy Cash application is designed to handle electronic value
transfers from the chip to the various Navy Cash accounts held by retail
merchants on the ship, for example, Wardroom, Chiefs Mess, ship's store.
Because these transactions represent electronic merchant sales, they are
handled completely within the Navy Cash application and do not affect
the Disbursing Officer's accountability or other responsibilities for
funds.

(1) After the Disbursing Officer verifies ownership of the Navy Cash
    card, the cardholder inserts card into K22.

```{=html}
<!-- -->
```
(19) The Disbursing Officer clicks the "Get Chip Info" button, and the
     Navy Cash application displays the card ID number and balance
     received from the K22 and then displays the account number and
     account name associated with the card.

(20) The Disbursing Officer chooses the funding destination, "Merchant",
     and the appropriate merchant account, specifies the sales amount
     requested by the cardholder, and then clicks the "Submit" button to
     initiate the sales transaction.

(21) The K22 will prompt the cardholder for his or her PIN. After the
     PIN is entered, the cardholder presses OK.

(22) The K22 will prompt the cardholder to verify the sales transaction
     amount. If the cardholder clicks OK, the transaction is completed.
     If the cardholder clicks CLR, the transaction is cancelled and the
     entire process needs to be repeated with the correct amount.

(23) The Navy Cash server records the transaction, and it is included in
     the appropriate daily merchant transaction reports.

###  Individual Refund

a.  When an individual cardholder desires a refund from a merchant on
    the ship (for example, ship's store, MWR, General Mess), he or she
    must first obtain authorization (for example, from the Sales
    Officer, MWR Officer, Food Service Officer, or a designated
    representative) on a standard, serialized, Navy Cash Refund Chit. In
    addition, the approving merchant must record the refund on the Navy
    Cash Merchant Refund Log. A sample refund log and refund chit are
    included in paragraphs 8.15.14 and 8.15.15.

```{=html}
<!-- -->
```
r.  The cardholder will then take the refund chit to the disbursing
    office and present it to the Disbursing Officer or Deputy. On ships
    with a separate Sales Officer, refunds for Ship's Store and vending
    will be taken care of at the sales office by the Sales Officer or
    Deputy.

```{=html}
<!-- -->
```
(1) To access the chip on the cardholder's card and add the value of the
    refund, the Disbursing Officer (Sales Officer) clicks on the
    "Individual Refunds" link in the funds transfer options window.

```{=html}
<!-- -->
```
(24) After the Disbursing Officer (Sales Officer) verifies ownership of
     the Navy Cash card, the cardholder inserts the card into the K22.

![](media/image7.wmf){width="6.497222222222222in" height="5.8625in"}

(25) The Disbursing Officer (Sales Officer) clicks the "Get Chip Info"
     button, and the Navy Cash application displays the card ID number
     and balance received from the K22 and then displays the account
     number and account name associated with the card.

(26) The Disbursing Officer (Sales Officer) then selects either "Chip
     Purchase Refund" or "Miscellaneous Refund" as the funding source.

(27) [Chip Purchase Refund]{.underline}. This function allows the
     Disbursing Officer (Sales Officer) to select a single specific
     purchase transaction for the refund from a list of the cardholder's
     purchases. Multiple-item purchases are treated as a single total if
     all the items were purchased at the same time. To limit the number
     of transactions displayed when selecting the chip purchase refund
     option, the Disbursing Officer (Sales Officer) should either
     specify a date range ("From Date" and "To Date") or select a
     specific event (see paragraph 8.4.12, Bulk Refunds, for an
     explanation of events) and click the "Refresh" button. *In Navy
     Cash, all dates and times are recorded and reported in Greenwich
     Mean Time (GMT) (Coordinated Universal Time (UTC)).* When the
     transaction is selected, the transfer amount for the refund is
     specified by the Navy Cash application. The chip purchase refund
     helps to ensure that a particular purchase is only refunded once.
     For purchases at vending machines or for a single item within a
     multiple-item purchase, the miscellaneous refund should be used,
     since the specific sales transaction may be difficult or impossible
     to identify (see paragraph (6) below). Generally, in ship's store,
     the miscellaneous refund is the preferred method for refunds.

![](media/image8.wmf){width="6.497222222222222in" height="5.8625in"}

(28) [Miscellaneous Refund]{.underline}. This function allows the
     Disbursing Officer (Sales Officer) to specify a transfer amount for
     the refund and select a Navy Cash merchant (for example, vending
     soda, vending snack, or ship's store) from which the refund should
     originate.

```{=html}
<!-- -->
```
(a) The Disbursing Officer (Sales Officer) clicks the "Submit" button to
    initiate the funds transfers.

(b) The K22 will require the cardholder to enter his PIN and click OK.

(c) The K22 will display the amount for credit and ask if the amount is
    correct. The cardholder will select either "OK" or "CLR". If the
    cardholder chooses "OK", the transaction is complete, and the card
    can be removed. If the cardholder chooses "CLR", the transaction
    will be rejected and cancelled. The transaction will need to be
    repeated for the correct amount.

(d) This will return the amount of the refund to the card and deduct
    that amount from the originating merchant's (for example, ship's
    store, MWR) collections for that day. Individual refunds are
    credited on the ship to a cardholder's chip account (electronic
    purse) immediately.

(e) The Navy Cash server records the transaction, and it is included in
    the appropriate daily merchant transaction reports for the day.

(f) The Disbursing Officer and other responsible individuals, for
    example, Sales Officer, MWR Officer, should verify that the amounts
    reported by the Navy Cash server are correct and match the approved
    chits. They should also verify that the amounts refunded plus the
    amounts deposited (for example, in ship's store accounts, MWR bank
    account, or Navy Cash account) match the total collections (for
    example, ship's store, MWR) for that day.

(g) The Disbursing Officer (Sales Officer) will retain one copy of the
    approved chit, an updated Refund Log, and the end of month reports
    summarizing all refunds. The original chit will be returned to the
    approving merchant for verification against the serialized logs.

###  Chip-to-Chip Corrections

a.  Two cardholders can transfer electronic value from the chip on one
    cardholder's Navy Cash card to the chip on the other cardholder's
    card. Cardholders will conduct these transactions at the K80
    Cashless ATMs following the instructions presented on the ATM
    screen.

```{=html}
<!-- -->
```
s.  The transfer is completed in two parts. First, the sending card
    initiates the transfer, the funds are removed from the card and
    placed into an escrow account, and the card is removed from the ATM.
    Second, the receiving card is put into the ATM, authenticated with
    PIN entry, and the funds are moved from the escrow account to the
    receiving card. The receiving card must be placed into the K80 and
    authenticated within 60 seconds (more time can be requested if
    needed). If the process is interrupted for any reason before it is
    completed, for example, a power failure at the K80 or time expires
    before the transaction is completed; the result of the transaction
    is stored in the escrow account on the Navy Cash server as an
    unmatched transaction.

t.  The Navy Cash application can correct any unmatched electronic value
    transfers and return the value to the sending card. Because these
    transactions represent electronic transfer of value, they are
    handled completely within the Navy Cash application and do not
    affect the Disbursing Officer's accountability.

![](media/image9.wmf){width="6.497222222222222in" height="5.8625in"}

u.  To access the chip on the cardholder's card and return the value of
    the unmatched transaction, the Disbursing Officer clicks on the
    "Chip-to-Chip Corrections" link in the funds transfer options
    window.

```{=html}
<!-- -->
```
(1) After the Disbursing Officer verifies ownership of the "sending"
    Navy Cash card, the cardholder inserts card into K22 and enters his
    or her PIN.

```{=html}
<!-- -->
```
(29) The Disbursing Officer then clicks the "Get Chip Info" button.

(30) The Disbursing Officer clicks the "Find" button to locate any
     unmatched transactions associated with this particular Navy Cash
     card.

(31) The Disbursing Officer selects the appropriate unmatched
     transaction and clicks "Submit" to return the electronic value to
     the sending card.

```{=html}
<!-- -->
```
v.  The Disbursing Officer should review the "Unmatched Chip-to-Chip
    Report" weekly to ensure that any unmatched electronic value
    transfers are corrected and the value is returned to the sending
    card.

w.  If for some reason, an unmatched chip-to-chip transaction couldn't
    be reimbursed to the cardholder, the overage must be collected to
    the Treasury Department Receipt Account, Forfeiture of Unclaimed
    Money and Property, in accordance with DOD FMR, Volume 5, Chapter 6,
    Paragraph 0606. For example, a visitor card may have been turned in
    after hours or "under the door" or after a visitor has left the ship
    and cannot be attributed to a specific individual, *If not cashed
    out, any value remaining on a card after it has been turned in will
    be handed over to Treasury and cannot be recovered.*

###  Bulk Refunds

a.  Refunds for single cardholders and single transactions can be
    handled readily using the "Individual Refund" function in the Navy
    Cash application (see paragraph 8.4.10). However, when a large
    number of cardholders need a refund, handling the refunds
    individually would be time consuming. For example, MWR may sell a
    significant number of tickets to a concert or sporting event or
    series of tours that must be cancelled at the last minute because of
    operational requirements or a change in the ship's schedule. The
    bulk refund function allows the Disbursing Officer to initiate a
    refund to everyone who purchased a ticket in a few simple steps.
    Bulk refunds are credited to each cardholder's strip account (Navy /
    Marine Cash account) on the ship. This credit will be reflected
    ashore as soon as the ship completes its end-of-day processing
    between ship and shore. Purchases made with visitor cards, which do
    not have a strip account associated with them, must be refunded
    individually at the Navy Cash application (see paragraph 8.4.10 and
    the "Chip Purchase Refund" selecting a specific event).

```{=html}
<!-- -->
```
x.  Bulk Refunds consists of four basic parts, each of which will be
    discussed in turn.

-   Event Processing

-   Programming the K22 Point-Of-Sale (POS) Device

-   Bulk Refunds

-   Reporting

y.  [Event Processing]{.underline}. Although developed primarily for
    MWR, event processing allows any merchant on the ship to specify
    events for collections and reporting (see paragraph 8.4.29, Event
    Maintenance).

```{=html}
<!-- -->
```
(1) To set up event processing, the merchant must coordinate with the
    Disbursing Officer, who will use the Event Maintenance function in
    the Navy Cash application to enter an event name and event
    description and create an event code.

```{=html}
<!-- -->
```
(32) [Event Codes]{.underline}. Event codes provide the ability to track
     events that are purchased using Navy / Marine Cash so that sales
     transaction data can be reported by event and a bulk refund can be
     performed at a later time if necessary. Once an event code is
     created, a merchant can use it during sales by selecting the
     appropriate function key on a K22 that has been configured with
     event codes, although selecting an event is not required to
     complete a sale. Event codes are not reusable.

![](media/image10.wmf){width="6.497222222222222in"
height="5.878472222222222in"}

z.  [Programming the K22 POS Device]{.underline}. Following the
    instructions in Chapter 2 (see paragraphs 2.3.3 and 2.3.9), the K22
    can be programmed with up to three event codes for each of three
    merchants, with each event assigned to a different function key.
    When transactions are collected on a K22 that has been properly
    configured, the sales clerk will be able to indicate which event the
    cardholder is purchasing by selecting the appropriate function key.
    This event code information is then held in the database for
    reporting purposes and for a bulk refund if one should become
    necessary.

a.  [Bulk Refunds]{.underline}. When requested by an appropriate
    merchant, the Disbursing Officer can initiate a bulk refund on the
    ship using the Navy Cash application. For each event refunded, the
    full purchase amount will be credited to each cardholder's strip
    (Navy / Marine Cash) account on the ship. This credit will be
    reflected ashore after the next end-of-day round trip is completed.
    A bulk refund can only be initiated one time for any one event.

```{=html}
<!-- -->
```
(1) To enter the "Bulk Refunds" function, the Disbursing Officer clicks
    on the "Bulk Refunds" link in the funds transfer options window.

```{=html}
<!-- -->
```
(33) [Select Event]{.underline}. To refund an event, select the
     appropriate event in the "Select Event for Refund" box and click
     the "Refund" button.

(34) [Check Status]{.underline}. To check the status of a refunded
     event, look at the appropriate event in the "View Refund Request
     Status Details" box.

```{=html}
<!-- -->
```
(a) [Review Bulk Refund Exceptions Report]{.underline}. Although the
    status of a refund request may indicate "Processed Successfully",
    the Disbursing Officer and MWR Officer must review the Bulk Refund
    Exceptions Report to ensure that all transactions were refunded.

```{=html}
<!-- -->
```
(h) [Visitor Cards]{.underline}. Purchases made with visitor cards,
    which do not have a strip (Navy / Marine Cash) account associated
    with them, will always be listed on the Bulk Refund Exceptions
    Report and must be refunded individually at the Navy Cash
    application (see paragraph 8.4.10 and the "Chip Purchase Refund"
    selecting a specific event). ,

```{=html}
<!-- -->
```
b.  [Bulk Refund Reports]{.underline}.

```{=html}
<!-- -->
```
(1) [Bulk Refund Exceptions Report]{.underline}. The bulk refund
    procedure will generate a Bulk Refund Exceptions Report for
    transactions that it cannot refund, for example, purchases made with
    visitor cards or transactions that have already been refunded
    individually. This report will be placed automatically in the
    "Q:\\files\\navydata\\report\\ship\\bulkrefund" directory.

```{=html}
<!-- -->
```
(35) [Merchant Reports]{.underline}. Merchant daily and monthly reports
     will group sales transaction data by event codes if one or more
     have been created (and used) for any "events" within a merchant's
     sales, for example, a concert, golf tournament, cruise book, flower
     sales. If no event codes were indicated during sales, all sales
     transactions will be reported together.

###  Daily Cash Transaction Ledger

Note: A cardholder's signature is required only for a chip-to-cash
transaction. This form can be maintained electronically, provided all
required signatures are obtained.

a.  If a cardholder uses cash (or check) to put monies on his or her
    card:

```{=html}
<!-- -->
```
(1) In Block 1, enter the date of the transaction.

```{=html}
<!-- -->
```
(36) In Block 2, enter the amount of the cash value added to the chip.

```{=html}
<!-- -->
```
c.  If a cardholder converts electronic value on his or her card to
    cash:

```{=html}
<!-- -->
```
(1) In Block 1, enter the date of the transaction.

```{=html}
<!-- -->
```
(37) In Block 3, enter the amount of the cash value removed from the
     chip.

(38) In Blocks 4 and 5, have the cardholder print and sign his or her
     name for the amount of cash received.

```{=html}
<!-- -->
```
d.  If a cardholder is deceased, injured, or an unauthorized absentee, a
    designated officer, or an inventory board appointed by the
    Commanding Officer presents the Navy Cash card, if available, to the
    Disbursing Officer. The Disbursing Officer will convert the
    electronic value to cash and prepare an ex-cash check in the
    cardholder's name. Any amount residing in the cardholder's Navy Cash
    account should be pushed back to the cardholder's DDA via the
    Customer Service Center at the TFA.

```{=html}
<!-- -->
```
(1) In Block 1, enter the date of the transaction.

```{=html}
<!-- -->
```
(39) In Block 3, enter the cash value on the chip.

(40) In Block 4, enter the ex-cash check number.

```{=html}
<!-- -->
```
e.  Close out the Daily Cash Transaction Ledger as follows:

```{=html}
<!-- -->
```
(1) Total the amounts entered in the column under Block 2.

```{=html}
<!-- -->
```
(41) Enter the amount in Block 6, Total Cash to Chip.

(42) Total column 3 and enter the amount in Block 7, Total Chip to Cash.

(43) In Block 8, Net Sum for Chip Transactions, enter the difference
     between Blocks 6 and 7.

(44) This value should be the value recorded as an increase to line 6.2A
     and a decrease to line 6.9 of the DD 2657. The completed Daily Cash
     Transaction Ledger should be retained with the balanced DD 2657.

```{=html}
<!-- -->
```
f.  A blank copy of the Daily Cash Transaction Ledger is included in
    paragraph 8.15.10.

+--------+---------+---+-----+------------+------+--------------------+
| **NAVY |         |   |     |            |      |                    |
| CA     |         |   |     |            |      |                    |
| SH^^\ |         |   |     |            |      |                    |
| DAILY  |         |   |     |            |      |                    |
| CASH   |         |   |     |            |      |                    |
| TRANS  |         |   |     |            |      |                    |
| ACTION |         |   |     |            |      |                    |
| LE     |         |   |     |            |      |                    |
| DGER** |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
| *      | *       | * |     | **PRINT\   |      | **CARDHOLDER\      |
| *DATE\ | *CASH-\ | * |     | CARDHOLDER |      | SIGNATURE\         |
| **    | T       | C |     | NAME\      |      | **                |
|        | O-CHIP\ | H |     | **        |      |                    |
|        | **     | I |     |            |      |                    |
|        |         | P |     |            |      |                    |
|        |         | - |     |            |      |                    |
|        |         | \ |     |            |      |                    |
|        |         | T |     |            |      |                    |
|        |         | O |     |            |      |                    |
|        |         | - |     |            |      |                    |
|        |         | C |     |            |      |                    |
|        |         | A |     |            |      |                    |
|        |         | S |     |            |      |                    |
|        |         | H |     |            |      |                    |
|        |         | \ |     |            |      |                    |
|        |         | * |     |            |      |                    |
|        |         | * |     |            |      |                    |
|        |         |  |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
| 11     | 100.00  |   |     |            |      |                    |
| /01/02 |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
| 11     | 60.00   |   |     |            |      |                    |
| /01/02 |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
| 11     | 50.00   |   |     |            |      |                    |
| /01/02 |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
| 11     | 50.00   |   |     |            |      |                    |
| /01/02 |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
| 11     |         | 1 |     |            |      |                    |
| /01/02 |         | 0 |     |            |      |                    |
|        |         | . |     |            |      |                    |
|        |         | 0 |     |            |      |                    |
|        |         | 0 |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
| 11     |         | 5 |     |            |      |                    |
| /01/02 |         | . |     |            |      |                    |
|        |         | 0 |     |            |      |                    |
|        |         | 0 |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
| Total  | 260.00  | 1 |     |            |      |                    |
|        |         | 5 |     |            |      |                    |
|        |         | . |     |            |      |                    |
|        |         | 0 |     |            |      |                    |
|        |         | 0 |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
|        |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
|        |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
|        |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
|        |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
|        |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
|        |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
|        |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
|        |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
|        |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
|        |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
|        |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
|        |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
|        |         |   |     |            |      |                    |
+--------+---------+---+-----+------------+------+--------------------+
| \     |         |   | \  |            | \   |                    |
| *      |         |   | *   |            | *    |                    |
| *TOTAL |         |   | *TO |            | *NET |                    |
| CASH   |         |   | TAL |            | SUM  |                    |
| TO     |         |   | C   |            | FOR  |                    |
| CHIP** |         |   | HIP |            | CHIP |                    |
|        |         |   | TO  |            | TR   |                    |
| \$     |         |   | CAS |            | ANSA |                    |
| 260.00 |         |   | H** |            | CTIO |                    |
|        |         |   |     |            | NS** |                    |
|        |         |   | \   |            |      |                    |
|        |         |   | $15 |            | \$24 |                    |
|        |         |   | .00 |            | 5.00 |                    |
+--------+---------+---+-----+------------+------+--------------------+

![](media/image11.wmf){width="6.497222222222222in" height="5.8625in"}

![](media/image12.wmf){width="6.497222222222222in" height="5.8625in"}

###  Resetting or Changing the PIN

Cardholders who elect to reset or change the PIN associated with their
Navy Cash cards would normally use the K80 and follow the screen
prompts. To change a PIN at the disbursing office:

a.  The Disbursing Officer clicks on the "PIN Reset or Change" link in
    the Navy Cash application.

```{=html}
<!-- -->
```
g.  The Disbursing Officer instructs the cardholder to insert the card
    into the K22 and clicks on the "Get Chip Info" button. The
    Disbursing Officer must then verify the information displayed and
    the cardholder's identity and ownership of the card.

h.  The Disbursing Officer then clicks the "Submit" button to initiate
    the PIN change.

i.  The cardholder then follows instructions on the K22 and enters and
    reenters a new PIN.

j.  Successful PIN change will be indicated on the Navy Cash application
    screen.

k.  If a card is blocked, it must be unblocked before the PIN can be
    changed (see paragraph 8.4.16).

![](media/image13.wmf){width="6.499305555555556in" height="4.875in"}

###  Change Card Status

The "Change Card Status" screen can be used to "activate" a new
permanent Navy Cash card that has been delivered to the ship and to
report a card that has been lost, stolen, or damaged, or needs to be
canceled.

a.  [Card Activation for Permanent Cards]{.underline}

```{=html}
<!-- -->
```
(1) For security reasons and to prevent fraud, permanent Navy Cash cards
    are delivered to the ship in a "pendactive" status and must be
    activated before they will work. Occasionally, a cardholder will
    come to disbursing to report a card that no longer works, when, in
    fact, the card has never been activated. For example, the cardholder
    may have been given a new permanent Navy Cash card just as he or she
    was leaving a previous ship, and the card was not activated at the
    time. Because the card does not work, the cardholder will not be
    able to do a ship check-in until the card has been activated.

```{=html}
<!-- -->
```
(45) To activate a card, the Disbursing Officer first clicks on the
     "Change Card Status" link from the Card Maintenance menu in the
     Navy Cash application.

(46) If the cardholder has a temporary Navy Cardholder card, the
     Disbursing Officer must first insert the Navy Cardholder card into
     the K22 and click on the "Get Card Info" button so that the
     temporary card can be canceled before activating the new permanent
     card.

```{=html}
<!-- -->
```
(a) To provide quicker access to any funds remaining on the chip of the
    temporary card, the cardholder can move the funds on the chip
    (electronic purse) to the strip (Navy / Marine Cash account) using
    the K80 Cashless ATM before coming to disbursing. Otherwise, the
    system will automatically do a chip-to-strip transfer to restore the
    value on the chip when the Disbursing Officer clicks the "Update
    Card Status" button in the step below, and the funds won't be
    available in the Navy Cash account until the next end-of-day
    processing is completed between the ship and the shore.

```{=html}
<!-- -->
```
(i) The Navy Cash application brings up the card ID number(s) associated
    with the search criteria. After verifying the cardholder's identity
    and ownership of the temporary card, the Disbursing Officer selects
    the correct card in the "Cards Found" window, selects the "Canceled"
    status in the "Report Card Status" window, and clicks "Update Card
    Status" to initiate the change in card status.

(j) The Disbursing Officer must immediately destroy a canceled card in
    the presence of the cardholder. Cards can be destroyed by cutting
    them up or shredding them.

```{=html}
<!-- -->
```
(47) The Disbursing Officer then inserts the new Permanent Navy Cash
     card into the K22 and clicks on the "Get Card Info" button.

(48) The Disbursing Officer selects the correct card in the "Cards
     Found" window, selects the "active" status in the "Report Card
     Status" window, and clicks "Update Card Status" to initiate the
     change in card status.

(49) The new Permanent Navy Cash card is now active and immediately
     usable on the ship. Since the active status of the card will not be
     reported to the TFA until the next end-of-day processing is
     initiated, the card will not be usable ashore until the end-of-day
     processing between the ship and the shore is completed.

```{=html}
<!-- -->
```
l.  [Reporting Permanent and Temporary Cards Lost, Stolen, Damaged, or
    Canceled]{.underline}

```{=html}
<!-- -->
```
(1) [Lost, Stolen, or Damaged Cards]{.underline}. If a cardholder's Navy
    Cash card is lost, stolen, or damaged, he or she must report to the
    disbursing office immediately so that the status of the old card can
    be reported appropriately as "Lost", "Stolen", or "Damaged" and a
    new card can be issued.

```{=html}
<!-- -->
```
(50) [Canceled Cards]{.underline}. If a cardholder is being discharged
     from the Navy or Marine Corps (see paragraph 8.4.19) or no longer
     desires to have a Navy / Marine Cash account or is simply turning
     in a temporary card in order to pick up a new permanent card, he or
     she must report to the disbursing office to turn in and cancel his
     or her card.

```{=html}
<!-- -->
```
(a) Prior to reporting to the disbursing office, cardholders being
    discharged from the service or otherwise closing their Navy/Marine
    Cash accounts should move all the funds on their Navy / Marine Cash
    cards from the chip (electronic purse) and the strip (Navy / Marine
    Cash account) back to their home bank or credit union accounts using
    the K80 Cashless ATM. Alternatively, they may move all the funds on
    the strip to the chip and "cash out" the chip at the disbursing
    office in accordance with paragraph 8.4.9.

```{=html}
<!-- -->
```
(k) For cardholders being discharged or closing their accounts, the
    Disbursing Officer must first verify that their Navy / Marine Cash
    card is empty before changing the card status to "Canceled". For
    cardholders turning in a temporary card in order to pick up a new
    permanent card, the system will automatically start a chip-to-Navy
    Cash transfer on the ship to restore the value on the chip (see
    below and paragraph 8.4.15.a above).

(l) The Disbursing Officer must immediately destroy a canceled card,
    whether it is permanent or temporary, in the presence of the
    cardholder and notify the Customer Service Center via phone or
    e-mail if an account is being closed. Cards can be destroyed by
    cutting them up or shredding them.

```{=html}
<!-- -->
```
(51) The Disbursing Officer clicks on the "Change Card Status" link in
     the Navy Cash application.

(52) [If the card is present]{.underline}

```{=html}
<!-- -->
```
(a) The Disbursing Officer inserts the card into the K22 and clicks on
    the "Get Card Info" button.

```{=html}
<!-- -->
```
(m) The Navy Cash application brings up the card ID number(s) and
    associated information. The cardholder's name is displayed but
    cannot be modified. After verifying the cardholder's identity and
    ownership of the card, the Disbursing Officer selects the correct
    card in the "Cards Found" window, selects the correct card status in
    the "Report Card Status" window, and clicks "Update Card Status" to
    initiate the change in card status.

(n) If the card's status is being changed to "Canceled", the system will
    automatically start a chip to Navy / Marine Cash (strip) transfer.
    This allows the system to move the exact amount on the chip to the
    individual's Navy / Marine Cash account on the ship. The updated
    Navy / Marine Cash account balance will not be reflected on the
    shore until the next end-of-day processing is completed between the
    ship and the shore.

*Note: If the cardholder has not checked in to the particular ship, his
or her Navy / Marine Cash account balance cannot be displayed because
the account balance information is not available on the shipboard
server. The account balance can only be displayed after the individual
cardholder has done a "Ship Check In" at the K80 Cashless ATM and a
subsequent Navy Cash data transmission round trip has been completed.*

(o) The K22 will require the cardholder to enter his PIN and click OK.

(p) The K22 will display the amount for credit and ask cardholder if
    amount is correct. The cardholder will select either "OK" or "CLR".
    If the cardholder chooses "OK", the chip to Navy Cash transfer is
    completed and the card can be removed. If the cardholder chooses
    "CLR", the transaction will be rejected and cancelled, and the
    process will need to be repeated for the correct amount.

```{=html}
<!-- -->
```
(53) [If the card is not present (or the chip is damaged)]{.underline}

```{=html}
<!-- -->
```
(a) The Disbursing Officer enters either the individual's SSN, the
    MasterCard number, or, for visitor cards, the card ID number (with
    just one criterion needed) and clicks the "Card Search" button. The
    MasterCard number can be used to search when a Temporary Navy
    Cardholder card is brought to the disbursing office and no one has
    signed the card, the chip is damaged and not readable, and there is
    no way to determine to whom the card belongs.

```{=html}
<!-- -->
```
(q) The Navy Cash application brings up the card ID number(s) associated
    with the search criteria. After verifying the cardholder's identity
    and ownership of the card, the Disbursing Officer selects the
    correct card in the "Cards Found" window, selects the correct card
    status in the "Report Card Status" window, and clicks "Update Card
    Status" to initiate the change in card status.

(r) If the card's status is being changed to "Lost", "Stolen",
    "Damaged", or "Canceled", the system will automatically notify the
    shore-side when the next Navy Cash data transmission occurs to do a
    chip to Navy Cash transfer to restore the value on the chip. The
    balance that was on the chip at the close of the business day the
    card was reported lost, stolen, or damaged is transferred
    automatically by the shore-side to the cardholder's Navy / Marine
    Cash account. This action will not be completed until the next
    end-of-day processing is initiated from the ship, and the updated
    Navy / Marine Cash account balance will not be reflected on the ship
    until the end-of-day processing is completed between the ship and
    the shore.

```{=html}
<!-- -->
```
(54) The system then changes the card's status, and the card is now
     "hotlisted" on the ship. All the card readers on the ship, for
     example, the K22s in the ship's store and post office and the CADs
     in the vending machines, will be updated with this hotlist
     information within five minutes, and, if the card is inserted into
     a K22 or CAD, the device will lock the card from further use and
     actually render the chip permanently unusable.

(55) Since the hotlisted status of the card is not "reported" to the TFA
     until the next end-of-day processing is initiated from the ship,
     the Disbursing Officer must also notify the Navy Cash Customer
     Service Center that the card has been hotlisted. A telephone call
     is the preferred way to notify the Customer Service Center, but
     e-mail notification is also acceptable.

(56) To issue a replacement card, the Disbursing Officer then clicks on
     the "Assign Replacement Card" link in the Navy Cash application,
     which is described in paragraph 8.4.18.

```{=html}
<!-- -->
```
m.  [Visitor Cards]{.underline}

```{=html}
<!-- -->
```
(1) [Reporting Lost, Stolen, or Damaged Visitor Cards]{.underline}

```{=html}
<!-- -->
```
(a) If a cardholder's Navy Cash visitor card is lost, stolen, or
    damaged, he or she must report to the disbursing office immediately
    so that the status of the old card can be reported appropriately as
    "Lost", "Stolen", or "Damaged", any unused value remaining on the
    card can be restored, and a new card can be issued.

![](media/image14.wmf){width="1.9993055555555554in"
height="1.2631944444444445in"}

(s) The Disbursing Officer must enter the visitor card sequence number,
    which is printed on the lower right of the back of the card, and
    click the "Card Search" button in order for the system to bring up
    the correct card in the "Cards Found" window. If the card is lost or
    stolen, and the cardholder has not recorded the card number, the
    Disbursing Officer can refer to the Navy Cash Card Issue Log (see
    paragraph 8.3.1). The log contains the last four digits of the card
    number for temporary and permanent cards and the entire card
    sequence number for visitor cards.

