**NAVSUP Publication 727**

**Navy Cash^®^ Financial System**

**Standard Operating Procedure**

***Ready. Resourceful. Responsive!***

![](media/image1.png){width="3.995138888888889in"
height="1.6805555555555556in"}

> **Version 1.11**
>
> **18 August 2006**
>
> Point of Contact:
>
> Ms. Mary Rivers
>
> 717 605-5270
>
> DSN 430-5270
>
> mary.rivers@navy.mil

![](media/image2.png){width="6.485416666666667in"
height="7.926388888888889in"}

RECORD OF CHANGES

+---------+----------+----------------------------------+-------------+
| **      | **E      | **CHANGE DESCRIPTION**           | **CHANGE    |
| VERSION | FFECTIVE |                                  | LOCATION**  |
| N       | DATE**   |                                  |             |
| UMBER** |          |                                  |             |
+=========+==========+==================================+=============+
| 1.08    | 31 Oct   | Initial Publication in Naval     |             |
|         | 2003     | Logistics Library\               |             |
|         |          | *NAVSUP PUB 727*                 |             |
+---------+----------+----------------------------------+-------------+
| 1.09    | 15 Jan   | Minor editorial and usability    | Throughout  |
|         | 2004     | changes                          |             |
| *NAVSUP |          |                                  | -           |
| PUB     |          | Other specific changes include:  |  Throughout |
| 727B*   |          |                                  |             |
|         |          | [Chapter 2]{.underline}          | -   2.2.2,  |
|         |          |                                  |     2.2.3,  |
|         |          | -   Display screens updated      |     2.2.9,  |
|         |          |                                  |             |
|         |          | -   Merchant ID, event code, and |   2.2.11.e, |
|         |          |     amount entry and function    |     and     |
|         |          |     key changes                  |             |
|         |          |                                  |  throughout |
|         |          | -   Clear/remove a merchant ID   |             |
|         |          |                                  | -   2.2.9.a |
|         |          | -   Event maintenance            |             |
|         |          |                                  | -   2.2.9.b |
|         |          | [Chapter 5]{.underline}          |             |
|         |          |                                  | -   5.3 and |
|         |          | -   Reference to bulk refund and |     5.5.2   |
|         |          |     event maintenance            |             |
|         |          |                                  | -           |
|         |          | [Chapter 8]{.underline}          |  Throughout |
|         |          |                                  |             |
|         |          | -   Disbursing application       | -   8.4.7   |
|         |          |     screen prints updated        |             |
|         |          |                                  | -   8.4.8   |
|         |          | -   All funds transfer options   |             |
|         |          |     under single link            | -   8.4.10  |
|         |          |                                  |             |
|         |          | -   Funds transfer to another    | -   8.4.12  |
|         |          |     card's chip using SSN        |             |
|         |          |                                  | -   8.4.27  |
|         |          | -   Individual refunds ---       |             |
|         |          |     miscellaneous and            | -   8.4.30  |
|         |          |     chip-purchase                |             |
|         |          |                                  | -   8.4.32  |
|         |          | -   Bulk refunds                 |             |
|         |          |                                  | -   8.8     |
|         |          | -   Event maintenance            |     and\    |
|         |          |                                  |             |
|         |          | -   NOC selection information    |    Appendix |
|         |          |     updated                      |     L       |
|         |          |                                  |             |
|         |          | -   Provisional split pay        | -   8.9.1   |
|         |          |                                  |             |
|         |          | -   Suggested courses of action  | -   8.2.1   |
|         |          |     for returned transactions    |     and     |
|         |          |     that result in negative      |     8.15.3  |
|         |          |     balance                      |             |
|         |          |                                  | -           |
|         |          | -   End-of-month process to      |    Appendix |
|         |          |     begin five days before end   |     A       |
|         |          |     of month for S-2, S-3, and   |             |
|         |          |     S-4                          | -           |
|         |          |                                  |    Appendix |
|         |          | -   Sample letter of authority   |     B       |
|         |          |     to hold cash                 |             |
|         |          |                                  | -           |
|         |          | [Appendixes]{.underline}         |    Appendix |
|         |          |                                  |     I       |
|         |          | -   CAD will not allow more than |             |
|         |          |     one EOM message to be sent   | -           |
|         |          |     in 15 second period          |    Appendix |
|         |          |                                  |     L       |
|         |          | -   Merchant ID, event code, and |             |
|         |          |     amount function key changes  |             |
|         |          |                                  |             |
|         |          | -   Toll-free number changed on  |             |
|         |          |     affidavit form               |             |
|         |          |                                  |             |
|         |          | -   Suggested courses of action  |             |
|         |          |     for returned transactions    |             |
|         |          |     that result in negative      |             |
|         |          |     balance                      |             |
+---------+----------+----------------------------------+-------------+

