NAVSUP Publication 727 

Navy Cash® Financial System 

Standard Operating Procedure 

Ready. Resourceful. Responsive! 

Part 2

September 2023
NAVSUP Publication 727 Navy Cash® Financial System

Standard Operating Procedure

Section 5A - Assistance and Support...............................................................................................3

Assistance and Support................................................................................................................4

Section 5B - Documentation Resources ..........................................................................................8

Section B Table of Contents........................................................................................................9

Section 5C - Navy Cash References..............................................................................................96

NAVY CASH-RELATED PUBLICATIONS...........................................................................97

Section 5D - Software & Devices User Guide.............................................................................102

Software ...................................................................................................................................104

Devices.....................................................................................................................................104

Section 5E - Disbursing Application User Guide ........................................................................216

NAVY CASH DISBURSING APPLICATION ......................................................................217

Navy Cash Disbursing Application .........................................................................................219

Section 5F - Navy Cash Web Application User Guide................................................................341

Section 5G - Navy Cash Without A Disbursing Officer or Deputy Disbursing Officer .............368

Section 5H - Navy Cash Barge Move User Guide ......................................................................372

Section 5I - Navy Cash Communications Troubleshooting Guide..............................................382

Escalation Guide for Communications Problems Affecting Navy Cash .................................383

Sample POD Note....................................................................................................................384

Section 5J – Navy Cash Turnover and Desktop Guide................................................................400

Introduction..............................................................................................................................401
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NAVSUP Publication 727 Navy Cash® Financial System

Standard Operating Procedure

SECTION 5A - ASSISTANCE AND SUPPORT

This section contains points of contact information to support 

maintenance, and operation of the Navy Cash system, and 

provides a brief overview of how to obtain distant and on-site 

support.
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Assistance and Support

1. ASSISTANCE. When Navy Cash experiences a hardware, software, or communications issue, 

the ship itself is responsible for the initial efforts to troubleshoot, isolate, and correct the 

problem. This may require a coordinated effort from the NCAO, PSs, RSs, ITs, ETs, etc. A 

NAVCYBERFOR, NAVSUP, PEO C4I, and SSC ATLANTIC coordinated message was issued 

reiterating the responsibility of the ship’s ITs for supporting Navy Cash (NIWCSYSCEN 

ATLANTIC CHARLESTON SC 231102Z Feb 16). Selected spares are available on board the 

ship to replace failed equipment. In general, if a device fails, the ship is responsible for 

installing a spare in its place. If unable to isolate the problem or effect the necessary repair, the 

ship is responsible for initiating a trouble call to the Navy Cash Central Support Center (CSC) 

for technical assistance:

To contact the CSC:

 1 (866) 6NAVYCASH

1 (866) 662-8922

Website: www.navycash.com

Email: navycashcenter@frb.org

Ships are responsible for initiating a trouble call to the CSC if additional support is required. The 

CSC will assign a case number and forward the call to technical support. All trouble calls, whether 

by phone or email, must be directed to the CSC. Email trouble calls can include the appropriate 

Navy Cash technical support personnel as additional addresses; however, support personnel cannot 

take action until a case number has been assigned.

The Navy Cash depot (SAIC) maintains replacement spares. The normal requirement for shipment 

of spare parts is the business day following receipt of the requirement; however, the depot is also 

required to provide a capability for emergency shipment of items in an expedited manner the same 

business day.

2. TECHNICAL SUPPORT. The Navy Cash maintenance concept specifies distance support for 

initial technical support efforts. Technical personnel ashore will provide troubleshooting 

guidance by phone, email, or remote session.

2.1.TIER 1 SUPPORT. CSC provides Tier 1 support Monday to Friday midnight to 6pm 

CST, answering calls and taking basic information about any technical problems. CSC

assigns case numbers and provides basic troubleshooting and problem tracking. Trouble 

calls not resolved with basic troubleshooting are handed off to Tier 2 - Navy Cash 

Technical Support team (NCTS).

2.2.TIER 2/3 SUPPORT. NCTS provides Tier 2 support with skill sets that cover most

operational aspects of the Navy Cash system. Infrastructure provides Tier 3 support that 

is more centered on specific servers configuration/networking issues. Tier 2/3 support 

provides troubleshooting guidance to the Fleet via phone or email as soon as contact with 
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the ship can be made. CSC forwards trouble calls to NCTS during normal working hours

if a technician is available. During evening and weekend hours, critical issues are 

forwarded immediately to an on-call NCTS/Infrastructure representative through menu 

options of the normal CSC phone number above. Critical issues include, but are not 

limited to: 

▪ One server node is down and cannot transfer control to second node.

▪ Cluster administrator -NCP and NCService resources are offline.

▪ All Navy Cash Kiosks are offline.

▪ All devices, i.e., POSs, Kiosks, and CADs, are offline.

▪ Communications/round-trip if a ship has not had a roundtrip in five or more days 

and a case has not already been opened.

▪ End of Month (EOM) if a ship has not had an EOM roundtrip in five or more days 

and case has not already been opened.

▪ Split Pay affecting multiple members if a case has not already been opened.

▪ Any issue involving a Commanding Officer (CO), Executive Officer (XO), or 

Staff Commander that Disbo cannot resolve.

2.3.TIER 3 ON-SITE SUPPORT. Tier 3 on-site support is provided by SAIC personnel for 

hardware, software, or communications issues beyond the repair or troubleshooting 

capability of the ship. Tier 3 on-site support is available from SAIC - Monday through 

Friday from 8:00 a.m. Eastern to 4:00 p.m. Pacific Time, except holidays. 

2.3.1. NORFOLK AND SAN DIEGO. In Norfolk and San Diego, SAIC provides on-site 

technical assistance to the Fleet the next business day or as soon as possible given the 

extent of the impact of any failure on Navy Cash operations. 

2.3.2. OTHER HOME PORTS. In other homeports and for ships deployed overseas, because 

of the diverse skill sets required to support the hardware, software, network, and 

communications aspects of the Navy Cash system, the technician that will be sent to a 

ship is generally not determined until the nature and extent of the problem is 

understood. Upon direction from the NAVSUP program office, CSC will coordinate

SAIC on-site technical assistance with the ship, the program office, and technical 

support personnel to determine the best support solution in the shortest time possible.

3. REMOTE ACCESS VIA GOTOASSIST. GoToAssist is a browser-based service that enables 

NCTS/Infrastructure and SAIC members to access and control the Navy Cash system remotely 

to troubleshoot and resolve issues that previously required an on-site technical assistance visit 

and to provide other technical support. 

4.1.1. SET UP A GOTOASSIST REMOTE SESSION. An NCTS representative 

must first log in to a GoToAssist and create a support session key code. 

4.1.1.1. The NCTS representative then sends an email to the Disbursing Navy 

Cash Accountable Officer’s (NCAO) email account on the ship with a unique 

remote support session key code and instructions for entering and authorizing the 

remote session (application typically installed on all Navy Cash desktops). 
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4.1.1.2. The email will be sent to the verified email address stored in the ships’ 

contact list maintained by the Treasury Agent in the Service Now application. If 

necessary, the NCAO can update her / his email address by emailing Navy Cash 

CSC.

4.1.1.3. The NCAO must first log in to Node 1 or 2 of the Navy Cash system 

using the appropriate username and password (NC-Admin on servers, normal 

windows account on workstations).

4.1.1.4. The NCAO uses an approved G2A desktop application to enter the 

provided remote session key code that was in the NCTS representative's email.

4.1.1.5. Once the GoToAssist application loads, the NCAO is prompted to enter 

the code then once connected allow the remote session to proceed and enable the 

NCTS representative to control the desktop of the ship’s Navy Cash server. The 

remote support session cannot be initiated unless the NCAO takes action on their 

system.

4.1.1.6. Once granted control of the ship's Navy Cash desktop, the NCTS 

representative might then log in to the ship's database if required. If assistance is 

required on disbursing application, NCAO should remain available to login if 

required.

4.1.1.7. All remote support sessions are recorded, and the videos can be 

replayed and reviewed by properly authorized personnel ashore at a later time.

4.1.2. TERMINATE A REMOTE SESSION. Once a remote support session is 

completed and the session is terminated, NCTS can no longer access the ship's Navy 

Cash server, unless a new GoToAssist remote session is initiated by both the NCTS 

representative and the NCAO on the ship. The NCTS representative and NCAO on the 

ship can terminate a GoToAssist remote session at any time.

4. ON-SITE TECHNICAL ASSISTANCE. After all other distance support troubleshooting 

efforts have been exhausted, on-site technical assistance may be available to resolve Navy 

Cash-specific problems that cannot be resolved through Go-to-Assist, phone or email.

5. POWER/COMMS OUTAGE CONTINGENCY OPERATIONS. The POS must be online to 

the Navy Cash server through the ship’s LAN for an operator to log on. If the ship’s network 

or Navy Cash server is down at the beginning of the day, the operator will not be able to log on 

to the system to conduct business. However, if the outage only affects a single POS, the 

merchant can go to the disbursing office and sign out a spare POS to use in the offline portable 

mode.

6. SHORT-TERM OUTAGE. The POS in post office normally operates in the normal mode and 

is connected online to the Navy Cash server through the ship’s LAN. If connectivity to the 

server is expected to be a problem, an operator should remain logged on to the POS at the end 

of the day so that Navy Cash payments can be processed offline the next day even if 

connectivity is not available. A POS in normal mode operating offline can store up to 10,000 

messages in the internal and SD card message queues before it is full and can no longer process 

transactions. 

When connectivity to the Navy Cash server is restored, sales receipts transaction messages 

stored on the POS are forwarded automatically to the Navy Cash server. This download starts 
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when the LAN connection to the server is made and the “Offline Indicator” on the Status Bar 

of the POS screen disappears, usually within a minute. The “Internal Queue Message 

Indicator” and the “SD Card Queue Message Indicator on the Status Bar of the POS screen 

remain displayed until all transactions have been downloaded to the server from the internal 

and SD card message queues.

7. OPERATOR POS LOG-ON. The operator can log on to the portable POS at any operating 

POS network connection point or Navy Cash docking station (in the disbursing office, general 

mess, private mess, MWR, post office, or other locations set up during the Navy Cash 

installation). After log-on is complete, the operator can disconnect the data cable and proceed 

to operate the POS in the offline mode. The operator should make sure the portable POS is 

fully charged. Batteries are rechargeable.

8. DOWNLOAD SALES TRANSACTIONS. If the network outage is localized, the sales 

receipts stored on the portable POS can be downloaded at the end of each day at one of the 

POS connection points or download boxes as described in paragraph (4)(a) directly above.

9. LONG-TERM OUTAGE. In the unlikely event that connectivity to the Navy Cash server is 

down for a lengthy period of time (days, weeks), the ship’s store can, with the authorization of 

the Commanding Officer, revert to accepting cash and/or check. Ship’s store personnel will 

follow the procedures in NAVSUP P487 for collecting cash. 

10. CASUALTY REPORTING. As a last resort, and after all remote troubleshooting efforts have 

been exhausted, the ship may submit a CASREP. This CASREP should not be for the Navy 

Cash system if it is related to the ship’s network. The ship’s IT division should submit a 

CASREP for ship network issues. The ship should provide a Casualty Report (CASREP 

message for urgent maintenance problems beyond shipboard capabilities and include 

NAVSUPSYSCOM MECHANICSBURG PA//N0455// and include applicable TYCOM for 

action or information, as appropriate, on the CASREP message. Any replacement parts 

necessary to enable correction of the CASREP will be shipped within 24 hours after 

acknowledgement of receipt of the CASREP. All failed system units, LRU (lowest replaceable 

unit), will be turned in as directed by the CSC or the Navy Cash depot.

11. PLANNED SYSTEM MAINTENANCE. (Not required for Navy Cash Version 1.4.7.4 or 

higher). 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 series 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. 
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NAVSUP Publication 727 Navy Cash® Financial System

Standard Operating Procedure

SECTION 5B - DOCUMENTATION RESOURCES

This section contains the majority of quick references used 

throughout Sections 1 – 4 of this SOP. It contains sample 

memorandum, letters, emails; forms, reports, checklists, and other 

important tools for maintaining Navy Cash operations. Each 

reference category has its own table of contents for quick 

reference.
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Section B Table of Contents

Correspondence/Templates.................................................................................................... 10

Checklists............................................................................................................................... 36

Reports Table o43f Contents ................................................................................................. 46

Forms Table of Contents........................................................................................................ 63
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CORRESPONDENCE/TEMPLATES

Table of Contents

Sample Navy Cash Equipment Transfer Letter .............................................................. 13

Fraud-related Requests for Navy Cash Account or Cardholder Information ................. 15

Sample Memoranda for Forwarding Enrollment and Rules of Behavior Forms............ 17

Internal Procedures and Controls:................................................................................... 18
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Sample Navy Cash Equipment Transfer Letter

1 June 20XX

From: LTJG Norman H. Danas, SC, USNR 

To: ENS Joseph L. Gonzalez, SC, USNR 

Subj: TRANSFER OF NAVY CASH EQUIPMENT AND RESPONSIBILITIES FROM 

LTJG NORMAN H. DANAS, SC, USNR, TO ENS JOSEPH L. GONZALEZ, SC, 

USNR

Ref: (a) NAVSUP PUB 727, Navy Cash SOP, Part 2

Encl: (1) Navy Cash Pre-Audit/Turnover Checklist

(2) Custody of Navy Cash Equipment Checklist

1. In accordance with reference (a), I certify I have transferred Navy Cash responsibilities to 

(New NCAO here). A copy of the completed Navy Cash Pre-Audit/Turnover Checklist is 

included at enclosure (1). 

2. In accordance with reference (a), I certify I have transferred custody of all Navy Cash 

equipment listed in enclosure (2) to (New NCAO here). 

3. All equipment listed in enclosure (2) is operational, except: (A sample explanation is provided 

to support inventory issues at Turnover here. One is required for each non-operational unit))

a. One of Navy Cash Kiosks in Troop Training – Gym – Left. A trouble call was placed 

with the Navy Cash Customer Service Center (CSC) on 26 November 202X.

b. X, and Case Number 98314 was assigned. SAIC provided troubleshooting help, and a 

failed card reader was identified. The failed card reader (serial number A78230200) 

was shipped to the Navy Cash depot via UPS (tracking number 1Z 999 999 99 9999 999 

9) on 28 November 20XX, and a replacement card reader is in transit to the ship.

c. One Card Accepting Device (CAD) with transactions stuck in the queue. A trouble call 

was placed with the CSC on 17 November 200X, and Case Number 98298 was 

assigned. The CSC provided troubleshooting help, but the stuck transactions could not 

be downloaded. The CAD (serial number 1604001541) shipped via UPS (tracking 

number 1Z 999 999 99 9999 999 9) to SAIC on 27 November 20XX. 

4. I certify all transactions in the spare Point-Of-Sale devices (POSs) and CADs listed in 

enclosure (2) have been downloaded to the Navy Cash server and do not contain any stored 

transactions, with the exception of the CAD listed above with stuck transactions. 
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NORMAN H. DANAS

LTJG, SC, USNR

Copy to: Commanding Officer

 Supply Officer

1 December 20XX

FIRST ENDORSEMENT

From: ENS Joseph L. Gonzalez, SC, USNR 

To: LTJG Norman H. Danas, SC, USNR 

Subj: TRANSFER OF NAVY CASH RESPONSIBILITIES AND CUSTODY OF 

NAVY 

CASH EQUIPMENT FROM LTJG NORMAN H. DANAS, SC, USNR, TO 

ENS JOSEPH L. GONZALEZ, SC, USNR

1. I hereby accept the transfer of Navy Cash responsibilities from LTJG Norman H. Danas, 

SC, USNR. In accordance with reference (a), a copy of the completed Navy Cash PreAudit/Turnover Checklist and Custody of Navy Cash Equipment Checklist will be retained 

on file in the disbursing office for inspection. 

2. I hereby accept custody of all Navy Cash equipment listed in enclosure (2) from LTJG 

Norman H. Danas, SC, USNR. All equipment listed is operational except one of the Navy 

Cash Kiosks in Troop Training and one CAD with stuck transactions. A replacement for the 

failed card reader is in transit to the ship and will be installed as soon as it arrives. When 

SAIC returns the CAD to the ship, the stuck transactions will be download to the Navy Cash 

server so any vending sales can be recorded and reported. 

JOSEPH L. GONZALEZ

ENS, SC, USNR
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Fraud-related Requests for Navy Cash Account or Cardholder Information

To Whom It May Concern:

This disclosure is in response to your request for records related to the Navy Cash 

program. Navy Cash is a payments and collections service provided to Department of 

Defense (DoD) Agencies by the United States Department of the Treasury, Bureau of the 

Fiscal Service (Fiscal Service) to replace cash in forward-deployed environments. The 

Federal Reserve Bank of Kansas City, Omaha Branch (FRBKC) and PNC Bank (PNC) are 

the designated Fiscal Service agents for the Navy Cash program. The records you are 

seeking belong to the Fiscal Service and are subject to laws and policies that govern the 

release of such information. Although FRBKC cannot directly provide you with the 

records you seek, Fiscal Service may be able to assist you with your investigation.

As the records requested pertain to personal information of Navy Cash cardholders, Fiscal 

Service is required to comply with the Privacy Act of 1974, as amended (Privacy Act). 5 

U.S.C. § 552a. The Privacy Act protects Navy Cash cardholders’ records from being 

disclosed to any third party without prior written consent of the cardholder to whom the 

records pertain. However, there are twelve exceptions which allow disclosure of records 

without the individual cardholder’s consent. Two of the twelve exceptions may be relevant 

to the disclosure of Navy Cash cardholder’s personal information to your agency.