(t) After verifying the cardholder's identity and ownership of the card
    (refer to the Navy Cash Card Issue Log), the Disbursing Officer
    selects the correct card in the "Cards Found" window, selects the
    correct card status in the "Report Card Status" window, and clicks
    "Update Card Status" to initiate the change in card status.

(u) Visitor cards are not normally canceled but should be cashed out and
    turned in to disbursing when the visitor departs so that they can be
    reissued to another visitor.

```{=html}
<!-- -->
```
(57) [Restoring Value on Lost, Stolen, or Damaged Visitor
     Cards]{.underline}

```{=html}
<!-- -->
```
(a) Because a Navy Cash Visitor Card is anonymous and does not have a
    Navy / Marine Cash account associated with it, the funds that were
    on the chip cannot be moved automatically from the chip to a Navy /
    Marine Cash strip account. There are three options available to
    retrieve funds from the visitor card.

```{=html}
<!-- -->
```
(v) For each of these options, the Disbursing Officer must first change
    the card status of the "old" visitor card to "Lost", "Stolen", or
    "Damaged" as appropriate (see above).

(w) [Move Funds to Disbursing Office Navy Cash (Strip)
    Account]{.underline}. The Disbursing Officer must provide the CSC
    the visitor card sequence number (from the lower right corner of the
    back of the card or from the Navy Cash Card Issue Log). The CSC can
    then debit the chip and credit the Disbursing Office Navy Cash
    (strip) merchant account. After the next round trip, the Disbursing
    Officer can take his or her merchant Navy Cash card to the K80, move
    the funds from the strip to the chip. Then, he or she can either
    cash out the chip and use the cash to fund a new visitor card; or
    cash out the chip and give the cardholder the cash; or go to the K80
    Cashless ATM and do a chip-to-chip transfer from the Disbursing
    Officer's merchant card to a new visitor card.

(x) [Move Funds to Cardholder's Navy Cash (Strip) Account]{.underline}.
    If the cardholder has a Navy Cash account, the Disbursing Officer
    can provide the CSC the visitor card sequence number (from the lower
    right corner of the back of the card or from the Navy Cash Card
    Issue Log). The CSC can then debit the chip and credit the
    cardholder's strip account. After the next round trip, the
    cardholder can take his or her Navy Cash card to the K80 and move
    the funds from the strip to the chip or back to his or her home bank
    or credit union account.

(y) [Move Funds to Cardholder's Home Account]{.underline}. The CSC can
    "push" the funds remaining on the chip to a specified bank or credit
    union account. To accomplish this, the Disbursing Officer must
    forward the following information to the CSC via e-mail
    (navycashcenter@ezpaymt.com). The CSC can debit the chip account and
    transfer the funds to the bank or credit union account provided. The
    cardholder can fund a new visitor card by exchanging a personal
    check or cash at the disbursing office.

-   Card number (from the lower right corner of the back of the card or
    from the Navy Cash Card Issue Log)

-   Account number to which the funds should be transferred

-   ABA (American Bankers Association) routing number for bank or credit
    union that holds the account

-   Name on the account. This is the cardholder's name exactly as it is
    on the account, not the name of the bank.

![](media/image15.wmf){width="6.499305555555556in" height="2.94375in"}

![](media/image16.wmf){width="6.497222222222222in" height="5.8625in"}

###  Unblock Card

a.  If a cardholder's Navy Cash card becomes blocked because they
    entered their PIN incorrectly more than three times, he or she must
    report to the Disbursing Officer so that the card can be unblocked.

```{=html}
<!-- -->
```
n.  The Disbursing Officer clicks on the "Unblock Card" link in the Navy
    Cash application and enters either the individual's SSN, the
    MasterCard number, or, for visitor cards, the card ID number (with
    just one criterion needed). The Disbursing Officer then clicks the
    "Card Search" button.

o.  The MasterCard number can be used to search when a Temporary Navy
    Cardholder card is brought to the disbursing office and no one has
    signed the card, the chip is damaged and not readable, and there is
    no way to determine to whom the card belongs.

p.  The Navy Cash application brings up the card ID number(s) associated
    with the search criteria.

q.  After verifying ownership of the Navy Cash card, the Disbursing
    Officer selects the correct card, instructs the cardholder to insert
    the card into the K22, and clicks the "Submit" button to initiate
    unblocking the card.

r.  The cardholder then follows instructions presented on the K22.

s.  Successful unblocking of the card will be indicated on the Navy Cash
    application screen. When a blocked card is inserted, the K22 may
    display the error codes "Card BlockedR09" or "Card BlockedR09A". R09
    is displayed the first time a blocked card is inserted into a K22,
    and R09A is displayed each subsequent time the card is inserted.
    Experience has shown that, when the error codes R09 or R09A are
    encountered, several unblock attempts may be required to
    successfully unblock the card. Disbursing personnel should attempt
    to unblock a card several times before deciding to replace the card.

t.  If a cardholder entered his or her PIN incorrectly ten or more times
    prior to bringing it to the disbursing office to be unblocked, the
    card becomes permanently blocked and must be replaced as discussed
    in paragraph 8.4.18. If the K22 displays the error code "Unusable
    CardR7", the card is permanently blocked, cannot be unblocked, and
    must be replaced.

![](media/image17.wmf){width="6.497222222222222in" height="5.8625in"}

###  Card Report

a.  To view information on all chip transactions for a specific account,
    a Card Report can be generated which displays a breakdown of all
    transactions that have occurred on a chip.

```{=html}
<!-- -->
```
u.  To generate the Card Report, the Disbursing Officer clicks on the
    Card Report link in the Navy Cash application.

v.  The Disbursing Officer then has the cardholder insert his or her
    card into the K22 and clicks the "Get Chip Info" button. If the card
    is not available to be inserted, a search can be created based on
    the prescribed search criteria. The Disbursing Officer must then
    identify the appropriate account from the search results listing.

w.  Once the account has been identified, the DISBO will select start
    and end dates for the report and click on the generate button. This
    will produce the report on screen. If a hardcopy printout is
    required, simply click on the Print button and a paper report will
    be generated.

![](media/image18.wmf){width="6.497222222222222in" height="5.8625in"}

![](media/image19.wmf){width="6.497222222222222in" height="5.8625in"}

###  Assign Replacement Card

a.  If a cardholder's Navy Cash card is lost, stolen, or damaged, he or
    she must report to the Disbursing Officer so that the status of the
    old card can be reported appropriately and a new card can be issued.
    Prior to issuing a replacement card, the Disbursing Officer must
    update the card status in accordance with paragraph 8.4.15, Change
    Card Status.

```{=html}
<!-- -->
```
x.  The Disbursing Officer clicks on the "Assign Replacement Card" link.
    To search for the appropriate card ID number, the Disbursing Officer
    enters an individual's SSN or selects an appropriate merchant from
    the drop down menu. The Disbursing Officer then clicks the "Card
    Search" button.

y.  The Navy Cash application brings up the card(s) ID number(s)
    associated with the search criteria. The cardholder's name is
    displayed but cannot be modified. The Disbursing Officer then
    selects the card that needs to be replaced in the "Cards Found"
    window.

z.  The Disbursing Officer shall document issuing the replacement card
    in the Navy Cash Card Issue Log, recording the last four digits of
    the card number, name and last four digits of the SSN of the card
    owner, issue date, signature of the recipient, and the name and
    signature of the issuer.

a.  The Disbursing Officer inserts the new Navy Cash card into the K22
    and clicks the "Get Card Info" button.

b.  Navy Cash application receives the card ID number from the K22,
    which it then displays. The Disbursing Officer then clicks the
    "Assign Card to Account" button.

```{=html}
<!-- -->
```
(1) Once the new card has been assigned to the account, it can be used
    on board ship immediately. Any funds available in the strip (Navy
    Cash) account can be transferred to the chip for use on the ship,
    and any funds remaining on the chip of the old card will be
    transferred to the strip account automatically when the next
    end-of-day processing is completed between the ship and the shore
    (see paragraph 8.4.15).

```{=html}
<!-- -->
```
(58) The new card cannot be used ashore until the account information
     ashore has been updated with the new card number which occurs when
     the end-of-day processing is completed by the ship and the shore.

```{=html}
<!-- -->
```
c.  For security reasons and to prevent fraud, the new permanent Navy
    Cash card arrives on the ship in a "pendactive" status and must be
    activated before it will work (see paragraph 8.4.15.a, Card
    Activation).

###  Close or Suspend an Account Pending Transfer or Discharge?

a.  [Cash Out or Transfer Funds on Card]{.underline}. When a cardholder
    is being discharged from the Navy or Marine Corps, transferring to
    an activity that does not have Navy/Marine Cash, or no longer
    desires to have a Navy/Marine Cash account, he or she should move
    all the funds on the Navy/Marine Cash card from the chip (electronic
    purse) and the strip (Navy/Marine Cash account) back to his or her
    home bank or credit union account using the K80 Cashless ATM.
    Alternatively, he or she may move all the funds on the strip to the
    chip and "cash out" the chip at the disbursing office in accordance
    with paragraph 8.4.9.

```{=html}
<!-- -->
```
d.  [Monitor Cardholder Transfer Dates]{.underline}. The disbursing
    office must work closely with the personnel office to keep track of
    cardholders who will be leaving the ship within 30, 60, and 90 days.
    To assist in monitoring transfer dates, the Disbursing Officer
    should ensure that the projected "Transfer Date" and "Transfer Type"
    in each cardholder's member profile is current (see paragraph
    8.4.21, Account Information Update). Based on the transfer dates in
    the member profiles, a shore report will be generated when a
    cardholder's transfer is within a 30-day window. The shore report
    will contain account balances and will serve as a notice to clear
    any negative balances before these cardholders leave the ship. The
    transfer dates in the member profiles will also be used to pull
    accounts of cardholders who have left the ship off the ship's Navy
    Cash roster and transfer these accounts to a "shore" roster. Once
    these accounts are transferred to the shore roster, a standard set
    of reports, including the daily Negative Balance Report and Returned
    Items Detail Report, will continue to be generated, so that any
    account activity can be monitored ashore and any negative account
    balances can continue to be pursued.

e.  [30 Days Prior to Transfer or Discharge]{.underline}..

```{=html}
<!-- -->
```
(1) [Review Negative Balance Report]{.underline}. The Disbursing Officer
    should review the daily Negative Balance Report on a daily basis and
    ensure cardholders within 30 days of transfer or discharge are not
    listed on the report. The amount of any negative balance in a
    Navy/Marine Cash account represents a debt to the U.S. Treasury
    funds pool. Even though the amount of that debt is not part of his
    or her accountability the Disbursing Officer is responsible for
    collecting on that debt. There are several options available to
    accomplish this (see paragraph 8.8.1). The Disbursing Officer should
    ensure that the cardholder's Navy Cash access to their home bank or
    credit union account remains blocked until the negative balance is
    cleared and the Navy/Marine Cash account is balanced (see paragraph
    8.8.2). Don't unblock access until the Navy/Marine Cash account
    balance is zero or positive.

```{=html}
<!-- -->
```
(59) [Prevent Unrecoverable Debt]{.underline}. The Disbursing Officer
     should make a judgment whether or not a negative balance condition
     is likely on a cardholder's Navy/Marine Cash account, for example,
     from an NSF or other returned transaction, taking into account
     pending transactions that have not yet been processed by the Navy
     Cash system. To prevent an unrecoverable debt from being posted to
     Navy Cash, the Disbursing Officer should evaluate the need to
     suspend the cardholder's Navy Cash account and block access to his
     or her home bank or credit union account or cancel the cardholder's
     permanent Navy Cash card and close the his or her Navy/Marine Cash
     account some time prior to his or her actual departure date. If
     necessary, the Disbursing Officer can issue a "chip-only" visitor
     card for use on the ship until the cardholder leaves the ship.

(60) [Split Pay Option (SPO)]{.underline}. The Disbursing Officer or
     Marine Admin Section is responsible for stopping a cardholder's SPO
     at least 30 days before he or she leaves the ship.

```{=html}
<!-- -->
```
f.  [PCS Transfer]{.underline}. Cardholders transferring PCS (Permanent
    Change of Station) should be encouraged to keep their Navy / Marine
    Cash cards and accounts when they leave the ship, particularly as
    more and more ships in the fleet are equipped with Navy Cash. A Navy
    / Marine Cash Debit MasterCard^®^ does not expire until three years
    from the date of issue, so it will remain valid after an individual
    leaves the ship. If a cardholder's next ship is Navy Cash equipped
    and his or her card is still valid, he or she can quickly get access
    to all Navy Cash capabilities.

```{=html}
<!-- -->
```
(1) [Suspend Navy/Marine Cash Account]{.underline}. If a cardholder
    elects to keep his or her Navy / Marine Cash card and account, he or
    she should transfer funds as described above from both the chip and
    the strip before leaving the ship.

```{=html}
<!-- -->
```
(a) As a part of the checkout process, the disbursing office will
    contact the Customer Service Center (CSC) via phone or e-mail and
    request that the cardholder's Navy / Marine Cash account be
    suspended, which will prevent online ATM withdrawals and online
    PIN-based and signature-based purchases ashore. The cardholder's
    Navy Cash access to their bank or credit union should also be
    blocked , which will prevent access to the home account from the
    ship. The Disbursing Officer or authorized Disbursing Clerk can
    block access through either the Navy Cash application or the Navy
    Cash Disbursing web site, or by sending a request to the CSC by
    phone or e-mail. Any updates to Navy Cash card access done through
    the Navy Cash application are effective immediately on board the
    ship and will regulate any subsequent funds transfer requests the
    cardholder attempts at the K80 Cashless ATM. Updates done through
    the Navy Cash Center web site do not go into effect on board the
    ship until a round trip is completed between ship and shore. Updates
    done through the CSC do not go into effect on board the ship until
    the CSC receives the information, processes the request, and a round
    trip is completed between ship and shore.

```{=html}
<!-- -->
```
(z) The cardholder should then retain his or her Navy / Marine Cash card
    until he or she reports to a Navy Cash equipped ship. Once on board
    the new ship, the cardholder must first complete a "Ship Check In"
    at a K80 Cashless ATM, and the ship must complete the next
    end-of-day processing between ship and shore. In the interim, he or
    she must also report to the disbursing office and request that they
    send an e-mail or call the CSC asking that the cardholder's Navy /
    Marine Cash account be restored, which will allow online ATM
    withdrawals and online PIN-based and signature-based purchases
    ashore, and that the cardholder's access to their home bank or
    credit union be unblocked, which reinstates Navy Cash access to the
    account from the ship. Since end-of-day processing is normally
    completed each day, full access to Navy / Marine Cash capabilities
    should be available the next day.

(a) *Suspending an account* only prevents online ATM withdrawals and
    online PIN-based and signature-based purchases ashore. *Blocking
    access* (see paragraph 8.8.2) only prevents Navy Cash access to bank
    and credit union accounts from the ship; the cardholder can still
    use the card ashore, even when the Navy Cash account balance is
    negative, at merchants who process transactions in an offline mode.
    Neither blocking Navy Cash access to bank and credit union accounts
    nor suspending a Navy Cash account disables the chip on a Navy Cash
    card; the individual can still use the value on the chip to purchase
    things on the ship.

```{=html}
<!-- -->
```
(61) [Close Navy/Marine Cash Account]{.underline}. If a cardholder
     elects not to keep his or her Navy / Marine Cash card and account,
     he or she should transfer funds as described above from both the
     chip and the strip before leaving the ship.

```{=html}
<!-- -->
```
(a) As a part of the checkout process, the cardholder should report to
    the disbursing office (and Admin Section for the Marine Corps) to
    notify them that he or she wants to close his or her Navy/Marine
    Cash account and to turn in his or her card.

```{=html}
<!-- -->
```
(b) After verifying that the cardholder's Navy/Marine Cash card is
    empty, the Disbursing Officer should change the card status to
    "Canceled" in accordance with paragraph 8.4.15, Change Card Status.

(c) The disbursing office must then destroy, for example, cut up or
    shred, the card in the presence of the cardholder. The disbursing
    office must also notify the Customer Service Center via phone or
    e-mail to close the account.

```{=html}
<!-- -->
```
g.  [Discharge from Service]{.underline}. Cardholders being discharged
    from the Navy and Marine Corps will be required to close their
    Navy/Marine Cash accounts and turn in their Navy/Marine Cash cards
    in accordance with the basic procedures outlined above.

```{=html}
<!-- -->
```
(1) Prior to the cardholder's discharge, the Disbursing Officer is
    responsible for ensuring that all negative Navy Cash balance
    conditions are cleared and that minimal possibilities exist for a
    future negative balance condition.

```{=html}
<!-- -->
```
(62) If a cardholder is within the final 30 days of being discharged
     from the Navy or Marine Corps and has a negative Navy Cash balance,
     the Disbursing Officer's only option is to post a "DS01"
     indebtedness, Company Code D411179, to the cardholder's military
     pay account prior to the cardholder's separation date (see
     paragraph 8.8.1).

```{=html}
<!-- -->
```
h.  [Disposition of Navy Cash Cards]{.underline}. If at all possible,
    the Disbursing Officer must recover permanent and temporary Navy
    Cash cards from individuals who are closing their Navy Cash accounts
    and cancel (see paragraph 8.4.15, Change Card Status) and destroy
    the cards in the presence of the cardholder. Visitor cards must also
    be recovered from anyone leaving the ship, so they can be reissued
    to another visitor.

![](media/image20.wmf){width="6.497222222222222in"
height="5.999305555555556in"}

###  Account Enrollment

a.  To open a Navy Cash account, a person must be enrolled in the
    program. To enroll, he or she must fill out and sign an enrollment
    form and report to the disbursing office to turn in the form. The
    Disbursing Officer shall verify the ABA or routing number and the
    account number recorded on the form. A sample Navy Cash enrollment
    form is included at Appendix F.

```{=html}
<!-- -->
```
(1) [Split Pay Option (SPO)]{.underline}. Individuals who elect SPO can
    have a portion of their pay sent directly to their Navy Cash
    accounts each payday.

```{=html}
<!-- -->
```
(a) Enrolling in Navy Cash and signing up for SPO are two separate
    actions. Signing up for SPO (see paragraph 8.4.33) does not
    automatically enroll an individual in Navy Cash; conversely,
    enrolling in Navy Cash does not automatically sign an individual up
    for SPO.

```{=html}
<!-- -->
```
(d) The Disbursing Officer must ensure that individuals are enrolled in
    Navy Cash and their Navy Cash accounts are open before they sign up
    for SPO. Should the TFA be forced to reject SPO payroll payments for
    individuals who do not have Navy Cash accounts, the funds must be
    returned to DFAS Cleveland to be credited back to the individuals'
    Master Military Pay Accounts (MMPAs), which creates additional
    workload for the Disbursing Officer (see paragraph 8.4.33) and
    significantly delays receipt of SPO payroll amounts by these
    individuals.

```{=html}
<!-- -->
```
(63) [Enroll Without Temporary Navy Cash Card]{.underline}. In
     accordance with paragraph 8.2.2, ships in homeports or operating
     for short periods in local OPAREAS should enroll new personnel
     without assigning them a temporary Navy Cash card. Visitor cards
     can be issued to new enrollees for use until new permanent cards
     are delivered to the ship. Visitor cards can be used for a short
     period without significant inconvenience. If necessary, for
     individuals whose enrollments in Navy Cash have been completed
     ashore and who are waiting on delivery of new cards, split pay can
     be transferred to the chip on the visitor card using the Navy Cash
     application in accordance with the procedures in paragraph 8.4.8.

(64) [Enroll With Temporary Navy Cash Card]{.underline}. When deployed
     away from homeport for an extended period, delivery of new
     permanent Navy Cash cards via mail can take several weeks.
     Temporary cards ensure individuals have immediate access to all
     Navy Cash capabilities, for example, transferring funds on the ship
     to the chip or Navy Cash (strip) account from bank or credit union
     account ashore. During extended deployments, the Disbursing Officer
     can enroll new personnel and assign them a temporary Navy Cash card
     whenever it is considered necessary.

```{=html}
<!-- -->
```
i.  All authorized military personnel who request Navy Cash privileges
    and enroll in Navy Cash consent in writing, using the Navy Cash
    enrollment form, to immediate collection against their pay for the
    face value of or resulting negative Navy Cash account balance due
    the U.S. Treasury funds pool from all dishonored transactions
    returned for Non Sufficient Funds (NSF), closed accounts, inaccurate
    account information, or any other return reason. With this
    procedure, dishonored transactions will not become a delinquent
    debt; therefore, there is no authority to assess a service charge
    (Reference DOD FMR, Volume 5, Chapter 4).

j.  To enroll a person, the Disbursing Officer clicks on the "New
    Account Enrollment" link in the Navy Cash application and enters the
    enrollment information into the on-screen enrollment form. If a
    required field is not filled in, the application will prompt the
    Disbursing Officer for the missing information. Required blocks are
    indicated with an asterisk (\*). Some guidance for completing the
    enrollment fields is provided in the following subparagraphs.

```{=html}
<!-- -->
```
(1) [General Guidance]{.underline}. Use only letters and numbers in all
    fields of the "New Account Enrollment" screen. Do not use any
    commas, dashes, parentheses, periods, and special characters in any
    of the enrollment fields.

```{=html}
<!-- -->
```
(65) [Middle Initial]{.underline}. This is currently a one character
     mandatory field, which must have an entry before the user is
     allowed to continue to the next field. If the person being enrolled
     does not have a middle initial, a dash ("-") must be entered. If
     this field becomes non-mandatory after a future software change, it
     should then be left blank when the person being enrolled does not
     have a middle initial.

![](media/image21.wmf){width="6.499305555555556in" height="2.94375in"}

(66) [Bank Account Name]{.underline}. Enter the name of the person being
     enrolled **as it appears on his or her account or check**, not the
     name of the bank (depository name).

(67) [ABA Routing Number and Account Number]{.underline}. The Disbursing
     Officer shall verify the ABA or routing number and the account
     number.

(68) If either a bank account name, ABA routing number, or account
     number is entered, they must all be entered. If any one of these is
     missing, an error message will appear. If the Navy Federal Credit
     Union ABA routing number is entered, the system will check to see
     if the account number is a Share Savings account, that is, the
     eighth and ninth positions of the account number are zero, in which
     case an error message will be displayed.

(69) [Account Type]{.underline}. For "Account Type", use the selections
     in the drop down box to indicate whether the account the cardholder
     is associating with his or her Navy Cash account is a "Checking" or
     "Savings" account.

```{=html}
<!-- -->
```
(a) [Personal Checks]{.underline}. For contingency planning purposes,
    all crew members should be encouraged to associate an account that
    supports writing of personal checks if at all possible. Prior to an
    extended or overseas deployment, notify all crewmembers via POD
    notes or e-mails to have a minimum number of personal checks
    available on board ship to use in the event Navy Cash is at or near
    complete mission failure for an extended period of time.

```{=html}
<!-- -->
```
(e) [ATM, Debit, or Check Cards]{.underline}. Again, for contingency
    planning purposes, all crew members should be encouraged to have the
    ATM, debit, or check card issued by their bank or credit union
    available on board ship. Many ports Navy ships visit have an
    extensive ATM infrastructure available where the crew can obtain the
    local currency they need on liberty in the event Navy Cash is at or
    near complete mission failure

```{=html}
<!-- -->
```
k.  [Enroll With a Temporary Navy Cash Card]{.underline}

```{=html}
<!-- -->
```
(1) Temporary Navy Cash cards are issued from the stock of temporary
    cards available on the ship. Each card issued shall be noted in the
    Navy Cash Card Issue Log, which records the last four digits of the
    card number, name and last four digits of the SSN of the card owner,
    issue date, signature of the recipient, and the name and signature
    of the issuer (see paragraph 8.3.1, Custody of Navy Cash Cards). The
    Navy Cash Card Issue Log shall be handled in accordance with
    sensitive personal data requirements. When a new supply of Navy Cash
    cards is required, the Disbursing Officer will re-order a new stock
    of temporary or visitor cards by e-mailing the Navy Cash Customer
    Service Center at navycashcenter@ezpaymt.com.

```{=html}
<!-- -->
```
(70) The Disbursing Officer inserts the new Navy Cash card into the K22
     and clicks the "Get Card Info" button. The card ID number of the
     newly issued card will be displayed in the "Generic Card #" window
     if the card is unassigned. Otherwise, the current assignment status
     will be displayed, and another temporary card must be used from
     stock. The new enrollment will not be reflected on the ship until a
     new account is established ashore and the new account information
     is updated on the ship, which occurs when the end-of-day processing
     "round trip" is completed between ship and shore.

```{=html}
<!-- -->
```
l.  [Enroll Without a Temporary Navy Cash Card]{.underline}. To enroll
    an individual without assigning a temporary Navy Cash card, simply
    skip the step in paragraph d above. Go on to the next step in
    paragraph f below, and click "submit" without inserting a temporary
    Navy Cash card into the K22.

m.  The Disbursing Officer then clicks "Submit" to initiate enrollment
    of a new account holder in Navy Cash. If the individual is being
    enrolled without assigning a temporary Navy Cash card, that is,
    without inserting a temporary card into the K22, the Disbursing
    Officer will be prompted to verify that the individual is being
    enrolled without assigning a generic (temporary) card, which is done
    by clicking the "Yes" or "No" button as appropriate.

![](media/image22.wmf){width="6.497916666666667in"
height="6.243055555555555in"}

n.  The original, hardcopy enrollment form, signed by the individual
    must be mailed to the TFA:

> JPMorgan Chase
>
> P.O. Box 30210
>
> Tampa, FL 33630
>
> Or sent overnight, for example, by FEDEX or UPS, to
>
> JPMorgan Chase
>
> 10430 Highland Manor Drive
>
> F3-1505
>
> Tampa, FL 33610
>
> Attn: Transaction Services Unit (TSU)\
> (813) 432-4640

A copy of the enrollment form, signed by the individual, shall be
maintained on board ship for reference. Enrollment forms can be purged
three years from the date of signature, unless the individual is still
on the ship.

o.  Definition of terms:

> Title = rank, rate, or title, for example, OS2, LT, Mr., Ms.
>
> Phone = home phone number
>
> Pay Grade = E1--E9, O1--O10
>
> Address = address to which the permanent Navy Cash card should be
> mailed. Normally, the ship's address for personnel stationed aboard
> ship (cards will be sent to the Disbursing Officer). Members of ship's
> company should include their assigned division on line 2 of the
> address block on the enrollment form when they enroll. To make it
> easier to track down individuals who are not part of ship's company,
> they should include their company name or command name on line 2 of
> the address block.

Generic Card \# = card number on Navy Cash Card taken from the stock of
cards held by the Disbursing Officer (see paragraph 8.3.1, Custody of
Navy Cash Cards).

> *The following information can be found on a personal check or deposit
> slip associated with a cardholder's Direct Deposit Account.*
>
> ABA = transit routing number or bank routing indicator---the first
> nine numbers in the micro line (MICR) at the bottom of a check or
> savings account deposit slip.
>
> Account No = as listed on check in the remaining numbers of the micro
> line (MICR) or savings account deposit slip.

Account Name = Name of the individual as listed on check or deposit
slip.

p.  Permanent Navy/Marine Cash cards should arrive at the FISC Logistics
    Support Center (LSC) about 10 business days after the TFA receives
    the enrollment data electronically. Contact the ship's Logistics
    Support Representative (LSR) to check the status of any card
    shipments.

###  Account Information Update 

a.  To update his or her account information, for example, to change to
    a new bank and credit union, the cardholder or Navy Cash merchant
    can report to the Disbursing Office.

```{=html}
<!-- -->
```
q.  The Disbursing Officer clicks on the "Account Information Update"
    link.

r.  Account information is stored in a cardholder's member profile. To
    search for the appropriate "Member Profile":

```{=html}
<!-- -->
```
(1) If the cardholder's Navy Cash card is not available, the Disbursing
    Officer enters the cardholder's SSN or selects an appropriate
    merchant from the drop down menu or enters the cardholder's last
    name or the initial letter or letters of the last name in the "Card
    not Present" box and then clicks the "Account Search" button.

```{=html}
<!-- -->
```
(71) If the cardholder's Navy Cash card is available, the Disbursing
     Officer inserts the card into the K22 and clicks the "Get Card
     Info" button in the "Card Present" box.

(72) The Navy Cash application brings up the cardholder names associated
     with the search criteria.

```{=html}
<!-- -->
```
s.  After verifying the cardholder's identity, the Disbursing Officer
    highlights the correct name, and the current account information is
    displayed in the "Member Profile" and "Bank Account Information"
    windows.

![](media/image23.wmf){width="6.492361111111111in"
height="6.327083333333333in"}

t.  [Name Change]{.underline}. *Any* change to the cardholder's first or
    last name or middle initial will automatically generate a request
    for a new permanent Navy Cash card. Because Navy Cash cards are
    relatively expensive, the cardholder and the Disbursing Officer
    should decide jointly whether or not minor corrections to a first or
    last name or middle initial are genuinely necessary before
    initiating a change. Name changes due to major misspellings or
    marriage or divorce should, of course, be made.

u.  [Transfer Type and Date]{.underline}

```{=html}
<!-- -->
```
(1) The disbursing office must work closely with the personnel office to
    keep track of cardholders who will be leaving the ship within 30,
    60, and 90 days (see paragraph 8.4.19, Close or Suspend an Account
    Pending Transfer or Discharge?). To assist in monitoring transfer
    dates, the Disbursing Officer should ensure that the projected
    "Transfer Date" and "Transfer Type" in each cardholder's member
    profile is current. For "Transfer Type", use the selections in the
    drop down box to indicate whether the transfer is a "Transfer of
    Command", in which the cardholder is transferring to a new ship or
    shore command, or a "Separation", in which the cardholder is leaving
    the Navy.

```{=html}
<!-- -->
```
(73) Based on the transfer dates in the member profiles, a shore report
     will be generated when a cardholder's transfer is within a 30-day
     window. The shore report will contain account balances and will
     serve as a notice to clear any negative balances before these
     cardholders leave the ship.