+---------+----------+----------------------------------+-------------+
| **      | **E      | **CHANGE DESCRIPTION**           | **CHANGE    |
| VERSION | FFECTIVE |                                  | LOCATION**  |
| N       | DATE**   |                                  |             |
| UMBER** |          |                                  |             |
+=========+==========+==================================+=============+
| 1.10    | 31 Oct   | Minor editorial and usability    | Throughout  |
|         | 2005     | changes                          |             |
+---------+----------+----------------------------------+-------------+
| *NAVSUP |          | Emphasis added that all dates    | Throughout  |
| PUB     |          | and times in Navy Cash are       |             |
| 727C*   |          | recorded and reported in         |             |
|         |          | Greenwich Mean Time (GMT) /      |             |
|         |          | Coordinated Universal Time (UTC) |             |
|         |          | / ZULU time                      |             |
+---------+----------+----------------------------------+-------------+
|         |          | Other specific changes include:  |             |
+---------+----------+----------------------------------+-------------+
|         |          | [Chapter 1 --- Navy Cash         | -   1.4     |
|         |          | Overview]{.underline}            |             |
|         |          |                                  | -   1.5.4.i |
|         |          | -   Reference to Navy Cash       |     and     |
|         |          |     Preventive Maintenance       |     1.5.9   |
|         |          |     System (PMS) included        |             |
|         |          |                                  | -   1.5.9   |
|         |          | -   Name of Navy Integrated Call |             |
|         |          |     Center (NICC) changed to     | -   1.9     |
|         |          |     Global Distance Support      |             |
|         |          |     Center (GDSC)                |             |
|         |          |                                  |             |
|         |          | -   List of Acronyms updated     |             |
|         |          |                                  |             |
|         |          | -   Reference to Provisional     |             |
|         |          |     Split Pay included           |             |
+---------+----------+----------------------------------+-------------+
|         |          | [Chapter 2 --- K22/K80 Operating | -   2.2     |
|         |          | Procedures]{.underline}          |             |
|         |          |                                  | -   2.3.2,  |
|         |          | -   Reference to Navy Cash       |     2.3.3,  |
|         |          |     Preventive Maintenance       |     and     |
|         |          |     System (PMS) included        |     2.3.9   |
|         |          |                                  |             |
|         |          | -   Proxy mode Intercept         |             |
|         |          |     Merchant/Merchant Override   |             |
|         |          |     and Set New Merchant ID      |             |
|         |          |     deleted                      |             |
+---------+----------+----------------------------------+-------------+
|         |          | [Chapter 3 --- General           | -   3.2     |
|         |          | Mess]{.underline}                |             |
|         |          |                                  | -   3.1,    |
|         |          | -   Reference to Navy Cash       |     3.4.4,  |
|         |          |     Preventive Maintenance       |     and     |
|         |          |     System (PMS) included        |     3.5.2   |
|         |          |                                  |             |
|         |          | -   Maximum limit on chip on     | -   3.3 and |
|         |          |     merchant cards increased     |     3.4     |
|         |          |     from \$1,000 to \$9,999.99   |             |
|         |          |                                  | -   3.5.2   |
|         |          | -   Meal price and surcharge     |             |
|         |          |     separate amounts             |             |
|         |          |                                  |             |
|         |          | -   Eliminated option to send    |             |
|         |          |     e-mail to CSC to transfer    |             |
|         |          |     funds from one merchant      |             |
|         |          |     account to another to pay    |             |
|         |          |     food invoice                 |             |
+---------+----------+----------------------------------+-------------+
|         |          | [Chapter 4 --- Private           | -   4.2     |
|         |          | Messes]{.underline}              |             |
|         |          |                                  | -   4.3,    |
|         |          | -   Reference to Navy Cash       |     4.14,   |
|         |          |     Preventive Maintenance       |     and     |
|         |          |     System (PMS) included        |     4.17.3  |
|         |          |                                  |             |
|         |          | -   Merchant Settlement Reports  | -   4.1.5   |
|         |          |     added and weekly             |     and     |
|         |          |     settlement/deposit dates     |     4.10    |
|         |          |     changed                      |             |
|         |          |                                  | -   4.3 and |
|         |          | -   Maximum limit on chip on     |     4.14    |
|         |          |     merchant cards increased     |             |
|         |          |     from \$1,000 to \$9,999.99   | -   4.10.3  |
|         |          |                                  |             |
|         |          | -   Options added to settle      |             |
|         |          |     daily or weekly and to       |             |
|         |          |     checking or Navy Cash        |             |
|         |          |     merchant account             |             |
|         |          |                                  |             |
|         |          | -   Eliminated option to send    |             |
|         |          |     e-mail to CSC to transfer    |             |
|         |          |     funds from one merchant      |             |
|         |          |     account to another to pay    |             |
|         |          |     food invoice                 |             |
+---------+----------+----------------------------------+-------------+

+---------+----------+----------------------------------+-------------+
| **      | **E      | **CHANGE DESCRIPTION**           | **CHANGE    |
| VERSION | FFECTIVE |                                  | LOCATION**  |
| N       | DATE**   |                                  |             |
| UMBER** |          |                                  |             |
+---------+----------+----------------------------------+-------------+
| 1.10\   | 31 Oct   | [Chapter 5 --- MWR]{.underline}  | -   5.2     |
| *(cont  | 2005     |                                  |             |
| inued)* |          | -   Reference to Navy Cash       | -   5.3.c,  |
|         |          |     Preventive Maintenance       |     5.9.k,  |
|         |          |     System (PMS) included        |     and     |
|         |          |                                  |     5.12.3  |
|         |          | -   Merchant Settlement Reports  |             |
|         |          |     added and weekly             | -   5.3 and |
|         |          |     settlement/deposit dates     |     5.9     |
|         |          |     changed                      |             |
|         |          |                                  |             |
|         |          | -   Options added to settle      |             |
|         |          |     daily or weekly and to       |             |
|         |          |     checking or Navy Cash        |             |
|         |          |     merchant account             |             |
+---------+----------+----------------------------------+-------------+
|         |          | [Chapter 6 --- Post              | -   6.2     |
|         |          | Office]{.underline}              |             |
|         |          |                                  | -   6.5     |
|         |          | -   Reference to Navy Cash       |             |
|         |          |     Preventive Maintenance       | -   6.7     |
|         |          |     System (PMS) included        |             |
|         |          |                                  | -   6.7     |
|         |          | -   Sale of USPS stamp booklets  |             |
|         |          |     to ship's store              | -   6.7     |
|         |          |                                  |             |
|         |          | -   Two scenarios added to       | -   6.7     |
|         |          |     describe possible account    |             |
|         |          |     shortages and corrective     | -   6.7     |
|         |          |     actions                      |             |
|         |          |                                  | -   6.10    |
|         |          | -   Eliminated e-mail from       |             |
|         |          |     Treasury Financial Agent     |             |
|         |          |     confirming funds deposited   |             |
|         |          |     to USPS                      |             |
|         |          |                                  |             |
|         |          | -   Procedures included for      |             |
|         |          |     uploading unit 1412 data     |             |
|         |          |     using the RCU disk           |             |
|         |          |                                  |             |
|         |          | -   Attach Merchant Sales        |             |
|         |          |     Summary Report vice Daily    |             |
|         |          |     Transaction Detail Report    |             |
|         |          |     to\                          |             |
|         |          |     PS Form 1412                 |             |
|         |          |                                  |             |
|         |          | -   PS Form 1412/Merchant Sales  |             |
|         |          |     Summary Report kept on file  |             |
|         |          |     for four vice three years    |             |
|         |          |                                  |             |
|         |          | -   Use of visitor card to pay   |             |
|         |          |     for official mail postage    |             |
|         |          |     and postal services          |             |
+---------+----------+----------------------------------+-------------+
|         |          | [Chapter 7 --- Ship's            | -           |
|         |          | Store]{.underline}               |  Throughout |
|         |          |                                  |             |
|         |          | -   Chapter reorganized          | -   7.2     |
|         |          |                                  |             |
|         |          | -   Reference to Navy Cash       | -   7.3     |
|         |          |     Preventive Maintenance       |             |
|         |          |     System (PMS) included        | -   7.3     |
|         |          |                                  |             |
|         |          | -   Operator IDs for store       | -   7.3.4   |
|         |          |     operators must be            |             |
|         |          |     established first in Navy    | -   7.3.9   |
|         |          |     Cash application and then    |             |
|         |          |     entered into ROM II back     | -   7.4.5   |
|         |          |     office                       |             |
|         |          |                                  | -   7.6.3   |
|         |          | -   If connectivity is a         |             |
|         |          |     problem, don't log off K22,  |             |
|         |          |     so business can be conducted |             |
|         |          |     next day                     |             |
|         |          |                                  |             |
|         |          | -   Navy Cash can be used to     |             |
|         |          |     support non-EPOS store sales |             |
|         |          |                                  |             |
|         |          | -   Description of ROM II--Navy  |             |
|         |          |     Cash Comparison Report and   |             |
|         |          |     ROM II Reporting function in |             |
|         |          |     Navy Cash application added  |             |
|         |          |                                  |             |
|         |          | -   Vending (CAD) maintenance    |             |
|         |          |     updated                      |             |
|         |          |                                  |             |
|         |          | -   Reference added to           |             |
|         |          |     End-of-Month (EOM)           |             |
|         |          |     spreadsheet as a part of EOM |             |
|         |          |     process                      |             |
+---------+----------+----------------------------------+-------------+