The Privacy Act, 5 U.S.C. § 552a(b), states in part:

(b)Conditions of Disclosure.—No agency shall disclose any record which is contained in a 

system of records by any means of communication to any person, or to another agency, 

except pursuant to a written request by, or with the prior written consent of, the individual 

to whom the record pertains, unless disclosure of the record would be—

(7) to another agency or to an instrumentality of any governmental jurisdiction within or 

under the control of the United States for a civil or criminal law enforcement activity if the 

activity is authorized by law, and if the head of the agency or instrumentality has made a 

written request to the agency which maintains the record specifying the particular portion 

desired and the law enforcement activity for which the record is sought; [or]

(11) pursuant to the order of a court of competent jurisdiction.

If you believe your request meets one of the exceptions noted above (or another 

exception), please forward to your request to:

Sean P. Kemple - Navy Cash Program Manager

U.S. Department of the Treasury
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

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Bureau of the Fiscal Service

Sean.kemple@fiscal.treasury.gov

Nadir Isfahani – SVC Portfolio Manager

U.S. Department of the Treasury

Bureau of the Fiscal Service

nadir.isfahani@fiscal.treasury.gov

Please be aware that a request made under 5 U.S.C. § 552a(b)(7) will need to be signed by the 

head of the agency or instrumentality as set forth above and a court-signed subpoena will be 

required for requests made under 5 U.S.C. § 552a(b)(11).

Thank you for your interest in Navy Cash. Please let us know if you have any questions.
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Sample Memoranda for Forwarding Enrollment and Rules of Behavior Forms

Individual Cardholder Enrollment Forms

MEMORANDUM

From: Ship’s Name

To: FRB-KC Omaha Branch

Attention: Forms 

Farnam St. 

Omaha, NE 68102 

(866) 662-8922 (Phone number for FedEx, UPS, etc. packages)

navycashcenter@frb.org 

Subject: Forwarding Cardholder Enrollment Forms (2887s) For Scanning And Archiving 

1. This memorandum and email confirm the forwarding of Navy Cash enrollment forms for 

individual cardholders (FS Form 2887s) to the Navy Cash CSC Scanning Center. 

a. Date Package Was Sent: ________________________________________________

b. Number of Enrollment Forms in Package: 2887s & ________________________

c. Carrier Name: ________________________________________________________

 e.g., FedEx, UPS, USPS registered mail 

d. Tracking Information: _________________________________________________

2. If you have any questions, please contact me at: 

a. Ship's Name: _________________________________________________________

b. Point of Contact on the Ship: ____________________________________________

Phone Number: ____________________________________________

Email: ____________________________________________
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Internal Procedures and Controls: 

Sample Instruction

NEVERSAIL INST 7220.1

USS NEVERSAIL (DDG XX) INSTRUCTION 7220.1

Subj: NAVY CASH INTERNAL POLICY, PROCEDURES, AND CONTROLS

Ref: (a) Department of Defense Financial Management Regulation (DoD FMR), 

Volume 5, particularly Chapter 10 

(b) Organizational Forces Supply Procedures, NAVSUP PUB 485, Volume I, 

Chapter 10, Navy Disbursing Operations 

(c) Navy Cash Financial System Standard Operating Procedure, NAVSUP PUB 

727

1. PURPOSE. To promulgate internal policies, procedures, and controls for effective 

management and administration of Navy Cash operations on board NEVERSAIL. 

2. ACCOUNTABILITY AND RESPONSIBILITY. Navy Cash is a financial system, the 

handling of public funds follows standard financial management regulations and procedures in 

accordance with references (a) and (b). 

a. DD Form 577. A Department of Defense (DD) Form 577, Appointment/Termination 

Record—Authorized Signature, shall be signed by the Commanding Officer appointing the 

accountable official as the Navy Cash Accountable Officer (NCAO), identifying their 

accountability and responsibilities include. Subsequent DD Form 577s from the NCAO to their 

deputy shall also be maintained. The NCAO must appoint a Navy Cash Deputy. Detailed 

operating procedures for Navy Cash are included in the forms are of this section. 

3. PERSONALLY IDENTIFIABLE INFORMATION (PII). The NCAO must monitor 

procedures for the proper handling and safeguarding of the Personally Identifiable Information 

(PII) associated with both Disbursing and Navy Cash operations to ensure the security and 

confidentiality of that information. 

4. NAVY CASH CARDS.

a. Instant Issue Navy Cash Cards. Instant issue cards are embossed with NAVY 

CARDHOLDER and a Mastercard®® card number. Instant issue cards are issued to personnel newly 

enrolling in Navy Cash and as replacements for lost, stolen, damaged, or expired cards. Instant

issue cards provide individuals immediate access to Navy Cash capabilities. 

b. Embossed Permanent Navy Cash Cards. Embossed permanent cards are embossed 

with the cardholder’s name and a Mastercard®® card number. Produced individually at the card 

manufacturing facility, they must be delivered to the individual on the ship after they are produced. 

Embossed permanent Navy Cash cards are only issued to new enrollees as a part of bulk 

enrollment when Navy Cash is initially implemented on a ship. Cardholders whose embossed 

permanent (or instant issue) cards have expired or are expiring at the end of a month must report to 

disbursing office where they will be replaced with an instant issue Navy Cash card.
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c. Visitor Navy Cash Cards. Visitor cards are closed-loop-only cards only used on board 

Navy Cash ships. Visitor cards are reusable and must be cashed out and turned in to disbursing 

office when the visitor is done with the card and before leaving the ship, so they can be reissued to 

another visitor. 

• If a visitor card is turned in after a visitor has left the ship, the 

NCAO must make every effort to identify the individual cardholder and return any 

remaining funds. If the cardholder cannot be identified, the NCAO must cash out any 

residual funds remaining on the card and transfer the remaining balance to the 

Unclaimed Monies merchant via the NCDA. 

• Once any value on a card has been credited to either of the 

Treasury accounts, 20X6133 or 17R1060, the NCAO cannot recover the funds. 

Individuals can, however, submit a claim for a refund. Any claim must include enough 

facts to validate the accuracy of the claim and justify the refund. 

d. Collect and Destroy Expired or Expiring Cards. Any expired Navy Cash cards or Navy 

Cash cards expiring in 90 days must be destroyed. When visitor cards are turned in to disbursing 

office and cashed out, the NCAO, after verifying the closed-loop account balance is zero, should 

check the expiration dates on the cards. Cards can be destroyed by cutting them up (cutting the 

chip in half) or shredding them. Document destruction of the cards using the Navy Cash Card 

Issue Log. 

5. NAVY CASH CARD LIMITS.

a. Individual Cardholders 

(1) Standard Closed-Loop Limit. No more than $1,000 can be loaded on 

or debited from the closed loop. 

(2) Standard ACH Transfer Limit. A $400 daily maximum limit has been 

pre-set on funds transfers from a bank or credit union account to the closed- and/or 

open-loop accounts. 

b. Merchant Cardholders — Accountable Officials 

(1) Standard Closed-Loop Limit. No more than the following 

maximum amounts can be loaded on or debited from the closed loop. 

(a) On CVNs, LHAs, and LHDs. $50,000 for Navy Disbursing, 

MWR Officers, and Wardroom Mess Officers, and $10,000 for all other Accountable 

Officials. 

(b) On All Other Ships. $10,000 for all Accountable Officials. 

(2) Standard Transfer Limits between the Closed and Open Loop. The 

following maximum limits have been pre-set on transfers between the closed- and 

open-loop accounts. 
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(a) On CVNs, LHAs, and LHDs. $50,000 for MWR Officers and 

Wardroom Mess Treasurers, and $5,000 for all other Accountable Officials. 

(b) All Other Ships. $10,000 for MWR Officers and Wardroom 

Mess Treasurers, and $2,500 for all other Accountable Officials. 

(3) Standard ACH Transfer Limit. For merchants who settle to bank or 

credit union accounts, a $5,000 daily maximum limit has been pre-set on funds 

transfers from a bank or credit union account to the closed- and/or open-loop accounts.

(4) These pre-set limits may prevent Accountable Officials from making 

large purchases on the ship in a single payment. In a situation like this, the Accountable 

Official can elect to make more than one payment with the organization's Navy Cash 

merchant card or simply pay by check. 

c. Modifying Navy Cash Card Limits.

(1) Individual Cardholders. The NCAO can modify the closed-loop load 

and debit and ACH transfer limits for individual cardholders who are "checked in" on 

that ship through the Disbursing Application. For individual cardholders, the maximum 

closed-loop load and debit limit is $1,000, and the maximum ACH transfer amount is 

$400 per day.

(2) Accountable Official Merchant Cardholders. The NCAO can modify 

the closed-loop load and debit and ACH transfer limits for merchant cardholders on 

board that ship through the Disbursing Application, but only up to a maximum of 

$1,000 for the closed-loop account and a maximum of $400 per day for ACH transfers. 

For any amount above these maximum limits, the NCAO must contact the CSC and 

request that a merchant cardholder limit be modified, but only up to the standard limits 

listed above. 

(3) Any updates to card limits done through the Disbursing Application are 

effective immediately on the ship and will regulate any subsequent funds transfer 

requests the individual or merchant cardholder attempts at the Kiosk. Updates done 

through the CSC do not go into effect on the ship until the CSC receives the 

information, processes the request, and a round trip is completed between ship and 

shore. The NCAO cannot change the closed-loop load and debit limit or ACH transfer 

limit using the Navy Cash Disbursing Website.

6. CUSTODY OF NAVY CASH CARDS.

a. The NCAO is responsible for maintaining the stock of Navy Cash instant issue and 

visitor cards. Navy Cash cards shall be safeguarded in accordance with the procedures for blank 

Treasury checks prescribed in Chapter 7, of reference (a). 
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b. The NCAO may delegate the responsibility for custody of Navy Cash cards to a 

representative designated in writing.

c. A Bulk Navy Cash Card Log shall be maintained for each type of card, which contains 

the Navy Cash card number, name, date, and signature of the person to whom a working stock of 

Navy Cash Cards is issued. Unused working stock shall be returned to the NCAO or designated 

representative at least once each week for audit and inventory.

d. All Navy Cash cards shall be inventoried once each month, 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. 

e. A separate Navy Cash Card Issue Log shall be maintained, which contains the last four 

digits of the card number, name and last four digits of the Social Security Number (SSN) of the 

card owner, issue date, signature of the recipient, date returned for visitor Navy Cash cards, and 

the name and signature of the issuer in accordance with reference (a) paragraph 100502. The Navy 

Cash Card Issue Log also contains columns to document destruction of a card. 

f. Replacement cards and cards for newly enrolled personnel shall be issued as described 

in references (a) and (c).

7. CUSTODY OF SPARE POINT-OF-SALE DEVICES AND CADS. 

In accordance with reference (c), the NCAO will be responsible for control of all spare Point-ofSale (POS) devices held in ready reserve, and the Sales Officer, for all spare vending machine 

Card Access Devices (also known as Card Accepting Devices) (CADs). When a POS or CAD has 

transactions that have been recorded (stored) but have not yet been downloaded to the server, it 

should be kept in a safe, e.g., the Disbursing safe. NOTE: CAD and POS devices that have stored 

transactions should be downloaded to the server as soon as possible. Spare POSs and CADs that 

do not have transactions stored on them should be kept either in a safe or in a secure storeroom or 

space on the ship that is locked when not occupied and has limited access, e.g., the disbursing 

office or Sales Office. For the Navy Cash Kiosk, one of the installed Kiosks is considered an 

“online” spare, that is, if one Kiosk fails, at least one other Kiosk is immediately available to 

support Navy Cash transactions.

8. RULES OF BEHAVIOR FOR USERS OF NAVY CASH SYSTEM.

The NCAO must ensure every Navy Cash operator assigned an Operator ID has signed the Navy 

Cash Rules of Behavior. By their signature, individuals indicate they have read, understand, and 

agree to abide by these rules of behavior. 

9. ACCESS CONTROL FOR NAVY CASH DISBURSING APPLICATION.

a. The NCAO controls access to the various functions within the Disbursing Application. 

Individual operators are assigned to one of six “User Groups” based on roles and responsibilities. 
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These user groups represent six levels of access rights. The access rights within each user group 

cannot be modified or tailored for an individual operator.

b. In order for an individual to change his/her password, the NCAO must first verify the 

individual’s identity. Once this is established, the individual can then enter a new password into 

the system. 

c. Each individual operator must log off when they are through working on the system. 

Each operator must use their own user ID and password when operating the Navy Cash system. 

d. As a matter of policy, any Disbursing Application user who wants to perform any 

personal Navy Cash transactions in the disbursing office, e.g., to add or cash out value or change a 

PIN, should contact the NCAO or Navy Cash Deputy.

e. Each calendar quarter, the Cash Verification Team (CVT) will generate card reports for 

all Navy Cash Disbursing Application users (see reference (c), Section 5E, paragraph 10, Card 

Report) to verify no unauthorized deposits or other unauthorized transactions were made to their 

accounts since the last quarterly cash verification. Transactions should also be reviewed on the 

Navy Cash website. 

10. ENROLLMENT IN NAVY CASH.

a. Individuals. To open a Navy Cash account, an individual must enroll in the Navy Cash 

program. To enroll, individual cardholders who use Navy Cash for personal use must complete and 

sign an FS Form 2887, Application Form for U.S. Department of the Treasury Stored Value Card 

(SVC) Program, either electronically or manually (hard copy). 

b. Accountable Officials. Navy Cash merchant cardholders who use Navy Cash as 

accountable officials in an official capacity must complete and sign an FS Form 2888. 

c. The NCAO shall verify the ABA or routing number and the account number recorded 

on the form. In order to help verify account information, the individual should, if possible, bring in 

a cancelled check or deposit slip from the bank or credit union account they want to associate with 

Navy Cash. 

d. Importance of Enrollment Forms. Enrollment forms are a critical element in the Navy 

Cash program. A signed enrollment form must be on file for every Navy Cash cardholder. By 

signing the enrollment form, cardholders acknowledge the program’s Privacy Act statement, 

authorize debits and credits to their bank and credit union account, consent to immediate collection 

from pay for any negative balances that may result from use of the Navy Cash card, and authorize 

the Government to initiate debt collection procedures for amounts that remain or become due and 

owing. The signed enrollment form is the enforceable agreement between the cardholder and the 

Navy Cash program.

e. Electronic Enrollment. New individual enrollees sign enrollment forms electronically, 

and the forms are uploaded automatically to the document storage system ashore. 
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(1) Once the round trip is completed between ship and shore, the 2887 will be 

available on the Navy Cash server on that ship, and the Navy Cash Disbursing website will 

indicate that a copy of the individual cardholder's 2887 is available in the document storage system 

ashore. The 2887 can be viewed on the website, the NCAO can also contact the CSC and request 

a copy if needed. 

(2) For individual cardholders who appear on the monthly missing 2887 report the 

NCAO must follow the steps below. If a copy of the cardholder's signed 2887 is not available in 

the file of hardcopy enrollment forms maintained on board the ship for reference, the cardholder 

must fill out and sign a new, hardcopy enrollment form (2887). Electronic enrollment is only 

available for a new individual enrollee's initial enrollment. Navy Cash merchant cardholders must 

also fill out and sign a hardcopy, accountable official enrollment form (2888). Failure to complete 

the form will result in revocation of the Navy Cash card.

f. Forward Manual Enrollment Forms to Treasury Agent. Hardcopy enrollment forms, 

signed by the individual, may be sent manually to the Treasury Agent. Enrollment forms for 

individual cardholders (2887s) and merchant cardholders (2888s; and 2889s for contractor 

personnel) must be sent in separate packages. Enrollment forms contain sensitive personal 

information and must be sent via traceable means, e.g., FedEx, UPS, registered mail. Due to PII 

restrictions, do not send enrollment forms via fax, digital sender, or email. The preferred method 

of forwarding all forms to Treasury Agent is by uploading via the Navy Cash website. Manual 

submission will only be used as a last option.

(1) Double-pack all forms, with the Treasury Agent address below on each envelope / 

package, to protect against possible damage during the shipping and handling process.

FRB-KC 

Attention: Forms 

2201 Farnam St

Omaha, NE 68102

(866) 662-8922 

(2) Send an email notification to the Treasury Agent Scanning Center at 

navycashcenter@frb.org for each package of enrollment forms sent. Include the following 

information in the email: date package was sent, number of enrollment forms in package, carrier 

name (e.g., FedEx, UPS, registered mail, etc.), tracking information, and the ship’s name and Point 

Of Contact (POC) on the ship (phone number and email address). A sample memorandum is 

included at paragraph Section 5B. To report all of the required information, fill out the 

memorandum, and send it as an attachment to the email notification. Include a copy of the 

memorandum in the package with the enrollment forms. Finally, retain a copy of each email and 

memorandum sent on file for inspection. 

g. Retention. Hard copies of FS Forms 2887 and/or 2889 are ONLY required pending 

upload to the Navy Cash website. Once upload is confirmed, hard copies can be destroyed. Hard 

copies of FS Form 2888 are ALWAYS required while the merchant card is issued to a merchant 

accountable official and a copy MUST be uploaded via the Navy Cash website. When a copy is 

confirmed to be uploaded, only purge hard copy of 2888 forms once card is returned to NCAO 

and/or when there is a turnover on the merchant accountable official position with a new form 
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submitted. Enrollment forms contain sensitive personal information and must be retained in a 

secure container.