(74) The transfer dates in the member profiles will also be used to pull
     accounts of cardholders who have left the ship off the ship's Navy
     Cash roster and transfer these accounts to a "shore" command. Once
     these accounts are transferred to the shore command, a standard set
     of reports, including the daily Negative Balance Report and
     Returned Items Detail Report, will continue to be generated, so
     that any account activity can be monitored ashore and any negative
     account balances can continue to be pursued.

```{=html}
<!-- -->
```
v.  [For Cardholders with Negative Navy Cash Account
    Balances]{.underline}

```{=html}
<!-- -->
```
(1) [Navy Cash Card Limits]{.underline}. Reducing the maximum amount
    that can be transferred from a bank or credit union account ashore
    and/or reducing the maximum amount that can be loaded on the chip
    are options available to discipline a cardholder who continues to
    have problems with negative account balances (see Appendix L,
    Guidelines for Negative Account Balances). Any updates to these card
    limits are effective immediately on board the ship and will regulate
    any subsequent funds transfer requests the cardholder attempts at
    the K80 Cashless ATM. To change card limits, enter a new limit in
    the "Chip Load Limit" block and/or "DDA Account to Navy Cash
    Transfer Amount". For cardholders, the maximum chip load limit is
    \$1,000, and the maximum DDA account to Navy Cash transfer amount is
    \$400 per day. For merchants, the maximum chip load limit is
    \$9,999.99, and the maximum DDA account to Navy Cash transfer amount
    is \$5,000 per day.

```{=html}
<!-- -->
```
(75) [Blocking Navy Cash Access to Bank and Credit Union Accounts
     Ashore]{.underline}. Blocking Navy Cash access is an option
     available to discipline a cardholder who continues to have problems
     with negative account balance. Any updates to block Navy Cash
     access are effective immediately on board the ship and will
     regulate any subsequent funds transfer requests the cardholder
     attempts at the K80 Cashless ATM. To block account access, click on
     the "Block Account Request" button.

(76) [Guidelines for Negative Account Balances]{.underline}. Appendix L
     provides recommendations for taking action in the case of a
     cardholder whose Navy Cash account balance is negative. These
     guidelines are based on the number of times a cardholder's account
     has gone negative and are listed in order of severity, from least
     severe to most severe. These guidelines are offered as suggestions
     only; the actual action taken is at the discretion of the
     cardholder's chain of command.

(77) [Unblocking Navy Cash Access to Bank and Credit Union Accounts
     Ashore]{.underline}. Once a cardholder's negative account balance
     has been cleared, click on the "Unblock Account" button.

```{=html}
<!-- -->
```
(a) [ACH Decline Count]{.underline}. The ACH decline count is used to
    prevent cardholders from abusing the system and would not normally
    be reset. Navy Cash has established returned transaction thresholds.
    Every time a cardholder posts an NSF transaction to the Navy Cash
    system, a "counter" records the event. When a cardholder's counter
    reaches a limit of three NSF transactions, the ability to access his
    or her DDA account from the Navy Cash system is permanently blocked.

```{=html}
<!-- -->
```
(f) Once Navy Cash access is permanently blocked, the only way it can be
    restored is by authorized Disbursing Officer or Disbursing Clerk
    action, either by unblocking access through the Navy Cash
    application or the Navy Cash Center web site or by sending a request
    to the Customer Service Center (CSC).

(g) For a description of "ACH Allowed" and "ACH Decline Count" flags and
    codes, see paragraph 8.8.2, Blocking and Unblocking Access to Home
    Accounts.

```{=html}
<!-- -->
```
(78) Again, any updates to Navy Cash card access done through the Navy
     Cash application are effective immediately on board the ship and
     will regulate any subsequent funds transfer requests the cardholder
     attempts at the K80 Cashless ATM. Updates done through the Navy
     Cash Center web site do not go into effect on board the ship until
     a round trip is completed between ship and shore. Updates done
     through the CSC do not go into effect on board the ship until the
     CSC receives the information, processes the request, and a round
     trip is completed between ship and shore.

(79) *Blocking access* only prevents Navy Cash access to bank and credit
     union accounts from the ship. The cardholder can still use the card
     for signature-based purchases ashore, even when the Navy Cash
     account balance is negative, at merchants who process transactions
     in an offline mode. *Suspending an account* (see paragraph
     8.4.19.c) only prevents online ATM withdrawals and online PIN-based
     and signature-based purchases ashore. Neither blocking Navy Cash
     access to bank and credit union accounts nor suspending a Navy cash
     account disables the chip on a Navy Cash card; the individual can
     still use the value on the chip to purchase things on the ship.

```{=html}
<!-- -->
```
w.  [Bank Account Information]{.underline}. For "Customer Type",
    indicate whether the account the cardholder is associating with his
    or her Navy Cash account is a "Consumer" or "Business" account.
    Generally, individual cardholders will have "Consumer" accounts. A
    Navy Cash merchant, on the other hand, may have opened a "Business"
    account. For "Bank Account Type", use the selections in the drop
    down box to indicate whether the account the cardholder is
    associating with his or her Navy Cash account is a "Checking" or
    "Savings" account.

```{=html}
<!-- -->
```
(1) [Personal Checks]{.underline}. For contingency planning purposes,
    all crew members should be encouraged to associate an account that
    supports writing of personal checks if at all possible. Prior to an
    extended or overseas deployment, notify all crewmembers via POD
    notes or e-mails to have a minimum number of personal checks
    available on board ship to use in the event Navy Cash is at or near
    complete mission failure for an extended period of time.

```{=html}
<!-- -->
```
(80) [ATM or Debit Cards]{.underline}. Again, for contingency planning
     purposes, all crew members should be encouraged to have the ATM or
     debit card issued by their bank or credit union available on board
     ship. Many ports Navy ships visit have an extensive ATM
     infrastructure available where the crew can obtain the local
     currency they need on liberty in the event Navy Cash is at or near
     complete mission failure.

```{=html}
<!-- -->
```
x.  Once the appropriate updates to the cardholder's account information
    have been completed, the Disbursing Officer clicks on the "Account
    Update" button to initiate the changes. Any updates are effective in
    the local database on board the ship immediately and are effective
    in the database ashore as soon as the end-of-day round trip is
    completed between ship and shore.

###  Note Maintenance

a.  A "Note" is a memo internal to Navy Cash that is stored in a
    cardholder's member profile. "Disbursing Notifications" notes are
    sent by the Navy Cash shore side primarily to notify the ship of any
    replication conflicts between ship and shore. On board the ship, the
    "Note Maintenance" function enables the disbursing office to view
    the notes stored in member profiles and to add notes to log efforts
    to clear negative balances. The ability to add notes can be used to
    both coordinate actions taken within the disbursing office to clear
    negative balances and to document those actions for the chain of
    command or auditors. Initially, the only "Note Type" that can be
    generated on the ship is a "Negative Balance" note.

```{=html}
<!-- -->
```
y.  To view or add a note, the Disbursing Officer clicks on the "Note
    Maintenance" link. If the "View Disbursing Notifications" checkbox
    at the top of the screen in the "Card not Present" box is checked,
    only the Disbursing Notifications notes that report replication
    conflicts between ship and shore are displayed. If the checkbox is
    unchecked, all notes are displayed. To view a particular note:

![](media/image24.wmf){width="6.486111111111111in"
height="6.333333333333333in"}

z.  ["View Disbursing Notifications" Checkbox Unchecked]{.underline}.

```{=html}
<!-- -->
```
(1) If the cardholder's Navy Cash card is available, the Disbursing
    Officer inserts the card into the K22 and clicks the "Get Card Info"
    button in the "Card Present" box.

```{=html}
<!-- -->
```
a.  If the cardholder's Navy Cash card is not available, the Disbursing
    Officer enters the cardholder's SSN or the MasterCard number from
    the front of the cardholder's Navy Cash card or the cardholder's
    last name or the initial letter or letters of the last name in the
    "Card not Present" box and then clicks the "Search" button.

```{=html}
<!-- -->
```
a.  If needed, the "Help" button can be pressed to display the
    procedures to search for a cardholder's name and to view and add
    notes.

![](media/image25.wmf){width="4.497222222222222in"
height="2.6659722222222224in"}

(81) The Navy Cash application brings up the cardholder names associated
     with the search criteria.

(82) After verifying the cardholder's identity, the Disbursing Officer
     highlights the correct name in the "List of Members Matching Search
     Criteria" box, and a listing of all the notes in the cardholder's
     member profile appears in the "List of Notes for Highlighted
     Member" box. The most recent note is listed first. With the "View
     Disbursing Notifications" checkbox unchecked, this includes both
     "Disbursing Notifications" and "Negative Balance" notes.

(83) [View Note]{.underline}. To view a note, select the appropriate
     listing and click on the "View Note" button. The "View Note" window
     will be displayed, and the "Note Comments" can be reviewed but not
     edited. Click on the "Cancel" button to close the note. For a
     discussion of "Disbursing Notifications" notes and the actions to
     be taken, see paragraph d.(5) below.

![](media/image26.wmf){width="4.499305555555556in"
height="3.402083333333333in"}

(84) [Add Note]{.underline}. To add a note to the cardholder's member
     profile, click on the "Add Note" button. The "Add Note" window will
     be displayed. At least initially, the only "Note Type" that can be
     generated on the ship is a "Negative Balance" note.

```{=html}
<!-- -->
```
(a) Use the "Note Subject" drop down menu to select an appropriate
    subject.

```{=html}
<!-- -->
```
(h) In the "Note Comments" box, enter appropriate comments to document
    any Navy Cash account actions taken. Comments should be kept
    relatively simple, but should make clear what action was taken, who
    took the action, and what date the action was taken. There is a
    limit of 1,000 characters for note comments. Click on the "Add Note"
    button to save the note.

![](media/image27.wmf){width="4.499305555555556in"
height="3.402083333333333in"}

(i) Once the note is saved, note comments cannot be changed. Take care
    in composing the comments. Proofread the comments before clicking
    the "Add Note" button. Careful attention is required because all
    notes are retained permanently as a part of an individual\'s member
    profile and are sent along with the rest of the profile to each new
    ship when an individual does a "Ship Check In" at a K80 Cashless
    ATM.

```{=html}
<!-- -->
```
(85) [Negative Balance Report]{.underline}. One of the Disbursing
     Officer's Navy Cash responsibilities is to review the Negative
     Balance Report each day and work with any cardholder who appears on
     the report to clear his or her negative balance. To help in this
     effort, any notes entered into a cardholder's member profile since
     the account went negative will appear on the Negative Balance
     Report to document actions taken to clear the negative balance (see
     paragraph 8.15.6 for a sample report). These notes will appear on
     the report as long as the cardholder's account is negative. When
     the account is no longer negative, that is, the balance is zero or
     positive, the notes will no longer appear. If the cardholder's
     account goes negative again, only the notes entered since the new
     date will appear on the Negative Balance Report. The Negative
     Balance Report is one of the shore reports generated automatically
     each time the EOD batch (round trip) is completed between ship and
     shore (see paragraph 8.4.23.n). These shore reports can be found in
     the shore reports directory by date, with one sub-directory for
     each report date.

```{=html}
<!-- -->
```
b.  ["View Disbursing Notifications" Checkbox Checked]{.underline}.

```{=html}
<!-- -->
```
(1) The Disbursing Officer enters the "Disbursing Note Start and End
    Dates" in the "Card not Present" box and then clicks the "Search"
    button. The start date defaults to the last time the operator logged
    on to the Navy Cash application. If no end date is entered, all
    "Disbursing Notifications" notes up to the current log-in will be
    displayed. The "Card Present" search option is not available if the
    checkbox is checked.

```{=html}
<!-- -->
```
(86) After verifying the cardholder's identity, the Disbursing Officer
     highlights the correct name in the "List of Members Matching Search
     Criteria" box, and a listing of only the "Disbursing Notifications"
     notes in the cardholder's member profile appears in the "List of
     Notes for Highlighted Member" box. The most recent note is listed
     first.

(87) To view a note, select the appropriate listing and click on the
     "View Note" button. The "View Note" window will be displayed, and
     the "Note Comments" can be reviewed but not edited. Click on the
     "Exit" button to close the note. The "Add Note" option is not
     available if the "View Disbursing Notifications" checkbox is
     checked.

(88) If needed, the "Help" button can be pressed to display the
     procedures to search for a cardholder's name and view the notes.

![](media/image28.wmf){width="4.497222222222222in"
height="2.676388888888889in"}

![](media/image29.wmf){width="6.492361111111111in"
height="6.327083333333333in"}

(89) [Replication Conflicts]{.underline}. Replication conflicts can
     occur when both the ship and the shore side update a cardholder's
     account information between two consecutive round trips. For
     example, the ship may initiate a change to a cardholder's account
     information using the "Account Information Update" function in the
     Navy Cash application (see paragraph 8.4.21) on the same day that
     the shore side updates a cardholder's account information based on
     a separate phone or e-mail request from the ship.

```{=html}
<!-- -->
```
(a) The Navy Cash system, both ship and shore, will apply the account
    update received from the ship. When alerted to the replication
    conflict by the "Disbursing Notifications" note, the Disbursing
    Officer should review the cardholder's account information and
    update as necessary to resolve any errors that may have resulted
    from the conflict (see paragraph 8.4.21, Account Information
    Update).

![](media/image30.wmf){width="4.502083333333333in"
height="3.407638888888889in"}

(j) When viewing a note, clicking on the "Help" button will display the
    options available for "Replication Conflict" notes. Clicking on the
    "Cancel" button will return the application to the "Note
    Maintenance" screen. Clicking on the "Account Information Update"
    button will open an "Account Information Update" screen and display
    the data for the record in conflict (see paragraph 8.4.21, Account
    Information Update). The Disbursing Officer can then update the data
    to fix the replication error if necessary. In the sample screen
    above, the account name can be changed to reflect the correct first
    name, Marcia, if the cardholder desires (see paragraph 8.4.21.e).
    From the "Account Information Update Screen", clicking on the
    "Return to Note Maintenance" button will return the application to
    the "Note Maintenance" screen.

![](media/image31.wmf){width="4.497222222222222in"
height="2.6659722222222224in"}

![](media/image32.wmf){width="6.492361111111111in"
height="6.327083333333333in"}

(k) [Replication Conflict Report]{.underline}. The Disbursing
    Notifications note will identify the EOD batch that contains the
    replication conflict. The Disbursing Officer can then pull the
    Replication Conflict Report for that period to obtain the details of
    the conflict. The Replication Conflict Report is a ship report that
    can be generated as needed on the ship (see paragraph 8.4.24, View
    Reports). To select, view, and print the report, the Disbursing
    Officer, or Deputy, can click on the "View Reports" link on the Navy
    Cash application, click on the "Replication Conflict Report" link in
    the "Disbursing Office Report" box, fill in the start and end dates
    for the inclusive period desired, click the "Generate" button, and,
    once the report appears, click the "Print" button.

```{=html}
<!-- -->
```
c.  [Disbursing Notifications Alerts]{.underline}. Disbursing
    Notifications notes appear as alerts at start up of the Navy Cash
    application or when a new operator logs on. Like the "Negative
    Balance" notes above, Disbursing Notifications notes are retained
    permanently as a part of an individual\'s member profile. An
    operator will see all the Disbursing Notifications notes that have
    been received by the ship since the last time he or she logged on to
    the Navy Cash application. A brand new operator will see only the
    last 30 days of accumulated notifications notes. Click on the
    "Cancel" button to close the note.

![](media/image33.wmf){width="6.499305555555556in" height="6.36875in"}

![](media/image34.wmf){width="6.497222222222222in"
height="6.006944444444445in"}

###  Indicate End of Day

NOTE:

1\. Completing the Indicate End Of Day (EOD) function initiates
automatic system back-ups, processes the batch file, connects to the
Navy Cash shore facility, transfers all ship transactions to shore,
retrieves shore reports and updates, and updates account information on
ship and shore. EOD should be run every day, to include non-working
days, normally at the end of the business day. When in port overseas, it
is recommended that EOD be run more than once, usually at the end of the
work day and at the beginning of the next work day, to update everyone's
account information on shore and ship before and after liberty.

2\. EOD is normally run from the Navy Cash workstation in the disbursing
office. If no one from the disbursing office is on duty and the Navy
Cash server or another workstation (desktop or laptop) are located
outside of the disbursing office, EOD can be run remotely by duty
personnel (see paragraph 8.4.35, Access Editor--Access Control for Navy
Cash Application). When EOD is run under the duty log-in, it is
completed with minimal user requirements (i.e., double click the EOD
icon on the desktop) and is the only functionality available.

![](media/image35.wmf){width="6.497222222222222in" height="5.8625in"}

3\. If the Indicate EOD function cannot be initiated for some reason,
the Navy Cash system will continue to operate normally, and transactions
will appear on the next business day. However, accounts will not be
updated on ship and shore, and shore reports will not be available for
that business day.

4\. Every effort must be made to run EOD at the close of business the
day before pay day to ensure Split Pay Option (SPO) payroll payments are
retrieved from shore and account balances are updated on the ship on pay
day. If communications are down around payday, the Disbursing Officer
has the option to run a provisional payroll on the ship (see paragraph
8.4.34, Provisional Split Pay).

a.  At end of business day or whenever appropriate, the Disbursing
    Officer, or designated representative, performs the "Indicate End of
    Day" function. This will end all business transactions for that
    particular day and begin recording all subsequent transactions on
    the next business day.

```{=html}
<!-- -->
```
d.  The Disbursing Officer clicks on the "Indicate End-of-Day" link on
    the Navy Cash application.

```{=html}
<!-- -->
```
b.  The Disbursing Officer then clicks the "Submit" button next to the
    "Check for Logged in Operators" tag.

![](media/image36.wmf){width="6.497916666666667in"
height="5.997916666666667in"}

e.  If operators are logged on, for example, in the ship's store, post
    office, MWR, Wardroom, or Chiefs Mess, a message is displayed that
    informs the Disbursing Officer who is still logged on. It is not
    necessary to delay End-Of-Day (EOD) processing if operators are
    still logged in; however, if transactions occur during EOD
    processing, some transactions may be posted to the next day's
    business. It is always recommended that all operators either log out
    or suspend business until the DISBO completes the EOD process. The
    Disbursing Officer can contact the operator and request that they
    log out immediately or the Disbursing Officer can proceed with the
    EOD process. Any transactions entered by that operator after EOD
    will appear on the next business day. To proceed with the EOD
    process, click the "Yes" button.

NOTE: K22s operating in normal mode are connected to the Navy Cash
server directly through the ship's LAN. If connectivity to the server is
expected to be a problem, an operator should remain logged on to the K22
at the end of the day so that sales transactions can be processed
offline the next day even if connectivity to the Navy Cash server is not
available (see paragraphs 3.12, 4.16, 5.11, 6.9, or 7.7).

![](media/image37.wmf){width="6.498611111111111in"
height="5.997222222222222in"}

f.  The Disbursing Accountability Summary Report (DASR) will be
    displayed, and the "End of Day Values" frame will be enabled, which
    will contain the check balance, cash balance, and EOD date and time
    (a non-editable variable). In Navy Cash, all dates and times are
    recorded and reported in Greenwich Mean Time (GMT) (Coordinated
    Universal Time (UTC)).

g.  At this point, the Disbursing Officer should have closed out the
    Daily Cash Transaction Ledger in accordance with paragraph 8.4.13.
    The total in block 7 of the ledger should match the sum totals
    generated by the DASR. If the balances do not match, the Disbursing
    Officer shall make every effort to identify the correct totals to be
    reported for the day.

h.  The Disbursing Officer clicks the "Submit" button to start the
    actual EOD process. If that particular EOD will also be considered
    the End Of Month (EOM) cutoff, the Disbursing Officer must check the
    "Indicate End of Month" block, and then enter the month and year
    being closed. The "Indicate End of Month" block will be grayed out
    and cannot be used until the Sales Officer has performed the EOM
    process at all vending machines and indicated EOM for each vending
    and ship's store merchant (parent) in the disbursing application
    (see paragraph 8.4.28).

i.  The Disbursing Officer is then prompted for verification of EOD.
    This gives the Disbursing Officer an opportunity to back out of the
    action if necessary.

j.  If the Disbursing Officer's actual cash or manual ledgers do not
    balance, every effort should be made to determine the cause. If the
    cause is not discovered and corrected immediately, a balancing
    transaction can be entered in accordance with paragraph 8.4.26, Safe
    Bank Transactions. This process will balance the Navy Cash report
    and allow the DISBO to complete the end of day and return the system
    to normal use. However, the out-of-balance condition needs to be
    investigated and handled in an expeditious manner. If a shortage
    (loss of funds/loss of accountability) or an overage occurs, it
    should be handled as prescribed in Chapter 6 of DODFMR Volume 5. The
    correction will be documented on the Disbursing Accountability
    Reports for future reference.

k.  Once the balances have been verified, the DISBO will click "OK" in
    the verification window. After verification, an EOD completion
    message is displayed.

l.  The Disbursing Officer will record the daily totals from the DASR
    cash column on the DD 2657 as an increase/decrease to line 6.2A,
    U.S. Currency on Hand. The total from the check column will be
    entered on line 6.3B, Other Undeposited Instruments On Hand. The
    value from the total column will be entered on line 6.9, "Other",
    but will have the opposite sign. Disbursing Agents will record the
    transaction on the DD 2665 as increases to line 17, US Currency on
    Hand, or 20, US Negotiable Instruments on Hand, as appropriate and
    an opposite entry to line 31, Other. Sample DD 2657 entries are
    included in paragraph 8.10.

m.  Since the entries on the DD 2657 are logged in section II and
    opposite in value, there will be no increase in total
    accountability. However, when the electronic funds are reported as
    deposited at the end of the month, the overall accountability will
    be updated and correct. All funds that are being carried on line 6.9
    can be supported by the DASR, and therefore are auditable. If
    required, a detailed report can be generated under the "View
    Reports" paragraph, 8.4.24. This report will display every
    transaction recorded on the server for any given period.

n.  The supporting DASR should be kept on file with the DD 2657.

o.  [Shore Reports]{.underline}. Successful processing of the EOD batch
    (round trip) sends a series of reports to the ship from the shore
    side. These shore reports are generated automatically, and, when
    they are received, the Navy Cash system places them into a shore
    reports directory by date, with one sub-directory for each report
    date. On the Navy Cash application workstation or laptop, the shore
    reports can be found in the S:\\files\\navydata\\ report\\shore
    directory, which maps to the Q:\\files\\navydata\\report\\shore
    directory on the Navy / Marine Cash server. The "Shore Reports"
    folder on the Navy Cash application desktop provides a short cut to
    the shore report directory. Sample reports are shown in paragraph
    8.15. *In Navy Cash, all dates and times are recorded and reported
    in Greenwich Mean Time (GMT) (Coordinated Universal Time (UTC)).*

![](media/image38.wmf){width="6.499305555555556in" height="5.56875in"}

(1) Reports have been named using the following convention:

> \<UIC\>\_\<REPORT TYPE\>\_\<REPORT
> NAME\>\_\<D/M\>\_yyyymmdd_HHMMSS.txt, where:
>
> UIC = Ship's Unit Identification Code
>
> Report Type = TRAN -- Transaction Report, FRAU -- Fraud Report,\
> OPER- Operational Report, SETT -- Settlement Report
>
> Report Name = Name of report
>
> D/M = Daily or Monthly
>
> Yyyymmdd = year/month/day report generated (GMT)
>
> Hhmmss = hour/minute/second report generated (GMT)
>
> .txt = Text file
>
> Example:
>
> R21452_TRAN_Ship_Merchant_Settle_D_20041209_000736.txt
>
> R21198_TRAN_ShipStore_D_20010828_171708.txt

(90) [Transaction Reports]{.underline}. Transaction reports will be
     generated for all ship merchants, for example:

```{=html}
<!-- -->
```
(a) Wardroom

```{=html}
<!-- -->
```
(l) CPO Mess Dues

(m) General Mess

(n) Flag Mess

(o) Commanding Officer's Mess

(p) First Class Petty Officer Association

(q) MWR

(r) Post Office --- Metered Mail

(s) Post Office --- Money Orders

(t) Post Office --- Stamps

(u) Ship's Store

(v) Foreign Vendors

(w) Vending Store Items (Snack, Phone Cards, Soap)

(x) Vending Soda

(y) Transaction Summary

(z) Negative Balances

(a) Returned Items

```{=html}
<!-- -->
```
(91) [Merchant Settlement Reports]{.underline}. Merchant settlement
     reports are generated for all merchants, whether they settle to
     bank or credit union accounts ashore or to merchant Navy Cash
     (strip) accounts. For merchants who elect to settle on a weekly
     basis, deposits are initiated using the following schedule: on the
     8th, 15th, 22nd, and 28th of each month. The deposit on the 8th of
     the month will include any transactions that posted on the 29th,
     30th, and 31st of the previous month. Funds are normally available
     the next business day after the transactions are posted. By
     default, private merchants are initially set up to settle on a
     weekly basis.

(92) [Reconciliation Reports]{.underline}. Reconciliation reports, which
     are generated for all merchants, segregate transactions that were
     collected in the offline mode but were not processed on the same
     day they were collected. Reported separately, these collections can
     then be added to the totals for the appropriate day if desired.

(93) [Print Reports]{.underline}. The Disbursing Officer can view and
     print reports at any time by accessing the shore report directories
     and sub-directories. Reports should be printed in "Landscape"
     format using WordPad^™^ software. A printer is not provided with
     the Navy Cash system. The Disbursing Officer must print reports
     sharing an already existing printer local to the server or
     workstation in the disbursing office, for example, the ATMs-at-Sea
     printer. Reports can also be saved electronically and sent via
     e-mail.

(94) [Review Reports]{.underline}. The Disbursing Officer and other
     responsible individuals, such as the Sales Officer, MWR Officer,
     and Chiefs' Mess Treasurer, should compare the daily reports with
     reports from their existing accounting systems, for example, ROM II
     for ship's store, to verify accuracy. A Navy Cash generated report
     states the collections that have been recorded to any particular
     activity. Therefore, the report serves the same function for an
     accountable officer as a signed page in the NS 470 or a deposit
     ticket.

(95) [Negative Balances]{.underline}. The Disbursing Officer shall
     review the Negative Balance Report and the Returned Items Detail
     Report on a daily basis. Guidelines for handling negative Navy Cash
     account balances are contained in paragraph 8.8 and Appendix L.

###  View Reports

a.  The Disbursing Officer, or Deputy, can click on the "View Reports"
    link on the Navy Cash application to select the report menu and
    display the reports that can be generated as needed on the ship. To
    select, generate, view, and print a report, click on the report
    desired, fill in the start and end dates for the inclusive period,
    and click the "Generate" button. Some of the reports can be
    generated using one of a selection of preset sorting criteria (see
    table of report descriptions below). Sample reports are shown in
    paragraph 8.15.

b.  [Review Reports]{.underline}. The Disbursing Officer and other
    accountable individuals, such as the Sales Officer, MWR Officer, and
    Chiefs' Mess Treasurer, are responsible for comparing the daily
    reports with reports from their existing accounting systems to
    verify accuracy. This review is normally done with the shore reports
    (see paragraph 8.4.23.n), which are generated automatically by the
    EOD process and sent to the ship when the EOD round trip is
    completed. However, to check total sales figures for a particular
    day before the shore reports are received on the ship, a Merchant
    Sales Summary Report can be generated by entering the correct start
    and end dates in the "View Reports" link. *In Navy Cash, all dates
    and times are recorded and reported in Greenwich Mean Time (GMT)
    (Coordinated Universal Time (UTC)).* The more detailed Merchant
    Transactions Report can be generated in the same way.

c.  [Printing Reports]{.underline}. A printer is not provided with the
    Navy Cash system. The Disbursing Officer must print reports sharing
    an already existing printer local to the server or workstation in
    the disbursing office, for example, the ATMs-at-Sea printer. Reports
    can also be saved electronically and sent via e-mail.