+---------+----------+----------------------------------+-------------+
| **      | **E      | **CHANGE DESCRIPTION**           | **CHANGE    |
| VERSION | FFECTIVE |                                  | LOCATION**  |
| N       | DATE**   |                                  |             |
| UMBER** |          |                                  |             |
+---------+----------+----------------------------------+-------------+
| 1.10\   | 31 Oct   | [Chapter 8 ---                   | -           |
| *(cont  | 2005     | Disbursing]{.underline}          |  Throughout |
| inued)* |          |                                  |             |
|         |          | -   Navy Cash application screen | -   8.2.2   |
|         |          |     prints updated               |     and     |
|         |          |                                  |     8.4.21  |
|         |          | -   Use visitor cards for new    |             |
|         |          |     enrollments whenever         | -   8.2.3   |
|         |          |     possible                     |             |
|         |          |                                  | -   8.2.5   |
|         |          | -   Maximum limit on chip on     |             |
|         |          |     merchant cards increased     | -   8.3.1   |
|         |          |     from \$1,000 to \$9,999.99   |             |
|         |          |                                  | -   8.3.2   |
|         |          | -   Reference to Navy Cash       |             |
|         |          |     Preventive Maintenance       | -   8.3.3   |
|         |          |     System (PMS) included        |             |
|         |          |                                  | -   8.3.4   |
|         |          | -   Navy Cash cards to be        |             |
|         |          |     inventoried once each month  | -   8.3.4   |
|         |          |     vice every 60 days           |             |
|         |          |                                  | -   8.4.9.b |
|         |          | -   Damaged cards no longer need |             |
|         |          |     to be sent to the FISC or    | -   8.4.11  |
|         |          |     JPMC                         |             |
|         |          |                                  | -   8.4.11  |
|         |          | -   Updated custodial            |             |
|         |          |     responsibility for custody   | -   8.4.15  |
|         |          |     of spare K22s and CADs       |             |
|         |          |                                  | -   8.4.18  |
|         |          | -   Transfer of responsibility   |             |
|         |          |     upon relief and Navy Cash    | -   8.4.15  |
|         |          |     Pre-Audit/Turnover Checklist |     and\    |
|         |          |                                  |     8.4.20  |
|         |          | -   Transfer custody of SecurID  |             |
|         |          |     token upon relief            | -   8.4.20  |
|         |          |                                  |     and\    |
|         |          | -   Procedures for unclaimed     |     8.8.1   |
|         |          |     value on visitor cards added |             |
|         |          |                                  | -   8.4.20  |
|         |          | -   Review of Unmatched          |     and     |
|         |          |     Chip-to-Chip Transaction     |     8.8.1   |
|         |          |     Report changed from monthly  |             |
|         |          |     to weekly                    | -   8.4.21  |
|         |          |                                  |             |
|         |          | -   Procedures for unclaimed     | -   8.4.21  |
|         |          |     value for unmatched          |     and     |
|         |          |     chip-to-chip transactions    |     8.4.32  |
|         |          |     added                        |             |
|         |          |                                  |             |
|         |          | -   Change card status           |             |
|         |          |     procedures updated           |             |
|         |          |                                  |             |
|         |          | -   "New Enrollee Card Pick Up"  |             |
|         |          |     function deleted             |             |
|         |          |                                  |             |
|         |          | -   Canceled cards must be       |             |
|         |          |     destroyed, e.g., cut up, in  |             |
|         |          |     the presence of the          |             |
|         |          |     cardholder                   |             |
|         |          |                                  |             |
|         |          | -   Disbursing Officer review    |             |
|         |          |     Negative Balance Report on a |             |
|         |          |     daily basis                  |             |
|         |          |                                  |             |
|         |          | -   Updated addresses for        |             |
|         |          |     Treasury Financial Agent,    |             |
|         |          |     JPMorgan Chase Bank, N.A.    |             |
|         |          |     (JPMC), for sending in       |             |
|         |          |     enrollment forms and         |             |
|         |          |     Government checks            |             |
|         |          |                                  |             |
|         |          | -   To open account, individual  |             |
|         |          |     must fill out and sign       |             |
|         |          |     enrollment form; Disbursing  |             |
|         |          |     Officer must forward signed  |             |
|         |          |     form to JPMC                 |             |
|         |          |                                  |             |
|         |          | -   Disbursing Officer must      |             |
|         |          |     ensure that individuals are  |             |
|         |          |     enrolled in Navy Cash before |             |
|         |          |     they sign up for SPO.        |             |
+---------+----------+----------------------------------+-------------+