11. CLOSING OR SUSPENDING A NAVY CASH ACCOUNT.

a. Transfer Funds from Card. When cardholders are leaving the Navy, transferring to 

activities that do not have Navy Cash, or no longer want a Navy Cash card, they should move all 

funds on the closed and open loop back to their home bank or credit union account using the Navy 

Cash Kiosk. Alternatively, they may move all the funds on the open loop to the closed loop at the 

Kiosk and cash out the closed loop at the disbursing office. 

b. Close Account. Cardholders leaving military service or who no long want a Navy Cash 

card are required to close their Navy Cash account. After verifying that the Navy Cash card is 

empty (closed and open loop), the NCAO will block Navy Cash ACH access to their home bank or 

credit union, change the card status to “canceled”, close the account using the Navy Cash 

Disbursing website, and give the card back to the cardholder for destruction. 

c. Suspend Account. Cardholders transferring to another activity should keep their Navy 

Cash card. After verifying that the Navy Cash card is empty (closed and open loop), the NCAO 

will block Navy Cash ACH access to their bank or credit union and suspend their Navy Cash 

account using the Navy Cash Disbursing website. Cardholders should then retain their Navy Cash 

card until reporting to a Navy Cash equipped ship. Once on board a new ship, cardholders must 

first complete a “Ship Check In” at a Navy Cash Kiosk, and the ship must complete the round-trip 

processing between ship and shore. Since end-of-day processing is normally completed each six 

hours, full access to Navy Cash capabilities should be available the next day.

d. The disbursing office will work closely with the personnel office to keep track of 

members who will be leaving the ship within 30 days. 

(1) The NCAO/Disbursing Officer will review the Negative Balance Report on a 

daily basis and ensure any negative balances for cardholders within 30 days of transfer or 

terminal leave/discharge are resolved in a timely manner. The NCAO will ensure that a 

cardholder’s access to their home bank or credit union account is blocked until any negative 

open-loop account balance is cleared. 

(2) The NCAO will make a judgment whether or not a negative balance condition 

is likely on a cardholder’s Mastercard® debit open-loop account, e.g., 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 NCAO should evaluate the need to suspend the member’s Navy Cash account or cancel the 

member’s Navy Cash card and close the member’s Navy Cash account some time prior to their 

actual departure date. If necessary, the NCAO can issue a “closed-loop-only” visitor card for 

use on the ship until the member leaves the ship. 

(3) If a member is within the final 30 days of being discharged from the Navy and 

has a negative balance, the NCAO/Disbursing Officer’s only option is to have a “DS01” 

indebtedness, Company Code D411179, posted to the member’s military pay account prior to 
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the member’s separation date by submitting a DD 139 to the Personnel Office on board the 

ship. 

(4) The NCAO continues to be responsible for stopping a member’s SPO at least 

30 days before they leave the ship. This is accomplished by having the sailor submit a locally 

generated SPO form to the ship's Personnel Officer. 

e. Recover Visitor Cards. Visitor cards must also be recovered from anyone leaving the 

ship, so they can be reissued to another visitor. Technical representatives and other personnel from 

both government and industry who make repeated trips to ships can retain their Navy Cash cards 

for subsequent visits to other ships. 

12. NEGATIVE MASTERCARD® DEBIT OPEN-LOOP ACCOUNT BALANCES.

a. The amount of any negative balance in an open-loop account represents a debt to the 

U.S. Treasury funds pool. Even though the amount of that debt is not part of their accountability, 

the NCAO is responsible for collecting on that debt. 

b. A negative Mastercard® debit open-loop account balance can occur: 

(1) When ACH transactions are returned from an individual’s home bank or credit 

union account: nonsufficient funds (NSF), closed account, invalid account information, etc. 

(2) As a result of debit card purchases or ATM withdrawals ashore when there are 

not sufficient funds in a cardholder’s open-loop account. Possible causes include merchant 

holds, merchant without online authorization capability, transaction below merchant floor 

limit, network unavailable, etc. 

(3) When cardholders use their Navy Cash open-loop debit ashore, for cash 

withdrawals or retail purchases, the new balance in their open-loop account will be reflected 

ashore immediately, but will not be reflected on the ship until the next round-trip processing is 

completed between ship and shore. If they get back to the ship and check their open-loop 

account balance before this processing is completed, the Navy Cash Kiosk will show their old 

balance not their new balance. If they transfer money to their closed loop based on their old 

balance, their open-loop account will end up with a negative balance once all their transactions 

ashore and on the ship are fully processed. 

c. Representment. With automatic representment, if a cardholder’s ACH transfer request 

at the Navy Cash Kiosk is returned for NSF and the value of the returned transaction is $5 or more, 

the ACH transaction will automatically be represented up to two more times on successive pay 

days. With automatic representment, the majority of returned ACH transactions and resulting 

negative balances will be handled automatically. 

d. NCAO Actions 

(1) Review Reports Daily. Review Negative Balance Report and Returned Items 

Detail Report on a daily basis and take the necessary actions. 
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(a) Daily Negative Balance Report. Lists all Navy Cash Mastercard® debit 

open-loop accounts with negative balances. 

((1)) Representment Pending. If a cardholders account is negative the 

details of the pending representment are listed on the report immediately below the line of account 

data. The Disbursing Officer does not need to take any collection action (but can if the cardholder 

desires) on negative accounts for which details are listed, because representment actions are 

pending.

• If the ACH REPRESENTMENT COUNT = 0, the ACH request is scheduled to be 

represented for the first time on the date. 

• If the ACH REPRESENTMENT COUNT = 1, either the ACH request was represented 

on the date and is in the five-day waiting period, or the ACH request is scheduled to be 

represented for the second time on the date. 

• If the ACH REPRESENTMENT COUNT = 2, the ACH request was represented a 

second time on the date and is in the five-day waiting period. 

((2)) No Representment Pending. If the second automatic representment 

fails, no details are listed on the report below the account, because no further representments are 

pending. If someone’s account is negative because of Navy Cash card transactions not covered by 

automatic representment, no details are listed on the report below the account. The NCAO should 

initiate collection action immediately on all negative accounts for which no details are listed, 

because no representments are pending. 

((3)) Funds Held for Five Business Days. When a returned ACH transfer 

request is represented, the funds are not posted immediately but are held for five business days (7 

calendar days) to ensure the cardholder cannot use the funds until it is reasonably certain the 

represented transaction will not be denied and returned as well. The cardholder’s negative balance 

will continue to appear on the Daily Negative Balance Report until the five working day waiting 

period is over.

(b) Returned Items Detail Report. Assists in investigating negative 

balances. Provides details for transactions that were processed and returned for NSF or that were 

not processed and were returned because of invalid account information. Cardholders who appear 

on the report because of invalid account information should be contacted, so they can update their 

bank or credit union account information. 

(2) Notify Cardholder. Immediately notify via email (include the cardholder’s 

chain of command for second and third occurrences) any cardholder whose negative open-loop 

account appears on the report with no representment details. Once notified, cardholder shall report 

to the NCAO within two working days to establish how the cardholder’s Navy Cash balance will 

be restored to $0 or greater. 

(3) Disciplinary Action. NCAO will notify Chain of Command for appropriate 

actions.

(4) Collect on Negative Balance. For each negative balance listed on the Daily 

Negative Balance Report with no representment details, if no response is received from the 
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cardholder within 10 calendar days after the date of receipt of the pertinent negative balance 

report, the disbursing office will produce a DD 139 and present it to the Personnel Officer on the 

ship, who will apply a pay checkage (DS01) to the cardholder’s pay account. The Company Code 

for Navy Cash is D411179. 

(a) Cardholder Disputes Transaction. If a cardholder reports they have 

submitted a claim to dispute the transaction as unauthorized and does not want to make a payment 

to clear the negative balance until they have heard from the Treasury Agent bank about the results 

of the claim, the NCAO must contact the CSC and ask them to confirm whether or not the 

cardholder has an active dispute in process. 

(b) Delay Collecting on Negative Balance. If the cardholder does have a 

dispute in process, resolving the dispute can take 30 or more days. The NCAO may delay 

collecting on the negative balance for up to 45 days. If, after 45 days, the cardholder’s 

Mastercard® open loop debit account is still negative, the NCAO must contact the CSC again to 

confirm the dispute is still pending. 

((1)) If the claim has been processed and approved, the negative 

balance should clear shortly and drop off the negative balance report. 

((2)) If the claim has been denied, the cardholder must be notified to 

report to disbursing office to clear the negative balance. If the dispute is still in process, the 

Disbursing Officer may delay collecting on the negative balance for an additional 15 days, and 

then must repeat the process. 

((3)) The NCAO must let the cardholder know that Navy Cash access 

to their home bank or credit union account will remain blocked until the negative balance is 

cleared. The NCAO must not unblock access until the cardholder’s Mastercard® debit (strip) 

account balance is zero or positive. 

(c) Document Response Received from CSC. The Disbursing auditors from 

the Field Examination Group (FEG) look at the collection of negative account balances during an 

audit and report on the number of delinquent accounts that have negative balances that are more 

than 10 days old. To document the reason for delay in collecting on a negative balance for a 

cardholder disputing a transaction, retain a copy of the e-mails exchanged with the CSC indicating 

that a dispute is pending on file for inspection (if contacting the CSC by phone, request an e-mail 

response from them for retention). 

(5) Collection Options. There are several options available to collect on the 

amount of a negative account balance. The NCAO must ensure that a cardholder’s Navy Cash 

ACH access remains blocked until the negative balance is cleared. 

(a) Deposit Cash to Open Loop Account. NCAO can have the cardholder 

provide cash at the disbursing office and transfer the value directly to the cardholder’s 

open-loop account. 
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Closed- to Open-Loop Account Transfer. The NCAO can have the cardholder transfer any value 

on the closed to the open loop by escorting the cardholder to the Navy Cash Kiosk and verifying 

that the cardholder moves the funds. 

Change or Initiate Split Pay Option (SPO). The NCAO can ask the member to change or initiate 

SPO, which is transferred directly to the member’s open-loop account on pay day, to cover the 

amount of the negative balance. The NCAO cannot force this option on the member as it is 

voluntary.

Immediate Collection from Pay. The NCAO can initiate an immediate collection from pay to clear 

the amount of any negative Navy Cash balance. The Disbursing Officer may have an indebtedness 

posted to the cardholder’s military pay account by submitting a DD 139 to the Personnel Office on 

board the ship. The Company Code for Navy Cash is D411179. When DFAS-CL receives the 

information from the system, the debt will be reconciled with the Treasury Agent via a collection 

from the cardholder’s military pay account. This option is also appropriate for cardholders who 

have left the ship but are still in the service. 

Within Final 30 Days of Being Discharged. If a cardholder is within the final 30 days of being 

discharged from the Navy and has a negative balance, the Disbursing Officer’s only option is to 

have a “DS01” indebtedness posted to the cardholder’s military pay account prior to the 

cardholder’s separation date by submitting a DD 139 to the Personnel Office on board the ship. 

Out-of-Service Debt. Even if a member leaves the service before settling a negative account 

balance, the DFAS Directorate of Debt and Claims Management and the U.S. Department of the 

Treasury, Bureau of the Fiscal 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 United States 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. 

13. FUNDS TRANSFER. A member can plus up the electronic value on their Navy Cash card 

with cash, or refund at the disbursing office. Cash received in exchange for electronic credit on the 

Navy Cash card will be treated as public funds and maintained in the Disbursing Officer’s safe. 

All transactions will be recorded automatically on the Navy Cash server and added to the daily 

reports. In accordance with reference (c), all transactions will be manually recorded on the Daily 
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Cash Transaction Ledger, which will be kept in the safe.

14. REFUNDS.

a. When a crewmember is due a refund from a merchant, e.g., Ship’s Store or MWR, 

they must first obtain authorization, e.g., from the Sales Officer or MWR Officer, or a 

designated representative, on a standard, serialized, Navy Cash refund chit. In addition, the 

approving merchant will record the refund on the Refund Chit Log. The crewmember will 

then take the refund chit to the disbursing office and present it to the NCAO or the Navy Cash 

Deputy. 

b. The NCAO will retain one copy of all approved chits and the end of month reports 

summarizing all refunds. The original chits will be returned to the approving merchants for 

verification against the serialized logs.

15. FUNDS TRANSFER FROM CHIP.

a. A member can convert the electronic value on his/her Navy Cash closed loop to 

cash at the disbursing office. Transactions will be recorded automatically on the Navy Cash 

server and added to the daily reports. In addition, transactions will be recorded manually on 

the Daily Cash Transaction Ledger and kept in the safe.

b. When a member no longer requires a visitor card (e.g., checking off ship) the card 

shall be turned in to the disbursing office, and the value on the closed loop shall be returned to 

the member. The return date shall be entered on the Card Issue Log and the card shall be 

returned to the visitor card spare stock for re-issue. 

c. The Navy Cash Disbursing Application is designed to handle electronic value 

transfers from the closed loop on a customer’s Navy Cash card to the various Navy Cash 

accounts held by retail merchants on the ship, e.g., Wardroom, Chiefs Mess, Ship’s Store. 

Because these transactions represent electronic transfer of value, they are handled completely 

within the Navy Cash application and do not affect the Disbursing Office accountability or 

other responsibilities for funds. Similarly, transferring value at the Navy Cash Kiosks, e.g., 

from the closed loop on the Navy Cash card to the open loop, are handled within the Navy 

Cash application and do not affect the Disbursing Office accountability. 

16. INDICATE END-OF-DAY.

a. Completing the Indicate End-Of-Day (IEOD) function starts automatic system 

back-ups and begins a “round-trip” process that runs the batch file, connects through the 

ship’s communications systems to the Navy Cash shore facility, transfers all ship transactions 

to shore, generates and retrieves shore reports, retrieves updates from shore, and updates 

account data on ship and shore. The “Indicate End of Day” function ends all business 

transactions for that particular day, and the Navy Cash system begins recording all subsequent 

transactions for the next business day. 

b. Automatic EOD initiates the IEOD function automatically at a preset time. 

Originally developed to complete an EOD if no one from the disbursing office would be on 
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duty at the end of the business day, e.g., on the weekend, Automatic EOD is now mandatory. 

Automatic EOD ensures Navy Cash is closed out each business day and makes tracking down 

any problems like reconciliation and settlement much simpler. 

c. In setting up automatic EOD, the NCAO or Navy Cash Deputy must coordinate 

with Navy Cash merchants on the ship to determine the time to set for automatic EOD. The 

time selected should normally be after all merchants have closed out their operations for the 

day, in order to ensure all the transactions for the business day appear on the shore reports for 

that business day. For example, automated EOD should be set up at a preset time after the 

dinner meal, so that any Food Service sales receipts for the day are reported in that day’s 

reports. If transactions occur during EOD processing, some transactions may be posted to the 

next day's business and the next day's shore reports, and merchants need to be aware of this 

possibility.

d. There will be times when a manual EOD is still required. For example, if a 

particular EOD will also be the EOM close-out, the NCAO must initiate the IEOD function 

manually in order to check the "Indicate End of Month" block and send the EOM indicators to 

the Navy Cash back end ashore and close out Navy Cash business for the month. 

17. REPORTS.

a. The NCAO and other responsible individuals, e.g., Sales Officer, MWR Officer, 

Chief’s Mess Treasurer, etc., will compare the daily reports with reports from other existing 

systems to verify accuracy. Navy Cash generated reports state the collections that have been 

recorded to any particular activity. Therefore, the reports serve the same function to an 

accountable officer as a signed page in the NS 470 or a deposit ticket. 

b. Transaction reports will be generated for all enrolled merchants as requested. 

18. SAFE BANK TRANSACTIONS. 

a. The “Safe Bank Transaction” functionality enables the Disbursing Officer to make 

adjustments to the cash amount reported by the Disbursing Applications (i.e., the Navy Cash 

system on the ship) in the Disbursing Audit Summary Report (DASR). 

b. This functionality is used primarily during the “End-of-Month” process to reset the 

DASR back to a zero balance. In addition, this functionality can be used to make adjustments 

to the DASR when the cash amount reported in the DASR does not agree with the cash 

amount recorded in the Daily Cash Transaction Ledger, the amount shown on DD Form 2665 

in DDS or the amount of Navy Cash cash on hand. 

c. When an actual out-of-balance condition cannot be resolved, this adjustment 

procedure can be used, but only as a temporary fix to continue with the “End-of-Day” process. 

The NCAO must go back and complete all required actions for an out-of-balance condition, as 

stated in Chapter 6 of reference (a), to report any overage or underage. Contact the NAVSUP 
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FLC Fleet Support Group (FSG) points of contact for any assistance needed in clearing the 

discrepancy.

19. NETWORK OPERATIONS CENTER (NOC) SELECTION, NAVY CASH ROUND 

TRIPS, AND COMMUNICATIONS TROUBLESHOOTING,

a. Navy Cash is designed to exchange data with its shore component through multiple 

paths. To ensure maximum throughput, the Navy Cash server on the ship automatically 

switches among these paths, so that, if any one path is inoperable for any reason, data files will 

continue to flow without action on the part of the NCAO. Nonetheless, it is not uncommon for 

ships to experience temporary communication outages while they are underway.

b. Communications Troubleshooting. The NCAO should check the status of round 

trips on a regular basis via the Navy Cash website. If a pending batch is not completed within 

six hours, engage a ship’s IT and, together with the IT, go through the troubleshooting steps in 

the Communications Troubleshooting Guide in Section 5I. 