![](media/image39.wmf){width="6.492361111111111in"
height="6.327083333333333in"}

  ------------------- ---------------------------------- ----------------
  **Report**          **Purpose**                        **Sort
                                                         Capability**

  **Disbursing Office                                    
  Reports**                                              

  Safe Bank\          Tracks all changes to Navy Cash    Transaction Date
  Transactions Report funds in the disbursing office     or\
                      that result from deposits to bank  Transaction Type
                      (withdrawals), deposits to safe    
                      (deposits), funds transfers to     
                      chip, and funds transfers from     
                      chip                               

  SPO Payroll Report  Lists cardholders in SPO and the   Cardholder Name\
                      last payroll amounts credited to   or Last Pay Date
                      their Navy Cash accounts           

  Disbursing          Lists disbursing                   Transaction Date
  Accountability      transactions---cash and check to   or\
  Detail Report       chip, deposits to safe and bank,   Transaction Type
                      and chip to cash                   

  Disbursing          Summary of transactions shown in   None
  Accountability      Disbursing Accountability Detail   
  Summary Report      Report                             

  Disbursing          Lists all transactions by          Operator, Date,
  Transactions Detail disbursing staff---to facilitate   or\
  Report              audit of disbursing office         Transaction Type

  Disbursing          Summary of transactions shown in   Operator, Date,
  Transactions        Disbursing Transaction Detail      or Transaction
  Summary Report      Report                             Type

  Replication\        Provides details of any            None
  Conflict Report     replication conflicts in updating  
                      a cardholder's account information 

  **Sales Reports**                                      

  Merchant Sales\     Summary of total sales and         Merchant Name\
  Summary Report      transaction counts shown in        or Merchant ID
                      Merchant Transactions              
                      Report---used for EOD and EOM      
                      merchant sales receipts            

  Merchant\           Lists all sales, refunds, and      Merchant,
  Transactions Report correction transactions and        Operator, Date,
                      cardholder name and card number    Transaction
                      (last 5 digits) for both vending   Type, or Event
                      and non-vending                    Description
                      merchants---includes summary       
                      section                            

  **Operations                                           
  Reports**                                              

  Operator Status     Lists operators currently logged   None
  Report              on to K22s                         

  EOD Report          Tracks the status of end-of-day    None
                      requests (batches) initiated and   
                      check and cash balances at EOD     

  Unmatched\          Lists all failed chip-to-chip      Cardholder Name,
  Chip-to-Chip Report transactions---used to research    Date, or Card
                      unmatched chip-to-chip transfers   Number

  Navy Cardholder\    Tracks cardholder name, date, and  Cardholder Name,
  Issued Card Report  card number (last 5 digits) for    Date, or Card
                      all temporary cards issued         Number
  ------------------- ---------------------------------- ----------------

![](media/image40.wmf){width="6.497222222222222in"
height="6.006944444444445in"}

###  ROM II Reporting

a.  At the end of each day, the Sales Officer, or designated assistant,
    should compare the end-of-day reports generated by the ROM II back
    office and the Navy Cash system. The totals from both reports for
    electronic sales in the ship's store must match. Any differences
    must be investigated. The ROM II Reporting function and the ROM II /
    Navy Cash Comparison Reports provide an automated tool to compare
    the ROM II and Navy Cash daily transaction reports.

```{=html}
<!-- -->
```
p.  To generate a ROM II / Navy Cash Comparison Report, the Disbursing
    Officer or Sales Officer clicks on the "ROM II Reporting" link on
    the Navy Cash application.

```{=html}
<!-- -->
```
c.  The Disbursing Officer or Sales Officer then inserts the floppy disk
    with the ROM II file ("special disk"), clicks on the "Load ROM II
    File" button, then double clicks on "sales.txt" to load the file,
    and clicks the "Yes" button to verify that this is the correct file
    to load.

d.  After the file data is successfully loaded, the "ROM II Start Date"
    and "ROM II End Date" are defined by the date range of ROM II file
    just imported, and the actual ROM II times will be displayed. ROM II
    times are normally set to ship local time. Navy Cash dates and times
    are set to GMT (Coordinated Universal Time (UTC)).

e.  In the "Sales Merchant ID" block, the Disbursing Officer or Sales
    Officer then scrolls down and selects the appropriate merchant, for
    example, Ship's Store #1.

f.  To generate a ROM II / Navy Cash Comparison Report, the Disbursing
    Officer or Sales Officer clicks on the "Generate" button. A report
    can be run without loading a ROM II file, by entering an appropriate
    "ROM II Start Date" and "ROM II End Date" *(In Navy Cash, all dates
    and times are recorded and reported in Greenwich Mean Time (GMT)
    (Coordinated Universal Time (UTC))*, selecting an appropriate "Sales
    Merchant ID" and clicking on the "Generate" button. If a report is
    run without loading a ROM II file, all transactions will appear in
    the "Navy Cash Transactions *Not* in ROM II" section of the report
    (see paragraph g.(2) below).

g.  The ROM II / Navy Cash Comparison Report consists of four sections.

```{=html}
<!-- -->
```
(1) [ROM II Transactions *Not* in Navy Cash]{.underline}. This section
    delineates any ROM II transactions that were included in the ROM II
    file but were not reported in the Navy Cash system in the time
    period specified by the ROM II start and end dates.

```{=html}
<!-- -->
```
(96) [Navy Cash Transactions *Not* in ROM II]{.underline}. This section
     delineates any Navy Cash transactions that were not included in the
     ROM II file for the time period specified in the ROM II start and
     end dates.

(97) [Navy Cash and ROM II Transactions with Different Dollar
     Amounts]{.underline}. This section delineates transactions that
     were matched in ROM II and Navy Cash by transaction IDs, but the
     dollar amounts differ between ROM II and Navy Cash.

![](media/image41.wmf){width="6.497222222222222in"
height="6.006944444444445in"}

(98) [Transactions that failed in ROM II but succeeded in Navy
     Cash]{.underline}. This section delineates transactions that were
     included in the ROM II file and marked by ROM II as failed
     transactions but that were matched in ROM II and Navy Cash by
     transaction IDs and were reported as valid transactions in the Navy
     Cash system.

```{=html}
<!-- -->
```
h.  The ROM II / Navy Cash Comparison Report can be used as a tool in
    investigating and resolving any differences between the ROM II and
    Navy Cash daily transaction reports as required by paragraph 7.3.11.
    A sample report is included at paragraph 8.15.4.

![](media/image42.wmf){width="6.497222222222222in"
height="6.006944444444445in"}

###  Safe Bank Transactions

a.  The "Safe Bank Transactions" functionality enables the Disbursing
    Officer to make adjustments to the cash amount in the Disbursing
    Accountability Summary Report (DASR) in order to change the balance
    reported by the Navy Cash application. This functionality will be
    used primarily during the "End-of-Month" process to reset the DASR
    to a zero balance, as described in paragraph 8.9.n. In addition,
    this functionality can be used to create adjustments to the DASR
    when an out of balance condition exists. This action should be used
    as a last resort and only as a temporary fix to continue with the
    "End-of-Day" process when the out-of-balance condition cannot be
    rectified. The Disbursing Officer should go back and complete all
    required actions for an out of balance condition, as stated in
    Chapter 6 of the DODFMR Volume 5.

```{=html}
<!-- -->
```
q.  To initiate the transaction, the Disbursing Officer, or Deputy,
    clicks on the "Safe Bank Transaction" link on the Navy Cash
    application.

r.  The Disbursing Officer enters the amount of cash that would be
    needed to zero out or "balance" the system and selects the
    appropriate "Transaction Type". The "Transaction Type" drop down
    menu lists "Deposit to Bank", which subtracts the designated amount
    from the DISBO account to balance the total if the DASR amount is
    positive, and "Deposit to Safe", which adds the designated amount
    from the DISBO account to balance the total if the DASR amount is
    negative.

s.  After the adjustments are completed, the Disbursing Officer clicks
    the "Submit" button to adjust the system value.

t.  The Disbursing Officer then returns to the "Indicate End-of-Day"
    function described in paragraph 8.4.23, Indicate End of Day, to
    complete the process for that particular day. All Safe Bank
    transactions will be identified on the DASR for that day.

![](media/image43.wmf){width="6.492361111111111in"
height="6.252083333333333in"}

###  Operator ID Maintenance

a.  Within Navy Cash, each operator, for example, in the post office,
    CPO mess, MWR, wardroom, or disbursing office, must be identified by
    a unique operator ID number and must be registered at the disbursing
    office. To be assigned an operator ID, an individual must be a Navy
    / Marine Cash cardholder. Once ship's store operator IDs are
    established in Navy Cash, they must be entered into the ROM II back
    office.

![](media/image44.wmf){width="6.492361111111111in"
height="6.252083333333333in"}

u.  To display all operators within the ship's Navy Cash system, the
    Disbursing Officer clicks on the "Operator ID Maintenance" link and
    clicks the "List Configured Operators" button.

v.  [Add an Operator]{.underline}. The Disbursing Officer enters the
    first and last name of the new operator and assigns a four-digit
    number. This number must be unique within the Navy Cash application
    on each ship. Once a number has been assigned to an operator, it
    cannot be reused even if that operator is deleted. However, the
    number can be duplicated on different ships. Upon clicking "Submit",
    the Disbursing Officer will be prompted to verify information for
    the operator being added, which is done by clicking the "Yes" or
    "No" button as appropriate.

w.  [Navy Cash Application User]{.underline}. If a person is to be added
    to the Navy Cash application user list, the "Add as Disbursing User"
    block must be checked (see paragraph 8.4.35.c.(8).

x.  [Delete an Operator]{.underline}. The Disbursing Officer selects the
    correct name in the list of configured operators and clicks in the
    "Delete This Operator" box. There will be a prompt to verify this is
    the operator to delete, which is done by clicking the "Yes" or "No"
    button.

y.  [Reactivate an Operator]{.underline}. The Disbursing Officer selects
    the correct name in the list of configured operators and clicks in
    the "Delete This Operator" box. This removes the check mark in the
    box. There will be a prompt to verify this is the operator to
    re-activate, which is done by clicking the "Yes" or "No" button. The
    Disbursing Officer can narrow the list of configured operators to
    search by clicking in the "View Only Deleted Operators" box.

![](media/image45.wmf){width="6.497916666666667in" height="6.2375in"}

![](media/image46.wmf){width="6.497222222222222in"
height="6.006944444444445in"}

###  Vending and Ship's Store---Vending Maintenance and End of Month 

The "Vending and Ship's Store" link in the Navy Cash application is used
to:

-   Add, change, or remove a CAD or vending machine or modify the
    description of a vending machine, actions which are described under
    "Vending Maintenance" below.

-   Close out the vending machines and the ship's store at the end of
    the month or at the end of a specified period, actions which are
    described under "End of Month" below.

a.  [Vending Maintenance]{.underline}

```{=html}
<!-- -->
```
(1) Navy Cash "ties" or "links" specific CADs to specific vending
    machines in the Navy Cash system database so that sales transactions
    are credited to the correct merchant. The Navy Cash application
    requires that each CAD be identified by a unique CAD Terminal ID
    number. Whenever a CAD is added, changed, or removed, it must be
    linked within the Navy Cash application as discussed in the
    following subparagraphs.

```{=html}
<!-- -->
```
(99) To display all operating CADs within the Navy Cash system, the
     Disbursing Officer or Sales Officer clicks on the "Vending and
     Ship's Store" link in the menu on the left-hand side of the Navy
     Cash application screen. The "Vending and Ship's Store" screen
     displays all the merchants, all the vending machines associated
     with each merchant, and the Terminal ID numbers for the CADs "tied"
     to each of the vending machines.

(100) [Adding a Vending Machine and CAD]{.underline}.

```{=html}
<!-- -->
```
(a) To add a new vending machine and CAD to the Navy / Marine Cash
    system, the Disbursing Officer or Sales Officer first highlights
    (selects) the appropriate merchant in the "Merchants and Vending
    Machines" window on the "Vending and Ship's Store" screen.

```{=html}
<!-- -->
```
(b) A description of the new vending machine, for example, Candy #3, is
    entered in the "Vending Machine ID" box, and the location of the new
    machine on the ship is entered in the "Machine Location" box.

(c) The Disbursing Officer or Sales Officer then selects (highlights)
    the appropriate 16-digit alphanumeric CAD Terminal ID number for the
    new CAD from the "CAD Terminal ID" drop-down box.

-   When a CAD is installed in a vending machine, the CAD Terminal ID
    number is transmitted automatically from the CAD to the system and
    listed as unassigned until it is assigned to the appropriate vending
    machine when the next step is completed.

-   If there are multiple unassigned CADs, the correct 16-digit CAD
    Terminal ID numbers can be verified at the CADs themselves by
    pressing the right-hand button of the three hidden buttons. The "No
    Card" side of the CAD template depicts where the buttons are located
    on the CAD (see Appendix A, Vending Maintenance).

![](media/image47.wmf){width="6.497222222222222in"
height="6.006944444444445in"}

(d) Once all the information is entered or selected, the Disbursing
    Officer or Sales Officer clicks the "Add Vending Machine" button to
    update the system. At this time the Disbursing Officer or Sales
    Officer will be prompted to verify information for the CAD and
    vending machine being added, which is done by clicking the "OK" or
    "Cancel" button as appropriate. If the "Cancel" button is clicked,
    the change is not made, and the Disbursing Officer or Sales Officer
    either exits this portion of the application or re-enters the
    information for the change desired. No transactions can occur at the
    vending machine until the CAD is associated with the vending machine
    in the Navy Cash application.

(e) It is the responsibility of the ship to install any new vending
    machine and pull the cabling from the nearest Navy Cash router to
    the new machine. The Navy Cash depot and field support contractor
    can advise the ship on the nearest available router. Any costs
    associated with this effort, including travel, will be borne by the
    ship. The ship can contract directly with the Navy Cash depot and
    field support contractor to pull cable, hook up the equipment, or
    come on board after the installation is complete to set up the new
    machine in the Navy Cash system configuration.

![](media/image48.wmf){width="6.497222222222222in"
height="6.006944444444445in"}

(101) [Updating Vending Machine Information, Changing a CAD, or Removing
      a Vending Machine]{.underline}.

```{=html}
<!-- -->
```
(a) To update vending machine information, change a CAD, or remove a
    vending machine from the system, the Disbursing Officer or Sales
    Officer first highlights (selects) the appropriate vending machine
    in the "Merchants and Vending Machines" window on the "Vending and
    Ship's Store" screen.

```{=html}
<!-- -->
```
(f) To remove a vending machine, the Disbursing Officer or Sales Officer
    clicks the "Remove Vending Machine" button. At this time the
    Disbursing Officer or Sales Officer will be prompted to verify
    removing the vending machine, which is done by clicking the "OK" or
    "Cancel" button as appropriate. If the "Cancel" button is clicked,
    the change is not made, and the Disbursing Officer or Sales Officer
    either exits this portion of the application or re-enters the
    information for the change desired. If the "OK" button is clicked,
    the vending machine and associated CAD are removed from the system.

(g) To update vending machine location, the Disbursing Officer or Sales
    Officer selects (highlights) the entry in the "Machine Location" box
    and enters the new location information.

(h) To change a CAD, the Disbursing Officer or Sales Officer selects
    (highlights) the appropriate 16-digit alphanumeric CAD Terminal ID
    number for the new CAD from the "CAD Terminal ID" drop-down box.

-   When a CAD is installed in a vending machine, the CAD Terminal ID
    number is transmitted automatically from the CAD to the system and
    listed as unassigned until it is assigned to the appropriate vending
    machine when the next step is completed.

-   If there are multiple unassigned CADs, the 16-digit CAD Terminal ID
    numbers can be verified at the CADs themselves by pressing the
    right-hand button of the three hidden buttons. The "No Card" side of
    the CAD template depicts where the buttons are located on the CAD
    (see Appendix A, Vending Maintenance).

(i) Once the updated vending machine information is entered or the new
    CAD Terminal ID is selected, the Disbursing Officer or Sales Officer
    clicks the "Update Vending Machine Data" button to update the
    system. At this time, the Disbursing Officer or Sales Officer will
    be prompted to verify the updated information, which is done by
    clicking the "OK" or "Cancel" button as appropriate. If the "Cancel"
    button is clicked, the change is not made, and the Disbursing
    Officer or Sales Officer either exits this portion of the
    application or re-enters the information for the change desired.
    When changing the CAD, clicking the "OK" button removes the previous
    (old) CAD from the system.

![](media/image46.wmf){width="6.497222222222222in"
height="6.006944444444445in"}

z.  [End of Month for Vending Machines and Ship's Store]{.underline}

In order to make certain that the Disbursing Officer's Statement of
Accountability (SF 1219) is prepared and submitted on time at the end of
each month, the Navy / Marine Cash End-Of-Month (EOM) process must start
early. The EOM process generally begins in the sales office with the EOM
for vending machines and ship's store [five days before the actual end
of the month]{.underline} (see paragraph 8.9). Each month, the Sales
Officer and Disbursing Officer should coordinate to establish a closeout
date for the month.

It is common practice, especially on larger ships, to specify different
End-Of-Month (EOM) or End-of-Period (EOP) closing dates for different
vending machines. To assist in closing out each month, the Navy Cash
application allows different EOM closing dates to be specified for each
vending machine.

(1) The Navy Cash application enforces a specific sequence of steps for
    closing out each month or period.

```{=html}
<!-- -->
```
(a) First, all the vending machines for a particular merchant must be
    closed out.

```{=html}
<!-- -->
```
(j) Second, all the merchants must be closed out, to include both
    vending merchants and ship's store(s).

(k) Third, an EOM can be performed.

```{=html}
<!-- -->
```
(102) The "Indicate End of Month" field on the "Indicate End of Day"
      screen (see paragraph 8.4.23) will remain grayed out until all
      vending machines and merchants are closed out in the proper
      sequence. In this way, an EOM cannot be initiated before all the
      vending machines and merchants are closed out.

(103) The EOM process for vending and ship's store is performed in two
      phases.

```{=html}
<!-- -->
```
(a) Phase one is performed at the vending machine using the CAD template
    and merchant card to activate the CAD EOM function (see Appendix A,
    Vending Maintenance and Sales End of Month) and includes a physical
    inventory for each machine. This is the [first step in the
    sequence]{.underline} for closing out each month, and all vending
    machines for a particular merchant must be closed out before
    proceeding to phase two.

```{=html}
<!-- -->
```
(l) Phase two is performed at the sales office or disbursing office
    using the Navy Cash application to activate EOM for each merchant
    (parent) (see Appendix A, Vending Maintenance and Sales End of
    Month). This is the [second step in the sequence]{.underline} for
    closing out each month, and all the merchants, including both
    vending and ship's store, must be closed out before the actual end
    of month can be performed.

```{=html}
<!-- -->
```
(104) To initiate EOM for each merchant (parent) (phase 2), the Sales
      Officer clicks on the "Vending and Ship's Store" link in the menu
      on the left-hand side of the Navy Cash application screen. The
      "Merchants and Vending Machines" box displays all the merchants,
      all the vending machines associated with each merchant (if any),
      and the Terminal ID numbers for the CADs "tied" to each of the
      vending machines.

+--------------------------------------------------------------+-------+
| -   A yellow traffic sign next to a vending machine          | !     |
|     indicates that an EOM must be performed at the vending   | [](me |
|     machine (see Appendix A, Vending Maintenance).           | dia/i |
|                                                              | mage4 |
|                                                              | 9.png |
|                                                              | ){wid |
|                                                              | th="0 |
|                                                              | .4576 |
|                                                              | 38888 |
|                                                              | 88888 |
|                                                              | 89in" |
|                                                              | heigh |
|                                                              | t="0. |
|                                                              | 40277 |
|                                                              | 77777 |
|                                                              | 77777 |
|                                                              | 8in"} |
+--------------------------------------------------------------+-------+
| -   If an EOM has been performed at a vending machine, a     | ![    |
|     green traffic light will be displayed next to the        | ](med |
|     vending machine.                                         | ia/im |
|                                                              | age50 |
|                                                              | .png) |
|                                                              | {widt |
|                                                              | h="0. |
|                                                              | 35in" |
|                                                              | heig  |
|                                                              | ht="0 |
|                                                              | .3937 |
|                                                              | 5in"} |
+--------------------------------------------------------------+-------+
| -   If an EOM has been performed on all vending machines     | !     |
|     associated with a merchant (parent), a yellow traffic    | [](me |
|     sign will be displayed next to the merchant.             | dia/i |
|                                                              | mage4 |
|                                                              | 9.png |
|                                                              | ){wid |
|                                                              | th="0 |
|                                                              | .4576 |
|                                                              | 38888 |
|                                                              | 88888 |
|                                                              | 89in" |
|                                                              | heigh |
|                                                              | t="0. |
|                                                              | 40277 |
|                                                              | 77777 |
|                                                              | 77777 |
|                                                              | 8in"} |
+--------------------------------------------------------------+-------+
| -   A red warning sign indicates that one or more of a       | !     |
|     merchant's vending machines have not indicated EOM. EOM  | [](me |
|     must be completed at all vending machines before EOM for | dia/i |
|     the merchant can be initiated.                           | mage5 |
|                                                              | 1.png |
|                                                              | ){wid |
|                                                              | th="0 |
|                                                              | .4305 |
|                                                              | 55555 |
|                                                              | 55555 |
|                                                              | 56in" |
|                                                              | h     |
|                                                              | eight |
|                                                              | ="0.4 |
|                                                              | 02083 |
|                                                              | 33333 |
|                                                              | 33333 |
|                                                              | 5in"} |
+--------------------------------------------------------------+-------+
| -   A green traffic light icon displayed next to a merchant  | ![    |
|     indicates that the merchant and all of its vending       | ](med |
|     machines (if any) have indicated their EOMs.             | ia/im |
|                                                              | age50 |
|                                                              | .png) |
|                                                              | {widt |
|                                                              | h="0. |
|                                                              | 35in" |
|                                                              | heig  |
|                                                              | ht="0 |
|                                                              | .3937 |
|                                                              | 5in"} |
+--------------------------------------------------------------+-------+

(105) After all the vending machines for a particular merchant display
      the green traffic light icon, a yellow traffic sign will be
      displayed next to the merchant, and the Sales Officer can initiate
      an EOM for that merchant (parent).

```{=html}
<!-- -->
```
(a) Highlight specific merchant in "Merchants and Vending Machines" box.

```{=html}
<!-- -->
```
(m) Click the check box next to "Indicate End of Period for *Merchant*".

(n) Verify the "End of Period Month" and "End of Period Year" by
    scrolling down the respective menus.

(o) Click on the "Indicate EOP" button.

(p) When the prompt is displayed, verify that EOM is desired for the
    specified merchant by clicking the "OK" or "Cancel" button as
    appropriate.

(q) Print the screen to record the vending EOM date and time. In Navy
    Cash, all dates and times are recorded and reported in Greenwich
    Mean Time (GMT) (Coordinated Universal Time (UTC)).

```{=html}
<!-- -->
```
(106) The procedure in paragraph (5) above is followed until all
      merchants, including ship's store are closed out. A green traffic
      light icon displayed next to a merchant indicates that the
      merchant and all of its vending machines (if any) have indicated
      their EOMs.

(107) The EOM indicators are sent to the TFA whenever the Disbursing
      Officer performs the next "Indicate End of Day" function.

(108) Once the EOM process has been completed for all vending and ship's
      store merchants, the Sales Officer should notify the Disbursing
      Officer. Once all vending and ship's store merchants have been
      properly closed out, the "Indicate End of Month" field on the
      "Indicate End of Day" screen (see paragraph 8.4.23) will no longer
      be grayed out. The Disbursing Officer can then complete the [third
      step in the sequence]{.underline} for closing out each month at
      the next appropriate end of day (see paragraph 8.4.23.g) . If ROM
      II inventories do not balance with Navy Cash collections, any or
      all machines can be re-inventoried by simply restarting the
      inventory process at Phase 1 Step 2 (see Appendix A). When the
      vending machine operator inserts the Merchant Card into the CAD
      and presses the right-hand button on the CAD to activate the EOM
      function, the date and time stamp in the Navy Cash system will be
      reset to the new date and time. If a recount is necessary after
      the Disbursing Officer has completed the EOM, the Disbursing
      Officer must reinitiate the EOM in order to incorporate the new
      numbers.

(109) EOM reports will not be available until the Disbursing Officer
      completes the EOM process by clicking the "Indicate End of Month"
      check box at the next appropriate end of day.

![](media/image52.wmf){width="6.497222222222222in"
height="6.006944444444445in"}

###  Event Maintenance

When a large number of cardholders need a refund, handling the refunds
individually would be time consuming. For example, MWR may sell a
significant number of tickets to a concert or sporting event or series
of tours that must be cancelled at the last minute because of
operational requirements or a change in the ship's schedule. Event
processing allows a merchant to make sales collections for specific
events, report transactions by event, and request a refund through the
Disbursing Officer for everyone who purchased the event if a bulk refund
should become necessary (see paragraph 8.4.12, Bulk Refunds). Event
maintenance allows the Disbursing Officer to establish and update event
processing for any merchant on the ship.

a.  [Add a New Event]{.underline}

```{=html}
<!-- -->
```
(1) In the "Add or Update an Event" box, choose a merchant from the
    "Merchant" field by using the scroll bar.

```{=html}
<!-- -->
```
(110) Enter a short description of the event in the "Event" field and a
      long description of the event in the "Event Description" field.
      The short description will be what is displayed on the K22 screen
      as the "Event Code" during sales transactions, and the K22 screen
      is limited to 20 characters (including spaces). Therefore, the
      short description, or event code, should be generated accordingly.
      For example, a series of tours sponsored by MWR on one particular
      day of an extended port visit might be indicated simply as TOUR A
      040211, TOUR B 040211, and TOUR C 040211, where "A", "B", and "C"
      distinguish the three tours and "040211" indicates the year,
      month, and day of the tours. The long description can be used to
      provide a more detailed explanation of the events.

(111) Enter an estimated expiration date for the event in the
      "Expiration Date" field and click the "Update" or "Reset" button
      to save the new event. The default date displayed in the
      "Expiration Date" field is 30 days from the current date. After
      the expiration date, the event will no longer be sent to the K22
      by the Navy / Marine Cash server.

![](media/image52.wmf){width="6.497222222222222in"
height="6.006944444444445in"}

a.  [Update an Existing Event]{.underline}

```{=html}
<!-- -->
```
(1) In the "Listing of Existing Events to be Updated" box, choose an
    event by using the scroll bar or by typing or selecting the merchant
    name in the "Merchant" field in the "Add or Update an Event" box.

```{=html}
<!-- -->
```
(112) Click on the event to be updated. This will populate the fields in
      the "Add or Update an Event" box.

(113) Change any of the fields in the "Add or Update an Event" box, and
      click the "Update" or "Reset" button to save the changes.

![](media/image53.wmf){width="6.497222222222222in"
height="6.006944444444445in"}

![](media/image54.wmf){width="6.497222222222222in"
height="6.006944444444445in"}

###  View Log

The "View Log" link in the Navy Cash application provides access to both
current and historical records of system actions and error conditions.
It is used primarily for troubleshooting problems with the Navy Cash
application.

a.  To view the current log, click on the "View Current Log" button.

```{=html}
<!-- -->
```
b.  To view a past log, highlight the desired log in the "Past Logs"
    window and then clink on the "View Past Log" button.

![](media/image55.wmf){width="6.497222222222222in"
height="5.846527777777778in"}

###  View Disk Usage

The "View Disk Usage" link in the Navy Cash application displays the
current state of disk storage use within the system. It is used
primarily for troubleshooting problems with the Navy Cash application.

![](media/image56.wmf){width="6.492361111111111in"
height="6.302083333333333in"}

###  Network Operations Center (NOC) Selection 

a.  Currently, the flow of data off the ship can move along two paths,
    depending on the location of the ship. The Disbursing Officer is
    responsible for selecting the appropriate path for the Navy Cash
    system. Each ship will have a primary and a secondary path to
    communicate with the shore system.

```{=html}
<!-- -->
```
c.  To change the communication flow path, the Disbursing Officer must
    click on the NOC Selection link in the Navy Cash application.

d.  The current NOC selection will be displayed at the top of the
    screen. To change the selection, click on the down arrow to drop
    down the selection menu. The Disbursing Officer will then select
    either PRNOC or UARNOC.

```{=html}
<!-- -->
```
(1) PRNOC is used for all ships that are based on the West coast or are
    Forward Deployed Navy Forces (FDNF). Their satellite communications
    (SATCOM) are terminated with the Pacific Region NOC (PRNOC).

```{=html}
<!-- -->
```
(114) UARNOC is used for all ships that are based on the East coast.
      Their SATCOM communications are terminated with the Unified
      Atlantic Region NOC (UARNOC).

(115) In the event of a failure of Navy Cash communications at one of
      the NOCs, the Disbursing Officer can select the other NOC as a
      secondary communications path.

(116) The IP addresses associated with each selection are displayed in
      the drop-down menu to assist in any communications troubleshooting
      that may be required (PRNOC 205.56.145.20 and UARNOC
      205.56.129.35).

(117) If both active paths are failing consistently, consult on-board
      ITs about the status of ship-to-shore communications in general.
      If other ship-to-shore communications are functioning well, ask
      the ITs to verify the Access Control List (ACL) entries in the
      shipboard router. If the ITs report that these are properly in
      place, contact the Navy Cash Customer Service Center (CSC) for
      assistance (see paragraph 8.14.1).

###  Process Split Pay File

Individuals who elect the Split Pay Option (SPO) can have a portion of
their pay sent directly to their Navy Cash accounts each payday.
Enrolling in Navy Cash and signing up for SPO are two separate actions.
Signing up for SPO does not automatically enroll an individual in Navy
Cash (see paragraph 8.4.20); conversely, enrolling in Navy Cash does not
automatically sign an individual up for SPO.

a.  [Navy Option]{.underline}

```{=html}
<!-- -->
```
(1) The procedures for Navy Cash SPO follow the procedures in place
    today for non-Navy Cash ships. The member continues to sign a
    locally generated form to authorize SPO (see paragraph 8.15.16 for a
    sample SPO enrollment / disenrollment form), and an HM series FID is
    generated in the DJMS system. However, under Navy Cash, all payroll
    functions are done between DFAS Cleveland and the TFA. The SPO
    payroll dollars will continue to appear on the pay message, **[but
    require no action by the ship]{.underline}**.

```{=html}
<!-- -->
```
(118) [Failed Navy Cash SPO Payments]{.underline}. Currently, when DFAS
      Cleveland forwards a SPO payroll, the TFA credits payroll payments
      to individual accounts *by ship*. Individual payroll payments fail
      when someone does not have an open Navy Cash account or when the
      Navy Cash backend ashore does not know that someone is assigned to
      a particular ship.

```{=html}
<!-- -->
```
(a) To avoid failed payroll payments, disbursing must ensure a person's
    enrollment in Navy Cash is completed and their Navy Cash account is
    actually opened before signing them up for SPO. If a person is
    transferring from another Navy Cash ship and is already enrolled in
    Navy Cash, the Disbursing Officer must ensure they have completed a
    *"Ship Check In"* at the K80 before signing them up for split pay.
    That way, as soon as the next End-Of-Day (EOD) round trip is
    completed between ship and shore, the Navy Cash backend knows this
    person is assigned to a particular ship.

```{=html}
<!-- -->
```
(r) [Navy Cash Payroll Report]{.underline}. The Disbursing Officer
    should check the Navy Cash Payroll Report in the shore reports
    directory (see paragraph 8.4.23.n) each pay day. The report is sent
    to the ship automatically at the completion of the next EOD round
    trip after the Navy Cash backend ashore posts the split pay payroll
    to the individual accounts (see paragraph 8.15.17 for a sample
    report). If someone's split pay payroll payment fails, the report
    will provide an indication of the reason for the failure. For
    example, in addition to the primary reasons mentioned above, a
    person's name may have been changed in the MMPA but not in Navy
    Cash; a person's SSN, which is probably correct in the MMPA, may
    have been entered incorrectly in Navy Cash; or a person's Navy Cash
    account may have been closed for some reason or other. In the
    report, "CLOSE_PND" or "CLOSED" indicates the account has been
    closed, and "Account Invalid" indicates the Navy Cash backend ashore
    could not match the person's SSN, name, or ship to an account. After
    checking the report, the Disbursing Officer can then contact the CSC
    and provide the correct information or be ready with the correct
    information when the CSC contacts the ship. Either way, the problem
    can be resolved that much more quickly, and the individual will
    receive his or her split pay payroll payment that much sooner.