+---------+----------+----------------------------------+-------------+
| **      | **E      | **CHANGE DESCRIPTION**           | **CHANGE    |
| VERSION | FFECTIVE |                                  | LOCATION**  |
| N       | DATE**   |                                  |             |
| UMBER** |          |                                  |             |
+---------+----------+----------------------------------+-------------+
| 1.10\   | 31 Oct   | -   Individuals not part of      | -   8.4.21  |
| *(cont  | 2005     |     ship's company should        |             |
| inued)* |          |     include company name or      | -           |
|         |          |     command name on line 2 of    |    8.4.23.g |
|         |          |     the address block on the     |     and     |
|         |          |     enrollment forms when they   |     8.15.6  |
|         |          |     enroll.                      |             |
|         |          |                                  | -   8.4.24  |
|         |          | -   Merchant Settlement Reports  |     and     |
|         |          |     added and weekly             |     8.15.4  |
|         |          |     settlement/deposit dates     |             |
|         |          |     changed                      | -   8.4.26  |
|         |          |                                  |             |
|         |          | -   ROM II/Navy Cash Comparison  | -   8.4.26  |
|         |          |     Report added                 |     and     |
|         |          |                                  |     8.5.3   |
|         |          | -   To be assigned operator ID,  |             |
|         |          |     individual must be           | -   8.4.27  |
|         |          |     Navy/Marine Cash cardholder; |     and\    |
|         |          |     and, to be added to Navy     |             |
|         |          |     Cash application user list,  |    Appendix |
|         |          |     "Add as Disbursing User"     |     A       |
|         |          |     block must be checked        |             |
|         |          |                                  | -           |
|         |          | -   Installing new equipment and |    8.4.31.b |
|         |          |     pulling cable to nearest     |             |
|         |          |     Navy Cash router is ship's   | -   8.5.1   |
|         |          |     responsibility               |             |
|         |          |                                  | -   8.8.1   |
|         |          | -   Vending and Ship's Store --- |             |
|         |          |     vending maintenance and end  | -   8.8.1   |
|         |          |     of month procedures updated  |             |
|         |          |                                  | -   8.9.1   |
|         |          | -   For Marine Corps split pay,  |             |
|         |          |     change in point of contact   | -   8.14    |
|         |          |     at FRB Boston                |             |
|         |          |                                  | -   8.14.1  |
|         |          | -   Procedures for money         |     and     |
|         |          |     exchange by vendors in a     |     8.15.20 |
|         |          |     foreign port updated         |             |
|         |          |                                  | -   8.14.3  |
|         |          | -   Disbursing Officer action in |             |
|         |          |     case of negative account     | -   8.15.1  |
|         |          |     balance updated              |     and     |
|         |          |                                  |     8.15.2  |
|         |          | -   Out-of-service               |             |
|         |          |     debt---collecting on         | -   8.15.10 |
|         |          |     negative account balance     |             |
|         |          |     after member leaves service  | -   8.15.12 |
|         |          |                                  |             |
|         |          | -   Updated end-or-month         | -   8.15.14 |
|         |          |     reporting procedures         |             |
|         |          |                                  |             |
|         |          | -   Name of Navy Integrated Call |             |
|         |          |     Center (NICC) changed to     |             |
|         |          |     Global Distance Support      |             |
|         |          |     Center (GDSC)                |             |
|         |          |                                  |             |
|         |          | -   Navy Cash Trouble Call       |             |
|         |          |     Worksheet                    |             |
|         |          |                                  |             |
|         |          | -   Log in to disbursing website |             |
|         |          |     at least monthly to keep     |             |
|         |          |     account active               |             |
|         |          |                                  |             |
|         |          | -   Revised letters of authority |             |
|         |          |     for accountable officer and  |             |
|         |          |     agent                        |             |
|         |          |                                  |             |
|         |          | -   Bulk Card Log                |             |
|         |          |                                  |             |
|         |          | -   Navy Cash Pre-Audit/Turnover |             |
|         |          |     Checklist                    |             |
|         |          |                                  |             |
|         |          | -   Navy Cash SPO enrollment /   |             |
|         |          |     disenrollment form           |             |
+---------+----------+----------------------------------+-------------+