(1) Navy Cash Access Control List (ACL) statements must match the 

statements provided in the troubleshooting guide. In addition, verify that all NOC 

selections (paths) are responding to the FTP test instructions in the troubleshooting guide. 

If one of the NOCs times out or the connection closes at the remote host when 

performing the test, the IT should contact the NOC to find out why that IP is not 

connecting. A successful connection is indicated when the FTP test returns a prompt for 

a user name and password for that IP address. 

(2) To monitor the round-trip process, log on to the Navy Cash server and 

check the most current batch_process_summary.log file located in the 

Q:\files\navydata\log directory. If the batch is continuing to fail at Step 7 or Step 11, 

check the batch_process_details.log for timed-out or decrypt errors. If these errors exist, 

the ship’s IT should open a COMSPOT with the UARNOC or PRNOC, i.e., per the IP 

address the Disbursing Application is displaying at the top of the “NOC Selection” 

screen, along with the NOC the ship may currently be termed with due to location. Look 

for Navy Cash traffic, and see if there are errors or TCP resets causing the file to 

terminate transmission. 

(3) Once completed, the Navy Cash alteration or ship change became part of 

the ship’s configuration. The network switches or drops installed to enable Navy Cash 

servers, workstations, laptops, and devices to connect to the Navy Cash VLAN on the 

ship’s network became part of the ship’s network configuration, which is owned, 

operated, and maintained by the ship’s ITs. The primary responsibilities of the ship’s ITs 

in supporting Navy Cash operations are network and communications issues. Navy Cash 

servers, workstations, laptops, and devices are owned, operated, and maintained by the 

NCAO (Disbursing Officer) and the Navy Cash Deputy. 
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(4) The key to resolving communications issues is to work with the ship’s 

ITs. NIWC Systems Center Atlantic sent a NAVCYBERFOR, NAVSUP, PEO C4I, and 

SSC ATLANTIC coordinated message reiterating the responsibility of the ship’s ITs for 

supporting Navy Cash (NIWCSYSCEN ATLANTIC CHARLESTON SC 231102Z Feb 

16). Ships who’s ITs are engaged get communications issues and problems resolved 

more quickly, which ultimately affects customer service to the crew. The ITs are aware 

of LAN issues on the ship or fleet advisories sent by the NOCs. If the NOCs state there 

are no issues and no errors transmitting Navy Cash files, the NCAO should then contact 

the CSC via email at navycashcenter@frb.org. The CSC will assign a case number and 

engage the Navy Cash Technical Support team for further troubleshooting. 

20. PROCESS SPLIT PAY FILE.

a. To authorize the Split Pay Option (SPO), the member must sign a locally generated 

form, and an HM series FID must be generated via the Personnel Office onboard. All SPO 

payroll functions are accomplished between DFAS Cleveland and the Treasury Agent. 

b. 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; conversely, enrolling in 

Navy Cash does not automatically sign an individual up for SPO. To prevent SPO payroll 

payments from being rejected, the NCAO must ensure that individuals are enrolled in Navy 

Cash and their Navy Cash accounts are open before they sign up for SPO and that the name 

and SSN on the SPO enrollment form matches the name on the Navy Cash enrollment form. 

c. Should the Treasury Agent reject SPO payroll payments, e.g., for individuals that 

do not have Navy Cash accounts, the funds will be returned to DFAS Cleveland to be credited 

back to the individuals’ Master Military Pay Accounts (MMPAs). After every payday, the 

NCAO should review the rejected SPO payments report the Treasury Agent sends to the ship. 

The NCAO should then monitor the MMPA to see when the SPO payroll amounts have been 

credited back to these individuals’ accounts. 

d. In the event of a communications interruption around payday, the NCAO has the 

option to run a provisional 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 Cash 

system on the ship keeps the previous SPO payroll amounts as a part of each cardholder’s 

customer profile information and provides the NCAO the ability to update the SPO payroll 

amounts. Even when the Navy Cash system cannot communicate with the shore side, DFAS 

Cleveland will still send the actual Navy split pay file to the Navy Cash back end ashore for 

processing. When communications are restored, the Navy Cash system synchronizes the openloop accounts between ship and shore. The provisional split pay files will be sent from ship to 

shore as a part of the normal end-of-day processing, and the Navy Cash system will reconcile 

open-loop accounts on the ship so they reflect the correct balances. 

21. VENDORS.
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-33

a. Money Exchange by Vendors in a Foreign Port 

(1) When a ship pulls into a port, the NCAO will issue the vendors portable 

POS devices, each set to one of the transient merchants (i.e., Husbanding Agent, Foreign 

Concessionaire, College Courses, College Books, and Miscellaneous Events) and using a 

separate operator ID number for each operator. The vendor will use the POS to record all 

Navy Cash transactions and collect value from the cardholders’ Navy Cash cards in 

exchange for foreign currency. The vendor will also maintain a currency exchange log and 

record each transaction. The NCAO will provide the vendor a sufficient number of copies 

of the log. 

(2) At the end of each day or at the end of the port visit, the vendor will bring 

the POS and the currency exchange logs back to the disbursing office. The NCAO or 

Deputy will download the information contained on the POS to the Navy Cash server. 

Once the reports generated by the Navy Cash system and the vendor’s currency exchange 

logs are reconciled, the NCAO will cut an exchange for cash remittance check to the 

vendor for the amount of the money exchanged.

b. Concessionaire Sales by Vendors in a Foreign Port

(1) The Sales Officer will check out hand-held battery-operated POS devices 

for each vendor, using a separate operator ID for each operator. The vendor will be 

responsible for this device and use it to record all Navy Cash transactions and collect value 

from the cardholders’ Navy Cash cards. The vendor will also maintain concessionaire 

number control logs and SS-141 forms and record each transaction. The NCAO will 

provide the vendor a sufficient number of copies of the log.

(2) At the end of each day or at the end of the port visit, each vendor will bring 

the POS and all appropriate paperwork back to the Sales Office. The Sales Officer will 

download the POS sales information to the Navy Cash server. Once the reports generated

by the Navy Cash system and the vendor’s SS-141s and control logs are reconciled, the 

NCAO will cut an exchange for cash remittance check to the vendor for the amount due the 

vendor. 

22. NAVY CASH QUARTERLY CASH VERIFICATION. 

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, blank card stock, and the like, will be verified in the same manner as 

prescribed within the DoD FMR, Volume 5, Appendix A, Quarterly Verification of Cash and 

Other Assets.

b. The cash verification board will use the Daily Cash Transaction Ledger as well as 

the Disbursing Transactions Detail Report to substantiate all funds being held on DD Form 

2665.
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-34

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 NCAO 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.

d. The CVT shall verify that the Daily Cash Transaction Ledger(s) and Disbursing 

Transactions Detail Report (sorted by operator) are retained with each DD Form 2665 and that 

the Monthly Transaction Summary Report (shore report summarizing merchant figures for 

month), EOM Summary Report, SF 215s / 5515s, and complete DD Form 2665 packages for 

each day of month are retained as part of monthly financial returns.

e. The CVT shall verify all Navy Cash card stock by count against the Bulk Card Log, 

and an entry shall be make in the Bulk Navy Cash Card Log to document the audit. The CVT 

shall also check the expiration dates on the cards. The NCAO shall collect and destroy any 

cards that have expired or will soon expire. 

f. The CVT shall verify that the account balances for the Navy disbursing office 

merchant card and all generic private merchant cards not currently assigned to and in use by a 

Navy Cash merchant are zero (both closed and open loop) and review the disposition of 

deposits, withdrawals, or transfers made with the disbursing office merchant card and those 

generic private merchant cards since the last quarterly cash verification (see reference (c), 

Section 5E paragraph 22, Navy Cash Quarterly Verification).

g. Card Reports. The CVT will generate card reports for all Navy Cash Disbursing 

Application users (see reference (c), Section 5E, paragraph 10, Card Report). The card reports 

will be used to verify that no unauthorized deposits or other unauthorized transactions were 

made to their accounts since the last quarterly cash verification. Transactions should also be 

reviewed on the Navy Cash website. 
Section 5D – Documentation Resources NAVSUP Pub 727 Part 2

S5B-35

Reason for 

Negative Balance

Guidelines1for Negative Navy/Marine Cash Open-Loop Account Balances

First Occurrence Second Occurrence Third Occurrence

Returns from Home 

Account Requests 2

System temporarily blocks access to DDA until 

negative balance is corrected.3 Disbursing 

Officer has discretion to unblock access 

Options:

• Counseling from Disbursing Officer on 

managing Navy Cash accounts more 

effectively 

• Disbursing Officer has discretion to reduce 

daily max limit down from $400 for 30 days4. 

• If willful negligence or fraud suspected, NonJudicial Punishment (NJP) or court-martial 

under Article 92 of Uniform Code of Military 

Justice (UCMJ)

System temporarily blocks access to DDA until 

negative balance is corrected.3 Disbursing Officer 

has discretion to unblock access

Options:

• Counseling from Disbursing Officer on 

managing Navy Cash accounts more 

effectively

• Notify member of second occurrence via 

member’s chain of command

• Disbursing Officer has discretion to reduce 

daily max limit from previous limit for 60 days

• Block access to DDA for 30 days 

• If willful negligence or fraud suspected, NJP or 

court-martial under Article 92 of UCMJ 

System permanently blocks access to DDA.3

Disbursing Officer has discretion to unblock 

access

Options:

• Notify member of third occurrence via 

member’s chain of command

• Block (suspend) Navy Cash accounts 

indefinitely 

• Confiscate Navy Cash card; provide visitor 

card funded only via cash or SPO

• If willful negligence or fraud suspected, NJP 

or court-martial under Article 92 of UCMJ 

ATM and Point-ofSale Purchases 

Ashore 5

Options:

• Counseling from Disbursing Officer on 

managing Navy Cash account more 

effectively 

• If willful negligence or fraud suspected, NJP 

or court-martial under Article 92 of UCMJ 

Options:

• Counseling from Disbursing Officer on 

managing Navy Cash accounts more 

effectively

• Notify member of second occurrence via 

member’s chain of command

• Block (suspend) Navy Cash account 30 days

• If willful negligence or fraud suspected, NJP or 

court-martial under Article 92 of UCMJ 

Options:

• Notify member of third occurrence via 

member’s chain of command

• Block (suspend) Navy Cash account 60 

days

• Confiscate Navy Cash card; provide visitor 

card funded only via cash or SPO

• If willful negligence or fraud suspected, NJP 

or court-martial under Article 92 of UCMJ 

1

 Several options are presented for each reason an open-loop account balance might go negative. Actual action taken is at discretion of cardholder’s chain of command. 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. 

2

 ACH transactions returned from cardholder’s DDA account, i.e., home bank or credit union, resulting in a negative balance. Reasons for returned transactions include: 

nonsufficient funds (NSF) in cardholder’s account, closed account, invalid account information, etc. 

3

 ACH access automatically blocked when ACH return received and open-loop account goes negative. If NSF and balance restored to $0 or greater, block is removed in first two 

instances of NSF returns. ACH block remains in place on receipt of third NSF return. If non-NSF return received, ACH access remains blocked until banking info updated.

4

 For first occurrence, reduction based on graduated access limits determined by rate/rank: E1–E2 $50, E3–E4 $75, E5–E6 $100, E7 and above $200. For second occurrence: E1–E2 

$10, E3–E4 $25, E5–E6 $50, E7 and above $100. For third occurrence, access to DDA blocked indefinitely. 

5

 Debit card purchases or ATM withdrawals ashore that cause the open-loop account to go negative. Possible causes include merchant holds, merchant without online authorization 

capability, transaction below merchant floor limit, network unavailable, etc. 
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-36

CHECKLISTS

Pre- and Post-Deployment Service Call Checklist ....................................................................37

Custody of Navy Cash Equipment Checklist.............................................................................37

Checklist for Recurring Navy Cash Tasks.................................................................................41

Navy Cash Pre-Audit/Turnover Checklist.................................................................................43

Cash Verification Team (CVT) Navy Cash Checklist...............................................................43
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-37

Pre- and Post-Deployment Service Call Checklist

POSs and CADs

How many POSs (including spares) do you have?

How many of that number are spares?

Do all POSs (including spares have SAM chips? Yes No

How many CADs (including spares) do you have?

Do all CADs (including spares) have SAM chips? Yes No 

How many spare SAMs (not in spare CADs/POSs) do you have?

How many card reader cleaning cards do you have in stock? (if 

applicable)

Navy Cash Cards

How many instant issue cards do you have in stock?

How many visitor cards do you have in stock?

How many card ledgers (small booklet for tracking transactions to give 

out with Navy Cash cards) do you have in stock?

How many plastic card holders do you have in stock?

How many anti-static card protectors do you have in stock?

System Maintenance

Do you have a complete set of PMS cards for your Navy Cash system? 

(if applicable) Maintenance Index Page (MIP) 6541 series refers

Yes No 

Do you have any damaged or malfunctioning Navy Cash equipment? If 

so, please provide details.

Yes No 
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-38

System Administration

What version of the Navy Cash SOP do you have?

Do you have a copy of the Navy Cash Maintenance CD? Yes No 

Please list any Navy Cash discrepancies noted on the last audit, if applicable.

Preparing for Service Call

Will there be any Engineering Drills which will involve securing the ship’s 

power during the time period for your groom?

Yes No 

Please provide location of ship at scheduled time for groom (shipyard, dry dock, pierside)

Please provide rank/rate, name, phone, and fax number of the ship’s Security Manager (for visit 

request and access to the ship.
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-39

Custody of Navy Cash Equipment Checklist 

Item Location Operational

Server Disbursing Office Yes No

Monitor/Display Disbursing Office – Server Yes No

Client Desktop with POS Disbursing Office Yes No

Monitor/Display Disbursing Office – Client Desktop Yes No

Client Laptop with POS Disbursing Office Yes No

Client Laptop with POS Troop Disbursing Office Yes No

Client Desktop with POS Sales Office Yes No

Monitor/Display Sales Office – Client Desktop Yes No

Client Laptop Post Office Yes No

Navy Cash Kiosk Disbursing Passageway Yes No

Router Disbursing Passageway – Kiosk Yes No

Kiosk Troop Training – Gym – Left Yes No

Router Troop Training – Gym – Left – Kiosk Yes No

Kiosk Troop Training – Gym – Right Yes No

Kiosk Ship’s Store Passageway Yes No

Router Ship’s Store Passageway – Kiosk Yes No

Point of Sale (POS) Device Ship’s Store – Nearest to door Yes No

POS Device Ship’s Store Yes No

POS Device Food Service Office Yes No

POS Device MWR Yes No

POS Device CPO Mess Yes No

POS Device Wardroom Mess Treasurer’s Office Yes No

POS Device Post Office Window #1 Yes No

POS Device Post Office Window #2 Yes No

POS Device Post Office Window #3 Yes No

CAD Vending Room – Soda #1 Yes No

CAD Vending Room – Soda #2 Yes No

CAD Vending Room – Soda #3 Yes No

CAD Vending Room – Soda #4 Yes No

Router Vending Room Yes No

CAD Hangar Bay – Soda #5 Yes No
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-40

Item Location Operational

CAD Hangar Bay – Soda #6 Yes No

CAD Hangar Bay – Soda #7 Yes No

CAD Disbursing Officer Passageway – Soda #8 Yes No

CAD Food Service Office Passageway – Soda #9 Yes No

CAD Vending Room – Candy #1 Yes No

CAD Vending Room – Candy #2 Yes No

CAD Troop Training – Candy #3 Yes No

Spare POSs Disbursing Office – Quantity = 10 spare POSs Yes No

Spare Cables for POSs Disbursing Office – Quantity = 10 spare cables Yes No

Spare CADs Sales Office – Quantity = 8 spare CADs Yes No

Kiosk Spare Card Readers Disbursing Office – Quantity = 2 spare card readers Yes No

Kiosk Spare Motherboard Disbursing Office – Quantity = 1 spare motherboard Yes No

Kiosk Spare EPROMs Disbursing Office – Quantity = 1 spare EPROM Yes No

Kiosk Flash Cable Disbursing Office – Quantity = 1 Kiosk flash cable Yes No

Spare Router Disbursing Office – Quantity = 1 spare router Yes No

Spare SAM Chips Disbursing Office – Quantity = 7 spare SAMs Yes No

Card Reader Cleaning Card Disbursing Office – Quantity = 4 boxes Yes No

____________________________ _________ ___________________________ _________

Relieved Disbursing Officer Date Relieving Disbursing Officer Date

Exceptions

Navy Cash Kiosk Troop Training – Gym – Left. Trouble call placed with 

CSC 26 Nov 200X. Case # 98314 assigned. Troubleshooting help 

provided by SAIC. Failed card reader identified. Failed reader 

(serial # A78230200) shipped to SAIC certified or registered USPS 

(tracking # 1Z 999 999 99 9999 999 9) on 28 Nov 20XX. Replacement in 

transit to ship. 

CAD with transactions stuck in queue. Trouble call placed with CSC on 

17 Nov 200X. Case # 98298 assigned. CSC provided troubleshooting 

help. Stuck transactions could not be downloaded. CAD (serial # 

1604001541) shipped via certified or registered USPS (tracking # 1Z 

999 999 99 9999 999 9) to SAIC on 19 Nov 20XX. 
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-41

Checklist for Recurring Navy Cash Tasks

Task SOP1 Daily Weekly Monthly As 

Required

Opening Business Each Day

Log On. Log on to Navy Cash application S5E X

Check EOD. Use Navy Cash Website to check the 

status of previous End of Day (EOD) Report, or check 

IEOD icon on Node 1 or Node 2.