(s) The Navy Cash Customer Service Center (CSC) will contact the ship,
    generally with an e-mailed Failed Split Pay Notice, to see if the
    individual is going to enroll in Navy Cash. If they do not hear from
    the ship or if the individual is not going to enroll, JPMC must then
    return these funds to DFAS Cleveland to be credited back to the
    individual's Master Military Pay Account (MMPA).

```{=html}
<!-- -->
```
(119) Should the TFA be forced to reject a SPO payroll payment, the
      funds will be returned to DFAS Cleveland to be credited back to
      the individual's MMPA. This creates additional workload for the
      Disbursing Officer and significantly delays receipt of SPO payroll
      amount for the individual. The TFA will initiate the return of
      funds to FRB Boston. The FRB will issue a DT in the amount of the
      SPO to be returned. FRB will notify the individual's ship that a
      DT has been issued. Since the FRB reported the DT, the Disbursing
      Officer must do the following:

```{=html}
<!-- -->
```
(a) Post the DT on line 4.2 of the DD Form 2657.

```{=html}
<!-- -->
```
(t) Prepare a DD Form 1131 to credit back the SPO to the MPN.

(u) 17x1453.2202 011 12600/0 000022 2D 000000071130

(v) Post the DD Form 1131 on line 4.1B of the DD Form 2657.

(w) Post the DT to the SODA.

```{=html}
<!-- -->
```
(120) [Provisional Split Pay]{.underline}. In the event of a
      communications interruption around payday, which is normally held
      on the 1st and the 15th of the month, the Disbursing Officer has
      the option to run a provisional SPO payroll on the ship (see
      paragraph 8.4.34). Cardholders who are enrolled in SPO can be
      given a "provisional credit" in the amount of their last SPO
      payroll amounts (or updated amount if a change has been entered
      since the last payday), which the Navy / Marine Cash system keeps
      as a part of their profile information on the ship. The SPO
      Payroll Report can be generated on the ship (see paragraph 8.4.24,
      View Reports) and lists cardholders who have participated in SPO
      and the amount of the last payroll payment credited to their Navy
      Cash accounts (see paragraph 8.15.18 for a sample report). When
      communications are restored, the Navy / Marine Cash system
      synchronizes Navy / Marine Cash accounts between ship and shore so
      that Navy / Marine Cash accounts on the ship reflect the correct
      balances.

```{=html}
<!-- -->
```
e.  [Marine Corps Option]{.underline}

The USMC Disbursing Officer operating on board deployed U.S. Navy ships
will have SPO functionality and will be required to create and process
all SPO payrolls locally.

![](media/image57.wmf){width="6.497222222222222in"
height="5.846527777777778in"}

(1) The Disbursing Officer will determine the amount of total Marine
    split pay going to Navy Cash and then create an SF 5515 debit
    voucher in this amount. The 5515 will also include the appropriate
    Disbursing Station Symbol Number (DSSN). The Disbursing Officer will
    sign and image this 5515 and e-mail it to the Federal Reserve Bank
    (FRB) Boston to Jon Colvin, jon.colvin@bos.frb.org, 617-973-5909.
    The deployed Disbursing Officer will also mail a copy of the 5515 to
    FRB Boston.

```{=html}
<!-- -->
```
(121) The Disbursing Officer will then generate a Split Payroll file
      using the RAPTRS system and transfer it to a floppy disk. When
      completed, the floppy disk is inserted into the disk drive on the
      Marine Cash workstation in order to upload the payroll file to the
      Navy Cash system on board ship. When the end-of-day processing is
      completed, the system forwards the payroll file to the Navy Cash
      back-end ashore for processing by the TFA.

![](media/image58.wmf){width="6.497222222222222in"
height="5.846527777777778in"}

(122) At the Marine Cash workstation, the Disbursing Officer clicks on
      the "Process Marine Split Pay" link in the Navy Cash application.
      The Disbursing Officer then inserts the disk containing the
      payroll file and clicks on the "Load" button.

(123) The Disbursing Officer then selects and highlights the correct
      payroll file (.at1 file) and clicks on the "Process" button.

(124) Prior to processing the payroll file, the application will ask the
      Disbursing Officer if he or she is sure that the specified file is
      the correct payroll file. The Disbursing Officer confirms that the
      file is correct by clicking on "Yes".

(125) This runs the application that encrypts the SSN on each record
      (field transport key) and copies the data file off the disk and
      moves it to a directory for transmission off the ship.

(126) When the end of day runs, the payroll information file is
      automatically encrypted (file transport key), zipped, and pushed
      to the TFA.

(127) The TFA will credit the amounts indicated in the file to the
      individual Marines' Navy Cash accounts. (At this point, the TFA
      has credited value into the Navy Cash system, but no corresponding
      value has been deposited in the Navy Cash funds pool.)

(128) The SF 5515 sent via e-mail to FRB Boston authorizes the transfer
      of funds from the FRB to the TFA. FRB Boston will enter the 5515
      into CashLink, which will debit the Disbursing Officer's DSSN. FRB
      Boston will credit (via wire or ACH) the funds pool account at TFA
      in an amount equal to the 5515 debit voucher.

The routing number and account number for the Navy Cash funds pool are:

> ABA Routing Number: 021000021
>
> Account Number: 323152589

(129) The USMC Disbursing Officer will subsequently validate the SF 5515
      amount by reviewing CashLink reports.

(130) FRB Boston will subsequently validate the e-mailed image of the
      5515 when the hard copy arrives by mail.

(131) No third-party validation of the Disbursing Officer's e-mailed
      5515 is possible as the Deployed Disbursing Officer creates and
      has ownership of the Marine split pay information. Any risk in
      this process is mitigated by the fact that the Deployed Disbursing
      Officer's e-mail will always result in the transfer of funds from
      FRB Boston to the Navy Cash funds pool. No other funds transfers
      will be possible using this approach.

![](media/image59.wmf){width="6.497222222222222in"
height="5.846527777777778in"}

###  Provisional Split Pay

a.  In the event of a communications interruption around payday, which
    is normally held on the 1st and the 15th of the month, the
    Disbursing Officer has the option to run a provisional Split Pay
    Option (SPO) payroll on the ship. Cardholders who are enrolled in
    SPO can be given a "provisional credit" in the amount of their SPO
    payroll amounts. The Navy / Marine Cash system on the ship keeps the
    previous SPO payroll amounts as a part of each cardholder's profile
    information and provides the Disbursing Officer the ability to
    update the SPO payroll amounts. The SPO Payroll Report can be
    generated on the ship (see paragraph 8.4.24, View Reports) and lists
    cardholders who have participated in SPO and the amount of the last
    payroll payment credited to their Navy Cash accounts (see paragraph
    8.15.18 for a sample report).

b.  Even when the Navy / Marine Cash system cannot communicate with the
    shore side, DFAS Cleveland will still send the actual Navy split pay
    file to the Navy / Marine Cash back end ashore for processing. When
    communications are restored, the Navy / Marine Cash system
    synchronizes Navy / Marine Cash accounts between ship and shore and
    reconciles Navy / Marine Cash accounts on the ship so they reflect
    the correct balances.

```{=html}
<!-- -->
```
f.  The "Provisional Split Pay" function consists of three basic parts,
    each of which will be discussed in turn.

![](media/image60.wmf){width="3.5in" height="2.703472222222222in"}

-   Updating Previous Split Pay Data

-   Running Provisional Split Pay

-   Reporting

g.  [Updating Previous Split Pay data]{.underline}. If communications
    have been a problem and, as payday approaches, it appears that a
    provisional split pay request may be necessary, the Disbursing
    Officer can update a cardholder's SPO information in the Navy /
    Marine Cash database on the ship to reflect any changes entered into
    DJMS since the last SPO payroll file was posted, to include adding a
    Navy / Marine Cash cardholder who was not previously receiving split
    pay. This capability helps to ensure that the proper SPO amount is
    credited to a cardholder's Navy / Marine Cash account should a
    provisional split pay request become necessary. The Disbursing
    Officer should refer to the SPO message received from DFAS Cleveland
    for that particular payday if at all possible.

```{=html}
<!-- -->
```
(1) To access the provisional split pay functions, the Disbursing
    Officer clicks on the "Provisional Split Pay" link in the Navy Cash
    application. A window is then displayed that presents the two
    provisional split pay options, the first of which is Provisional
    Split Pay Amount Editing. To update previous split pay data, the
    Disbursing Officer clicks on the "Provisional Split Pay Amount
    Editing" link in the provisional split pay options window.

```{=html}
<!-- -->
```
(132) [Filter Options]{.underline}.

```{=html}
<!-- -->
```
(a) To view only the Navy / Marine Cash cardholders on the ship who are
    participating in the Split Pay Option (SPO), click on the "Show Only
    Split Pay Cardholders" check box to insert the "check" mark, and
    click the "Refresh" button.

```{=html}
<!-- -->
```
(x) To view all the Navy / Marine Cash cardholders on the ship, click on
    the "Show Only Split Pay Cardholders" check box to remove the
    "check" mark, and click the "Refresh" button.

(y) To view a single Navy / Marine Cash cardholder, enter an SSN in the
    "Social Security Number" box, and click the "Refresh" button.

![](media/image61.wmf){width="6.497222222222222in"
height="5.846527777777778in"}

(133) [Update Payroll Amount]{.underline}. To update the payroll amount
      for an individual Navy / Marine Cash cardholder:

```{=html}
<!-- -->
```
(a) Click on the cardholder whose payroll amount is to be updated; or
    enter an SSN in the "Social Security Number" box, and click the
    "Refresh" button.

```{=html}
<!-- -->
```
(z) Change the dollar amount in the "Payroll Amount" box, and click the
    "Submit" button to save the change.

(a) This change updates the Navy / Marine Cash database on the ship only
    and is normally used only to reflect any changes entered into DJMS
    since the last SPO payroll file was posted.

![](media/image62.wmf){width="6.497222222222222in"
height="5.846527777777778in"}

h.  [Running Provisional Split Pay]{.underline}. If the Navy / Marine
    Cash system cannot communicate with the shore side on or just before
    payday, the Disbursing Officer has the option to submit a
    provisional split pay request. Before submitting a request, the
    Disbursing Officer should update cardholder SPO information in the
    Navy / Marine Cash database on the ship to reflect any changes
    entered into DJMS since the last SPO payroll file was posted to
    ensure that the proper SPO amount is credited to each cardholder's
    Navy / Marine Cash account (see paragraph d above).

```{=html}
<!-- -->
```
(1) To access the provisional split pay functions, the Disbursing
    Officer clicks on the "Provisional Split Pay" link in the Navy Cash
    application. A window is then displayed that presents the two
    options, the second of which is Post Provisional Split Pay. To run
    provisional split pay, the Disbursing Officer clicks on the "Post
    Provisional Split Pay" link in the provisional split pay options
    window.

```{=html}
<!-- -->
```
(134) [View Split Pay Requests]{.underline}.

```{=html}
<!-- -->
```
(a) To check the status of a provisional split pay request, look at the
    appropriate split pay request in the "Previous Split Pay Requests"
    box. If there is no "Status Date" provided, then the request has not
    been processed.

```{=html}
<!-- -->
```
(b) The status displayed only represents the status of processing the
    provisional split pay request on the ship. It does not represent the
    status of synchronization with the back end ashore. A status of
    "Processed Successfully" indicates that provisional split pay has
    been successfully applied to Navy / Marine Cash account balances on
    the ship.

```{=html}
<!-- -->
```
(135) [Submit Split Pay Request]{.underline}. To submit a provisional
      split pay request:

```{=html}
<!-- -->
```
(a) After ensuring cardholder SPO information in the Navy / Marine Cash
    database on the ship has been updated as necessary to reflect any
    changes entered into DJMS since the last SPO payroll file was posted
    (see paragraph d above), enter the date of the payday being
    requested for provisional split pay, and click the "Submit" button.
    The default date displayed is always the date of the previous payday
    from today's date.

```{=html}
<!-- -->
```
(c) There cannot be more than one pay request for a pay date that is in
    a "Not Yet Processed" status. A request for the same pay period
    cannot be submitted until the processing of that request has been
    completed. A provisional split pay request might be submitted a
    second time to credit the Navy / Marine Cash account of a cardholder
    who was added to split pay through the "Provisional Split Pay Amount
    Editing" screen (see paragraph d above) after the request was run
    initially.

(d) A pay date cannot be skipped. Requests for provisional split pay
    must be run in date order. If the last successfully processed
    provisional split pay request displayed in the "Previous Split Pay
    Requests" box was 15 September 2003, the Disbursing Officer could
    first go back and run the 15 September 2003 provisional split pay
    request again to pick up any cardholders who were not paid for that
    pay period. Once the 1 October 2003 provisional split pay request
    has been submitted and processed successfully, the previous 15
    September 2003 pay period cannot be run again.

(e) There can only be one future pay date. Continuing the example above,
    once the 15 October 2003 provisional split pay request displays a
    status of "Processed Successfully", the Disbursing Officer could
    submit a provisional split pay request for 1 November 2003 but could
    not submit a request for another future date after 1 November 2003.

```{=html}
<!-- -->
```
i.  [Reporting]{.underline}. When communications are restored and the
    provisional split pay file is received ashore as a part of the
    normal end-of-day processing, it is posted to cardholder Navy /
    Marine Cash accounts and reversed immediately. The cardholder
    accounts will already reflect the actual split pay payroll from DFAS
    Cleveland. Any differences will be reflected in the Provisional
    Split Pay Exceptions Report. This detailed report, and other summary
    reports, will be placed in the provisional split pay option log
    files in the "Q:\\files\\navydata\\report\\ship\\spso\\by date"
    directory.

###  Access Editor--Access Control for Navy Cash Application

a.  The Disbursing Officer can control who has access to the various
    functions within the Navy Cash application. Individual operators are
    assigned to one of six "User Groups". These user groups essentially
    represent six levels of access rights. The access rights for each
    user group are initially set to default settings, a sample of which
    is shown in the table included under paragraph "a" below. The
    Disbursing Officer can tailor the access rights for an individual
    operator by either adding or deleting specific access rights.

```{=html}
<!-- -->
```
j.  As a matter of policy, any PS (DK) who wants to perform any personal
    Navy Cash transactions in the disbursing office, for example, to add
    or cash out value or change a PIN, should contact the Disbursing
    Officer or Deputy.

![](media/image63.wmf){width="2.997916666666667in"
height="2.495138888888889in"}

k.  To access the access editor functions, the Disbursing Officer clicks
    on the "Access Editor" link in the Navy Cash application. A window
    is then displayed that presents the access editor options that are
    available to the Disbursing Officer, each of which will be discussed
    in turn.

-   Assigned Access Rights Editor

-   User Account Operations

a.  [Default Settings]{.underline}. The table below shows the current
    default settings for access rights to the Navy Cash application.

![](media/image64.wmf)

![](media/image65.wmf){width="5.9375in" height="6.21875in"}

l.  [Assigned Access Rights Editor]{.underline}

```{=html}
<!-- -->
```
(1) The Disbursing Officer clicks on the "Access Editor" link on the
    Navy Cash application and then on the "Assigned Access Rights
    Editor" link on the "Access Editor" screen.

```{=html}
<!-- -->
```
(136) [Group Membership]{.underline}. Group access rights can be
      modified, that is, "Add", "Remove", or "Retrieve", within the
      "Group Membership" section of the Assigned Access Rights Editor
      screen.

(137) [Group Access Rights]{.underline}. The access rights for groups
      can be added or removed by highlighting individual rights in the
      "Cumulative Access Rights for User" window and selecting "Add" or
      "Remove".

```{=html}
<!-- -->
```
(a) To add an individual to a user group, click on the individual's user
    name in the "User Name" box, using the scroll bar if necessary to
    find the user name.

NOTE: User names are assigned by the Navy Cash application when a new
Navy Cash application user is added (see paragraph 8.4.35.c(8)).

(f) Click on the appropriate user group in the "Group" box in the "Group
    Membership" section and click on the "Add" button. The application
    will ask the Disbursing Officer to verify that he or she wants to
    add the indicated user to the indicated user group. When the
    Disbursing Officer clicks the "OK" button, the application then
    displays a status box to indicate that the operation was successful.
    Clear the status box by clicking the "OK" button.

```{=html}
<!-- -->
```
(138) [Group Access]{.underline}. Within the "Group Access" section of
      the Assigned Access Rights Editor screen, the access rights for an
      entire group can be added or removed by the Disbursing Officer.
      Normally, the group access rights would not be modified.

![](media/image66.wmf){width="5.998611111111111in"
height="4.245138888888889in"}

m.  [User Account Operations]{.underline}

```{=html}
<!-- -->
```
(1) The Disbursing Officer clicks on the "Access Editor" link on the
    Navy Cash application and then on the "User Account Operations" link
    on the "Access Editor" screen.

```{=html}
<!-- -->
```
(139) Click on the "List Active Users" button to display all currently
      active Navy Cash application users.

(140) The status of each account, for example, locked, open, expired, is
      listed in the "Status" column on the far right. Use the scroll bar
      to view the "Status" column.

![](media/image67.wmf){width="4.5in" height="1.5256944444444445in"}

(141) [Unlock Account]{.underline}. To unlock a locked user account, for
      example, a user account is automatically locked if the password is
      entered incorrectly three times, the Disbursing Officer specifies
      a user by clicking on the user name and then clicking on the
      "Unlock" button. The application will ask the Disbursing Officer
      to verify that he or she wants to "Unlock" the specified account
      by clicking the "OK" button. When you click the "OK" button, the
      application then displays a status box that indicates that the
      operation was successful. Clear the status box by clicking the
      "OK" button.

![](media/image68.wmf){width="4.498611111111111in"
height="1.5722222222222222in"}

(142) [Lock Account]{.underline}. To lock a user out of the Navy Cash
      application, for example, if a user will be on temporary duty away
      from the ship for an extended period, specify a user by clicking
      on the user name and then clicking on the "Lock" button. The
      application will ask the Disbursing Officer to verify that he or
      she wants to "Lock" the specified account by clicking the "OK"
      button. When you click the "OK" button, the application then
      displays a status box that indicates that the operation was
      successful. Clear the status box by clicking the "OK" button.

![](media/image69.wmf){width="4.5in" height="1.2125in"}

(143) [Reset Password]{.underline}. To reset the password on a user
      account, the Disbursing Officer specifies a user by clicking on
      the user name and then clicking on the "Reset Password" button.
      The user is then prompted for a new password, which becomes
      effective upon the next log on.

NOTE: After the new password is set, the Navy Cash application will
display an error and terminate. Simply restart the Navy Cash application
and log on.

[Password Control]{.underline}. Access to the Navy Cash application is
controlled by password. Passwords must be a minimum of 8 characters and
less than 16 characters in length and must begin with an alphabetic
character and should use three of four character sets, that is,
upper-case letters, lower-case letters, numbers, and special characters.
Passwords should be changed every six months.

![](media/image70.wmf){width="4.499305555555556in"
height="1.613888888888889in"}

(144) [Change Password]{.underline}. To change the password on a user
      account, the Disbursing Officer specifies a user by clicking on
      the user name and then clicking on the "Change Password" button.
      The user is then prompted for a new password, which becomes
      effective upon the next log on.

NOTE: Again, passwords must be less than 16 but at least 8 characters in
length and must begin with an alphabetic character. Passwords should use
three of four character sets, that is, upper-case letters, lower-case
letters, numbers, and special characters, and should be changed every
six months.

![](media/image71.wmf){width="6.5in" height="5.898611111111111in"}

(145) [Add New Navy Cash Application User]{.underline}

NOTE: An individual must be a Navy Cash cardholder and have an Operator
ID assigned with the "Add as Disbursing User" block checked (see
paragraph 8.4.27.d, Operator ID Maintenance) in order to be added to the
Navy Cash application user list.

(a) In the "First Name" and "Last Name" text boxes, the Disbursing
    Officer enters the individual's first and / or last name. Click on
    the "Search" button and select the desired individual by clicking on
    the appropriate name in the adjacent list box. If no entries are
    found, the list box will be empty, and the specified individual is
    probably not a Navy Cash cardholder.

![](media/image72.wmf){width="3.498611111111111in"
height="2.8333333333333335in"}

(g) Click on the "Add User" button. The application will ask the
    Disbursing Officer to verify that he or she wants to create a new
    user account for the specified individual by clicking the "OK"
    button. A successful operation will be indicated by a status box
    that displays the username and password created by the system for
    the new user. Before clicking the "OK" button, which will clear the
    status box, write this information down for the new user. The user
    should destroy this written note once he or she has memorized the
    username and password. If an error message is displayed, write down
    the displayed message and contact the Navy Cash Customer Service
    Center (see paragraph 8.14).

(h) Create an Operator ID for the new user through the Navy Cash
    application "Operator ID Maintenance" screen (see paragraph 8.4.27).

(i) Add the new user's username to the appropriate user group through
    the Navy Cash application "Access Editor" screen and the "Assigned
    Access Rights Editor" functionality (see paragraph 8.4.35).

##  Navy Cash and Vendors

###  Money Exchange by Vendors in a Foreign Port

The Navy Cash system can be used to accommodate the exchange of foreign
currency on board ships during a port visit.

a.  [Preparation]{.underline}

```{=html}
<!-- -->
```
(1) Before the sale of currency begins, an exchange rate will be agreed
    upon with the currency exchange vendor that will remain in effect
    throughout the port visit. Once established, the exchange rate will
    not be changed.

```{=html}
<!-- -->
```
(146) The currency exchange vendor will maintain a currency exchange log
      and record each transaction. A sample "Currency Exchange Log" is
      included at paragraph 8.15.21. The vendor may use his or her own
      log as long as the information recorded includes the basic
      information delineated in the sample log.

(147) When a ship pulls into a port, the Disbursing Officer will provide
      the vendor a sufficient number of copies of the Currency Exchange
      Log and issue the vendor a battery-operated K22 POS device, in
      accordance with Chapter 2 of this SOP. Each K22 will be set to an
      operator ID number that the Disbursing Officer has previously
      assigned for vendors. The vendor will use the K22 to record
      transactions and collect value from the cardholders' Navy Cash
      cards in exchange for foreign currency.

```{=html}
<!-- -->
```
n.  [End-of-Day Closeout]{.underline}

```{=html}
<!-- -->
```
(1) At the end of each day or at the end of the port visit, the vendor
    will bring the K22 and the currency exchange logs back to the
    disbursing office. The Disbursing Officer or Deputy will make copies
    of the logs and then plug the K22 into an available "download box"
    or serial port, for example, in the disbursing office or sales
    office. When the K22 comes on-line with the Navy Cash server, the
    sales information contained on the K22 will be automatically
    uploaded to the Navy Cash server.

```{=html}
<!-- -->
```
(148) The server will record the information, and the Disbursing Officer
      can then use the Navy Cash system to generate a Merchant Sales
      Summary Report indicating the total amount of money collected by
      the vendor.

(149) If the Merchant Sales Summary Report generated by the Navy Cash
      system and the vendor's currency exchange logs agree, the
      Disbursing Officer will cut an ex-cash remittance check to the
      vendor for the amount of the money exchanged.

(150) The Disbursing Officer will increase line 2.1B and line 6.9 of the
      DD 2657 by the amount of the check. In addition, the Disbursing
      Officer will update the check issue log and all other applicable
      documentation required by DODFMR Volume 5. At the end of the
      month, a Navy Cash SF 215 Deposit Ticket will be prepared in
      accordance with paragraph 8.9.j. This information will be recorded
      on the SODA, and all other required documents.

```{=html}
<!-- -->
```
o.  [End-of-Day Reconciliation]{.underline}

```{=html}
<!-- -->
```
(1) If the Merchant Sales Summary Report generated by the Navy Cash
    system and the vendor's currency exchange logs do not agree, the
    Disbursing Officer must reconcile the differences before cutting the
    ex-cash remittance check to the vendor.

```{=html}
<!-- -->
```
(151) The Disbursing Officer will use the Navy Cash system to generate a
      Merchant Transactions Report for the time period covered by the
      currency exchange logs presented by the vendor and using the
      operator ID number that was assigned to the K22 used by the
      vendor.

(152) There are two primary out-of-balance conditions that can occur. It
      is possible, however, to experience combinations of these two
      basic error conditions, and this must be considered when
      conducting the investigation.

```{=html}
<!-- -->
```
(a) [Shortage]{.underline}. The total sales amount on the vendor's
    currency exchange log is greater than the total amount collected on
    the Merchant Sales Summary Report. Sales are overstated, or
    collections are understated. This condition occurs when a currency
    exchange sale was recorded but the currency or electronic cash was
    not collected, for example, an individual could have removed his or
    her Navy Cash card before the transactions was completed, or the
    amount collected was less than the amount of the sale. If cash
    (currency) is involved, it is possible that a cashier made change
    incorrectly during the transaction or that money was miscounted,
    misplaced, lost, or stolen.

```{=html}
<!-- -->
```
(j) [Overage]{.underline}. The total sales amount on the vendor's
    currency exchange log is less than total amount collected on the
    Merchant Sales Summary Report. Sales are understated, or collections
    are overstated. This condition occurs when currency or electronic
    cash was collected but a sale was never recorded or was recorded at
    an amount less than the currency or electronic cash collected. If
    cash (currency) is involved, it is possible that the cashier made
    change incorrectly or that the money was miscounted.

```{=html}
<!-- -->
```
(153) For either out of balance condition, the Disbursing Officer must
      compare the Navy Cash Merchant Transactions Report for the
      currency exchange vendor, which lists every Navy Cash transaction
      the vendor performed that day, and the vendor's currency exchange
      log to determine, through a process of elimination, which
      transactions are missing or were recorded at incorrect amounts.
      Probable error conditions and corrective actions:

```{=html}
<!-- -->
```
(a) [Condition]{.underline}: The Merchant Transactions Report shows a
    Navy Cash collection transaction but a corresponding entry in the
    vendor's currency exchange log does not exist. [Corrective
    Action]{.underline}: The Disbursing Officer will first confirm that
    the collection reported on the Merchant Transactions Report is
    correct. If correct, the vendor will make a corresponding entry in
    the currency exchange log. If incorrect, the Disbursing Officer will
    reverse the Navy Cash collection by issuing a refund to the member
    in the amount of the original erroneous collection in Navy Cash or
    currency as appropriate.

```{=html}
<!-- -->
```
(k) [Condition]{.underline}: The Merchant Transactions Report shows a
    collection transaction but recorded at an amount different than what
    is recorded in the currency exchange log. [Corrective
    Action]{.underline}: The Disbursing Officer will determine the
    correct amount for the transaction and, if the correct transaction
    amount is greater than the amount collected, the currency exchange
    log will be corrected and the Disbursing Officer will contact the
    member and request payment of the difference in Navy Cash or
    currency as appropriate. If the correct transaction amount is less
    than the amount collected, the currency exchange log will be
    corrected and the Disbursing Officer will refund the difference to
    the member in Navy Cash or currency as appropriate.

(l) [Condition]{.underline}: The currency exchange log shows a
    collection transaction occurred on the day of reconciliation but a
    corresponding transaction was not been recorded in the Merchant
    Transactions Report. [Corrective Action]{.underline}: The Disbursing
    Officer will confirm that the collection entry in the currency
    exchange log is correct. If correct, payment was never made, and the
    Disbursing Officer must contact the cardholder and request payment
    in Navy Cash or currency as appropriate. If incorrect, the currency
    exchange vendor will reverse (cancel) the entry in the currency
    exchange log.

```{=html}
<!-- -->
```
(154) If the investigation reveals that cash (currency) was lost,
      misplaced, or stolen, it should be handled in accordance with
      Chapter 6 of DODFMR Volume 5 and existing procedures (which are
      outside the scope of Navy Cash).

(155) Once the Merchant Transactions Report and Currency Exchange Log
      agree, the reconciliation is successful, and the Disbursing
      Officer can cut a check to the vendor for the amount of the money
      exchanged (see paragraphs 8.5.1.b. (3) and (4) above).

(156) The Disbursing Officer will maintain any Merchant Sales Summary or
      Merchant Transactions Reports and any reconciliation worksheets
      associated with currency exchange on file for 12 months.

###  Concessionaire Sales by Vendors in a Foreign Port

a.  In some foreign ports, the Navy Exchange (NEX) Europe District and
    the NEX Yokosuka, Japan, contract with certain vendors to sell
    merchandise on board ships. The Navy Cash system can be used to
    accommodate these sales.

b.  As a part of the contract agreement, the foreign concessionaire
    vendors pay a commission to the ship and the NEX based on a
    percentage of the total retail value of gross sales as outlined in
    each concessionaire's contract. The concessionaire will pay 50
    percent of the commission to the ship's Sales Officer prior to the
    vendor leaving the ship. The concessionaire will pay the remaining
    50 percent of the commission to the NEX District Office from which
    the contract was let.

c.  When the ship pulls into port, the Sales Officer will check out the
    appropriate number of battery-operated K22 POS devices from the
    disbursing office to issue to each vendor. *These K22s will be
    programmed for "FOREIGN CONCESSIONAIRE" in accordance with Chapter 2
    of this SOP. Each vendor will log in on the K22 using a separate
    operator ID assigned by the Disbursing Officer to enable Navy Cash
    reports to be separated by operator.* The vendor will be responsible
    for this device and use it to record transactions and collect value
    from the cardholders' Navy Cash cards.

d.  At the end of each day or at the end of the port visit, each vendor
    will report to the Sales Officer and present the K22 and all
    appropriate paperwork. The Sales Officer will take each K22 to one
    of the available Navy Cash "download boxes" or serial ports, for
    example, in the disbursing office or sales office. When plugged in,
    the K22 will automatically upload sales information to the Navy Cash
    server. Where possible, the Sales Officer should set the vendors up
    with the K22s in the on-line mode, which will allow for real time
    reporting of Navy Cash transactions to the Navy Cash server.

e.  The Disbursing Officer will generate and print out a Merchant
    Transactions Report sorted by Operator ID. The Sales Officer will
    compare this report to the Concessionaire Number Control Log and the
    total of the SS-141 forms to verify that the amounts reported are
    correct.

f.  The Sales Officer will report these totals to the Disbursing
    Officer. The Disbursing Officer will cut an ex-cash remittance check
    for each vendor for their total sales receipts and give the checks
    to the vendors. The Disbursing Officer will increase line 2.1B and
    line 6.9 of his or her DD 2657 by the amount of the vendors' checks.
    In addition, the Disbursing Officer will update the check issue log
    and all other applicable documentation required by DOD FMR Volume 5.

g.  The Disbursing Officer will create a Journal Voucher, OF 1017-G, for
    foreign concessionaire vendors to record the amount of each ex-cash
    remittance check issued to the vendors for their sales during the
    month. At End Of Month (EOM), an SF 215 will be prepared for the
    total amount of all checks issued to the foreign concessionaire
    vendors.