+---------+----------+----------------------------------+-------------+
| **      | **E      | **CHANGE DESCRIPTION**           | **CHANGE    |
| VERSION | FFECTIVE |                                  | LOCATION**  |
| N       | DATE**   |                                  |             |
| UMBER** |          |                                  |             |
+---------+----------+----------------------------------+-------------+
| 1.10\   | 31 Oct   | -   Currency Exchange Log        | -   8.15.17 |
| *(cont  | 2005     |                                  |             |
| inued)* |          | -   Quarterly Cash Verification  | -   8.15.18 |
|         |          |     Team Navy Cash Checklist     |             |
+---------+----------+----------------------------------+-------------+
|         |          | [Appendixes]{.underline}         | -           |
|         |          |                                  |    Appendix |
|         |          | -   Vending maintenance and end  |     A       |
|         |          |     of month procedures updated  |             |
|         |          |                                  | -           |
|         |          | -   Proxy mode Intercept         |    Appendix |
|         |          |     Merchant/Merchant Override   |     B       |
|         |          |     and Set New Merchant ID      |             |
|         |          |     deleted                      | -           |
|         |          |                                  |    Appendix |
|         |          | -   Updated flow diagram for     |     B       |
|         |          |     configuring K22              |             |
|         |          |                                  | -           |
|         |          | -   Enrollment form updated      |    Appendix |
|         |          |                                  |     F       |
|         |          | -   Disbursing Officer Checklist |             |
|         |          |     for Recurring Tasks updated  | -           |
|         |          |                                  |    Appendix |
|         |          | -   Sample Internal Procedures   |     J       |
|         |          |     and Controls instruction     |             |
|         |          |     updated                      | -           |
|         |          |                                  |    Appendix |
|         |          | -   Suggested guidelines for     |     K       |
|         |          |     negative account balances    |             |
|         |          |     updated                      | -           |
|         |          |                                  |    Appendix |
|         |          | -   Procedures for purchasing    |     L       |
|         |          |     stamps in the ship's post    |             |
|         |          |     office for sale in the       | -           |
|         |          |     ship's store                 |    Appendix |
|         |          |                                  |     M       |
|         |          | -   Procedures for processing    |             |
|         |          |     official mail using a        | -           |
|         |          |     visitor card                 |    Appendix |
|         |          |                                  |     N       |
|         |          | -   Procedures for coordinating  |             |
|         |          |     move of Navy Cash to barge   | -           |
|         |          |     during shipyard              |    Appendix |
|         |          |     availabilities               |     O       |
+---------+----------+----------------------------------+-------------+
| 1.11    | 31 Mar   | Minor editorial and usability    | Throughout  |
|         | 2006     | changes                          |             |
+---------+----------+----------------------------------+-------------+
| *NAVSUP |          | [Chapter 1 --- Navy Cash         | -   1.6.3   |
| PUB     |          | Overview]{.underline}            |             |
| 727D*   |          |                                  |             |
|         |          | -   New personnel can now be     |             |
|         |          |     enrolled in Navy Cash        |             |
|         |          |     without issuing them         |             |
|         |          |     temporary cards              |             |
+---------+----------+----------------------------------+-------------+
|         |          | [Chapter 8 ---                   | -           |
|         |          | Disbursing]{.underline}          |  Throughout |
|         |          |                                  |             |
|         |          | -   Navy Cash application screen | -   8.1 and |
|         |          |     prints updated               |     8.4     |
|         |          |                                  |             |
|         |          | -   Do not change time or time   | -   8.2.2   |
|         |          |     zone on server               |     and     |
|         |          |                                  |     8.4.20  |
|         |          | -   New personnel can now be     |             |
|         |          |     enrolled in Navy Cash        | -   8.2.3   |
|         |          |     without issuing them         |     and     |
|         |          |     temporary cards              |     8.4.21  |
|         |          |                                  |             |
|         |          | -   Navy Cash card limits can    | -   8.2.4,  |
|         |          |     now be modified through Navy |     8.4.35, |
|         |          |     Cash application on ship     |             |
|         |          |                                  |    Appendix |
|         |          | -   To perform any personal Navy |     K       |
|         |          |     Cash transactions in         |             |
|         |          |     disbursing office, PS (DK)   | -   8.3.1   |
|         |          |     should see Disbursing        |             |
|         |          |     Officer or Deputy            | -   8.4.3   |
|         |          |                                  |     and     |
|         |          | -   Navy Cash card inventory     |             |
|         |          |     procedures updated           |    8.4.22.f |
|         |          |                                  |             |
|         |          | -   Disbursing Notification      |             |
|         |          |     notes                        |             |
+---------+----------+----------------------------------+-------------+

+---------+----------+----------------------------------+-------------+
| **      | **E      | **CHANGE DESCRIPTION**           | **CHANGE    |
| VERSION | FFECTIVE |                                  | LOCATION**  |
| N       | DATE**   |                                  |             |
| UMBER** |          |                                  |             |
+---------+----------+----------------------------------+-------------+
| 1.11\   | 31 Mar   | -   Monitor cardholder transfer  | -           |
| *(cont  | 2006     |     dates                        |    8.4.19.b |
| inued)* |          |                                  |     and     |
|         |          | -   Ensure access to bank or     |     8.4.21  |
|         |          |     credit union account remains |             |
|         |          |     blocked until Navy Cash      | -           |
|         |          |     account balance is zero or   |    8.4.19.c |
|         |          |     positive                     |     and     |
|         |          |                                  |     8.8.1   |
|         |          | -   Account information can now  |             |
|         |          |     be updated through the Navy  | -   8.4.21  |
|         |          |     Cash application             |     and     |
|         |          |                                  |     8.14    |
|         |          | -   Any change in cardholder's   |             |
|         |          |     name will automatically      | -           |
|         |          |     generate request for new     |    8.4.21.e |
|         |          |     permanent card               |             |
|         |          |                                  | -           |
|         |          | -   Ensure Transfer Date and     |    8.4.21.f |
|         |          |     Type is current in each      |             |
|         |          |     cardholder's member profile  | -           |
|         |          |                                  |    8.4.21.h |
|         |          | -   For contingency purposes,    |             |
|         |          |     cardholders should have      | -   8.4.22  |
|         |          |     personal checks and ATM/     |             |
|         |          |     debit/check card on board in | -           |
|         |          |     event Navy Cash is at or     |    8.4.22.f |
|         |          |     near complete mission        |             |
|         |          |     failure                      | -   8.4.24  |
|         |          |                                  |             |
|         |          | -   Note Maintenance enables     | -           |
|         |          |     disbursing office to view    |    8.4.27.f |
|         |          |     and add notes to member      |             |
|         |          |     profiles                     | -   8.4.33  |
|         |          |                                  |             |
|         |          | -   Disbursing Notification      | -   8.5.2   |
|         |          |     notes sent to ship to notify |             |
|         |          |     of any replication conflicts | -   8.5.3   |
|         |          |                                  |             |
|         |          | -   Titles and contents of       | -           |
|         |          |     reports that can be          |    8.8.1.e, |
|         |          |     generated on the ship        |     8.8.2\  |
|         |          |     updated                      |     and     |
|         |          |                                  |     8.4.21  |
|         |          | -   Deleted operator can now be  |             |
|         |          |     reactivated at Navy Cash     | -   8.13    |
|         |          |     application                  |             |
|         |          |                                  | -   8.14    |
|         |          | -   Avoiding failed split pay    |     and     |
|         |          |     payroll payments             |     8.4.21  |
|         |          |                                  |             |
|         |          | -   Procedures for foreign       | -   8.15    |
|         |          |     concessionaire vendors       |             |
|         |          |     updated                      | -   8.15.17 |
|         |          |                                  |             |
|         |          | -   Creating new merchants       | -   8.15.18 |
|         |          |     updated                      |             |
|         |          |                                  |             |
|         |          | -   To control negative          |             |
|         |          |     balances, Navy Cash card     |             |
|         |          |     limits and access to bank    |             |
|         |          |     and credit union accounts    |             |
|         |          |     ashore can now be modified   |             |
|         |          |     through Navy Cash            |             |
|         |          |     application on ship          |             |
|         |          |                                  |             |
|         |          | -   Managing and requisitioning  |             |
|         |          |     spares updated               |             |
|         |          |                                  |             |
|         |          | -   Account information can now  |             |
|         |          |     be updated through the Navy  |             |
|         |          |     Cash application             |             |
|         |          |                                  |             |
|         |          | -   Sample reports updated       |             |
|         |          |                                  |             |
|         |          | -   Sample of Navy Cash Payroll  |             |
|         |          |     Report added                 |             |
|         |          |                                  |             |
|         |          | -   Sample of SPO Payroll Report |             |
|         |          |     added                        |             |
+---------+----------+----------------------------------+-------------+