S5E X

Verify Shore Reports. Verify ROM, Post Office, and 

other merchant daily returns with EOD reports from 

shore. Distribute copies as needed.

S5E X

Open Daily Navy Cash Transactions Ledger.

Maintain ledger for cash transactions in Disbursing 

Office if business is conducted.

S4 & 

S6 X

Check Negative Balances. Review Negative Balance 

Report, if no representments pending, use options 

available to collect on that debt.

S4, 

S5E, 

& S5I

X

Closing Business Each Day

Close Daily Navy Cash Transaction Ledger. Close 

out ledger for cash transactions in NCAO S5E X

DD 2665. Maintain Daily Statements of Accountability 

in accordance with D0D FM Form Vol 5. S5I X X

If needed, initiate EOD. Ensure Automatic Indicate 

End of Day (IEOD) function on Navy Cash Application 

initiated each day.2

S5B & 

S5E X

Verify Server Reports. Review EOD merchant 

reports from server. Distribute copies as needed. S5E X

Log Off. Log of the Navy Cash Application. S5E X

1 References are to Navy Cash SOP Part 2 Version 3.0 section.

2 Automatic EOD initiates IEOD function at present time each day and is mandatory. There are times when manual 

EOD takes precedence over automatic EOD, e.g., at EOM or when appropriate to meet operational requirements.
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-42

Task SOP3 Daily Weekly Monthly As 

Required

Opening Business Each Day

Review Unmatched Chip to Chip. Review Automated 

Chip to Chip Corrections Report on a daily basis and 

restore value to visitor cards listed on report.

S5E X

Unused Card Stock. Return unused working stock for 

audit and inventory. Record return and results of 

audit/inventory on Bulk Navy Cash Card Log.

S5B & S2 X X

Review Personnel Transfers. Review pending 

transfers/discharges with Personnel. Settle Navy Cash 

accounts.

S4, S5B, 

S5E X

Reboot Server. Reboot each node of server to reset 

default operational parameters and minimize memory use. 

This is an automated task that runs every Saturday.

S5E X

EOM Closeout. Initiate EOM closeout and reporting for 

Vending, Ship’s Store4, Disbursing, Food Service, and 

Marine Disbursing (if embarked). (Start process at least 

five working days prior to end of the month.5)

S3 & S5J X X

6

Safe Bank Transactions. Conduct Safe Bank 

Transaction. S5E X X

5

EOM Summary Report. Successful processing of EOD 

round trip ashore sends EOM shore reports. Use EOM 

Summary Report to report Disbursing, Sales, and Food 

Service numbers. 

S3 & S5E X X

5

Operator IDs. Review list of configured operators to verify 

operators who have been relieved, transferred, separated, 

or discharged have been deleted.

S5E X X

Website IDs. Log in to CIR, and Navy Cash websites 

monthly to keep accounts active. S5J X

PMS. Perform preventative maintenance in accordance 

with schedule. (if applicable) MIP 6500 Series applies to 

Navy Cash.

See 3-M 

Coordinator X

Bulk Card Log. Maintain Bulk Navy Cash Card Log.7 S2 X X

Card Issue Log. Maintain Navy Cash Card Issue Log. S5B & S2 X

Card Working Stock. Issue card working stock. S5B & S2 X

Quarterly Cash Verification. Audits Navy Cash 

funds/card stock, balances for disbursing and generic 

private merchant cards, and disposition of funds. Retain 

copy of CVT report and all enclosures on file for 

inspection.

S4 & S5B Conducted Quarterly

3 References are to Navy Cash SOP Part 2 Version 3.0 section.

4 See guidance in SOP regarding Vending and Ship’s Store. Done individually for each vending machine having a 

Navy Cash CAD and for the Ship’s Store.

5 To make certain 1219 is submitted on time, Navy Cash must be closed out prior to 2100Z on the 27th of each 

month, if the 27th falls on a weekend or holiday, on the business day prior.

6 Normally conducted monthly and at turnover of Disbursing/Sales Officer.

7 All Navy Cash cards held by NCAO shall be inventoried every 30 days and a note entered into the Bulk Card Log.
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-43

Navy Cash Pre-Audit/Turnover Checklist

Tasks SOP 

Reference Yes No

Letters of Authority

Has a Navy Cash Accountable Officer been appointed? S4 1.1

Has the Navy Cash Accountable Officer appointed Navy Cash Agent/Deputy on a DD 

Form 577 delineating what his or her responsibilities? S4 1.1.2

Internal Procedures and Controls

Has Commanding Officer set up internal procedures and controls for Navy Cash? S4 2.2.3.7

Custodial Responsibilities

Are Navy Cash cards kept in a safe or a secure container? S2 1.3

Are Navy Cash cards in custody of NCAO or designated agents/deputy? S2 1.2

Is the Bulk Navy Cash Card Log in agreement with actual card count? S4 2.1.3.4

Are cards inventoried every 30 days and an entry made in the Bulk Log? S2 1.3.3

Is Navy Cash Card Issue Log being maintained — does 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? 

S2 1.4.1

Are unissued cards being returned to the NCAO, or designated representative weekly 

for audit? S2 1.3.1

Are merchant cards not currently assigned kept in safe or secure container? Was 

balance of merchant cards (closed and open loop) in custody of NCAO confirmed as 

zero? Was merchant card PIN changed at turnover? 

S3 3.1.1

S4 2.3.2.1(B)

S1 4.2.2

Ensure Is there an Application Form FS 2888 on file for each Accountable Official 

 w Official issued a Navy Cash merchant card with a linked bank account. S3 3.0 S3 3.0

Custody of Spare POSs and CADs

Are spare POSs and CADs being kept in a safe or in a secure space? S4 2.1.3.2

Are POSs or CADs that have transactions still stored in them being kept in DDO’s 

safe? 

S4 2.1.3.1

S4 2.1.3.2

Navy Cash Disbursing Application

Is the DO assigning individual Access Rights as appropriate? S5E 27

Are passwords changed every six months and recorded in a locally prepared log? S5E 27d(6)

Are Daily Cash Transaction Ledgers being closed out daily and compared to the 

DASR and Disbursing Transactions Detail Report (sorted by operator)? S5E 16d(4)
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-44

Cash Verification Team (CVT) Navy Cash Checklist

Tasks SOP 

Reference Yes No

Funds

Navy Cash funds by actual count: $ 

Ensure funds agree with Disbursing Accountability Summary Report (DASR) S5E 16e

Ensure Daily Cash Transaction Ledger(s) is (are) being closed out daily, and 

compared to the DASR and Disbursing Transactions Detail Report S5E 16e2

Are Daily Cash Transaction Ledger totals posted on daily Disbursing 

Accountability Report(s)? S5E 6

Are Daily Cash Transaction Ledger and Disbursing Transactions Detail 

Report (sorted by operator) being retained with the daily Disbursing 

Accountability Report (s)?

S5E 6e

Ensure, EOM Summary Report, and complete Disbursing Accountability 

report packages for each day of month are retained as part of financial retains S4 2.3.1

Generate and print Transaction History for Disbursing Office merchant card 

and generic merchant cards using cardholder website to confirm open- and 

closed-loop balances are zero. Review disposition of funds since last CVT. 

S4 2.3.2.1B4

Generate card reports for all Navy Cash Disbursing Application users (see 

S5E, paragraph 10, Card Report) and verify that no unauthorized deposits 

were made to their accounts since the last quarterly cash verification

S4 2.3.3

Navy Cash Cards

Inventory all unissued Navy Cash cards (bulk and working stock to ensure 

that custody of cards is properly maintained

Ensure Bulk Navy Cash Card Log agrees with actual card count. Use Bulk 

Card Log to verify working stock returned weekly for audit/inventory.

S2 1.3.1

Ensure there is an Application Form FS 2888 on file for each Accountable 

Official who has been issued a Navy Cash merchant card with a linked 

bank account

S3 3.0

Ensure Navy Cash cards are kept in a safe or a secure container S2 1.4.2

Check random sample of turned-in visitor cards (at least 10 cards) to verify 

there are no residual funds on the card, i.e., the closed-loop balance is zero. S2 1.2.2
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-45

Cash Verification Team Navy Cash Checklist (continued)

Tasks SOP 

Reference Yes No

Spare POSs

Ensure spare POSs are being kept in a safe or in a secure space. S4 2.1.3.1

Ensure POSs that have transactions still stored in them are being kept in the 

Navy Cash Accountable Officer’s (NCAO) safe. S4 2.1.3.1

Navy Cash Disbursing Application

Verify Disbursing Application users are assigned to appropriate user group. S5E 27a

Check locally generated and maintained password change log to verify that 

passwords are being changed every six months S5E 27d(6)

Ensure refunds processed in Disbursing Office are being authorized by 

Sales/MWR/Food Service Officer. 

S5E 17a(6)

S5E 18b

.

Is the NCAO reviewing the monthly reports for missing enrollment forms (DD 

2887)? Is the NCAO taking appropriate action? S5E 13j (6k)

Review EOD Report to verify mandatory Automatic EOD is performed at 

end of each business day (manual EOD may take precedence at EOM, etc.). S5E 16e(2)

Ensure the NCAO is reviewing Daily Negative Balance Report daily. S4 2.2.3.3

Review Daily Negative Balance Report to verify there are no aged negative 

balances over 60 days old. S4 2.2.3.2

Review Daily Negative Balance Report to verify collection action is 

initiated on negative balances with no representments pending within 10 

days of receipt of Report.

S4 2.2.3.2

Ensure personnel office is providing Disbursing Office with names of those 

personnel who will be transferred or discharged within the next 30 days. S4 2.5

Ensure Safe Bank Transactions Report is being zeroed out at end of month. S5E 16f(3)(b)
NAVSUP Pub 727 Section 5B – Documentation Resources

S5B-46

REPORTS TABLE OF CONTENTS

Daily Merchant Settlement Transaction Detail Report.......................................................... 47

Daily MWR Transaction Detail Report ................................................................................. 48

Daily Ship’s Store Transaction Detail Report ....................................................................... 49

Daily Wardroom Mess Transaction Detail Report ................................................................ 50

Daily Vending Soda Transaction Detail Report .................................................................... 51

Daily Refund Report by Sales Activity ................................................................................. 52

Daily Transaction Summary Report ...................................................................................... 53

Daily Blocked Account Report – Shore Report..................................................................... 54

Monthly Transaction Detail Report ....................................................................................... 55

Monthly MWR Transaction Detail Report ............................................................................ 56

Monthly Wardroom Mess Transaction Detail Report ........................................................... 57

Monthly End of Month Summary Report.............................................................................. 58

Merchant Sales Summary Report and Daily/Weekly Meter Register Report....................... 59

Ship’s Store Profits Transfer to MWR Navy Cash End of Month Summary Report............ 60

SPO Payroll Report – Ship Report......................................................................................... 62
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-47

Daily Merchant Settlement Transaction Detail Report
NAVSUP Pub 727 Section 5B – Documentation Resources

S5B-48

Daily MWR Transaction Detail Report
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-49

Daily Ship’s Store Transaction Detail Report
NAVSUP Pub 727 Section 5B – Documentation Resources

S5B-50

Daily Wardroom Mess Transaction Detail Report
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-51

Daily Vending Soda Transaction Detail Report
NAVSUP Pub 727 Section 5B – Documentation Resources

S5B-52

Daily Refund Report by Sales Activity
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-53

Daily Transaction Summary Report
NAVSUP Pub 727 Section 5B – Documentation Resources

S5B-54

Daily Blocked Account Report – Shore Report
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-55

Monthly Transaction Detail Report
NAVSUP Pub 727 Section 5B – Documentation Resources

S5B-56

Monthly MWR Transaction Detail Report
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-57

Monthly Wardroom Mess Transaction Detail Report
NAVSUP Pub 727 Section 5B – Documentation Resources

S5B-58

Monthly End of Month Summary Report
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-59

Merchant Sales Summary Report and Daily/Weekly Meter Register Report 

Run Date/Time: 05/12/2010 17:00:00 GMT

Merchant Sales Summary Report

Location: Rxxxxx

Report Parameters: 

 Start Date: 05/06/2010 00:01:00 

 End Date: 05/12/2010 17:00:00 

Merchant Name Merchant ID Sales Refunds Total Count

----------------------------- ------------------ -------------- --------------- --------------- --------------

GENERAL MESS – FOOD 800000003675 0.00 0.00 0.00 0

POST OFFICE – METERED MAIL 800000003699 100.00 0.00 100.00 10

SHIP STORE #1 800000003701 0.00 0.00 0.00 0

VENDING SODA VMSODA0000000001 0.00 0.00 0.00 0

VENDING STORE ITEMS VMCAND0000000001 0.00 0.00 0.00 0

WARDROOM MESS – FOOD 800000003695 0.00 0.00 0.00 0

----------------------------- ------------------ -------------- --------------- --------------- --------------

Totals 100.00 0.00 100.00 10

REGISTER REPORT ARC PB#######

MAY 12 10 17:00P

ASCENDING REGISTER $100.00

DESCENDING REGISTER $4900.00

CONTROL SUM $5000.00

METER PIECE COUNT 10

PIECES 10

VALUE $100.00

Postal Clerk 5/12/2010

POSTAL CLERK SIGNATURE DATE 

Postal Officer 5/12/2010

POSTAL OFFICER SIGNATURE DATE 

Postal Clerk and Postal Officer 

will sign and date the report 

(does not have to be typed in). 

Postage Meter Register Report will be 

printed after close of business on 

Wednesday. Then it will be affixed to 

the Merchant Sales Summary Report. 

Report will be run after the close 

of postal business on 

Wednesday.

Report is from Thursday (week prior) at 00:01 

through the close of postal business on 

Wednesday.
NAVSUP Pub 727 Section 5B – Documentation Resources

S5B-60

Ship’s Store Profits Transfer to MWR Navy Cash End of Month Summary Report
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-61

Disbursing Accountability Detail Report
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-62

SPO Payroll Report – Ship Report
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-63

FORMS TABLE OF CONTENTS

Sample Foreign Concessionaire Sales Reconciliation Form ................................................. 64

Sample DD Form 577, Sample DD Form 577, Navy Cash Accountable Officer ................. 65

Sample DD Form 577, Sample DD Form 577, Navy Cash Deputy ...................................... 66

Sample SF Form 1034 to Support Transfer of Funds from Ship’s Store Profits to MWR.... 67

Split Pay Option Enrollment/Disenrollment Form ................................................................ 68

Authorization to Disclose Information Related to Stored Value Account ............................ 69

FS Form 2887 - Application Form for U.S. Department of the Treasury 

 Stored Value Card (SVC) Program................................................................................ 70

FS Form 2888 - Application Form for U.S. Department of the Treasury 

 Accountable Official Stored Value Card (SVC)........................................................... 71

FS Form 2889 - U.S. Department of the Treasury Stored Value Card 

 Contractor Agreement................................................................................................... 72

Navy Cash Fraud Transaction Dispute Form......................................................................... 73

Sample Cash Collection Voucher ......................................................................................... 75
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-64

Sample Foreign Concessionaire Sales Reconciliation Form

Foreign Concessionaire Sales Reconciliation Form

Ship Name:

Vendor:

NEX / Ship Commission: %

Navy Cash Sales: $

Cash Sales: $

Credit Card Sales: $

Check Sales: $

Sub Total: $

Less Commission NEX / Ship: $

Net Due Vendor: $
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-65

Sample DD Form 577, Navy Cash Accountable Officer
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-66

Sample DD Form 577, Navy Cash Deputy
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-67

Sample SF Form 1034 to Support Transfer of Funds from Ship’s Store Profits to MWR
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-68

Split Pay Option Enrollment/Disenrollment Form

NAVY CASH SPLIT PAY OPTION

ENROLLMENT/DISENROLLMENT FORM

NAME (Last, First, MI) SSN DIVISION PHONE

Check the appropriate box and initial when responding to the following statements INITIALS

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 Yes No

I request my SPO be stopped Yes No

I request the indicated amount be deducted from my DDS EFT payment every payday $

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 per payday amount and not a monthly amount.