  --------------- -------------------------- -------------- --------------
  **Reference**   **Explanation**            **Debit**      **Credit**

  4/6             1111 Foreign Merchant #1   1000.00        
                  CK#00,220,029                             

  4/10            2222 Foreign Merchant #2   2000.00        
                  CK#00,220,031                             
  --------------- -------------------------- -------------- --------------

Journal Voucher Entries for Foreign Merchants

h.  The Sales Officer will record the amount of the commissions received
    by the ship from the foreign concessionaire vendors as a
    contribution to Ship's Store Profit Navy (SSPN) in the ROM II system
    following the procedures outlined in the ROM II User's Guide.

i.  [EOM Spreadsheet]{.underline}

```{=html}
<!-- -->
```
(1) On the EOM Spreadsheet in Section 1A (see paragraph 8.9), post the
    total amounts from the journal voucher for foreign concessionaire
    vendors to the "Foreign Concessionaires" line.

  -------------------------- -------------- -------------- --------------
  **Section - 1A**           ** **          ** **          **Total
                                                           Sales**

  Foreign Concessionaires                                  3000.00

  Profits Received From                                    \$0.00
  Concessionaires                                          

  Pace College Courses                                     \$0.00
  Tuition                                                  

  Pace College Book Sales                                  \$0.00

  Husbanding Agent (K22)                                   \$0.00

  Adjustments                                              \$0.00
  -------------------------- -------------- -------------- --------------

EOM Spreadsheet Entries for Section 1A

(157) In Section 5 of the EOM Spreadsheet, prepare an SF 215 Deposit
      Ticket for the amount in "Disbursing--Concessionaires Reimbursed"
      line, which will include the total amount of the Journal Voucher
      for Foreign Concessionaire Vendors, as well as any transactions
      for Pace College Course Tuition and Book Sales, Husbanding Agent
      (K22), and any Adjustments.

  -------------------- ------------- ------------- ------------- ------------
  **Navy Cash\         **DD 215\     **SF 5515     **Date\       **Amount**
  Transaction**        Number**      Number**      Prepared**    

  Disbursing -         123456                      11/1/06       3000.00
  Concessionaires                                                

  Sales Totals         789456                      11/1/06       1600.00
  -------------------- ------------- ------------- ------------- ------------

EOM Spreadsheet Entries for Section 5

(158) The commissions due the ship, which were recorded in ROM II by the
      Sales Officer as a contribution to SSPN, will be reflected in the
      DD 1149, Cash Sales Memorandum Invoice prepared by the Sales
      Officer at the end of the month and provided to the Disbursing
      Officer for his or her end-of-month returns. Based on the DD 1149,
      the Disbursing Officer prepares an SF 215 for Ship's Store
      collections to the Navy Working Capital Fund (NWCF) account.

###  Creating New Merchants In Navy Cash

A detailed discussion of Navy Cash merchants is included at Appendix Q.

a.  [Activate a Private Merchant]{.underline}. To activate a merchant
    who settles to a bank or credit union checking account ashore or to
    a Navy Cash (strip) account on the ship, the Disbursing Officer must
    contact the CSC. In the request, the Disbursing Officer must include
    the information needed to enroll the new merchant (see paragraph
    8.4.20). If the merchant elects to settle to a bank or credit union
    account, the request should include the routing number and account
    number for the settlement account. The request should also indicate
    whether the merchant wants to settle on a daily or weekly basis to
    the checking account specified or to the Navy Cash (strip) account.
    If the merchant elects to establish a Navy Cash merchant account
    without a corresponding checking account, funds would be transferred
    only to the strip account. Once the merchant is enrolled ashore, the
    new account information will be updated on the ship when the next
    end-of-day round trip is completed between ship and shore. At the
    same time, the ship's current merchant list will be updated with the
    new merchant, if necessary. The new merchant's Navy Cash merchant
    card will be forwarded to the ship automatically. By default,
    private merchants are initially set up to settle on a weekly basis,
    on the 8th, 15th, 22nd, and 28th of each month. The deposit on the
    8th of the month will include any transactions that posted on the
    29th, 30th, and 31st of the previous month.

```{=html}
<!-- -->
```
p.  [Generic Private Merchants]{.underline}. Recognizing that the named
    private merchants established within Navy Cash will not cover every
    situation, a set of generic private merchants has also been
    established. Generic merchants can be used to activate a merchant
    not specifically named in the Navy Cash merchant listing. By
    default, generic private merchants will be set up to settle
    automatically to the merchant\'s strip (Navy Cash) account on a
    weekly basis. If a ship wants to link a bank or credit union account
    to a generic private merchant, they can update the account through
    either the Navy Cash application (see paragraph 8.4.21, Account
    Information Update) or the Navy Cash Disbursing web site (see
    paragraph 8.14.1 and Appendix E), or by sending a request to the CSC
    by phone or e-mail (see paragraph 8.14.2). Individual ships are
    responsible for managing the cross references between the standard
    generic merchant names and the actual merchants assigned. When the
    need for a generic merchant is over, the account will no longer be
    used. A generic merchant can be reused when a new requirement
    emerges by contacting the CSC and providing the new account
    information.

q.  [Activate an LOA Merchant]{.underline}. To activate a merchant who
    settles to a Line Of Accounting (LOA), 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 the merchant is enrolled, the new account
    information will be updated on the ship when the next end-of-day
    round trip is completed between ship and shore. At the same time,
    the ship's current merchant list will be updated with the new
    merchant, if necessary. The new merchant's Navy Cash merchant card
    will be forwarded to the ship automatically. To add a new vending
    machine to an existing merchant, the Disbursing Officer simply goes
    to the "Vending and Ship's Store" link in the Navy Cash application
    (see paragraph 8.4.28). No transactions can occur at the new vending
    machine until the Card Access Device (CAD) terminal ID number is
    associated with the machine in the Navy Cash application.

r.  [New Equipment]{.underline}. It is the responsibility of the ship to
    install any new equipment and pull the cabling from the nearest Navy
    Cash router to the new equipment. The Navy Cash depot and field
    support contractor can advise the ship on the nearest available
    router. Any costs associated with this effort, including travel,
    will be borne by the ship. The ship can contract directly with the
    Navy Cash depot and field support contractor to pull cable, hook up
    the equipment, or come on board after the installation is complete
    to set up the new equipment in the Navy Cash system configuration.

##  Miscellaneous Payments to Navy Cash Card

The disbursing office will follow existing procedures to pay laundry
claims, travel reimbursements, or other miscellaneous payments. Once the
payment is made by check or cash, the value can be added to the
cardholder's Navy Cash card following the "Funds Transfer to Chip"
procedures in paragraph 8.4.8 above.

##  Collections from Portable K22 Point of Sale Devices

a.  When a LAN drop is not accessible, the Disbursing Officer will issue
    the merchant a hand-held battery-operated K22 point of sale device
    in accordance with Chapter 2 of this SOP. The merchant will be
    accountable for this device and use it to collect value from the
    cardholders' Navy Cash cards. The user will be required to sign out
    the K22 on a locally generated and maintained custody log. Since a
    portable K22 stores the value of sales transactions, it should be
    protected like a cash box. When being transported off the ship and
    over water, the K22 should be carried in a waterproof container
    equipped with a flotation device.

b.  At the end of each business day, the merchant will upload the
    information from the K22 to the Navy Cash server by simply plugging
    the K22 into any Navy Cash serial drop. The information will be
    uploaded automatically. Paragraph 2.3.1 contains more detailed
    procedures.

c.  At the end of the current business day, the Navy Cash server will
    generate a report showing the name of the merchant account to which
    the money will be settled, the number of transactions, and the total
    dollar value.

d.  The Disbursing Officer and the responsible individual should compare
    this report to the merchant's records to verify that the amounts
    reported by the Navy Cash server are correct.

e.  When the daily files are sent ashore as a part of the end-of-day
    process, the TFA will settle the appropriate amount of money from
    the funds pool to the appropriate account.

##  Electronic Transfers Dishonored and Returned

The characteristics of the Navy Cash system allow a cardholder to
transfer value onto his or her Navy Cash card from a bank or credit
union account and spend that money on board ship before the TFA is able
to transfer the funds from the cardholder's account ashore into the Navy
Cash funds pool. Therefore, the potential exists for a cardholder to
execute a transaction to his or her DDA without having the funds to back
it or to a DDA that has been closed or inaccurately identified, for
example, incorrect account number. The Automated Clearing House (ACH)
Return Codes and Notification Codes are included in paragraph 8.15.19.

The Commanding Officer will be responsible for establishing a Navy Cash
policy for the command that will identify the limits on size, number,
suspension of a cardholder's card for misuse, and disciplinary
repercussions associated with Non Sufficient Funds (NSF) or other
returned transactions. Suggested Courses of Action (COAs) for returned
transactions that result in a negative Navy / Marine Cash account
balance are presented in Appendix L. When a transaction is returned for
whatever reason, it will be dealt with in the following manner.

###  Negative Navy Cash Balance

a.  [Treasury Financial Agent Action]{.underline}. Upon receipt of a
    returned transaction, the TFA will reverse the credit (apply a
    negative credit for the same value) to the cardholder's Navy Cash
    account. If the cardholder has moved the funds from the Navy Cash
    account to their chip account, a negative Navy Cash balance may
    result. The TFA will also put a temporary block on the cardholder's
    DDA access to prevent additional transactions from being requested,
    dishonored, and returned prior to clearing the negative balance.
    Once the transaction has been cleared, access to the DDA will be
    unblocked and restored.

b.  [Negative Balance Report]{.underline}. The account will be added to
    the Negative Balance Report, which is sent to the Disbursing Officer
    on a daily basis.

```{=html}
<!-- -->
```
s.  [Disbursing Officer Action]{.underline}. The amount of a negative
    balance represents a debt to the U.S. Treasury funds pool. Even
    though the amount of that debt in not part of his or her
    accountability, the Disbursing Officer is responsible for collecting
    on that debt. The Disbursing Officer shall:

```{=html}
<!-- -->
```
(1) On a daily basis, review the daily Negative Balance Report.

```{=html}
<!-- -->
```
(159) Immediately notify in writing any cardholder who appears on the
      report, for example, via e-mail (include the cardholder's chain of
      command for second and third occurrences). Once notified, the
      cardholder shall report to the Disbursing Officer within two
      working days to establish how his or her Navy Cash balance will be
      restored to \$0 or greater.

(160) Collect the amount of the negative balance within 10 working days
      after receipt of the Negative Balance Report. Apply a pay checkage
      (DS01) to the individual's pay account if there is no response
      from the cardholder within the prescribed period.

(161) Within five working days of the receipt of the pertinent Negative
      Balance Report, recommend, through the individual's chain of
      command, any disciplinary action considered necessary (see
      Appendix L).

(162) Ensure cardholders within 30 days of transfer or discharge are not
      listed on the Negative Balance Report. See paragraph 8.4.19, Close
      or Suspend an Account Pending Transfer or Discharge?

(163) There are several options available to collect on the amount of
      the negative balance. The Disbursing Officer should ensure that
      the cardholder's access to their home bank or credit union account
      remains blocked until the negative balance is cleared and the Navy
      Cash account is balanced (see paragraph 8.8.2). Don't unblock
      access until the Navy/Marine Cash account balance is zero or
      positive.

```{=html}
<!-- -->
```
(a) [Check or Cash]{.underline}. The cardholder may ask to settle the
    indebtedness by providing cash to the Disbursing Officer (or a
    personal check if the Disbursing Officer is willing to accept it).
    The Disbursing Officer will forward those funds to the TFA by
    mailing a U.S. Treasury check, along with a list of the
    cardholder(s) and the amount(s) that are covered by that check, to
    the following address:

> JPMorgan Chase
>
> P.O. Box 30210
>
> Tampa, FL 33630
>
> Or by sending it overnight, for example, by FEDEX or UPS, to
>
> JPMorgan Chase
>
> 10430 Highland Manor Drive
>
> F3-1505
>
> Tampa, FL 33610
>
> Attn: Transaction Services Unit (TSU)\
> (813) 432-4640

(m) [Chip to Navy Cash Account Transfer]{.underline}. The Disbursing
    Officer can have the cardholder put the cash on the chip on the
    cardholder's Navy Cash card, then escort the cardholder to the K80
    Cashless ATM, and verify that the cardholder moves the funds from
    the chip to the Navy Cash account (strip). Depending on the size of
    the negative balance, this may need to occur several times to clear
    the negative balance.

(n) [Change or Initiate Split Pay Option (SPO)]{.underline}. The
    Disbursing Officer may, with the approval of the cardholder, change
    or initiate the cardholder's split pay payroll amount, which is
    transferred directly to the cardholder's Navy Cash account (strip)
    on payday, to cover the amount of the negative balance. Depending on
    the size of the negative balance, these "collections" may be spaced
    out over several pay periods until the negative balance is cleared.

(o) [Immediate Collection from Pay]{.underline}. The Disbursing Officer
    can initiate an immediate collection from pay to clear the amount of
    any negative Navy/Marine Cash balance. The Disbursing Officer may
    post an indebtedness to the cardholder's military pay account using
    the "DS01" Format Identifier in the DJMS system in accordance with
    the DJMS Procedural Training Guide. The Company Code for Navy Cash
    is D411179. When DFAS-CL receives the information from the DJMS
    system, the debt will be reconciled with the TFA via a collection
    from the cardholder's military pay account. Depending on the size of
    the negative balance, these collections may be spaced out over
    several pay periods until the negative balance is cleared. This
    option is also appropriate for cardholders who have left the ship
    but are still in the service.

(p) If a cardholder is within the final 30 days of being discharged from
    the Navy or Marine Corps and has a negative Navy Cash balance, the
    Disbursing Officer's only option is to post a "DS01" indebtedness to
    the cardholder's military pay account, and it must be posted prior
    to the cardholder's separation date. (See paragraph 8.4.19 for
    procedures when a cardholder is leaving the service or transferring
    to an activity that does not have Navy Cash.)

(q) [Out-of-Service Debt]{.underline}. Even if a member leaves the
    service before settling a negative account balance, the Defense
    Finance and Accounting Service (DFAS), Directorate of Debt and
    Claims Management, and the Department of the Treasury, Financial
    Management Service, are responsible for collecting delinquent debts
    owed the government by former military members. Debt collection
    procedures for the Government are detailed in Book 31 of the Code of
    Federal Regulations, Chapter 9, Parts 900-904. A debt notice will be
    sent through the U.S. Postal Service using the mailing address
    provided by the Master Military Pay Account. If the Postal Service
    returns the debt notice as undeliverable, an attempt will be made to
    obtain a current mailing address through the commercial credit
    bureau network and various other government databases. Whether or
    not a current mailing address is found, DFAS and Treasury are
    required by law to continue with the debt collection process. Thus,
    even if they cannot contact the former member, the debt must be
    reported to commercial credit bureaus as a \"collection account\",
    and the former member's Federal income tax refund will be offset by
    the Department of the Treasury for payment towards the debt. They
    are also required by law to report the delinquent account to private
    collection agencies through the Department of the Treasury.

```{=html}
<!-- -->
```
t.  [Automated Controls]{.underline}. To prevent cardholders from
    abusing the system, Navy Cash has established returned transaction
    thresholds. Every time a cardholder posts an NSF transaction to the
    Navy Cash system, a "counter" records the event. When a cardholder's
    counter reaches a limit of three NSF transactions, the ability to
    access their DDA account from the Navy Cash system is blocked. Once
    the DDA functionality is removed from a cardholder's Navy Cash
    account, the only way it can be restored is upon a request to the
    Customer Service Center (CSC) from an authorized Disbursing Officer
    or Disbursing Clerk. It is important to realize that
    **[every]{.underline}** NSF transaction advances the counter. It is
    also important to note that these controls do not go into place
    until the bank receives the information. Therefore, the cardholder
    may have the opportunity to create multiple NSF transactions prior
    to controls being implemented.

u.  [Manual Controls]{.underline}. Manual controls provide additional
    options to prevent abuse of the system or to discipline a cardholder
    who continues to have problems with negative account balances.
    Manual controls can be put into effect through either the Navy Cash
    application (see paragraph 8.4.21, Account Information Update) or
    the Navy Cash Disbursing web site (see paragraph 8.14 and Appendix
    E), or by sending a request to the CSC by phone or e-mail (see
    paragraph 8.14).

```{=html}
<!-- -->
```
(1) [Navy Cash Card Limits]{.underline}. The maximum amount that can be
    transferred from a bank or credit union account ashore and/or the
    maximum amount that can be loaded on the chip can be reduced. For
    cardholders, the maximum chip load limit is \$1,000, and the maximum
    DDA account to Navy Cash transfer amount is \$400 per day. For
    merchants, the maximum chip load limit is \$9,999.99, and the
    maximum DDA account to Navy Cash transfer amount is \$5,000 per day.

```{=html}
<!-- -->
```
(164) [Blocking Navy Cash Access to Bank and Credit Union Accounts
      Ashore]{.underline}. Navy Cash ACH to a cardholder's bank or
      credit union account can be blocked. access is an option available
      to discipline a cardholder who continues to have problems with
      negative account balance (see paragraph 8.8.2, Blocking and
      Unblocking Access to Home Accounts, below).

(165) [Guidelines for Negative Account Balances]{.underline}. Appendix L
      provides recommendations for taking action in the case of a
      cardholder whose Navy Cash account balance is negative. These
      guidelines are based on the number of times a cardholder's account
      has gone negative and are listed in order of severity, from least
      severe to most severe. These guidelines are offered as suggestions
      only; the actual action taken is at the discretion of the
      cardholder's chain of command.

(166) [Timeliness of Updates]{.underline}. Any updates done through the
      Navy Cash application are effective immediately on board the ship
      and will regulate any subsequent cardholder transactions at the
      K80 Cashless ATM. Updates done through the Navy Cash Center web
      site do not go into effect on board the ship until a round trip is
      completed between ship and shore. Updates done through the CSC do
      not go into effect on board the ship until the CSC receives the
      information, processes the request, and a round trip is completed
      between ship and shore.

###  Blocking and Unblocking Access to Home Accounts

An authorized Disbursing Officer or Disbursing Clerk can block or
unblock a cardholder's ACH access to their home bank or credit union
account through either the Navy Cash application or the Navy Cash
Disbursing web site, or by sending a request to the CSC by phone or
e-mail.

a.  When a Navy or Marine Cash cardholder's ACH access privileges are
    blocked, the account information is updated as follows on the Navy
    Cash Disbursing web site:

```{=html}
<!-- -->
```
(1) The "ACH Allowed" flag is set to "N".

```{=html}
<!-- -->
```
(167) The "ACH Decline Count" is set to "99".

(168) The "99" code indicates that the ACH privileges on the account
      were deliberately blocked by either a CSR or authorized disbursing
      personnel. Even if the account balance returns to \$0 or greater,
      the blockage is not removed.

(169) This "99" account blockage can only be removed by authorized
      disbursing personnel or by the CSR at the request of authorized
      disbursing personnel.

```{=html}
<!-- -->
```
b.  When an ACH transaction is returned with a code other that
    R01/R09/NSF, the account is automatically blocked, and account
    information is updated as follows on the web site:

```{=html}
<!-- -->
```
(1) The "ACH Allowed" flag is set to "N".

```{=html}
<!-- -->
```
(170) The "ACH Decline Count" is set to "98".

(171) Note that the "98" indicates that the ACH privileges were blocked
      automatically due to an ACH return other that NSF, for example, an
      invalid account number, a closed account, or an account that is
      not authorized for ACH transactions, such as a Navy Federal Credit
      Union (NFCU) savings account. It is expected that if ACH
      privileges are blocked immediately for these types of returned
      transactions, account balances will not go as far into a negative
      status for what may well be an inadvertent error in recording
      account information.

(172) This "98" account blockage can only be removed by authorized
      disbursing personnel or by the CSR at the request of authorized
      disbursing personnel. The request should include new or updated
      home bank or credit union account information that has been
      validated by the disbursing office so that any errors in the
      account information on file can be corrected.

```{=html}
<!-- -->
```
c.  Summary of ACH Decline Counts

  ------- -------------------------------- --------------------------------
  1,2,3   Number of returns for NSF        Allow unblock

  95      No funding information provided  Allow unblock if bank or credit
          during enrollment                union account and ABA numbers
                                           updated

  97      Unacceptable NFCU account        Allow unblock if account number
          provided                         updated

  98      Return other than NSF, e.g.,     Allow unblock if bank or credit
          invalid account number           union account and ABA numbers
                                           updated

  99      Manually blocked by disbursing   Allow unblock
  ------- -------------------------------- --------------------------------

d.  Again, any updates to Navy Cash card access done through the Navy
    Cash application are effective immediately on board the ship and
    will regulate any subsequent funds transfer requests the cardholder
    attempts at the K80 Cashless ATM. Updates done through the Navy Cash
    Center web site do not go into effect on board the ship until a
    round trip is completed between ship and shore. Updates done through
    the CSC do not go into effect on board the ship until the CSC
    receives the information, processes the request, and a round trip is
    completed between ship and shore.

e.  *Blocking access* only prevents Navy Cash access to bank and credit
    union accounts from the ship. The cardholder can still use the card
    for signature-based purchases ashore, even when the Navy Cash
    account balance is negative, at merchants who process transactions
    in an offline mode. *Suspending an account* (see paragraph 8.4.19.c)
    only prevents online ATM withdrawals and online PIN-based and
    signature-based purchases ashore. Neither blocking Navy Cash access
    to bank and credit union accounts nor suspending a Navy cash account
    disables the chip on a Navy Cash card; the individual can still use
    the value on the chip to purchase things on the ship.

![](media/image73.png){width="6.492361111111111in"
height="4.999305555555556in"}

Figure 1. End-of-Month Spreadsheet Part 1

##  EOM Reconciliation and Reporting of eFunds in Disbursing Officer's Safe

a.  As a part of the end-of-month process, the Disbursing Officer is
    responsible for coordinating all Navy / Marine Cash collections that
    must be registered to a Line of Accounting (LOA) through the SF 1219
    Statement of Accountability, for example, the sale of meals in the
    general mess and the sale of merchandise in the ship's store and
    vending machines. In order to make certain that the Disbursing
    Officer's Statement of Accountability (SF 1219) is prepared and
    submitted on time at the end of each month, the Navy / Marine Cash
    End-Of-Month (EOM) process must start early. The Disbursing Officer
    and Sales Officer should coordinate to establish a closeout date
    each month. The EOM process generally begins in the sales office
    [five days before the actual end of month]{.underline}. At the same
    time, the disbursing office and food service office should begin to
    pull together the figures needed to meet their monthly reporting
    responsibilities. The Navy / Marine Cash collections in S-2, S-3,
    and S-4 divisions should be entered into the EOM spreadsheet (see
    Figure 1, End-of-Month Spreadsheet) and e-mailed to the TFA as
    detailed below, to ensure that the Navy / Marine Cash figures on the
    ship match the Navy / Marine Cash figures ashore before they are
    posted to the Food Service Officer's NS 1359, Monthly General Mess
    Operating Statement, the Sales Officer's DD 1149, Cash Memorandum of
    Sales, and the Disbursing Officer's SF 1219, Statement of
    Accountability. An early start in S-2, S-3, and S-4 divisions
    ensures that the Disbursing Officer's monthly returns are submitted
    on time.

![](media/image74.png){width="5.125in" height="4.790277777777778in"}

Figure 1. End-of-Month Spreadsheet Part 2

b.  After the Ship's Store and vending operations have been closed out
    following the guidance in paragraph 8.4.28 and Appendix A, the Sales
    Officer will fill out the sales related fields in the Navy Cash EOM
    spreadsheet and send it as an e-mail attachment to the TFA ("to"
    navycashfin@ezpaymt.com), using the format in Figure 1, End-of-Month
    Spreadsheet. *(The navycashfin@ezpaymt.com address should be used
    only for EOM e-mails. Other e-mails from the disbursing office or
    shipboard merchants should be sent to navycashcenter@ezpaymt.com.
    E-mails from cardholders should be sent to navycash@ezpaymet.com.)*

c.  The TFA will confirm the figures for the month and send back the
    spreadsheet, indicating that the figures match or do not match. The
    TFA will use the columns on the right side of the spreadsheet to
    list the Navy Cash shore figures. If the figures do not match, the
    TFA will contact the Sales Officer and work with him or her to
    resolve the discrepancies. When all discrepancies have been
    resolved, the Sales Officer will create the DD 1149 using the ROM II
    system and present a copy to the Disbursing Officer for his or her
    end-of-month returns.

d.  At the end of the accounting period (month) all electronic funds
    transactions from Disbursing and Sales should be recorded on the DD
    2657, Daily Statement of Accountability, line 6.9 and line 4.1E
    respectively. The accumulated end of month Navy Cash transactions
    from line 6.9 are removed and included as Deposits Presented or
    Mailed to the Bank on line 4.2A. Upon receipt of the formal
    collection voucher DD 1149, the accumulated Navy Cash sales
    transactions will be recorded on line 4.1E. The Disbursing Officer
    should prepare SF 215s/5515s for the total Navy Cash transactions
    reflected on line 6.9 and 4.1E. Generally, the merchant activity
    will be larger than the disbursing activity, and both an SF 215 and
    an SF 5515 will be prepared. [If the disbursing activity is larger
    than the merchant activity, only an SF 5515 will be prepared for the
    difference]{.underline}.

e.  Prior to preparing the 215s/5515s, the Disbursing Officer will fill
    out the disbursing related fields in the Navy Cash EOM spreadsheet
    and send it as an e-mail attachment to the TFA ("to"
    navycashfin@ezpaymt.com), using the format in Figure 1, End-of-Month
    Spreadsheet. *(The navycashfin@ezpaymt.com e-mail address should be
    used only for e-mails related to EOM. Any other e-mails from the
    disbursing office or shipboard merchants should be sent to
    navycashcenter@ezpaymt.com. Cardholder e-mails should be sent to
    navycash@ezpaymet.com.)*

f.  The TFA will confirm the figures for the month and send back the
    spreadsheet, indicating that the figures match or do not match. The
    TFA will use the columns on the right side of the spreadsheet to
    list the Navy Cash shore figures. If the figures do not match, the
    TFA will contact the Disbursing Officer and work with him or her to
    resolve the discrepancies.

```{=html}
<!-- -->
```
v.  When all discrepancies have been resolved, the Disbursing Officer
    will fill in the "Deposit Activity" blocks (voucher number and date)
    in the lower left corner of the EOM spreadsheet and send it as an
    e-mail attachment to the TFA. They will confirm the figures for the
    month and send back the spreadsheet, indicating that the figures
    match or do not match. the TFA will use the columns on the right
    side of the spreadsheet to list the Navy Cash shore figures. If the
    figures do not match, the TFA will contact the Disbursing Officer
    and work with him or her to resolve the discrepancies.

w.  When all discrepancies have been resolved, the TFA will enter the
    figures into the CashLink system. The transactions are confirmed as
    soon as they are entered into CashLink. The Disbursing Officer will
    use these figures to prepare the hard copy SF 215 Deposit Tickets
    and SF 5515 Debit Vouchers and to submit the SF 1219 in accordance
    with existing procedures. DFAS will later use CashLink to compare
    the SF-215/5515 numbers to the SF 1219 numbers.

x.  For ease of tracking and identification, use the pre-assigned
    numbers from the corresponding hard-copy SF 215 Deposit Tickets and
    SF 5515 Debit Vouchers when filling out the EOM spreadsheet.

y.  [SF 215 Deposit Ticket]{.underline}. When preparing the hard copy SF
    215, use the next numbered voucher in sequence and prepare the
    voucher as follows (see Figure 3, Example of Standard Form (SF) 215
    Deposit Ticket).

```{=html}
<!-- -->
```
(1) Block 2: Enter date electronic SF 215/5515 e-mailed to the TFA.

```{=html}
<!-- -->
```
(173) Block 7: Enter a two digit identifier from the following numbering
      scheme to identify the origin of the deposit. *Note: If the amount
      is positive, an SF 215 will be created, and, if the amount is
      negative, an SF 5515 will be generated.*

> **00** = All cash to chip transactions
>
> *If the Safe Cash Balance is a negative prepare an SF 215*
>
> *If the Safe Cash Balance is a positive prepare an SF 5515*
>
> **01** = Ship's Store collections to the NWCF
>
> **02** = Ship's Store collections to the SSPN account
>
> **03** = Food Service collections to the SIK account (Sales)
>
> **04** = Food Service collections to the SIK account (Surcharges)
>
> **05 -- 99** are reserved for future use.

(174) Block 9: Enter "NAVY CASH ELECTRONIC FUNDS" and your ship's name,
      for example, USS NEVERSAIL (DDG 10).

(175) **Do not mail the SF 215**. The original SF 215 will be placed in
      the retained returns, and a copy will be placed in the monthly
      returns.

![](media/image75.wmf){width="6.499305555555556in" height="4.70625in"}

Figure 3. Example of Standard Form (SF) 215 Deposit Ticket

z.  [SF 5515 Debit Voucher]{.underline}. When preparing the hard copy SF
    5515, use the next numbered voucher in sequence and prepare the
    voucher as follows (see Figure 4, Example of Standard Form (SF) 5515
    Debit Voucher).

```{=html}
<!-- -->
```
(1) Block 2: Enter date electronic SF 215/5515 e-mailed to the TFA.

```{=html}
<!-- -->
```
(176) Block 7: Enter a two digit identifier from the following numbering
      scheme to identify the origin of the debit. *Note: If the amount
      is positive, an SF 215 will be created, and, if the amount is
      negative, an SF 5515 will be generated.*

> **00** = All cash to chip transactions
>
> *If the Safe Cash Balance is a negative prepare an SF 215*
>
> *If the Safe Cash Balance is a positive prepare an SF 5515*
>
> **01** = Ship's Store collections to the NWCF
>
> **02** = Ship's Store collections to the SSPN account
>
> **03** = Food Service collections to the SIK account (Sales)
>
> **04** = Food Service collections to the SIK account (Surcharges)
>
> **05 -- 99** are reserved for future use.