+---------+----------+----------------------------------+-------------+
| **      | **E      | **CHANGE DESCRIPTION**           | **CHANGE    |
| VERSION | FFECTIVE |                                  | LOCATION**  |
| N       | DATE**   |                                  |             |
| UMBER** |          |                                  |             |
+---------+----------+----------------------------------+-------------+
|         |          | [Appendixes]{.underline}         | -           |
|         |          |                                  |    Appendix |
|         |          | -   To perform any personal Navy |     K       |
|         |          |     Cash transactions in         |             |
|         |          |     disbursing office, PS (DK)   | -           |
|         |          |     should see Disbursing        |    Appendix |
|         |          |     Officer or Deputy            |     O       |
|         |          |                                  |             |
|         |          | -   Updated procedures for barge | -           |
|         |          |     support                      |    Appendix |
|         |          |                                  |     P       |
|         |          | -   Pre- and post-deployment     |             |
|         |          |     grooms                       | -           |
|         |          |                                  |    Appendix |
|         |          | -   Navy Cash merchants          |     Q       |
+---------+----------+----------------------------------+-------------+

Contents

Chapter 1 Navy Cash^®^ Overview 1-1

1.1 Reference Documents 1-1

1.2 Description of Navy Cash 1-1

1.3 Navy Cash Financial System Equipment Description 1-2

1.4 Planned Maintenance System 1-3

1.5 Standard Operating Procedure 1-3

1.6 Navy Cash Enrollment 1-9

1.7 Visitors, Guests, and Dependents 1-11

1.8 Hot List for Lost, Stolen, or Damaged Navy Cash Cards 1-14

1.9 Navy Cash: Store-and-Forward Affects Timing of Navy Cash Processing
1-15

1.10 Web and Telephone Purchases Using the Navy Cash Card 1-18

Chapter 2 K22 and K80 Operating Procedures 2-1

2.1 Background 2-2

2.2 Planned Maintenance System 2-2

2.3 K22 Point of Sale Device 2-2

2.3.1 Basic Day-to-Day Retail Operations (Normal Mode) 2-2

2.3.2 K22 Modes 2-6

2.3.3 K22 Device Setup 2-8

2.3.4 Quick Guide to Configuring a K22 2-10

2.3.5 K22 Screens 2-11

2.3.6 Boot-Up and Error Screens 2-11

2.3.7 Device Setup Screens 12

2.3.8 Proxy Mode Setup Screens 2-16

2.3.9 Normal Mode Setup Screens 2-16

2.3.10 Save Device Setup Screen 21

2.3.11 Normal Mode Screens 2-21

2.3.12 Proxy Mode Screens 2-32

2.4 K80 Cashless Automated Teller Machine Device 2-39

2.4.1 General 2-39

2.4.2 Screens 2-40

2.5 Navy Cash Equipment Checklist 2-43

Chapter 3 General Mess 3-1

3.1 Background 3-2

3.2 Planned Maintenance System 3-2

3.3 Establishing the General Mess as a Navy Cash Merchant 3-2

3.4 Cash Sale of Meals 3-3

3.4.1 Without Navy Cash Card 3-3

3.4.2 With Navy Cash Card 3-3

3.4.3 With Large Groups 3-4

3.4.4 Members of Private Messes that Subsist from the General Mess 3-5

3.5 Bulk Sale of Food 3-6

3.5.1 Daily or as Required 3-6

3.5.2 At Month End 3-6

3.6 Refunds 3-6

3.7 Payment of Foreign Vendors 3-7

3.8 End-of-Day Procedure 3-8

3.9 Daily Reconciliation 3-8

3.10 Monthly Reconciliation 3-10

3.11 End of Month Procedure 3-11

3.12 Contingency Operations 3-11

3.13 General Mess Reports and Forms (examples) 3-13

3.13.1 Daily Merchant Sales Summary Report 3-13

3.13.2 Monthly Merchant Sales Summary Report 3-14

3.13.3 Daily Transaction Detail Report 3-15

3.13.4 Monthly Transaction Detail Report 3-16

3.13.5 Daily Reconciliation Worksheet 3-17

Chapter 4 Private Messes 4-1

4.1 Background 4-2

4.2 Planned Maintenance System 4-3

4.3 Establishing the Private Mess as a Navy Cash Merchant 4-3

4.4 Sale of Meals 4-4

4.4.1 For Mess Members 4-5

4.4.2 For Guests Without Navy Cash Card 4-5

4.4.3 For Guests With Navy Cash Card 4-6

4.4.4 For Large Groups 4-6

4.5 Mess Bill Collection 4-6

4.6 Commuted Ration Credit to a Private Mess 4-7

4.7 Refunds 4-7

4.8 Payment of Mess Expenses (flowers, gifts, etc.) 4-8

4.8.1 On Board Ship 4-8

4.8.2 Ashore 4-9

4.8.3 Record of Expenditures 4-9

4.9 Transfer Funds Between Mess Checking Account and Navy Cash Account
4-9

4.10 Private Mess Bill Payment to FSO 4-9

4.10.1 Subsisting From General Mess 4-9

4.10.2 Private Mess 4-9

4.10.3 Mess Bill \$10,000 or Greater. 4-10