SIGNATURE DATE

DISBURSING OFFICE USE ONLY

STARTS STOPS

DATE DDS EFT STARTED HMO2 DATE

HMO1/HMO4 DATE LAST SPO PAYDAY DATE

AMOUNT OF SPO (PER PAYDAY) DATE DMO DATABASE UPDATED

FIRST SPO PAYDAY DATE

DATE DMO DATABASE UPDATED

REMARKS

SIGNATURE DATE
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-69

Authorization to Disclose Information Related to Stored Value Account
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-70

FS Form 2887 - Application Form for U.S. Department of the Treasury 

Stored Value Card (SVC) Program
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-71

FS Form 2888 - Application Form for U.S. Department of the Treasury 

Accountable Official Stored Value Card (SVC)
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-72

FS Form 2889 - U.S. Department of the Treasury

Stored Value Card Contractor Agreement
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-73

Navy Cash Fraud Transaction Dispute Form
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-74
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-75

Sample Cash Collection Voucher
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-76

LOGS, LEDGERS AND ROSTERS

Bulk Navy Cash Card Log..................................................................................................... 77

Navy Cash® Daily Cash Transaction Ledger......................................................................... 78

Navy Cash® Refund Chit ....................................................................................................... 79

Navy Cash® Merchant Refund Log ....................................................................................... 80

Navy Cash® Card Issue Log .................................................................................................. 81

Navy Cash® Standard Merchants — CG, DDG, LPD, LSD, AS —

 Accountable Officials, Cards, And Enrollment Forms...................................................... 82

Navy Cash® Standard Merchants — ESB —

 Accountable Officials, Cards, And Enrollment Forms...................................................... 84

Navy Cash® Standard Merchants — LHA, LHD, LCC — Accountable Officials, 

 Cards & Enrollment Forms................................................................................................ 89

Navy Cash® Standard Merchants — CVN — Accountable Officials, 

 Cards & Enrollment Forms................................................................................................ 92
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-77

Bulk Navy Cash Card Log

CARD TYPE _____________________

(Instant Issue, Embossed Permanent, or Visitor)

Date

Beginning 

Card Serial 

Number

Ending 

Card Serial 

Number

Number of 

Cards 

Returned

Number of 

Cards 

Issued for 

the day

Number of 

Cards 

Remaining

Signature for Cards / 

Signature for 

Verification of 

Inventory
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-78

Navy Cash® Daily Cash Transaction Ledger

DATE

CLOSED LOOP OPEN 

LOOP PRINT

CARDHOLDER 

NAME

LAST FOUR 

OF SSN

CARDHOLDER

CASH- SIGNATURE

TOCLOSED

CLOSEDTO-CASHCASHTO-OPEN

TOTAL CASHTO-CLOSED LOOPTOTAL CLOSED LOOP TOCASHTOTAL CASHTO-OPEN LOOPNET SUM FOR CASH 

TRANSACTIONS
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-79

Navy Cash® Refund Chit

NAVY CASH REFUND CHIT

MERCHANT NAME: SERIAL NUMBER: 

ISSUED TO: DATE ISSUED: 

REASON FOR REFUND: 

REFUND AMOUNT: SIGNATURE OF APPROVAL AUTHORITY: 

DATE PAID: SIGNATURE OF DISBURSING OFFICER: 

DATE RECEIVED: SIGNATURE OF RECIPIENT: 
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-80

Navy Cash® Merchant Refund Log

Serial 

Number Name Date Issued Amount Reason For Refund

Date 

Cleared
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-81

Navy Cash® Card Issue Log

I agree to be bound by the provisions of the Navy Cash, Marine Cash, and Navy Cash Visitor Card Cardholder Agreement.

Issue

Date 

Card 

Number Name SSN 1 Signature Issued By /Destroyed By

Return

Date 

Destruction

Witnessed By Date

1 Note: Enter last four digits of SSN. Enter last four digits of card number for instant issue/embossed cards and entire card sequence number for visitor cards.
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-82

Sample Rosters of Navy Cash® Merchants Activated

Navy Cash® Standard Merchants — AS, CG, DDG — Accountable Officials, Cards, And Enrollment Forms 

MERCHANT NAME

ACCOUNTABLE OFFICIAL 

(AO)

PHONE

EMAIL ADDRESS NAME ON ACCOUNT ROUTING 

NUMBER

ACCOUNT 

NUMBER

AO ENROLLMENT FORM AND 

MERCHANT CARD

LINE OF ACCOUNTING (LOA) MERCHANTS

NAVY DISBURSING Settles to LOA only Yes. Signed?____ Issued?____

GENERAL MESS - FOOD Settles to LOA only Card not required - not issued

GENERAL MESS -

SURCHARGES

Settles to LOA only Card not required - not issued

HANGAR BAY SALES Settles to LOA only Card not required - not issued

SHIP STORE Settles to LOA only Card not required - not issued

SSPN TRANSFER TO MWR Settles to NAVY MWR only Card not required - not issued

UNCLAIMED FORFEIT Settles to LOA only Card not required - not issued

UNCLAIMED TREASURY Settles to LOA only Card not required - not issued

VENDING SODA Settles to LOA only Yes. Signed?____ Issued?____

VENDING STORE ITEMS Settles to LOA only Yes. Signed?____ Issued?____

TRANSIENT MERCHANTS

COLLEGE BOOKS Settles to Navy Disbursing STRIP account only Card not required - not issued

COLLEGE COURSES Settles to Navy Disbursing STRIP account only Card not required - not issued

FOREIGN CONCESSIONAIRE Settles to Navy Disbursing STRIP account only Card not required - not issued

HUSBANDING AGENT Settles to Navy Disbursing STRIP account only Card not required - not issued

MISC EVENTS Settles to Navy Disbursing STRIP account only Card not required - not issued
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-83

PRIVATE MERCHANTS

1ST CLASS ASSN Yes. Signed?____ Issued?____

2ND CLASS ASSN Yes. Signed?____ Issued?____

CPO MESS - DUES Yes. Signed?____ Issued?____

NAVY MWR Yes. Signed?____ Issued?____

POST OFFICE - METERED MAIL Settles to USPS PFO account only Card not required - not issued

TAXI MERCHANT No linked bank/credit union account Yes. Signed?____ Issued?____

WARDROOM MESS - DUES

Yes. Signed?____ Issued?____

WARDROOM MESS - FOOD

GENERIC PRIVATE MERCHANTS

PRIVATE ONE Yes. Signed?____ Issued?____

PRIVATE TWO Yes. Signed?____ Issued?____

PRIVATE THREE Yes. Signed?____ Issued?____

PRIVATE FOUR Yes. Signed?____ Issued?____

PRIVATE FIVE Yes. Signed?____ Issued?____
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-84

Sample Rosters of Navy Cash® Merchants Activated

Navy Cash® Standard Merchants — ESB — Accountable Officials, Cards, And Enrollment Forms 

MERCHANT NAME

ACCOUNTABLE OFFICIAL 

(AO)

PHONE

EMAIL ADDRESS NAME ON 

ACCOUNT

ROUTING 

NUMBER

ACCOUNT 

NUMBER

AO ENROLLMENT FORM AND 

MERCHANT CARD

LINE OF ACCOUNTING (LOA) MERCHANTS

NAVY DISBURSING Settles to LOA only Yes. Signed?____ Issued?____

GENERAL MESS - FOOD Settles to LOA only Card not required - not issued

GENERAL MESS -

SURCHARGES

Settles to LOA only Card not required - not issued

HANGAR BAY SALES Settles to LOA only Card not required - not issued

SHIP STORE Settles to LOA only Card not required - not issued

SSPN TRANSFER TO MWR Settles to NAVY MWR only Card not required - not issued

UNCLAIMED FORFEIT Settles to LOA only Card not required - not issued

UNCLAIMED TREASURY Settles to LOA only Card not required - not issued

VENDING SODA Settles to LOA only Yes. Signed?____ Issued?____

VENDING STORE ITEMS Settles to LOA only Yes. Signed?____ Issued?____

TRANSIENT MERCHANTS

COLLEGE BOOKS Settles to Navy Disbursing STRIP account only Card not required - not issued

COLLEGE COURSES Settles to Navy Disbursing STRIP account only Card not required - not issued

FOREIGN CONCESSIONAIRE Settles to Navy Disbursing STRIP account only Card not required - not issued

HUSBANDING AGENT Settles to Navy Disbursing STRIP account only Card not required - not issued

MISC EVENTS Settles to Navy Disbursing STRIP account only Card not required - not issued
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-85

PRIVATE MERCHANTS

POST OFFICE - METERED MAIL Settles to USPS PFO account only Card not required - not issued

TAXI MERCHANT No linked bank/credit union account Yes. Signed?____ Issued?____

BLUE PRIVATE MERCHANTS

BLUE - 1ST CLASS ASSN Yes. Signed?____ Issued?____

BLUE - 2ND CLASS ASSN Yes. Signed?____ Issued?____

BLUE - CPO MESS - DUES Yes. Signed?____ Issued?____

BLUE - NAVY MWR Yes. Signed?____ Issued?____

BLUE - PRIVATE ONE Yes. Signed?____ Issued?____

BLUE - PRIVATE TWO Yes. Signed?____ Issued?____

BLUE - PRIVATE THREE Yes. Signed?____ Issued?____

BLUE - PRIVATE FOUR Yes. Signed?____ Issued?____

BLUE - PRIVATE FIVE Yes. Signed?____ Issued?____

BLUE - WARDROOM MESS -

DUES

Yes. Signed?____ Issued?____

BLUE - WARDROOM MESS -

FOOD
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-86

Navy Cash Standard Merchants – MSC – Accountable Officials, Cards, and Enrollment Forms

MERCHANT NAME

ACCOUNTABLE 

OFFICIAL 

(AO)

PHONE

EMAIL ADDRESS NAME ON 

ACCOUNT

ROUTING 

NUMBER

ACCOUNT 

NUMBER

AO ENROLLMENT FORM AND 

MERCHANT CARD

LINE OF ACCOUNTING (LOA) MERCHANTS

NAVY DISBURSING Settles to LOA only Yes. Signed?____ Issued?____

GENERAL MESS - FOOD Settles to LOA only Card not required - not issued

GENERAL MESS -

SURCHARGES

Settles to LOA only Card not required - not issued

HANGAR BAY SALES Settles to LOA only Card not required - not issued

MSC GENERAL MESS – FOOD Settles to LOA only Card not required - not issued

SHIP STORE Settles to LOA only Card not required - not issued

SSPN TRANSFER TO MWR Settles to NAVY MWR only Card not required - not issued

UNCLAIMED FORFEIT Settles to LOA only Card not required - not issued

UNCLAIMED TREASURY Settles to LOA only Card not required - not issued

VENDING SODA Settles to LOA only Yes. Signed?____ Issued?____

VENDING STORE ITEMS Settles to LOA only Yes. Signed?____ Issued?____

TRANSIENT MERCHANTS

COLLEGE BOOKS Settles to Navy Disbursing STRIP account only Card not required - not issued

COLLEGE COURSES Settles to Navy Disbursing STRIP account only Card not required - not issued

FOREIGN CONCESSIONAIRE Settles to Navy Disbursing STRIP account only Card not required - not issued

HUSBANDING AGENT Settles to Navy Disbursing STRIP account only Card not required - not issued
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-87

MISC EVENTS Settles to Navy Disbursing STRIP account only Card not required - not issued

PRIVATE MERCHANTS

1ST CLASS ASSN Yes. Signed?____ Issued?____

2ND CLASS ASSN Yes. Signed?____ Issued?____

CPO MESS - DUES Yes. Signed?____ Issued?____

MSC MWR Yes. Signed?____ Issued?____

NAVY MWR Yes. Signed?____ Issued?____

POST OFFICE - METERED MAIL Settles to USPS PFO account only Card not required - not issued

TAXI MERCHANT No linked bank/credit union account Yes. Signed?____ Issued?____

WARDROOM MESS - DUES

Yes. Signed?____ Issued?____

WARDROOM MESS - FOOD

GENERIC PRIVATE MERCHANTS

PRIVATE ONE Yes. Signed?____ Issued?____

PRIVATE TWO Yes. Signed?____ Issued?____

PRIVATE THREE Yes. Signed?____ Issued?____

PRIVATE FOUR Yes. Signed?____ Issued?____

PRIVATE FIVE Yes. Signed?____ Issued?____

PRIVATE SIX Yes. Signed?____ Issued?____

PRIVATE SEVEN Yes. Signed?____ Issued?____

PRIVATE EIGHT Yes. Signed?____ Issued?____
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-88

PRIVATE NINE Yes. Signed?____ Issued?____

PRIVATE TEN Yes. Signed?____ Issued?____
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-89

Navy Cash Standard Merchants — LCC, LHA, LHD — Accountable Officials, Cards & Enrollment Forms

MERCHANT NAME

ACCOUNTABLE OFFICIAL 

(AO)

PHONE

EMAIL ADDRESS NAME ON 

ACCOUNT

ROUTING 

NUMBER

ACCOUNT 

NUMBER

AO ENROLLMENT FORM AND 

MERCHANT CARD

LINE OF ACCOUNTING (LOA) MERCHANTS

NAVY DISBURSING Settles to LOA only Yes. Signed?____ Issued?____

MARINE DISBURSING 1 Settles to LOA only Yes. Signed?____ Issued?____

GENERAL MESS - FOOD Settles to LOA only Card not required - not issued

GENERAL MESS - SURCHARGES Settles to LOA only Card not required - not issued

BEVERAGE BAR 1 Settles to LOA only Card not required - not issued

HANGAR BAY SALES Settles to LOA only Card not required - not issued

SHIP STORE #1 Settles to LOA only Card not required - not issued

SHIP STORE #2 Settles to LOA only Card not required - not issued

SSPN TRANSFER TO MWR Settles to NAVY MWR only Card not required - not issued

UNCLAIMED FORFEIT Settles to LOA only Card not required - not issued

UNCLAIMED TREASURY Settles to LOA only Card not required - not issued

VENDING SODA Settles to LOA only Yes. Signed?____ Issued?____

VENDING STORE ITEMS Settles to LOA only Yes. Signed?____ Issued?____

TRANSIENT MERCHANTS

COLLEGE BOOKS Settles to Navy Disbursing STRIP account only Card not required - not issued

COLLEGE COURSES Settles to Navy Disbursing STRIP account only Card not required - not issued

FOREIGN CONCESSIONAIRE Settles to Navy Disbursing STRIP account only Card not required - not issued

HUSBANDING AGENT Settles to Navy Disbursing STRIP account only Card not required - not issued

MISC EVENTS Settles to Navy Disbursing STRIP account only Card not required - not issued
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-90

PRIVATE MERCHANTS

1ST CLASS ASSN Yes. Signed?____ Issued?____

2ND CLASS ASSN Yes. Signed?____ Issued?____

CPO MESS - DUES Yes. Signed?____ Issued?____

FLAG MESS - DUES

Yes. Signed?____ Issued?____

FLAG MESS - FOOD

MARINE MWR 1 Yes. Signed?____ Issued?____

NAVY MWR Yes. Signed?____ Issued?____

POST OFFICE - METERED MAIL Settles to USPS PFO account only Card not required - not issued

TAXI MERCHANT No linked bank/credit union account Yes. Signed?____ Issued?____

WARDROOM MESS - DUES

Yes. Signed?____ Issued?____

WARDROOM MESS - FOOD
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-91

MERCHANT NOT CONFIGURED ON LCC CLASS SHIPS

MERCHANT NAME

ACCOUNTABLE OFFICIAL 

(AO)

PHONE

EMAIL ADDRESS NAME ON 

ACCOUNT

ROUTING 

NUMBER

ACCOUNT 

NUMBER

AO ENROLLMENT FORM AND 

MERCHANT CARD

GENERIC PRIVATE MERCHANTS

PRIVATE ONE Yes. Signed?____ Issued?____

PRIVATE TWO Yes. Signed?____ Issued?____

PRIVATE THREE Yes. Signed?____ Issued?____

PRIVATE FOUR Yes. Signed?____ Issued?____

PRIVATE FIVE Yes. Signed?____ Issued?____

PRIVATE SIX Yes. Signed?____ Issued?____

PRIVATE SEVEN Yes. Signed?____ Issued?____

PRIVATE EIGHT Yes. Signed?____ Issued?____

PRIVATE NINE Yes. Signed?____ Issued?____

PRIVATE TEN Yes. Signed?____ Issued?____
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-92

Navy Cash Standard Merchants — LPD, LSD — Accountable Officials, Cards & Enrollment Forms

MERCHANT NAME

ACCOUNTABLE OFFICIAL 

(AO)

PHONE

EMAIL ADDRESS NAME ON 

ACCOUNT

ROUTING 

NUMBER

ACCOUNT 

NUMBER

AO ENROLLMENT FORM AND 

MERCHANT CARD

LINE OF ACCOUNTING (LOA) MERCHANTS

NAVY DISBURSING Settles to LOA only Yes. Signed?____ Issued?____

GENERAL MESS - FOOD Settles to LOA only Card not required - not issued

GENERAL MESS -

SURCHARGES

Settles to LOA only Card not required - not issued

BEVERAGE BAR Settles to LOA only Card not required - not issued

HANGAR BAY SALES Settles to LOA only Card not required - not issued

SHIP STORE Settles to LOA only Card not required - not issued

SSPN TRANSFER TO MWR Settles to NAVY MWR only Card not required - not issued

UNCLAIMED FORFEIT Settles to LOA only Card not required - not issued

UNCLAIMED TREASURY Settles to LOA only Card not required - not issued

VENDING SODA Settles to LOA only Yes. Signed?____ Issued?____

VENDING STORE ITEMS Settles to LOA only Yes. Signed?____ Issued?____

TRANSIENT MERCHANTS

COLLEGE BOOKS Settles to Navy Disbursing STRIP account only Card not required - not issued

COLLEGE COURSES Settles to Navy Disbursing STRIP account only Card not required - not issued

FOREIGN CONCESSIONAIRE Settles to Navy Disbursing STRIP account only Card not required - not issued

HUSBANDING AGENT Settles to Navy Disbursing STRIP account only Card not required - not issued

MISC EVENTS Settles to Navy Disbursing STRIP account only Card not required - not issued
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-93

PRIVATE MERCHANTS

1ST CLASS ASSN Yes. Signed?____ Issued?____

2ND CLASS ASSN Yes. Signed?____ Issued?____

CPO MESS - DUES Yes. Signed?____ Issued?____

NAVY MWR Yes. Signed?____ Issued?____

POST OFFICE - METERED MAIL Settles to USPS PFO account only Card not required - not issued

TAXI MERCHANT No linked bank/credit union account Yes. Signed?____ Issued?____

WARDROOM MESS - DUES

Yes. Signed?____ Issued?____

WARDROOM MESS - FOOD

GENERIC PRIVATE MERCHANTS

PRIVATE ONE Yes. Signed?____ Issued?____

PRIVATE TWO Yes. Signed?____ Issued?____

PRIVATE THREE Yes. Signed?____ Issued?____

PRIVATE FOUR Yes. Signed?____ Issued?____

PRIVATE FIVE Yes. Signed?____ Issued?____
NAVSUP Pub 727 Part 2 Section 5B – Documentation Resources