(177) Block 9: Enter "NAVY CASH ELECTRONIC FUNDS" and your ship's name,
      for example, USS NEVERSAIL (DDG 10).

(178) **Do not mail** the original hard copy SF 5515 unless told to do
      so. The original SF 215 will be placed in the retained returns,
      and a copy will be placed in the monthly returns.

![](media/image76.wmf){width="6.499305555555556in"
height="4.001388888888889in"}

Figure 4. Example of Standard Form (SF) 5515 Debit Voucher

a.  The same procedure should be repeated for sales to the General Mess,
    Hangar Bay Sales (used for flower sales), Foreign Concessionaire,
    Husbanding Agent, and any other miscellaneous collections for the
    month. All entries to the DD 2657 will be made as prescribed above,
    and the appropriate collection voucher would be used, for example,
    NS 1359, Monthly General Mess Summary Document.

b.  Personal checks that are exchanged for electronic credit on the Navy
    Cash card will be treated the same as cash. The transactions will be
    recorded as "CASH" on the Navy Cash Server AND on the Daily Cash
    Transaction Ledger. The Daily Cash Transaction Ledger will be kept
    in the safe. These checks should be deposited and reported in
    accordance with the DODFMR Vol.5.

c.  To reset the Safe Bank Transactions functionality for the next
    month's reports, the Disbursing Officer will zero out the Disbursing
    Accountability Summary Report (DASR) starting balance by entering a
    "Deposit To Bank" transaction type for the total amount being
    carried on the DASR at the end of the month. This action shall be
    done in accordance with paragraph 8.4.26, Safe Bank Transactions.

##  Sample Disbursing Forms 

###  DD 2657, Daily Statement of Accountability 

March 26, 2001:

> 1\) Cash to Chip transactions totaling \$300.00 for the day
>
> a\) Line 6.2A increases by \$300
>
> b\) Line 6.9 decreases by \$300
>
> 2\) Note that overall accountability does not change -- cash justified
> by Navy Cash server report

March 27, 2001:

> 1\) Chip to Cash transactions totaling \$200.00 for the day
>
> a\) Line 6.2A decreases by \$200
>
> b\) Line 6.9 increases by \$200
>
> 2\) Note that overall accountability does not change -- cash justified
> by Navy Cash server report

March 28, 2001:

> 1\) Ex-Cash check cut to money exchange personnel in foreign port for
> \$200
>
> a\) Line 2.1B increase by \$200
>
> b\) Line 4.2A increase by \$200
>
> c\) Serial number issued to deposit in accordance with paragraph 8.9.j

March 31, 2001:

> 1\) End of Month collections done from Ship Store and General Mess
>
> a\) Ship store turns in collection for \$600
>
> b\) General Mess turns in collection for \$200
>
> c\) Line 4.1E increased by \$800
>
> d\) Line 4.2A increased by \$800
>
> e\) Serial number issued to deposit in accordance with paragraph 8.9.j
>
> 2\) Chip transactions zeroed out and funds reported
>
> a\) Line 6.9 increased \$100
>
> b\) Line 4.2A decreased by \$100
>
> c\) Serial number issued to deposit in accordance with paragraph 8.9.j
>
> d\) Note that overall accountability is updated for the month

**SAMPLE DD 2657 DATED 26 MAR 01**

![](media/image77.png){width="6.748611111111111in"
height="8.376388888888888in"}

**SAMPLE DD 2657 DATED 27 MAR 01**

![](media/image78.png){width="6.697916666666667in"
height="7.440277777777778in"}

**SAMPLE DD 2657 DATED 28 MAR 01**

![](media/image79.png){width="6.697916666666667in"
height="8.286805555555556in"}

**SAMPLE DD 2657 DATED 31 MAR 01**

![](media/image80.png){width="6.697916666666667in" height="7.825in"}

###  Schedule of Deposit Activity (SODA) 

Deposits Reported and Confirmed This Month:

NOTE: By virtue of the CashLink system, all Navy Cash deposits are
confirmed as they are created. Therefore they will all be reported under
section 20.1 of the SODA. In addition, there is no need to have the hard
copy SF 215/5515 since these deposits are already confirmed.

a.  On 3/28/01, deposit of \$200 reported to voucher the ex-cash check
    cut for the exchange of foreign currency. Serial number 108790
    issued in accordance with paragraph 8.9.j.

```{=html}
<!-- -->
```
d.  On 3/31/01, deposits from the General Mess and Ship's Store are
    reported for \$200 and \$600 respectively. Serial numbers 109003 and
    100901 issued in accordance with paragraph 8.9.j.

e.  On 3/31/01, Navy Cash Chip transactions reported as a negative
    deposit (SF 5515). Serial number 109000 issued in accordance with
    paragraph 8.9.k.

**SAMPLE SCHEDULE OF DEPOSIT ACTIVITY**

PAGE 1

![](media/image81.png){width="6.9527777777777775in"
height="7.053472222222222in"}

**SAMPLE SCHEDULE OF DEPOSIT ACTIVITY**

PAGE 2

![](media/image81.png){width="6.9527777777777775in"
height="7.053472222222222in"}

###  SF 1219 

a.  Once the DD 2657 has been has been closed out for month end
    reconciliation and the SODA has been updated, the SF 1219 can be
    closed out, all in accordance with paragraph 8.9.

```{=html}
<!-- -->
```
f.  If the DD 2657, the SODA, and all collection data are entered
    correctly, the SF 1219 will run automatically in the UMIDS system

g.  The Ship's Store and General Mess collections, \$600 and \$200
    respectively, are reported within UMIDS. They appear in section 2 of
    the 1219 automatically.

h.  All deposit data entered under the SODA function will automatically
    appear under Section II part B.

**SAMPLE SF 1219**

PAGE 1

![](media/image82.png){width="6.748611111111111in"
height="8.233333333333333in"}

**SAMPLE SF 1219**

PAGE 2

![](media/image83.png){width="6.747222222222222in"
height="4.741666666666666in"}

##  Navy Cash Quarterly Cash Verification Team

Ref: DODFMR Volume 5 Appendix A

###  Public Funds

a.  All funds collected, disbursed, or maintained by the Disbursing
    Officer, Deputies, and Agents are to be considered public funds.
    Therefore, responsible individuals will be required to show
    auditable proof for the disposition of those funds. Any accountable
    items, to include cash, checks, Navy Cash card stock, and the like,
    will be verified in the same manner as prescribed within the DODFMR
    Volume 5 Appendix A.

b.  The cash verification team will use the Navy Cash Ledger as well as
    the Disbursing Officer's Disbursing Accountability Reports to
    substantiate all funds being held on line 6.9 of the DD 2657. A
    sample Cash Verification Team Navy Cash Checklist is included at
    paragraph 8.15.22.

c.  All Navy Cash funds collected and reported as deposits on the SF
    1219 can be substantiated by the End Of Month reports generated by
    the Navy Cash System. For example, the Disbursing Officer reports a
    \$10,000 deposit on line 4.2 of the SF 1219 for the Ship's Store.
    There should be a corresponding End Of Month report showing \$10,000
    in electronic collections for the same month.

###  Navy Cash Card Stock

All blank Navy Cash card stock shall be verified by count against the
Issue Log, and the audit will be documented as the next entry in the
Issue Log.

##  Navy Cash Equipment Checklist

A sample Navy Cash Equipment Checklist is included at Appendix G. This
checklist will be tailored for each ship as a part of the Navy Cash
installation. The checklist provides an aid to assist in troubleshooting
any equipment or software problems and should also be used to review the
status of all the ship's Navy Cash devices on a periodic basis.

##  Managing and Requisitioning Spares

a.  [Initial Outfitting]{.underline}. Certain spare parts and consumable
    items are provided as \"push\" material during installation of the
    Navy Cash system. The materials and quantities are itemized on a DD
    Form 1149, which will be signed for by the Supply Officer, Stock
    Control Officer, or Disbursing Officer. These spares and consumable
    items must be accounted for in the Supply Officer\'s custody in
    accordance with the guidelines established in Chapter Six of NAVSUP
    P-485, Afloat Supply Procedures.

```{=html}
<!-- -->
```
(1) Navy Cash system components are assigned Allowance Parts List
    numbers (APLs), which will be updated as required. Ships are
    responsible for their ASI updates to get the most accurate Navy Cash
    parts information. Updates to the COSAL for the Navy Cash system
    will be done quarterly. APL identification number 00044461CL applies
    to the Navy Cash system.

```{=html}
<!-- -->
```
(179) For most installations, there will not be any outstanding
      requisitions. The receipt document is entered into Supply and
      Financial Management (SFM) using the \"receipt not from due\"
      processing option and \"stock control\" option for receipt
      processing in RSUPPLY (see NAVSUP P-485, paragraph 6695,
      Processing Receipts Not From Due). For documentation information,
      the support contractor\'s Routing Identifier (RI) is QWR and Unit
      Identification Code (UIC) is Q99513. The dollar amount can be
      derived from latest COSAL information.

```{=html}
<!-- -->
```
b.  [Operating Space Items (OSIs)]{.underline}

```{=html}
<!-- -->
```
(1) [K22 Point-Of-Sale (POS) Devices]{.underline}. A number of spare
    K22s are normally held in ready reserve for periodic functions such
    as MWR sales, husbanding agent sale of currency, and concessionaire
    sales. These units should be accounted for as OSIs. The Disbursing
    Officer is responsible for control of all spare K22s held in ready
    reserve. K22s that have transactions recorded (stored) but not yet
    downloaded to the Navy Cash server should be kept in either the
    Sales or Disbursing Officer\'s safe. A K22 OSI without stored
    transactions should be kept in a safe or limited access space that
    is locked when not occupied, such as the disbursing office or sales
    office. Spare K22s not being held in reserve for periodic functions
    (and without transactions stored on them) should be maintained as
    HM&E or OSI stock items in a secure storeroom (see paragraph 8.3.3,
    Custody of Spare K22s and CADs).

```{=html}
<!-- -->
```
(180) [Card Access Devices (CADs)]{.underline}. Spare vending machine
      CADs should be maintained as stock items in a secure storeroom,
      with the following exception. When a CAD has been removed from a
      vending machine but still has transactions recorded (stored) on it
      that have not yet been downloaded to the Navy Cash server, it
      should also be kept in a safe, e.g., the Disbursing or Sales
      Officer\'s safe (see paragraph 8.3.3, Custody of Spare K22s and
      CADs).

```{=html}
<!-- -->
```
c.  [Inventory Control]{.underline}. Regardless of the physical storage
    location for Navy Cash spares, the spares provided during the Navy
    Cash installation shall be accounted for in the same manner as other
    repair parts provided during an equipment installation and shall be
    added to the ship\'s COSAL allowance for stock under the control of
    the Supply Clerks (SKs). Failure to maintain inventory control over
    the Navy Cash items can result in missing items, especially during
    turnover of key personnel. Maintaining inventory control over the
    Navy Cash spares will also help to ensure the correct inventory
    level is maintained as demand data is accumulated. Inventory of the
    Navy Cash spares must be completed twice annually.

##  Customer Service Center Support

###  Call Centers

a.  To answer Disbursing Officer and Navy Cash cardholder questions,
    several contact points have been set up for Navy Cash. If a card
    needs to be reported as lost or stolen and the Disbursing Officer is
    not available (for example, after hours in a liberty port), contact
    the CSC.

```{=html}
<!-- -->
```
(1) Navy Cash Customer Service Center (CSC):

> [Card Holder]{.underline}: 1-866-3NAVYCASH\
> 1-866-362-8922
>
> web site: www.navycash.com
>
> e-mail address: <navycash@ezpaymt.com>
>
> [Disbursing Office / Merchant]{.underline}: 1-866-6NAVYCASH
>
> 1-866-662-8922
>
> web site: www.navycashcenter.com
>
> e-mail address:
> [navycashcenter@ezpaymt.com](mailto:navycash@ezpaymt.com)\
> navycashfin@ezpaymt.com *(EOM only)*
>
> Fax: 1-866-CHASE01\
> 1-866-242-7301

(181) The CSC can also be reached through the Global Distance Support
      Center (GDSC), also known as "One Touch". The telephone numbers
      for the GDSC are:

Commercial: 1-877-41TOUCH Cardholders:\
1-877-418-6824 Press 6, then 2

> DSN: 510-42TOUCH Disbursing / Merchants:\
> 510-428-6824 Press 6, then 3

(a) The 1-877 number should be used for worldwide toll-free access from
    the United States, Japan, Germany, England, Italy, and Spain from
    activities ashore or ships in port and can be used when aboard ships
    at sea that have the capability and connectivity.

```{=html}
<!-- -->
```
(r) The DSN number should be used for toll-free access from all other
    countries from activities ashore or ships in port and can be used
    when aboard ships at sea that have the capability and connectivity.

```{=html}
<!-- -->
```
(182) [Trouble Calls]{.underline}. One of the responsibilities of the
      TFA is to report to NAVSUP and Treasury the volume and types of
      trouble calls handled and the time it takes to resolve each issue.
      This includes hardware, software, communications, operational, and
      cardholder issues. In order to track this information in a central
      location, all trouble calls, whether forwarded by phone call or
      e-mail, should be directed to the CSC. The CSC will handle the
      trouble calls directly if at all possible, particularly cardholder
      service issues, or forward the call to the proper person. Each
      issue will be handled as quickly as possible. E-mail trouble calls
      can include the appropriate support personnel as additional
      addees. To assist in reporting hardware, software, communications,
      or operational problems, the Navy Cash Trouble Call Worksheet (see
      paragraph 8.15.23) lays out the information the Disbursing
      Officer, or designated representative, should have available
      before contacting the CSC.

###  Updating Navy Cash Account Information

a.  A cardholder's Navy Cash account information can be updated by
    contacting the CSC by phone or e-mail or by using the Navy Cash
    Disbursing web site or the Navy Cash application (see paragraph
    8.4.21, Account Information Update).

b.  [Timeliness of Updates]{.underline}. Any updates done through the
    Navy Cash application are effective immediately on board the ship
    and will regulate any subsequent cardholder transactions at the K80
    Cashless ATM. Updates done through the Navy Cash Center web site do
    not go into effect on board the ship until a round trip is completed
    between ship and shore. Updates done through the CSC do not go into
    effect on board the ship until the CSC receives the information,
    processes the request, and a round trip is completed between ship
    and shore.

c.  [Cardholder Request]{.underline}

```{=html}
<!-- -->
```
(1) If Navy Cash cardholders need to update their Navy Cash account
    information, for example, to change a bank or credit union account
    or update an e-mail address, they can call the CSC directly or
    through the GDSC. The customer service representative will ask them
    a series of questions to verify their identity before they update
    their accounts.

```{=html}
<!-- -->
```
(183) If cardholders don't have access to a phone, they can e-mail their
      update requests to the CSC. To verify their identity, cardholders
      should include their e-mail address, the last four digits of their
      SSN, their mother's maiden name, and their birth date (mm/dd only)
      in their e-mail request. If this information is included in the
      initial e-mail, a cardholder's request can be addressed much more
      quickly, without additional e-mail traffic. Cardholders will
      receive confirmation via e-mail from the CSC when their accounts
      have been updated.

(184) Cardholders should never include either their full SSN or their
      PIN.

(185) If cardholders want to change the bank or credit union account
      information associated with their Navy Cash account, they must
      fax, e-mail an image of, or mail a copy of a cancelled check or
      deposit slip to the CSC. If cardholders are unable to do this,
      then the disbursing office needs to handle these changes through
      the disbursing web site or the Navy Cash application.

```{=html}
<!-- -->
```
d.  [Disbursing Office Request]{.underline}

```{=html}
<!-- -->
```
(1) A cardholder's Navy Cash account information can also be updated by
    the Disbursing Officer or authorized Disbursing Clerk, who may
    contact the CSC using the phone, e-mail, or Navy Cash disbursing web
    site. Guidelines for using the disbursing web site are included at
    Appendix E.

```{=html}
<!-- -->
```
(186) If cardholders want to change the bank or credit union account
      information associated with their Navy Cash account, they should
      report to the disbursing office. The Disbursing Officer shall
      verify the ABA routing number and account number for the new
      account.

(187) If the request is sent via e-mail, any material containing
      personal information will be written in a Word document and
      require a password in order to be viewed. These procedures must be
      followed to protect private information exchanged with the CSC.
      These interim procedures will remain in effect until the account
      update function is incorporated within the Navy Cash application.

(188) Navy Cash will provide each ship's disbursing office with a
      password that is specific to the ship.

(189) E-mail requests will be sent to navycashcenter@ezpaymt.com with
      the password-protected Word document as an attachment.

(190) The CSC will process the e-mail as necessary and send an e-mail
      response with a password-protected Word document as an attachment
      if needed.

(191) To password protect a Word document:

```{=html}
<!-- -->
```
(a) Open the document.

```{=html}
<!-- -->
```
(s) On the "File" menu, click "Save As".

(t) On the "Tools" menu in the "Save As" dialog box, click "General
    Options".

(u) In the "Password to Open" box, type the specific password provided
    and then click "OK".

(v) In the "Reenter Password to Open" box, type the password again and
    then click "OK".

(w) Click "Save".

```{=html}
<!-- -->
```
e.  [Blocking and Unblocking Accounts]{.underline}

```{=html}
<!-- -->
```
(1) The CSC does not automatically unblock cardholder access to home
    bank or credit union accounts when the banking information is
    updated.

```{=html}
<!-- -->
```
(192) Cardholders may not request that access to their home bank or
      credit union accounts be blocked or unblocked.

(193) An authorized Disbursing Officer or Disbursing Clerk may contact
      the CSC by phone or e-mail and request the blocking or unblocking
      of a cardholder's access to home bank or credit union account.
      This request may be included in the same e-mail as the request to
      update account information. An authorized Disbursing Officer or
      Disbursing Clerk may also block or unblock cardholder access to
      home account on the Navy Cash Disbursing web site
      (www.navycashcenter.com) (see paragraph 8.8.2).

###  Accessing the Navy Cash Web Sites

a.  To access the Navy Cash Cardholder web site, www.navycash.com,
    either Netscape 4.5 or greater or Internet Explorer 4.0 or greater
    can be used. Guidelines for using the cardholder web site are
    included at Appendix D.

b.  To access the Navy Cash disbursing office web site,
    www.navycashcenter.com, Internet Explorer 4.0 or greater must be
    used. There are many more pages and features on this site, and the
    supported browsers are limited for site maintenance purposes.
    Guidelines for using the disbursing office web site are included at
    Appendix E.

c.  Authorized Disbursing Officers and Disbursing Clerks must log in to
    the Navy Cash disbursing website at least monthly to keep their
    accounts active. After 90 days of inactivity, an account will be
    suspended. If this has already occurred, contact the Navy Cash
    Customer Service Center (see paragraph 8.14.1). After six months of
    inactivity, accounts will be purged, and a new account will have to
    be created.

##  Sample Disbursing Reports and Forms 

###  Sample Accountable Officer Appointment/Termination Record 

From: Commanding Officer, USS NAVY CASH (FFG-46)

To: ENS M. T. Pockets, SC, USNR, 123-45-6789

Via: Supply Officer, USS NAVY CASH (FFG-46)

Subj: APPOINTMENT AS NAVY CASH ACCOUNTABLE OFFICER

Ref: (a) Department of Defense Financial Management Regulation (DODFMR)
Chapter 17 and Appendix D

\(b\) NAVSUP PUB 727, Navy Cash Financial System Standard Operating
Procedure, Chapter 8

1\. In accordance with reference (a), you are hereby appointed as the
Ship's Navy Cash Accountable Officer.

2\. As the Navy Cash Accountable Officer, you will have the following
responsibilities:

a.  Maintenance and custody of all Navy/Marine Cash cards.

```{=html}
<!-- -->
```
i.  Custody of Operating Space Item (OSI) K22 and CAD devices.

j.  Operation and maintenance of Navy Cash system, including daily End
    of Day function, Preventive Maintenance System (PMS), and daily
    system backups.

k.  Operation and maintenance of Military Paper Check Conversion (MPCC).

l.  Daily review of Returned Items Detail and Negative Balance Reports.

m.  Immediate collection on any debt due the U.S. Treasury funds pool as
    a result of negative Navy/Marine account balances.

n.  Daily review and verification of merchant reports from ship and
    shore servers.

o.  Weekly review of Unmatched Chip-to-Chip Report and return of any
    value reflected to sending card cardholder.

p.  Weekly review with Personnel Office of personnel pending transfer or
    discharge within 30 days.

3\. You are required to familiarize yourself with all existing
references, particularly references (a) and (b) and follow all
established procedures and guidelines.

> J. P. JONES
>
> CDR USN

From: ENS M. T. Pockets

To: Commanding Officer, USS NAVY CASH (FFG-46)

Via: Supply Officer, USS NAVY CASH (FFG-46)

Subj: APPOINTMENT AS NAVY CASH ACCOUNTABLE OFFICER

1\. I acknowledge and accept the position and responsibilities of Ship's
Navy Cash Accountable Officer, and I acknowledge that I am strictly
liable to the United States for all funds under my control. I have read
and understand the provisions of DODFMR Volume 5, Chapter 17 and
Appendix D, and of NAVSUP PUB 727, Navy Cash Financial System Standard
Operating Procedure.

> M. T. POCKETS
>
> ENS USNR

###  Sample Disbursing Agent Appointment/Termination Record 

From: Disbursing Officer, USS NAVY CASH (FFG-46)

To: DK2(SW) A. SIMMONS, USN, 555-44-6666

Subj: APPOINTMENT AS NAVY CASH DEPUTY

Ref: (a) Department of Defense Financial Management Regulation (DODFMR)
Chapter 17 and Appendix D

\(b\) NAVSUP PUB 727, Navy Cash Financial System Standard Operating
Procedure, Chapter 8

1\. Under reference (a), you are appointed as the Ship's Navy Cash
Deputy

2\. As the Navy Cash Deputy, you will have the following
responsibilities:

a.  Operation and maintenance of Navy Cash system, including daily End
    of Day function, Preventive Maintenance System (PMS), and daily
    system backups.

b.  Operation and maintenance of Military Paper Check Conversion (MPCC).

c.  Daily review of Returned Items Detail and Negative Balance Reports.

d.  Immediate collection on any debt due the U.S. Treasury funds pool as
    a result of negative Navy/Marine account balances.

e.  Daily review and verification of merchant reports from ship and
    shore servers.

f.  Weekly review of Unmatched Chip-to-Chip Report and return of any
    value reflected to sending card cardholder.

g.  Weekly review with Personnel Office of personnel pending transfer or
    discharge within 30 days.

3\. You are required to familiarize yourself with all existing
references, particularly references (a) and (b) and follow all
established procedures and guidelines.

> M. T. POCKETS
>
> ENS USNR

From: DK2(SW) A. SIMMONS, USN, 555-44-6666

To: Disbursing Officer, USS NAVY CASH (FFG-46)

Subj: APPOINTMENT AS NAVY CASH DEPUTY

1\. I acknowledge and accept the position and responsibilities as the
Ship's Navy Cash Deputy, and I acknowledge that I am strictly liable to
the United States for all funds under my control. I have read and
understand the provisions of DODFMR Volume 5 Chapter 17 and Appendix D
and of NAVSUP PUB 727, Navy Cash Financial System Standard Operating
Procedure, Chapter 8.

> A. SIMMONS
>
> DK2(SW) USN

###  Sample Letter of Authority--Authority to Hold Cash 

From: Commanding Officer, USS NAVY CASH (FFG 46)

To: ENS M. T. Pockets, SC, USNR, 123-45-6789/3105

Via: Supply Officer, USS NAVY CASH (FFG 46)

Subj: AUTHORITY TO HOLD CASH AT PERSONAL RISK

Ref: (a) DOD FMR Volume 5, Paragraph 030102 to 030105

1\. Authority is granted to hold cash at personal risk, in accordance
with reference (a), in an amount not greater than \$ (amount). Cash held
at personal risk includes cash for: routine cash payments, cash travel
advances, personal check cashing, and emergency cash payments, for
example, emergency leave. Under special circumstances, for example, away
from homeport, you are authorized to hold additional funds for Navy Cash
chip cashing services.

> J.P. Jones
>
> CDR USN

###  ROM II / Navy Cash Comparison Report

*In Navy Cash, all dates and times are recorded and reported in
Greenwich Mean Time (GMT) (Coordinated Universal Time (UTC)).*

Run Date: 04/01/2004

Run Time: 17:27:28

Report Name: ROM II Exception Report

Navy Cash

Sales Office

Location: DL3800

ROM II Start Date: 03/30/2004 14:00:01

ROM II End Date: 03/30/2004 15:44:14

ROM II Transactions NOT in Navy Cash

Merchant ID: 800000008458 - SHIP STORE #1

Point Of Sale Terminal \# 00001002

ROM II Transaction Date ROM II Transaction Amount ROM II Transaction ID
Navy Cash Transaction ID

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

03/30/2004 14:27:41 \$1.20 2852004033014274100 12012004033019314700

Total for Point Of Sale Terminal \# 00001002: \$1.20

Total for Merchant 800000008458: \$1.20

GRAND Total: \$1.20

Navy Cash Transactions NOT in ROM II

Merchant ID: 800000008458 - SHIP STORE #1

Point Of Sale Terminal \# 00001002

ROM II Transaction Date ROM II Transaction Amount ROM II Transaction ID
Navy Cash Transaction ID Navy Cash Terminal Number

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

03/30/2004 15:36:52 \$2.30 2912004033015365200 12232004033020415800
0748204500000000

Total for Point Of Sale Terminal \# 00001002: \$2.30

Total for Merchant 800000008458: \$2.30

GRAND Total: \$2.30

Navy Cash and ROM II Transactions with Different Dollar Amounts

Merchant ID: 800000008458 - SHIP STORE #1

Point Of Sale Terminal \# 00001002

ROM II Transaction Date Navy Cash Amount ROM II Amount ROM II
Transaction ID Navy Cash Transaction ID Navy Cash Terminal Number

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

03/30/2004 14:00:01 \$1.50 \$3.00 2692004033014000100
11752004033019050700 0748204500000000

03/30/2004 15:41:23 \$13.00 \$1.30 2942004033015412300
12302004033020462800 0748204500000000

Total for POS Terminal \# 00001002: \$14.50 \$4.30

Difference for POS Terminal \# 00001002: \$10.20

Total for Merchant 800000008458: \$14.50 \$4.30

Difference for Merchant 800000008458: \$10.20

GRAND Total: \$14.50 \$4.30

GRAND Difference: \$10.20

Transactions that failed in ROM II but succeeded in NavyCash

Merchant ID: 800000008458 - SHIP STORE #1

Point Of Sale Terminal \# 00001002

ROM II Transaction Date ROM II Transaction Amount ROM II Transaction ID
Navy Cash Transaction ID Navy Cash Terminal Number

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

03/30/2004 14:02:36 \$5.50 2722004033014023600 11792004033019074300
0748204500000000

03/30/2004 14:17:28 \$0.90 2792004033014172800 11922004033019223400
0748204500000000

03/30/2004 14:26:41 \$4.40 2842004033014264100 12012004033019314700
0748204500000000

03/30/2004 14:36:02 \$0.95 2872004033014360200 12052004033019410900
0748204500000000

Total for Point of Sale Terminal \# 00001002: \$13.50

Total for Merchant 800000008458: \$13.50

GRAND Total: \$13.50

###  Disbursing Accountability Detail Report

Run Date/Time: 01/16/2005 08:35:44 GMT

Disbursing Accountability Detail Report

Location: NEVERSAIL FFG 96

Report Parameters:

Start Date: 01/15/2005 10:10:44

End Date: 01/16/2005 08:35:32

Merchant Information:

Merchant Name: NAVY DISBURSING

Merchant ID: 8000000008448

Date Transaction Type Account Name Account \# Amount

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

Starting Balance \$200.00

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

01/15/2005 12:20:00 Load Cash to Chip TANI, DANIEL 8000000003790 \$90.00

01/15/2005 12:32:04 Chip withdrawal THOMAS, JOHN 8000000003790 -\$40.00

01/15/2005 12:48:00 Safe - Deposit Bank, Safe 0 \$200.00

01/15/2005 13:23:01 Load Cash to Chip DLUAT, THOMAS 8000000003816
\$50.00

01/15/2005 14:02:05 Chip withdrawal RUSSELL, MARK 8000000003816 -\$25.00

01/15/2005 14:15:00 Safe - Withdraw Bank, Safe 0 -\$150.00

01/15/2005 14:28:02 Load Cash to Chip JONES, JOHN 8000000003832 \$100.00

01/15/2005 14:29:00 Safe - Deposit Bank, Safe 0 \$400.00

01/15/2005 14:32:03 Load Cash to Chip HANGFU, LEE 8000000003857 50.00

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

Sub Total \$675.00

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

01/16/2005 04:20:00 Load Cash to Chip GAMBLE, ERICA 8000000003709
\$90.00

01/16/2005 05:23:01 Load Cash to Chip BLACKMORE, WILLIAM 8000000003838
\$50.00

01/15/2005 05:32:00 Safe - Withdraw Bank, Safe 0 -\$200.00

01/16/2005 05:47:05 Chip withdrawal CHAPLAIN, CHARLES 8000000003845
-\$25.00

01/16/2005 06:04:02 Load Cash to Chip JONES, JARROD 8000000003844
\$100.00

01/15/2005 06:16:00 Safe - Withdraw Bank, Safe 0 -\$200.00

01/16/2005 06:30:03 Load Cash to Chip LEE, ROBERT 8000000003957 50.00

01/15/2005 06:49:00 Safe - Deposit Bank, Safe 0 \$500.00

01/16/2005 07:32:04 Chip withdrawal MOORE, WILLIAM 8000000003740
-\$40.00

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

Sub Total \$325.00

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

Ending Balance \$1200.00

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

###  Daily Negative Balance Report

Run Date:01/25/2006

Run Time:04:01:40

Report Name:OPER_NavyNegativeBalance_D

Page# 1

Navy Cash

Daily Negative Balance Report - NAVYCASH

Location: USS NEVERSAIL

Date: 01/25/2006 -04:47:40

Acct Neg Bal

Account \# Name SSN Status Date Balance Note Date Author Note Text

\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\--
\-\-\-\-\-- \-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

8000000000000 JONES, MARTIN C 3171 OPEN 19-JUL-05 -1,000.50 20-JUL-05
SMITH, JOHN SPOKE TO CARDHOLDER. ASKED HIM TO COME BY WITH CASH TO
DEPOSIT ON CHIP

01-AUG-05 LEWIS, JASON CARDHOLDER NEVER DELIVERED CASH. INITIATED DS01
ON 31-JUL-05.