4.10.4 Mess Bill Less Than \$10,000. 4-10

4.11 Handling of Official Representation Funds (ORF) 4-10

4.12 End-of-Day Procedure 4-10

4.13 Daily Reconciliation of Navy Cash 4-11

4.14 End-of-Month Reconciliation Procedure 4-13

4.15 Navy Cash Effect on the Monthly Financial Operating Statement, NS
1367 4-14

4.15.1 Receipts 4-14

4.15.2 Expenditures 4-14

4.15.3 Cash Brought Forward (Cash on Hand) 4-14

4.16 Contingency Operations 4-14

4.17 Private Mess Reports and Forms (examples) 4-16

4.17.1 Daily Merchant Sales Summary Report 4-16

4.17.2 Monthly Merchant Sales Summary Report 4-17

4.17.3 Daily Transaction Detail Report 4-18

4.17.4 Monthly Transaction Detail Report 4-19

4.17.5 Merchant Settlement Report 4-20

4.17.6 Daily/Monthly Reconciliation Worksheet 4-21

Chapter 5 MWR 5-1

5.1 Background 5-2

5.2 Planned Maintenance System 5-2

5.3 Establishing MWR as a Navy Cash Merchant with a Navy Cash Account
5-2

5.4 Sales (Tickets, Tours, Memorabilia, etc.) 5-3

5.5 Deposits 5-4

5.5.1 Cash To MWR Fund Navy Cash Card 5-4

5.5.2 Check to MWR Fund Navy Cash Card 5-4

5.6 Refunds 5-4

5.6.1 Individual Refunds 5-4

5.6.2 Bulk Refunds 5-5

5.7 Purchases (MWR Expenses) 5-5

5.7.1 On Board Ship 5-5

5.7.2 Ashore 5-6

5.8 Transfer MWR Funds between Checking Account And Navy Cash Account
5-6

5.8.1 On Board Ship 5-6

5.8.2 Ashore 5-6

5.9 End-of-Business Day Procedure 5-6

5.10 Distribution of Ship's Store Profits to MWR 5-7

5.11 Contingency Operations 5-7

5.12 MWR Reports (examples) 5-9

5.12.1 Daily Merchant Sales Summary Report 5-9

5.12.2 Monthly Merchant Sales Summary Report 5-10

5.12.3 Daily Transaction Detail Report 5-11

5.12.4 Monthly Transaction Detail Report 5-12

5.12.5 Merchant Settlement Report 5-13

Chapter 6 Post Office 6-1

6.1 Background 6-2

6.2 Planned Maintenance System 6-2

6.3 Establishing the Post Office as a Navy Cash Merchant 6-2

6.4 Sales 6-2

6.5 Sale of USPS Stamps to Ship's Store 6-3

6.6 Refunds 6-3

6.7 End-of-Business-Day Procedures 6-3

6.8 End of Quarter Procedures 6-5

6.9 Contingency Operations 6-5

6.10 Official Mail Service 6-6

6.11 Post Office Forms and Reports (Examples) 6-7

6.11.1 PS Form 1412 6-7

6.11.2 Daily Report 6-9

6.11.3 Monthly Report 6-10

6.11.4 Merchant Settlement Report 6-11

Chapter 7 Ship's Store 7-1

7.1 Background 7-3

7.2 Planned Maintenance System 7-3

7.3 Retail Sales 7-4

7.3.1 ROM II Integrated with Navy Cash---K22 Attached to Cash Register
7-4

7.3.2 ROM II Not Integrated with Navy Cash---K22 Not Attached to Cash
Register 7-5

7.3.3 Multiple Operators 7-7

7.3.4 Non-EPOS Retail Store Sales (e.g., Hangar Bay or Pier Side) 7-7

7.3.5 Concessionaire Sales 7-8

7.3.6 Special Order Items/Flowers 7-9

7.3.7 End of Day (EOD) Closeout 7-10

7.3.8 EOD Reports 7-10

7.3.9 EOD Differences 7-11

[7.4]{.mark} Non-EPOS Vending 7-11

7.4.1 Dollar Value of Card 7-11

7.4.2 Navy Cash Procedures 7-11

7.4.3 Invalid Transactions 7-12

7.4.4 \$25 Dollar Pin-less Limit Scenario 7-12

7.4.5 Vending (CAD) Maintenance 7-12

7.4.6 Weekly Review of Vending Machine Operation for Malfunction 7-15

7.5 Refunds 7-15

7.6 End of the Month (EOM) 7-16

7.6.1 EOM Closeout for Both Ship's Store and Vending 7-16

7.6.2 End of Month Reports 7-17

7.6.3 EOM Spreadsheet 7-17

7.6.4 Differences (EOM) 7-18

7.6.5 Cash Sales Memorandum Invoice 7-18

7.6.6 End of the Accounting Period 7-19

7.7 Equipment Failure 7-19

7.7.1 ROM II Cash Register Down 7-19

7.7.2 Shipboard Network or Navy Cash Server Down 7-19

7.7.3 CAD Failure. 7-21

7.8 Ship's Store Navy Cash Reports (Samples) 7-22

7.8.1 Daily Merchant Sales Summary Report 7-22

7.8.2 Monthly Merchant Sales Summary Report 7-23

7.8.3 Daily Transaction Detail Report 7-24

7.8.4 Vending Machine Daily Transaction Detail Report 7-25

7.8.5 Daily Refund Report by Sales Activity 7-26

7.8.6 Sample Foreign Concessionaire Sales Reconciliation Form 7-27

Chapter 8 Disbursing and the Navy Cash^®^ Application 8-1

8.1 Background 8-5

8.2 General Navy Cash Information 8-5

8.2.1 Letters of Authority 8-5

8.2.2 Issuing Navy Cash Cards 8-6

8.2.3 Navy Cash Card Limits 8-7

8.2.4 Internal Procedures and Controls 8-7

8.2.5 Planned Maintenance System 8-8

8.2.6 ATM Locations Worldwide 8-8

8.3 Navy Cash Custodial Responsibilities 8-8

8.3.1 Custody of Navy Cash Cards 8-8

8.3.2 Replenishing Navy Cash Card Stocks 8-9

8.3.3 Custody of Spare K22s and CADs 8-9

8.3.4 Transfer of Responsibility Upon Relief 8-10

8.4 Navy Cash Application 8-12