S5B-94

Navy Cash® Standard Merchants — CVN — Accountable Officials, Cards & Enrollment Forms

MERCHANT NAME

ACCOUNTABLE OFFICIAL 

(AO)

PHONE

EMAIL ADDRESS NAME ON 

ACCOUNT

ROUTING 

NUMBER

ACCOUNT 

NUMBER

AO ENROLLMENT FORM AND 

MERCHANT CARD

LINE OF ACCOUNTING (LOA) MERCHANTS

NAVY DISBURSING Settles to LOA only Yes. Signed?____ Issued?____

GENERAL MESS - FOOD Settles to LOA only Card not required - not issued

GENERAL MESS -

SURCHARGES

Settles to LOA only Card not required - not issued

BEVERAGE BAR Settles to LOA only Card not required - not issued

HANGAR BAY SALES Settles to LOA only Card not required - not issued

SHIP STORE #1 Settles to LOA only Card not required - not issued

SHIP STORE #2 Settles to LOA only Card not required - not issued

SSPN TRANSFER TO MWR Settles to NAVY MWR only Card not required - not issued

UNCLAIMED FORFEIT Settles to LOA only Card not required - not issued

UNCLAIMED TREASURY Settles to LOA only Card not required - not issued

VENDING SODA Settles to LOA only Yes. Signed?____ Issued?____

VENDING STORE ITEMS Settles to LOA only Yes. Signed?____ Issued?____

TRANSIENT MERCHANTS

COLLEGE BOOKS Settles to Navy Disbursing STRIP account only Card not required - not issued

COLLEGE COURSES Settles to Navy Disbursing STRIP account only Card not required - not issued

FOREIGN CONCESSIONAIRE Settles to Navy Disbursing STRIP account only Card not required - not issued
Section 5B – Documentation Resources NAVSUP Pub 727 Part 2

S5B-95

HUSBANDING AGENT Settles to Navy Disbursing STRIP account only Card not required - not issued

MISC EVENTS Settles to Navy Disbursing STRIP account only Card not required - not issued

PRIVATE MERCHANTS

1ST CLASS ASSN Yes. Signed?____ Issued?____

2ND CLASS ASSN Yes. Signed?____ Issued?____

CPO MESS - DUES Yes. Signed?____ Issued?____

FLAG MESS - DUES Yes. Signed?____ Issued?____

FLAG MESS - FOOD Yes. Signed?____ Issued?____

NAVY MWR Yes. Signed?____ Issued?____

POST OFFICE - METERED MAIL Settles to USPS PFO account only Card not required - not issued

TAXI MERCHANT No linked bank/credit union account Yes. Signed?____ Issued?____

WARDROOM MESS - DUES

WARDROOM MESS - FOOD

Yes. Signed?____ Issued?____
S5C-96

NAVSUP Publication 727 Navy Cash® Financial System

Standard Operating Procedure

SECTION 5C - NAVY CASH REFERENCES

This section contains a listing of known acronyms, terms, 

definitions, error codes (with descriptions) and other reference 

information useful to working in the Navy Cash environment.
NAVSUP Pub 727 Part 2 Section 5C – Navy Cash References

S5C-97

NAVY CASH-RELATED PUBLICATIONS

NAVSUP P-487 – Ships Store Afloat Operational Forces S-3 Procedures; September 2019

NAVSUP P-485 – Operational Forces Supply Procedures 

LIST OF ACRONYMS, TERMS, AND DEFINITIONS 

ACH Automated Clearing House

ADNS Automated Digital Network System

ATM Automated Teller Machine

BIN Bank Identification Number

BUPERS Bureau of Naval Personnel

CAD Card Access Device (also known as Card Accepting Device) (card reader) used 

to record sales transactions in vending machines

CIR The Treasury’s Collections Information Repository (CIR) is a web-based tool 

that provides information on deposits and collections. Used primarily to confirm

Deposit Tickets and Debit Vouchers.

Closed Loop The stored value on a Navy Cash card used for purchases on a ship. Also known

as Navy Cash, the closed loop can only be used on board ship, but it can be used 

on any ship equipped with the Navy Cash system. 

CO Commanding Officer

COPE Custodian of Postal Effects

DASR Disbursing Accountability Summary Report

DDS Direct Deposit System or Deployable Disbursing System

DFAS Defense Finance and Accounting Service

DJMS Defense Joint Military Pay System

DMM Domestic Mail Manual 

DoD FMR Department of Defense Financial Management Regulation

DSN Defense Switched Network

DSSN Disbursing Station Symbol Number

EFT Electronic Funds Transfer

EOD End Of Day

EOM End Of Month

EPOS Electronic Point-Of-Sale

FDNF Forward Deployed Naval Forces 

FEG Field Examination Group

FLC Fleet Logistics Center
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FRBKC Federal Reserve Bank of Kansas City

FRB-TCC FRB Tampa Call Center 

FSO Food Service Officer

GMT Greenwich Mean Time (Navy Cash “clock” is set to GMT/UTC)

Hotlist List of Navy Cash cards (accounts) that have been reported lost or stolen to the 

Navy Cash system. A card on the hot list is rendered inoperable.

IEOD Indicate End Of Day (EOD)

ISNS Integrated Shipboard Network System

ISO International Standards Organization

Kiosk Cashless ATM (card reader) permanently installed on board ship and used by 

Navy Cash cardholders to perform various financial transactions and manage 

their Navy Cash (closed-loop) and Mastercard® Debit (open-loop) accounts. 

LAN Local Area Network

LOA Line Of Accounting

LSC Logistics Support Center 

LSR Logistics Support Representative 

Mastercard® Debit The stored value on a Navy Cash card used for purchases off the ship. Also 

known as the open loop, Mastercard® debit can only be used off the ship, but it 

provides access to funds in the Mastercard® debit account to pay for purchases 

ashore everywhere Mastercard® debit cards are accepted and to obtain local 

currency at any ATM ashore that carries the Mastercard®®, Maestro®, or 

Cirrus® brand mark. 

MICR Magnetic Ink Character Recognition 

MMPA Master Military Pay Account

MSO Merchant Sales by Operator (a type of Navy Cash application report)

MWR Morale, Welfare, and Recreation

NAVPERS Navy Personnel Command

NAVCOMPT Navy Comptroller

NAVSUP Naval Supply Systems Command

Navy Cash The stored value on a Navy Cash card used for purchases on a ship. Also the 

Navy Cash closed loop can only be used on board ship; but it can be used on 

any ship equipped with the Navy Cash system. 

NCAO Navy Cash Accountable Officer

NEXCOM Navy Exchange Services Command

NIC Network Interface Card

NOC Network Operations Center

NSF Non-Sufficient Funds

NWCF Navy Working Capital Fund

OMM Official Mail Manager
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Open Loop The stored value on a Navy Cash card used for purchases off the ship. Also 

known as Mastercard® Debit, the open loop can only be used off the ship, but it 

provides access to funds in the open-loop account to pay for purchases ashore 

everywhere Mastercard® cards are accepted and to obtain local currency at any 

ATM ashore that carries the Mastercard®, Maestro, or Cirrus brand mark. 

OSI Operating Space Item

PIN Personal Identification Number

PMS Planned Maintenance System

POS Point Of Sale card reader used to record sales transactions. Handheld device that 

can be operated in online or offline modes.

PRNOC Pacific Region Network Operations Center

RIC Routing Identification Code 

ROM Resale (Retail) Operations Management

SAM Secure Access Module

SATCOM Satellite Communications

SIK Subsistence In Kind

SIMA Shore Intermediate Maintenance Activity

SODA Statement Of Deposit Activity

SOP Standard Operating Procedure

SPO Split Pay Option

SSEC Ship’s Store Electronic Catalog 

SSN Social Security Number

SSPN Ship’s Store Profits Navy

TYCOM Type Commander (ship type)

UARNOC Unified Atlantic Region Network Operations Center

USPS United States Postal Service

UTC Coordinated Universal Time (Navy Cash “clock” is set to UTC/GMT)
Section 5C – Navy Cash References NAVSUP Pub 727 Part 2

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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 Unauthorized Debit to Consumer Account Using Corporate SEC Code

R06 Returned per ODFI's Request

R07 Authorization Revoked by Customer

R08 Payment Stopped

R09 Uncollected Funds

R10 Customer Advises Entry is Unauthorized, Improper, Ineligible, or 

Part of an Incomplete Transaction

R12 Account Sold to Another DFI

R13 Invalid ACH Routing Number

R14 Representative Payee Deceased or Unable to Continue in that Capability

R15 Beneficiary or Account Holder (Other than Representative Payee) Deceased

R16 Account Frozen/Entry Returned per OFAC Instruction

R17 File Record Edit Criteria

R20 Non-Transaction Account

R21 Invalid Company Identification

R22 Invalid Individual ID Number

R23 Credit Entry Refused by Receiver

R24 Duplicate Entry

R29 Corporate Customer Advises Not Authorized

R31 Permissible Return Entry (CCD and CTX only)

R37 Source Document Presented for Payment

R38 Stop Payment on Source Document

R39 Improper Source Document/Source Document Presented for Payment

R50 State Law Affecting RCK Acceptance

R51 Item is ineligible, Notice Not Provided, Signature Not Genuine, or Item 

Altered (adjustment entries)

R52 Stop Payment on Item (adjustment entries)

R53 Item and RCK Entry Presented for Payment

R61 Misrouted Return

R67 Duplicate Return

R68 Untimely Return

R69 Field Error(s)

R70 Permissible Return Entry Not Accepted/Return Not Requested by ODFI

R71 Misrouted Dishonored Return

R72 Untimely Dishonored Return

R73 Timely Original Return

R74 Corrected Return

R75 Return Not a Duplicate

R76 No Errors Found
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ACH NOTIFICATION CODES AND DESCRIPTIONS

Notification Code Notification Description

C01 Incorrect DFI Account Number

C02 Incorrect Transit/Routing Number

C03 Incorrect Transit/Routing Number and Incorrect DFI Account

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 Incorrect Receiving DFI Identification (IAT only)

C09 Incorrect Individual Identification Number/Incorrect Receiver 

Identification Number

C13 Addenda Format Error

C14 Incorrect SEC Code for Outbound International Payment

Deposited Item (Check) Return Reasons

Notification Code Notification Description

P01 Insufficient Funds

P02 Account Closed

P03 Stop Payment

P04 Endorsement

P05 Uncollected Funds

P06 Signature

P07 Refer to Maker

P08 Date

P09 Unlocated

P10 Not Authorized/Ineligible

P11 Signature(s) Irregular

P12 Non Negotiable

P13 Funds Frozen

P14 Altered/Fictitious Item

P15 Unable to Process (e.g., Mutilated Item)

P16 Item Exceeds Dollar Limit

P17 Branch/Account Sold (Wrong Bank)

P18 Stop Payment Suspect

P19 Unusable Image

P20 Image Fails Security Check

P21 Cannot Determine Amount

P22 See Check
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SECTION 5D - SOFTWARE & DEVICES USER 

GUIDE

This section is a brief placeholder for describing what the overall 

purpose of this part of Section 5 will help the disbursing officer 

accomplish in their duties. Emphasize important reminders here.
S5D-103

NAVSUP Publication 727 Navy Cash® Financial System

Standard Operating Procedure

Section 5D Table of Contents

1. General..........................................................................................................................200

2. Interfaces.......................................................................................................................200

3. Welcome Screen ...........................................................................................................200

4. Admin Mode .................................................................................................................201

5. Administrative Functions..............................................................................................204

6. Restart ...........................................................................................................................209

7. Messages.......................................................................................................................210

8. General Maintenance and Troubleshooting ..................................................................212

9. Reset Admin Password .................................................................................................213

10. Replace SAM................................................................................................................213

11. Severe Troubleshooting ................................................................................................213

12. CAD Failure..................................................................................................................214

13. Failed Equipment..........................................................................................................214

14. Stuck Transactions........................................................................................................214
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S5D-104

Software

There are three applications loaded on each of the devices, the Navy Cash Shell, Navy Cash 

Application, and Remote Update Tuner. These three applications are installed on the devices as part 

of the initial operating system image. 

1. Navy Cash Shell. The NavyCashShell is a background monitoring application that ensures the 

Navy Cash application is always running and serves as a status indicator during Navy Cash 

Application updates. The NavyCashShell also ensures that users do not have access to the Windows 

operating system on the device if the Navy Cash Application is not running.

2. Navy Cash Application. Navy Cash is the primary application on each of the devices. The Navy 

Cash POS Application, CAD Application, and Kiosk Application run on top of the NavyCashShell 

monitoring application. The Navy Cash POS, CAD, and Kiosk Applications are always running, 

unless they are being remotely updated. In that case, the NavyCashShell displays a “Please 

Wait...Navy Cash System Update in Progress” message to the user until the POS, CAD, or Kiosk 

Application is installed and restarted. 

3. Remote Update Tuner. The Remote Update Tuner allows for remote updates to the 

NavyCashShell, POS, CAD, and Kiosk Applications, and Remote Update Tuner as well as some 

other remote application capabilities. 

Devices

1. Navy Cash Point of Sale Device (POS). The POS is a portable, handheld device that is used to 

record sales transactions in the Navy Cash system. It can be operated on line or off line and has a 

battery backup for use in the portable mode or in the event of power failure in order to continue to 

operate and protect data. The disbursing office has POSs that may be checked out when required. 

Since a limited number of these devices are available, they must be returned to the disbursing office 

as soon as possible after use. 

2. Navy Cash Card Accepting Device (CAD). The CAD is installed in vending machines and can 

read the closed-loop account on the Navy Cash card and interact with the Navy Cash server. The 

CAD allows cardholders to purchase items from the vending machines and records the sales 

transactions in the Navy Cash system. Because the transactions in vending machines are small in 

value, CADs don’t support entry of Personal Identification Numbers (PINs).

3. Navy Cash Kiosk. The Navy Cash kiosk is a self-service kiosk that can read the chip on the 

Navy Cash card and interact with the Navy Cash server. The kiosk allows cardholders to move funds 

between their bank and credit union accounts ashore and their Navy Cash closed-loop and open-loop 

accounts, to change their Personal Identification Numbers (PINs), and to check in to the ship.
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S5D-105

Navy Cash Fixed Point of Sale (FPOS). The Navy Cash Fixed Point of Sale device replaces the 

functionality of the “proxy” mode of the POS device found in versions prior to 1.4.7.3. This is 

intended to work with the existing connections to the Navy Cash server when there is a need for 

card interaction directed from the Disbursing Application or ROM application.

The above diagram shows what model of devices are currently in use for the different system 

versions.
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A - POINT OF SALE (POS)

A - Point of Sale (IPA280 POS)

1. General. 

a. General Screen Layout. The screen on the Navy 

Cash POS consists of a Main Screen displayed between a 

Header Bar above and a Status Bar below. 

b. Header Bar. The header bar has a Navy Cash 

logo in the center, a battery life indicator on the left, and 

an option to Logoff on the right. If an operator is not 

logged on, the logoff option is not show. 

c. Main Screen 

d. Status Bar. The status bar displays the current 

date and time in the center and has indicators for 

online/offline status, SD card, and internal and SD-card 

queue messages. 

(1) Online/Offline Status Indicator. “Offline 

Indicator” is displayed if POS does not receive “PING” 

message from Navy Cash server within 30 seconds. If 

POS is online to server, no indicator is displayed. POS 

will operate in offline mode, but must be online to 

synchronize with server. 

(2) SD Card Indicator. “No SD Card 

Indicator” is displayed if an SD card is not installed in the 

POS. If an SD card is installed, no indicator is displayed. 

If the “No SD Card Indicator” is displayed, install an SD 

card. The device will not allow purchases if the SD card 

is not present. 

(3) Current Date and Time. Current date and 

time is displayed in the center of the status bar in the 

format. The time is displayed in Greenwich Mean Time 

(GMT) and is synchronized with the Navy Cash server. 

Users cannot configure the time. 
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(4) Internal Queue Message Indicator. 

“Internal Queue Message Indicator” is displayed when 

there are messages in the internal queue. If there are no 

messages in the queue, no indicator is displayed. The 

POS generates messages during its operations. These 

messages are stored in an internal queue and in an SD 

card queue. Both message queues hold up to 10,000 

messages. The number shown in the “Internal Queue 

Message Indicator” indicates the total number of 

messages in the queue. 

(5) SD Card Queue Message Indicator. “SD 

Card Message Indicator” is displayed when there are 

messages in the SD card queue. If there are no messages 

in the queue, no indicator is displayed. The number 

shown in the “SD Card Message Indicator” indicates the 

total number of messages in the queue. 

2. Admin Mode — Setting Up the POS

Introduction. In the Admin Mode, a user can change the admin password, set the Terminal ID, 

view diagnostic information, change the operational state of the device from Normal Mode to 

Proxy Mode, and configure the device’s IP address. To complete some admin functions, a POS 

must be able to communicate with the Navy Cash server. 

When in Admin Mode, a POS is not in an operational state, i.e., no sales, PIN changes, or other 

cardholder-related activities are allowed. When a user selects the option to exit the Admin Menu 

screen or reboots the POS, the device returns to the currently selected operational state. 

Ship’s Local Area Network (LAN). A POS in normal mode may be plugged into the ship’s LAN 

(Ethernet connection) at any operating Navy Cash POS connection point or download box, e.g., 

in the disbursing office, general mess, private mess, MWR, post office. A POS listens on the 

selected TCP/IP port for incoming connections from the Navy Cash server. 