8000000000000 BROWN, NANCY J 1234 OPEN 25-JUL-05 -10.00 28 JUL-05 LEWIS,
JASON SPOKE TO CARDHOLDER. ASKED HER TO COME BY WITH CASH TO DEPOSIT ON
CHIP

8000000000000 WHITE, MARGARET A 5678 OPEN 01-AUG-05 -20.00

8000000000000 SMITH, DAVID A 3141 OPEN 02-AUG-05 -30.00

> \-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\--

Total Count 4

Total Balance -1,060.50

\*\*\* End of the Report \*\*\*

Page \# 1

###  Merchant Settlement Report

*In Navy Cash, all dates and times are recorded and reported in
Greenwich Mean Time (GMT) (Coordinated Universal Time (UTC)).*

Run Date: 12/09/2004

Run Time: 00:08:42

Report name: TRAN_Ship_Merchant_Settle_D

Page: 1

Navy Cash

Daily Transaction Detail Report - Merchant Settlement

Location: USS COMSTOCK

Date: 12/08/2004 00:12:52 To 12/09/2004 03:43:22

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

Merchant: WARDROOM MESS - DUES 800000026283

> Settlement Date: 08-DEC-04
>
> Settlement Type: NAVY CASH
>
> Batch Date Amount C
>
> \-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
> \-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- -
>
> R21452_1022 11/30/04 23:01 \$255.55
>
> R21452_1023 12/01/04 21:13 \$30.00
>
> R21452_1027 12/07/04 10:19 \$338.95
>
> R21452_1028 12/08/04 00:07 \$196.80
>
> R21452_1029 12/08/04 07:56 \$263.85
>
> \-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
> \-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- -
>
> Settlement Total \$1,085.15

Merchant WARDROOM MESS - DUES 800000026283 Total: \$1,085.15

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\--

> \* C = Correction Transactions.

\*\*\*\*\*\* End of the Report \*\*\*\*\*

###  Disbursing Accountability Summary Report 

*In Navy Cash, all dates and times are recorded and reported in
Greenwich Mean Time (GMT) (Coordinated Universal Time (UTC)).*

Run Date/Time: 01/16/2005 08:35:44 GMT

Disbursing Accountability Summary Report

Location: NEVERSAIL FFG 96

Report Parameters:

Start Date: 01/15/2005 10:10:44

End Date: 01/16/2005 08:35:32

Merchant Information:

Merchant Name: NAVY DISBURSING

Merchant ID: 8000000008448

Transaction Type Check Cash Total

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\--

Starting Balance \$100.00 \$100.00 \$200.00

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\--

Chip withdrawal -\$105.00 -\$105.00

Load Check to Chip \$250.00 \$250.00

Load Cash to Chip \$230.00 \$230.00

Safe - Deposit \$700.00 \$700.00

Safe - Withdraw -\$280.00 -\$280.00

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\--

Ending Balance \$350.00 \$645.00 \$995.00

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\-\-\-\-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\--

\*\*\* End of the Report \*\*\*

Page \# 1

###  Card Status Report

**NAVY CASH CARD STATUS**

Date:

> Customer Account Card
>
> [Count]{.underline} [Status]{.underline} [Status]{.underline}
>
> 882 ACTIVE ASSIGNED
>
> 86 ACTIVE DAMAGED
>
> 76 ACTIVE LOST
>
> 13 ACTIVE MISC
>
> 2 ACTIVE STOL
>
> 9 ACTIVE UNASSIGNED
>
> 6 CLOSED ASSIGNED
>
> 4 CLOSED DAMAGED
>
> 3 CLOSED LOST
>
> 1 CLOSED MISC
>
> 43 CLOSED UNASSIGNED
>
> 7 FINCLOS ASSIGNED
>
> 2 FINCLOS LOST
>
> 2 NEW ASSIGNED
>
> 1 PENDCLOS DAMAGED
>
> 9 PENDCLOS UNASSIGNED
>
> 12 REVOC ASSIGNED
>
> 1 REVOC DAMAGED
>
> TOTAL

###  Daily Cash Transaction Ledger

  ------------- ----------- ----------- --------- ------------- ---------------- ---------------------
  **NAVY                                                                         
  CASH^^\                                                                       
  DAILY CASH                                                                     
  TRANSACTION                                                                    
  LEDGER**                                                                       

  **DATE**      **CASH-\    **CHIP-\              **PRINT\                       **CARDHOLDER\
                TO-CHIP**   TO-CASH**             CARDHOLDER                     SIGNATURE**
                                                  NAME**                         

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

                                                                                 

  **TOTAL CASH                          **TOTAL                 **NET SUM FOR    
  TO CHIP**                             CHIP TO                 CHIP             
                                        CASH**                  TRANSACTIONS**   
  ------------- ----------- ----------- --------- ------------- ---------------- ---------------------

###  Bulk Card Log

**BULK NAVY/MARINE CASH CARD LOG**

CARD TYPE \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\
*(Permanent, Temporary, or Visitor)*

  ------- ----------- --------- ---------- --------- ----------- ---------------
  Date    Beginning   Ending    Number of  Number of Number of   Signature for
          Card Serial Card      Cards      Cards     Cards       Cards /
          Number      Serial    Returned   Issued    Remaining   Signature for
                      Number               for the               Verification of
                                           day                   Inventory

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 

                                                                 
  ------- ----------- --------- ---------- --------- ----------- ---------------

###  Card Issue Log

**NAVY CASH CARD ISSUE LOG**

  ---------- ------------ ------------- ----------- --------------- ------------- -----------
  **Issue\   **Card       **Name**      **SSN\***   **Signature**   **Issued By** **Return\
  Date**     Number\***                                                           Date**

                                                                                  

                                                                                  

                                                                                  

                                                                                  

                                                                                  

                                                                                  

                                                                                  

                                                                                  

                                                                                  

                                                                                  

                                                                                  

                                                                                  

                                                                                  

                                                                                  

                                                                                  

                                                                                  

                                                                                  
  ---------- ------------ ------------- ----------- --------------- ------------- -----------

> *\* Note: Enter only the last four digits of the SSN and the last four
> digits of the card number for temporary and permanent cards and the
> entire card sequence number for visitor cards.*

###  Navy Cash Pre-Audit/Turnover Checklist

**Navy Cash Pre-Audit/Turnover Checkl**ist

  ----------------------------------------------------------------------------
  Tasks                                                 SOP\        Yes   No
                                                        Reference         
  ----------------------------------------------------- ----------- ----- ----
  Letters of Authority                                                    

  Has Disbursing Officer been appointed as Navy Cash    8.2.1             
  Accountable Officer?                                                    

  Has Disbursing Officer appointed Navy Cash            8.2.1             
  Agent/Deputy in writing?                                                

  Internal Procedures and Controls                                        

  Has Commanding Officer established internal           8.2.4             
  procedures and controls for Navy Cash?                                  

  Custodial Responsibilities                                              

  Are Navy Cash cards kept in a safe or a secure        8.3.1             
  container?                                                              

  Are Navy Cash cards in custody of Disbursing Officer  8.3.1             
  or designated agents/deputy?                                            

  Is the Bulk Navy Cash Card Log in agreement with      8.3.1             
  actual card count?                                                      

  Are cards inventoried every 30 days and an entry made 8.3.1             
  in the Bulk Log?                                                        

  Is Navy Cash Card Issue Log being maintained --- does 8.3.1             
  it include last four digits of card number; name,                       
  last four of SSN, issue date, and signature of                          
  recipient; date returned (visitor/temp cards); name                     
  and signature of issuer?                                                

  Are unissued cards being returned to the Disbursing   8.3.1             
  Officer on a daily basis?                                               

  Custody of Spare K22s and CADs                                          

  Are spare K22s and CADs being kept in a safe or in a  8.3.3             
  secure space?                                                           

  Are K22s or CADs that have transactions still stored  8.3.3             
  in them being kept in the Disbursing Officer's safe?                    

  Navy Cash Application                                                   

  Is the Disbursing Officer assigning individual Access 8.4.35            
  Rights as appropriate?                                                  

  Are passwords being changed every six months?         8.4.35            

  Is the Daily Cash Transaction Ledger being maintained 8.4.13            
  on a daily basis?                                                       

  Is the Daily Cash Transaction Ledger being closed out 8.4.13            
  daily?                                                                  

  Are Daily Cash Transaction Ledger totals being        8.4.23            
  compared to the DASR?                                                   

  Are Daily Cash Transaction Ledger totals posted to    8.4.13            
  line 6.2A and 6.9 of DD 2657?                                           

  Is the Daily Cash Transaction Ledger being retained   8.4.13            
  with the DD 2657?                                                       

  Are refunds being authorized by the Sales/MWR/Food    8.4.10            
  Service Officer/etc.?                                                   

  Are refunds being recorded in a Refund Log by each    8.4.10            
  merchant?                                                               

  Is the Disbursing Officer reviewing the Unmatched     8.4.11            
  Chip-to-Chip Report on a weekly basis?                                  

  Are Navy Cash enrollment forms being filled out and   8.4.20            
  signed by crewmembers before being entered through                      
  the Navy Cash Application?                                              

  Are originals of all enrollment forms signed and sent 8.4.20            
  to TFA promptly? Are copies of all enrollment forms                     
  retained on board ship?                                                 

  Is the EOD function being performed at the end of     8.4.23            
  each business day?                                                      

  Does the duty Supply/IT/ET perform the EOD on non     8.4.23            
  working days?                                                           

  Are DASR and Daily Transaction Ledger being kept on   8.4.23            
  file with DD 2657?                                                      

  Is the Disbursing Officer reviewing the Negative      8.8.1             
  Balance Report and the Returned Items Detail Report                     
  on a daily basis?                                                       

  Does Navy Cash access to home bank or credit union    8.8.1             
  account remain blocked as long as Navy Cash account                     
  balance is negative?                                                    

  Is amount of negative balance collected within 10     8.8.1             
  working days of report?                                                 

  Is a DS01 using Company Code D411179 being generated  8.8.1             
  when appropriate to collect on debt to US Treasury                      
  funds pool resulting from a negative balance?                           

  Are all negative Navy Cash account balances cleared   8.8.1             
  or in process of being cleared within 30 days of                        
  initial appearance on Negative Balance Report?                          

  Is the personnel office providing the disbursing      8.8.1             
  office with the names of those personnel who will be                    
  transferred or discharged within the next 30 days?                      

  If cardholder is within 30 days of                    8.8.1\            
  transfer/discharge, is Disbursing Officer ensuring    8.4.19            
  that all negative balances are cleared? When                            
  appropriate, is Disbo closing/suspending Navy Cash                      
  account and issuing visitor card for use on ship                        
  until departure?*\                                                      
  (Accounts can't be closed until negative balances are                   
  cleared).*                                                              

  If cardholder is within 30 days of discharge and has  8.8.1             
  a negative balance, is the Disbursing Officer posting                   
  a DS01 prior to cardholder's separation date?                           

  Is SPO being stopped at least 30 days before a member 8.4.19            
  leaves the ship?                                                        

  End-of-Month Reporting                                                  

  Is EOM process started at least five days before the  8.9               
  actual end of the month?                                                

  Is the Navy Cash EOM spreadsheet being sent via       8.9               
  e-mail to the TFA Bank in a timely manner?                              

  Is the original SF 215/5515 being placed in the       8.9               
  retained returns?                                                       

  Is a copy of the SF 215/5515 being placed in the      8.9               
  monthly returns?                                                        

  Is the Safe Bank Transactions Report being zeroed out 8.9\              
  at completion of EOM?\                                8.4.26            
  *(Select "Safe Bank Transaction" link in Navy Cash                      
  Application.)*                                                          
  ----------------------------------------------------------------------------

###  Merchant Refund Log

**NAVY CASH MERCHANT REFUND LOG**

  ---------- ------------------- ---------- ------------ ------------- -----------
  **Serial   **Name**            **Date\    **Amount**   **Reason For  **Date\
  Number**                       Issued**                Refund**      Cleared**

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       

                                                                       
  ---------- ------------------- ---------- ------------ ------------- -----------

###  Navy Cash Refund Chit

  ------------ ------------------------ ---------------------- ------------------------ --
               **NAVY/MARINE CASH                                                       
               REFUND CHIT**                                                            

  **MERCHANT                                                   **SERIAL NUMBER:**       
  NAME:**                                                                               

  **ISSUED                                                     **DATE ISSUED:**         
  TO:**                                                                                 

               **REASON FOR REFUND:**                                                   

               **REFUND AMOUNT:**       **SIGNATURE OF                                  
                                        APPROVAL AUTHORITY:**                           

               **DATE PAID:**           **SIGNATURE OF                                  
                                        DISBURSING OFFICER:**                           

               **DATE RECEIVED:**       **SIGNATURE OF                                  
                                        RECIPIENT:**                                    
  ------------ ------------------------ ---------------------- ------------------------ --

###  Split Pay Option Enrollment/Disenrollment Form

<table style="width:100%;">
<colgroup>
<col style="width: 40%" />
<col style="width: 6%" />
<col style="width: 11%" />
<col style="width: 1%" />
<col style="width: 5%" />
<col style="width: 3%" />
<col style="width: 8%" />
<col style="width: 0%" />
<col style="width: 11%" />
<col style="width: 0%" />
<col style="width: 9%" />
</colgroup>
<tbody>
<tr class="odd">
<td colspan="11"><strong>NAVY CASH SPLIT PAY OPTION<br />
ENROLLMENT/DISENROLLMENT FORM</strong></td>
</tr>
<tr class="even">
<td>NAME (Last, First, MI)</td>
<td colspan="3">SSN</td>
<td colspan="3">DIVISION</td>
<td colspan="4">PHONE</td>
</tr>
<tr class="odd">
<td colspan="11"></td>
</tr>
<tr class="even">
<td colspan="9"><em>Check the appropriate box and initial when
responding to the following statements</em></td>
<td colspan="2"><strong>INITIALS</strong></td>
</tr>
<tr class="odd">
<td colspan="6">I request the Split pay Option (SPO) be started to have
the indicated amount of my Direct Deposit System (DDS) EFT payment sent
to my Navy Cash account</td>
<td colspan="4">Yes No </td>
<td></td>
</tr>
<tr class="even">
<td colspan="6">I request my SPO be stopped</td>
<td colspan="4">Yes No </td>
<td></td>
</tr>
<tr class="odd">
<td colspan="11"></td>
</tr>
<tr class="even">
<td colspan="8">I request the indicated amount be deducted from my DDS
EFT payment every payday</td>
<td colspan="3"><strong>$</strong></td>
</tr>
<tr class="odd">
<td colspan="11"></td>
</tr>
<tr class="even">
<td colspan="11"><blockquote>
<p>I understand that by signing this document, I am requesting an amount
of my pay be deducted from my DDS EFT payment and paid to me through
Navy Cash. I understand that the amount indicated above is a <em>per
payday</em> amount and <em>not</em> a monthly amount.</p>
</blockquote></td>
</tr>
<tr class="odd">
<td colspan="5">SIGNATURE</td>
<td colspan="6">DATE</td>
</tr>
<tr class="even">
<td colspan="11"></td>
</tr>
<tr class="odd">
<td colspan="11"><strong>DISBURSING OFFICE USE ONLY</strong></td>
</tr>
<tr class="even">
<td colspan="2"><strong>STARTS</strong></td>
<td colspan="9"><strong>STOPS</strong></td>
</tr>
<tr class="odd">
<td colspan="2">DATE DDS EFT STARTED</td>
<td colspan="9">HMO2 DATE</td>
</tr>
<tr class="even">
<td colspan="2">HMO1/HMO4 DATE</td>
<td colspan="9">LAST SPO PAYDAY DATE</td>
</tr>
<tr class="odd">
<td colspan="2">AMOUNT OF SPO (PER PAYDAY)</td>
<td colspan="9">DATE UMIDS DATABASE UPDATED</td>
</tr>
<tr class="even">
<td colspan="2">FIRST SPO PAYDAY DATE</td>
<td colspan="9" rowspan="2"></td>
</tr>
<tr class="odd">
<td colspan="2">DATE UMIDS DATABASE UPDATED</td>
</tr>
<tr class="even">
<td colspan="11">REMARKS</td>
</tr>
<tr class="odd">
<td colspan="3">SIGNATURE</td>
<td colspan="8">DATE</td>
</tr>
</tbody>
</table>

###  Navy Cash Payroll Report --- Shore Report 

> Run Date: 03/13/2006
>
> Run Time: 09:45:00
>
> Report Name: Navy Payroll Funding

Navy Cash

Payroll Report

Location: R22102 USS NEVERSAIL

Pay Date: 03/15/2006

Payroll Number: 0070

Failed to post funds for JONES JOHN PAUL SSN 000-00-4253 Account
bad_stat:CLOSE_PND Amount: \$100.00

Failed to post funds for FARRAGUT ADAM JOHN SSN 000-00-3703 Account
bad_stat:CLOSE_PND Amount: \$120.00

Failed to post funds for FLORES MELINDA MARIA SSN 000-00-4901 Account
bad_stat:CLOSE_PND Amount: \$20.00

Failed to post funds for MUSTIN JOHN THOMAS SSN 000-00-2832 Account
invalid Amount: \$145.00

Failed to post funds for SMITH ANGELA ANN SSN 000-00-8851 Account
invalid Amount: \$40.00

Warning! Some records could not be processed.

Payroll File Processed: R22102_NCPAY_NAV_20060315_121707.dat

Successful Updates: 1273

Failures: 5

Total Amount Posted: \$140830.00

Total Amount Failed to Post: \$425.00

Data committed to database.

###  SPO Payroll Report --- Ship Report 

Run Date/Time: 01/16/2005 08:35:44 GMT

SPO Payroll Report

Location: NEVERSAIL FFG 96

Report Parameters:

SSN:

Pay Date: 01/01/2005

First Name:

Last Name:

Account Name SSN Last Pay Date Amount

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\--

BACON, KERRIE 1001 01/01/2005 \$50.00

BAILEY, DAVID 0002 01/01/2005 \$100.00

JONES, JOHN 4901 01/01/2005 \$125.00

KELLEY, DAVID 2832 01/01/2005 \$150.00

YOUNG, NEIL 4253 01/01/2005 \$40.00

\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\--
\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-\-- \-\-\-\-\-\-\-\-\-\--

\$465.00

\*\*\* End of the Report \*\*\*

Page \# 1

###  Return Codes and Notification Codes

**ACH Return Codes and Descriptions**

Return Codes Return Reason

R01 Insufficient Funds

R02 Account Closed

R03 No Account/Unable to Locate Account

R04 Invalid Account Number

R05 Reserved

R06 Returned per ODFI\'s Request

R07 Authorization Revoked by Customer

R08 Payment Stopped

R09 Uncollected Funds

R10 Customer Advises Not Authorized

R11 Check Truncation Entry Return

R12 Branch Sold to Another DFI

R13 RDFI Not Qualified to Participate

R14 Account-holder Deceased

R15 Beneficiary Deceased

R16 Account Frozen

R17 File Record Edit Criteria

R18 Improper Effective Entry Date

R19 Amount Field Error

R20 Non-Transaction Account

R21 Invalid Company Identification

R22 Invalid Individual ID Number

R23 Credit Entry Refused by Receiver

R24 Duplicate Entry

R25 Addenda Error

R26 Mandatory Field Error

R27 Trace Number Error

R28 Routing Number Check Digit Error

R29 Corporate Customer Advises Not Authorized

R30 RDFI Not Participant in Check Truncation Program

R31 Permissible Return Entry

R32 RDFI Non-Settlement

R33 Return of XCK Entry

R34 Limited Participation DFI

R35 Return of Improper Debit Entry

R40 Non-Participant in ENR Program

R41 Invalid Transaction Code

R42 Routing Number/Check Digit Error

R43 Invalid DFI Account Number

R44 Invalid Individual ID Number

R45 Invalid Individual Name

R46 Invalid Representative Payee Indicator

R47 Duplicate Enrollment

R61 Misrouted Return

R62 Incorrect Trace Number

R63 Incorrect Dollar Amount

R64 Incorrect Individual Identification

R65 Incorrect Transaction Code

R66 Incorrect Company Identification

R67 Duplicate Return

R68 Untimely Return

R69 Multiple Errors

R70 Permissible Return Entry Not Accepted

R71 Misrouted Dishonored Return

R72 Untimely Dishonored Return

R73 Timely Original Return

R74 Corrected Return

**ACH Notification Codes and Descriptions**

[Notification Code]{.underline} [Notification Description]{.underline}

C01 Incorrect DFI Account Number

C02 Incorrect Routing Number

C03 Incorrect Routing Number and Incorrect DFI Account Number

C04 Incorrect Individual Name/Receiving Company Name

C05 Incorrect Transaction Code

C06 Incorrect DFI Account Number and Incorrect Transaction Code

> C07 Incorrect Routing Number, Incorrect DFI Account Number, and
> Incorrect Transaction Code

C08 Reserved

C09 Incorrect Individual Identification Number

C10 Incorrect Company Name

C11 Incorrect Company Identification

C12 Incorrect Company Name and Company Identification

C13 Addenda Format Error

###  The \$25 Vending "Counter"

The Navy Cash PIN is not required to make vending machine purchases. So,
to limit the amount of money which could be lost if a Navy Cash card
were lost or stolen, vending machine purchases are limited to a total of
\$25 on each card's electronic purse before the PIN would be required to
reset the counter and allow additional spending. The table below lays
out how the \$25 counter works. Note that the vending machine readout
displays the balance remaining on the \$25 counter not the balance
remaining on the chip on the Navy Cash card itself.

  ----------------------- ----------- ------------- ----------- -----------
  **Action**              **Machine   **PIN Entry   **Chip\     **Vending
                          Used**      Required?**   Balance**   Machine
                                                                Readout**

  Cardholder moves        K80         Yes           \$100.00    
  \$100.00 from home bank                                       
  account to chip                                               
  account.                                                      

  Cardholder goes to a    CAD\        No            \$100.00    \$25.00
  vending machine to buy  (in vending                           
  a soda.                 machine)                              

  Cardholder buys soda.   CAD         No            \$99.50\    \$24.50
  After soda is bought,                             (not shown\ 
  the remaining balance                             at vending  
  is:                                               machine)    

  Cardholder buys LOTS of CAD         No            \$75.00\    \$0.00
  sodas and ONLY sodas,                             (not shown  
  never going to another                            at vending  
  machine other than a                              machine)    
  vending machine, to the                                       
  point where the vending                                       
  readout is \$0.00.                                            

  Now cardholder needs to K80         Yes           \$75.00     
  go to a machine where                                         
  he/she can enter their                                        
  PIN (a K80 or K22 Point                                       
  of Sale Device). So                                           
  cardholder goes to a                                          
  K80 just to enter their                                       
  PIN. Cardholder does                                          
  not perform any funds                                         
  transfers.                                                    

  Cardholder goes to a    CAD         No            \$75.00\    \$25.00
  vending machine to buy                            (not shown) 
  a soda.                                                       

  Cardholder buys soda.   CAD         No            \$74.50\    \$24.50
                                                    (not shown) 

  Cardholder goes to      K22         Yes           \$64.50     
  ship's store to buy a                                         
  \$10.00 ball cap.                                             

  Then cardholder goes    CAD         No            \$64.50\    \$25.00
  back to vending                                   (not shown) 
  machine...and so on.                                          
  ----------------------- ----------- ------------- ----------- -----------

###  Currency Exchange Log

+-------------+---+--------+----------+------+-----------+-----------+
| **NAVY      |   |        |          |      |           |           |
| CASH^®^ /   |   |        |          |      |           |           |
| MARINE      |   |        |          |      |           |           |
| CASH^®^**   |   |        |          |      |           |           |
|             |   |        |          |      |           |           |
| **CURRENCY  |   |        |          |      |           |           |
| EXCHANGE    |   |        |          |      |           |           |
| LOG**       |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
| **TYPE OF   |   | **EX   |          |      | **DATE:** | **PAGE    |
| FOREIGN     |   | CHANGE |          |      | *(Y       | OF**      |
| CURRENCY:** |   | R      |          |      | YYYMMDD)* |           |
|             |   | ATE:** |          |      |           |           |
|             |   | *(     |          |      |           |           |
|             |   | Number |          |      |           |           |
|             |   | of     |          |      |           |           |
|             |   | Units  |          |      |           |           |
|             |   | to \$1 |          |      |           |           |
|             |   | US)*   |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
| **NAME OF   |   |        | **AD     |      |           |           |
| BANK:**     |   |        | DRESS:** |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
| **FROM      | * |        | **NAVY   | **   |           |           |
| AMOUNT\     | * |        | CASH\    | NAME |           |           |
| ***(U.S.    | T |        | **      | ***\ |           |           |
| Dollars)*   | O |        |          | (Pl  |           |           |
|             | A |        |          | ease |           |           |
|             | M |        |          | Pri  |           |           |
|             | O |        |          | nt*) |           |           |
|             | U |        |          |      |           |           |
|             | N |        |          |      |           |           |
|             | T |        |          |      |           |           |
|             | \ |        |          |      |           |           |
|             | * |        |          |      |           |           |
|             | * |        |          |      |           |           |
|             | * |        |          |      |           |           |
|             | ( |        |          |      |           |           |
|             | F |        |          |      |           |           |
|             | o |        |          |      |           |           |
|             | r |        |          |      |           |           |
|             | e |        |          |      |           |           |
|             | i |        |          |      |           |           |
|             | g |        |          |      |           |           |
|             | n |        |          |      |           |           |
|             | C |        |          |      |           |           |
|             | u |        |          |      |           |           |
|             | r |        |          |      |           |           |
|             | r |        |          |      |           |           |
|             | e |        |          |      |           |           |
|             | n |        |          |      |           |           |
|             | c |        |          |      |           |           |
|             | y |        |          |      |           |           |
|             | ) |        |          |      |           |           |
|             | * |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+
|             |   |        |          |      |           |           |
+-------------+---+--------+----------+------+-----------+-----------+

**NAVSUP FORM XXX S/N XXXX-XX-XXX-XXXX**

###  Cash Verification Team Navy Cash Checklist

**CASH VERIFICATION TEAM NAVY CASH CHECKLIST**

  ---------------------------------------------------- ------------- --------- --------
  **Tasks**                                            **SOP\        **Yes**   **No**
                                                       Reference**             

  **Funds**                                                                    

  Navy Cash funds by actual count:                     **\$**                  

  Ensure funds are in agreement with the DASR Report.  8.4.23                  

  Ensure Daily Cash Transaction Ledger is being closed 8.4.13\                 
  out on a daily basis and compared to the DASR        8.4.23                  
  Report.                                                                      

  Ensure Daily Cash Transaction Ledger totals are      8.4.23                  
  posted to line 6.2A and 6.9 of the DD 2657.                                  

  Ensure Daily Cash Transaction Ledger is being        8.4.23                  
  retained with the DD 2657.                                                   

  **Navy Cash Cards**                                                          

  Inventory all unissued Navy Cash cards (bulk and                             
  working stock; temporary and visitor cards) to                               
  ensure that custody of cards is properly maintained.                         

  Ensure Bulk Navy Cash Card Log is in agreement with  8.3.1                   
  actual card count.                                                           

  Ensure Navy Cash cards are kept in a safe or a       8.3.1                   
  secure container.                                                            

  **Spare K22s and CADs**                                                      

  Ensure spare K22s and CADs are being kept in a safe  8.3.3                   
  or in a secure space.                                                        

  Ensure K22s or CADs that have transactions still     8.3.3                   
  stored in them are being kept in the Disbursing                              
  Officer's safe.                                                              

  **Navy Cash Application**                                                    

  Ensure passwords are being changed every six months. 8.4.35                  

  Ensure refunds are being authorized by               8.4.10                  
  Sales/MWR/Food Service Officer.                                              

  Ensure Navy Cash enrollment forms are being filled   8.4.20                  
  out and signed by crewmembers before being entered                           
  through the Navy Cash Application.                                           

  Ensure originals of all enrollment forms are signed  8.4.20                  
  and sent to TFA promptly and copies of all                                   
  enrollment forms are retained on board ship.                                 
  ---------------------------------------------------- ------------- --------- --------

8.15.21 Cash Verification Team Navy Cash Checklist *(continued)*

  ---------------------------------------------------- ------------- --------- --------
  **Tasks**                                            **SOP\        **Yes**   **No**
                                                       Reference**             

  **Navy Cash Application**                                                    

  Ensure the duty Supply/IT/ET is performing the EOD   8.4.23                  
  function at the end of the business day on non                               
  working days.                                                                

  Ensure the Disbursing Officer is reviewing the       8.8.1                   
  Negative Balance Report and the Returned Items                               
  Detail Report on a daily basis.                                              

  Ensure amount of negative balance is collected       8.8.1                   
  within 10 working days of receipt of initial                                 
  Negative Balance Report?                                                     

  Ensure Navy Cash access to home bank or credit union 8.8.1                   
  account remains blocked as long as Navy Cash account                         
  balance is negative.                                                         

  Ensure all negative Navy Cash account balances are   8.8.1                   
  cleared or in process of being cleared within 30                             
  days of initial appearance on report?                                        

  Ensure personnel office is providing disbursing      8.8.1                   
  office with the names of those personnel who will be                         
  transferred or discharged within the next 30 days.                           

  Ensure original SF 215/5515 is being placed in the   8.9                     
  retained returns.                                                            

  Ensure Safe Bank Transactions Report is being zeroed 8.9                     
  out at end of month.                                                         
  ---------------------------------------------------- ------------- --------- --------

###  Navy Cash Trouble Call Worksheet

![](media/image84.wmf){width="6.493055555555555in"
height="8.402083333333334in"}