8.4.1 Starting the Navy Cash Service 8-12

8.4.2 Starting the Proxy Application 8-13

8.4.3 Starting the Navy Cash Application 8-13

8.4.4 Closing the Navy Cash Application 8-13

8.4.5 Closing the Proxy Application 8-13

8.4.6 Closing the Navy Cash Service 8-14

8.4.7 Funds Transfer 8-15

8.4.8 Funds Transfer to Chip 8-16

8.4.9 Funds Transfer from Chip 8-18

8.4.10 Individual Refund 8-20

8.4.11 Chip-to-Chip Corrections 8-23

8.4.12 Bulk Refunds 8-25

8.4.13 Daily Cash Transaction Ledger 8-28

8.4.14 Resetting or Changing the PIN 8-31

8.4.15 Change Card Status 8-32

8.4.16 Unblock Card 8-38

8.4.17 Card Report 8-40

8.4.18 Assign Replacement Card 8-42

8.4.19 Close or Suspend an Account Pending Transfer or Discharge? 8-43

8.4.20 Account Enrollment 8-46

8.4.21 Account Information Update 8-51

8.4.22 Note Maintenance 8-55

8.4.23 Indicate End of Day 8-64

8.4.24 View Reports 8-71

8.4.25 ROM II Reporting 8-75

8.4.26 Safe Bank Transactions 8-77

8.4.27 Operator ID Maintenance 8-79

8.4.28 Vending and Ship's Store---Vending Maintenance and End of Month
8-82

8.4.29 Event Maintenance 8-90

8.4.30 View Log 8-93

8.4.31 View Disk Usage 8-94

8.4.32 Network Operations Center (NOC) Selection 8-95

8.4.33 Process Split Pay File 8-96

8.4.34 Provisional Split Pay 8-101

8.4.35 Access Editor--Access Control for Navy Cash Application 8-106

8.5 Navy Cash and Vendors 8-113

8.5.1 Money Exchange by Vendors in a Foreign Port 8-113

8.5.2 Concessionaire Sales by Vendors in a Foreign Port 8-116

8.5.3 Creating New Merchants In Navy Cash 8-118

8.6 Miscellaneous Payments to Navy Cash Card 8-119

8.7 Collections from Portable K22 Point of Sale Devices 8-119

8.8 Electronic Transfers Dishonored and Returned 8-119

8.8.1 Negative Navy Cash Balance 8-120

8.8.2 Blocking and Unblocking Access to Home Accounts 8-123

8.9 EOM Reconciliation and Reporting of eFunds in Disbursing Officer's
Safe 8-125

8.10 Sample Disbursing Forms 8-131

8.10.1 DD 2657, Daily Statement of Accountability 8-131

8.10.2 Schedule of Deposit Activity (SODA) 8-136

8.10.3 SF 1219 8-139

8.11 Navy Cash Quarterly Cash Verification Team 8-142

8.11.1 Public Funds 8-142

8.11.2 Navy Cash Card Stock 8-142

8.12 Navy Cash Equipment Checklist 8-142

8.13 Managing and Requisitioning Spares 8-142

8.14 Customer Service Center Support 8-143

8.14.1 Call Centers 8-143

8.14.2 Updating Navy Cash Account Information 8-144

8.14.3 Accessing the Navy Cash Web Sites 8-146

8.15 Sample Disbursing Reports and Forms 8-147

8.15.1 Sample Accountable Officer Appointment/Termination Record 8-147

8.15.2 Sample Disbursing Agent Appointment/Termination Record 8-149

8.15.3 Sample Letter of Authority--Authority to Hold Cash 8-151

8.15.4 ROM II / Navy Cash Comparison Report 8-152

8.15.5 Disbursing Accountability Detail Report 8-154

8.15.6 Daily Negative Balance Report 8-155

8.15.7 Merchant Settlement Report 8-156

8.15.8 Disbursing Accountability Summary Report 8-157

8.15.9 Card Status Report 8-158

8.15.10 Daily Cash Transaction Ledger 8-159

8.15.11 Bulk Card Log 8-160

8.15.12 Card Issue Log 8-161

8.15.13 Navy Cash Pre-Audit/Turnover Checklist 8-162

8.15.14 Merchant Refund Log 8-164

8.15.15 Navy Cash Refund Chit 8-165

8.15.16 Split Pay Option Enrollment/Disenrollment Form 8-166

8.15.17 Navy Cash Payroll Report --- Shore Report 8-167

8.15.18 SPO Payroll Report --- Ship Report 8-168

8.15.19 Return Codes and Notification Codes 8-169

8.15.20 The \$25 Vending "Counter" 8-171

8.15.21 Currency Exchange Log 8-172

8.15.22 Cash Verification Team Navy Cash Checklist 8-173

8.15.23 Navy Cash Trouble Call Worksheet 8-175

Appendix A Vending Maintenance and Sales End of Month A-1

Appendix B A Quick Guide to Configuring a K22 B-1

Appendix C How to Set Up Navy Cash and ROM II C-1

Appendix D Cardholder Web Site --- www.NavyCash.com D-1

Appendix E Disbursing Web Site---www.navycashcenter.com E-1

Appendix F Navy Cash Enrollment Form and Instructions F-1

Appendix G Sample Navy Cash Equipment Checklist G-1

Appendix H Basic Bulk Enrollment Procedures H-1

Appendix I Affidavit of Unauthorized Transactions I-1

Appendix J Checklist for Recurring Navy Cash Tasks J-1

Appendix K Internal Procedures and Controls: Sample Instruction K-1

Appendix L Guidelines for Negative Account Balances L-1

Appendix M Purchasing Stamps for Sale in Ship's Store M-1

Appendix N Processing Official Mail N-1

Appendix O Barge Support O-1

Appendix P Navy Cash Merchants P-1

Appendix Q Pre- and Post-Deployment Grooms Q-1