Navy Cash Workstation. A POS in proxy mode may be connected to a Navy Cash workstation 

(USB connection). The Proxy Application on the workstation handles communications between 

a POS and the Navy Cash server. 

Create Admin Password. When a POS is run for the first time, an admin password must be 

created. A POS cannot proceed past the Create Admin Password screen until a password has 

been set successfully. The admin password must be a six-digit numeric value. To create an 

admin password: 
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The POS prompts the user to enter an admin password. 

The “OK” button is disabled until six digits are entered. 

Use the keypad to enter a six-digit numeric password. 

If any digits are entered incorrectly, touch the “CLR” 

button to clear the entry textbox, and re-enter the 

password. 

After six digits are entered, the entry textbox turns green, 

and the “OK” button is enabled. Touch the “OK” button 

to continue. 

The device prompts you to confirm the admin password. 

Confirm the admin password by using the keypad to reenter it. 

If any digits are entered incorrectly, touch the “CLR” 

button to clear the entry textbox, and re-enter the 

password. 

If you choose not to set the admin password, touch the 

“Cancel” button to return to the Create Admin Password 

screen. You will not be able to proceed any further until 

an admin password is set. 

After six digits are entered, the entry textbox turns green, 

and the “OK” button is enabled. Touch the “OK” button 

to continue.

POS verifies both passwords match. 

If the passwords do not match, the entry textbox turns red, 

and a “Password Mismatch. Re-enter.” message is 

displayed. You must enter and confirm the admin 

password again or cancel. 

If the passwords match, the admin password is set, and 

the Admin Menu screen is displayed. 

3. Entering Admin Mode 

You may enter admin mode at any time a POS is idle, and a POS is considered to be idle 

when no card is inserted and a transaction is not in progress. To enter admin mode: 
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Touch Navy Cash logo on header bar. 

An Admin Password Entry screen displays, prompting 

you to enter the admin password. Enter the six-digit 

password. 

If any digits are entered incorrectly, touch the “CLR” 

button to clear the entry textbox, and re-enter the 

password. 

If the admin password is entered incorrectly more than 

three consecutive times, you will be locked out of Admin 

Mode for one hour. 

After one hour, you may try to enter Admin Mode again. 

The lockout period is maintained even if the device is

rebooted. 

After six digits are entered, the entry textbox turns green, 

and the “OK” button is enabled. Touch the “OK” button 

to continue.

The POS verifies the password entered matches the 

password stored on the device.

If the password is not valid, the entry textbox turns red, 

and a “Password Invalid. Re-enter.” message is displayed 

on the Admin Password Entry screen instead of “Enter 

Admin Password.”

If the password is valid, the Admin Menu screen is 

displayed. 

If you touch the “Cancel” button on the Admin Password 

Entry screen, the device will return to the current 

operational state. 

Admin Menu Screen. The Admin Menu screen allows a 

user to view and configure POS settings. The buttons on 

the screen depict the options available: 

“Change Password” (admin password) 

View and set “Terminal ID” 

View “Diagnostic” information, 

View and change operational “State” 

(from Normal Mode to Proxy Mode) 

Set “IP Address” 
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4. Change POS Admin Password

 To change the admin password for the POS:

On the Admin Menu screen, touch the “Change 

Password” button. 

When Enter Old Password screen is displayed, enter the 

old password. The entry textbox turns green and the “OK” 

button is enabled when six digits have been entered. 

If any digits are entered incorrectly, touch the “CLR” 

button to clear the entry textbox, and re-enter the 

password. 

If you decide not to change the password, touch the 

“Cancel” button to return to the Admin Menu screen. 

After six digits are entered, the entry textbox turns green, 

and the “OK” button is enabled. Touch the “OK” button 

to continue.

The device verifies the old password entered matches the 

password stored on the device. 

If the old password is not valid, the entry textbox turns 

red, and a “Password Invalid. Re-enter.” message is 

displayed.

If the password is valid, the Enter New Password screen 

is displayed.

Enter the new password. 

If any digits are entered incorrectly, touch the “CLR” 

button to clear the entry textbox, and re-enter the new 

password. 

If you decide not to change the password, touch the 

“Cancel” button to return to the Admin Menu screen. 

After six digits are entered, the entry textbox turns green, 

and the “OK” button is enabled. Touch the “OK” button 

to continue. 
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A Confirm New Password screen is displayed. Re-enter 

the new password to confirm it. 

If any digits are entered incorrectly, touch the “CLR” 

button to clear the entry textbox, and re-enter the new 

password again to confirm it. 

If you decide not to change the password, touch the 

“Cancel” button to return to the Admin Menu screen. 

The entry textbox turns green and the “OK” button is 

enabled when six digits are entered. Touch the “OK” 

button. 

POS verifies both passwords match. 

If the passwords do not match, the entry textbox turns red, 

and a “Password Mismatch. Re-enter.” Message is 

displayed. You must enter and confirm the new admin 

password again, or touch the “Cancel” button to return to 

the Admin Menu screen.

If the passwords match, the new password is set, and the 

Admin Menu screen is displayed. 

5. View and Set POS Terminal ID 

To view and set the terminal ID for the POS: 

On the Admin Menu screen, touch the “Terminal ID” 

button. 

If a Terminal ID is already set, a Terminal ID screen is 

displayed. If a Terminal ID is not set, a Terminal ID Entry 

screen displays. 

From the Terminal ID screen, touch the “Update” button 

to display the Terminal ID Entry screen and set a new 

Terminal ID. If you do not want to change the Terminal 

ID, touch the “Cancel” button to return to the Admin 

Menu screen. 
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On the Terminal ID Entry screen, enter the new 16-digit 

Terminal ID. 

If any digits are entered incorrectly, touch “CLR” button 

to clear entry textbox, and re-enter Terminal ID.

If you decide not to change the Terminal ID, touch 

“Cancel” button to return to Admin Menu screen.

After you have entered 16 digits, entry textbox turns 

green and “OK” button is enabled. Touch “OK” button to 

continue.

If Terminal ID is valid, POS Terminal ID is set, and 

Admin Menu screen is displayed. 

6. View POS Diagnostic Information 

The Diagnostic screen allows the user to view system diagnostic information for the POS. The 

Diagnostic screen uses four tabs to display this diagnostic information; App, System, Network, 

and Queue. Touching the “Done” button at any time returns you to the Admin Menu screen. To 

view diagnostic information: 

Touch the “Diagnostic” button on the Admin Menu 

screen.

Diagnostic screen defaults to the App tab. App tab 

displays the following information: 

Application Version – Navy Cash POS application 

version running on the POS. 

Last Update – Date/time Navy Cash POS application 

last updated via remote updater. 

Device State – Operational state of POS (Normal or 

Proxy mode). 

Enforce Operator Logon – Current value of Enforce 

User Logon Proxy mode setting, either “Force 

Operator Logon” or “Do Not Enforce Logon”. 

Hotlist Last Update – Last date/time hotlist was 

updated. 

Number of Hotlisted Cards – Number of cards in 

hotlist. 

Database Version – Version of Navy Cash POS 

database on the POS. 

SD Card Database Version – Version of Navy Cash 

POS database on SD card, if SD card present. 
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Touch the System tab to proceed to next tab. System 

tab displays following information: 

Operating System – POS Windows operating 

system version. 

Main Battery – Percent of life remaining in main 

battery. 

Backup Battery – Percent of life remaining in 

backup battery. 

SAM Status – Status of SAM, i.e., Present, Not 

Present, or Error Code. 

Chip Version –Chip version number if a card is 

inserted or “No Card Inserted.” if no card is 

inserted. 

Chip Date –Chip manufacturing date if card 

inserted or “No Card Inserted.” if no card inserted. 

SD Card Status – Status of SD card, i.e., Present, 

Not Present, or Full. 

Touch the Network tab to proceed to next tab. 

Network tab displays following information: 

Network Connectivity – If POS has not received 

“PING” message from Navy Cash server in over 

30 seconds, “Offline” is displayed. Otherwise, 

“Online” is displayed. 

Server Logon – If POS is online and has logged on 

to Navy Cash server, “Logged On” is displayed. If 

POS is Offline or has not logged on to Navy Cash 

server, “Not Logged On” is displayed. 

IP Address –IP Address of POS. 

Port –Port POS listens on for incoming 

connections from Navy Cash server. 

Operator – Name or ID of operator currently 

logged on. If no operator logged on, “No Operator 

Logged On” is displayed. 

Terminal ID –Terminal ID of POS. 
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Touch the Queue tab to proceed to next tab. Queue 

tab displays following information about messages 

waiting to be uploaded to Navy Cash server from 

internal message queue and, if installed, SD card 

message queue: 

Total Messages – Total number of all messages in 

internal and SD card queues. 

Transactions – Number of EFT transaction 

messages. 

Errors – Number of error messages. 

Reversals – Number of EFT reversal messages. 

Card Burns – Number of card burn messages 

generated after insertion of hotlisted cards. 

Capacity Left – Percent of message capacity 

remaining. 

Note: Messages are cleared from message queues when 

successfully uploaded to Navy Cash server. 

Touch the “Done” button at any time to return to 

Admin Menu screen. 

7. Set IP Address

The POS may be set to Dynamic Host Configuration Protocol (DHCP) or to a Static IP address. 

To set the IP Address configuration: 

On the Admin Menu screen, touch the “IP Address” 

button. 

The IP Address screen is displayed. 

If you decide not to change the IP Address, touch the 

“Cancel” button to return to the Admin Menu screen. 

Select either the DHCP or Static IP radio button. 

If you select Static IP, then you may change only the last 

two octets of the IP address. 

If you select DHCP, then you must Screeenter the 

“secret” key, 999.999, for the last two octets so the first 

two octets and the Port become editable. 

Use the keypad to enter the desired IP setting and/or Port 

and touch the “OK” button. 

If Static IP is selected, the POS validates the IP address. If DHCP is selected, the POS will 

ensure the port is in the range 1-65,535. The device IP and/or port configuration is set 

accordingly. If any part of the IP address is invalid, including the port, then an “IP Address 

Invalid” message displays, and the invalid items are highlighted in red. 
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8. View and Change POS Operational State 

In the Normal Mode operational state, the POS is connected to the ship’s LAN via Ethernet 

connection to communicate with the Navy Cash server. In the Proxy Mode operational state, to 

communicate with the Retail Operational Management (ROM) application in the Ship’s 

Store/Sales Office and with the Navy Cash Disbursing Application in the disbursing office, the 

POS is connected to a workstation via a USB connection. The Navy Cash Proxy installed on the 

workstations handles communications with the applications and the Navy Cash server. To 

change the operational state of the POS: 

From the Admin Menu screen, touch the “State” button.

The Device State screen is displayed.

If you do not want to change the operational state, touch 

the “Cancel” button to return to the Admin Menu screen.

Select the desired state, Normal Mode or Proxy Mode, 

and touch the “OK” button.

If Normal Mode was selected, the Device State is set to 

Normal Mode, and the Normal Mode Menu is displayed. 

If Proxy Mode was selected, the Device State is set to 

Proxy Mode, and the Enforce User Logon screen is 

displayed. 

9. Normal Mode Menu

The Normal Mode Menu is displayed after selecting Normal Mode on the Device State screen. 

A user may configure Merchants, Events, and Amounts from the Normal Mode Menu.

a. Merchants. The term merchant describes the location 

of the POS. 

Normal Mode requires that at least one merchant has been 

configured on the POS. 

At startup, the POS checks to make sure settings are 

correct. 

If there is not at least one configured merchant, an “Error 

Initializing Device State, No Configured Merchants.” 

message is displayed. 

You must add at least one merchant to the POS. You can 

view and configure up to ten merchants on the POS. 
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b. View and Configure Merchants

Ensure POS is online, so POS can retrieve current list of 

merchants from Navy Cash server. 

On Normal Mode Menu, touch “Merchants” button. 

Current Merchants screen displayed.

Touch “Done” button at any time to return to Normal 

Mode Menu. 

Current Merchants screen contains list of current 

configured merchants (if any) and buttons to add, remove, 

or clear merchants. 

“Add” button is disabled if POS is offline.

“Remove” button is disabled if there are no configured 

merchants. 

“Clear” button is disabled if there are no configured 

merchants. 

c. Add Merchants

On Current Merchants screen, touch “Add” button.

If maximum number of 10 configured merchants already 

reached, “Merchant Limit Reached” message is displayed. 

Touch “Remove Merchant” button to remove a merchant, 

or touch “Cancel” button to return to Current Merchants 

screen. 

If maximum number of merchants not reached, POS 

displays “Please Wait ...Getting Available Merchants” 

message with a progress bar while it queries Navy Cash 

server for list of available merchants.

If POS goes offline, an error message is displayed, and 

POS returns to Current Merchant screen. 

A list of available merchants from the Navy Cash server 

is displayed. Select one or more new merchants. 

If you choose not to add any merchants, touch “Cancel” 

button to return to Current Merchants screen. Touch 

“OK” button to add selected merchants to configured 

merchants on POS and return to Current Merchants 

screen. 
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d. Remove Merchants

On Current Merchants screen, touch “Remove” button. 

A list of configured merchants is displayed. 

If you choose not to remove any merchants, touch 

“Cancel” button to return to Current Merchants screen. 

Select one or more merchants to remove. 

Touch “OK” button to remove selected merchants from 

configured merchants on POS and return to Current 

Merchants screen.

e. Clear merchants

On Current Merchants screen, touch “Clear” button. 

Warning message, “Are you sure you want to remove all 

merchants and events?”, is displayed. 

To remove all configured merchants and their events from 

POS, touch “Yes” button. 

If you do not want to remove all configured merchants 

and events, touch “No” button.

Current Merchants screen is then displayed. 

f. Events. Events are merchant sale items, goods, or 

services. 

A merchant is not required to have an event set up in 

order to complete a sale. 

If merchant conducts a sale with no events configured, 

Event Selection screen is not displayed during the sale. 

To display the Event Selection screen during a sale, there 

must be at least one event configured for the selected 

merchant. 

You can view and configure up to ten events for each 

merchant on the POS. 
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g. View and Configure Events 

On Normal Mode Menu, touch “Events” button. Select 

Merchant screen is displayed. 

If you do not want to view or configure an event, touch 

“Cancel” button to return to Normal Mode Menu. 

Select a merchant, and touch “OK” button. 

The events menu for the selected merchant is displayed. 

Touch “Done” button at any time to return to Normal 

Mode Menu.

Events menu contains list of current configured events (if 

any) and buttons to add, remove, and clear amounts.

Expired events appear in red font. 

“Add” button disabled if POS is offline. 

“Remove” button disabled if there are no configured

events. 

“Clear” button disabled if there are no configured events.

h. Add Events 

On events menu, touch “Add” button.

If maximum number of 10 configured events per 

merchant already reached, “Event Limit Reached” 

message displayed. Touch “Remove Event” button to 

remove an event or “Cancel” button to return to events 

menu. 

If maximum number of 10 configured events per 

merchant not reached, “Please Wait ...Getting Available 

Events” message displayed with progress bar while Navy 

Cash server is queried for list of available events.
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A list of available events and their expiration dates from 

the Navy Cash server is displayed. 

The list defaults to “No Event”. Select one or more 

events, or select “No Event” if no event is to be specified 

for the merchant. 

If you choose not to select any events, touch “Cancel” 

button to return to events menu. 

Touch “OK” button to add selected events to the 

configured events for the merchant and return to event 

menu.

i. Remove Events

On events menu, touch “Remove” button. 

List of configured events and their expiration dates for the 

merchant is displayed. 

If you choose not to remove any events, touch “Cancel” 

button to return to events menu.

Select one or more events to remove. 

Touch “OK” button to remove selected events from 

configured events for the merchant and return to event 

menu.

j. Clear Events

On events menu, touch “Clear” button.

Warning message, “Are you sure you want to remove all 

events for this merchant?”, is displayed.

To remove all configured events for this merchant, touch 

“Yes” button. 

If you do not want to remove all configured events for 

this merchant, touch “No” button. 

Events menu is then displayed.
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k. Amounts. The POS can be configured with up to ten 

pre-defined amounts for each event. 

l. View and Configure Amounts 

On Normal Mode Menu, touch “Amounts” button. 

Current Amounts menu is displayed showing list of 

configured amounts on the POS, and buttons to add, 

remove, and clear amounts. 

Touch “Done” button at any time to return to Normal 

Mode Menu. 

“Remove” button disabled if there are no configured 

amounts. 

“Clear” button disabled if there are no configured 

amounts. 

m. Add Amounts

On Current Amounts menu, touch “Add” button. 

If maximum number of 10 configured amounts per event 

already reached, “Amount Limit Reached” message 

displayed. 

Touch “Remove Amount” button to remove an amount, 

or touch “Cancel” button to return to Current Amounts 

menu. 
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If maximum number of 10 configured amounts per event 

not reached, Enter New Amount screen is displayed. 

If you choose not to enter any amounts, touch “Cancel” 

button to return to Current Amounts menu. 

If you want to enter an amount, touch the 

“keypad” button to enter amount on numeric 

keypad. 

If any digits are entered incorrectly, touch “CLR” button 

to clear entry textbox. 

If you choose not to enter an amount, touch “Cancel” 

button to return to Enter New Amount screen. 

Entry textbox turns green and “OK” button is enabled 

when at least 0.01 is entered. Touch “OK” button to add 

entered amount. 

If amount already exists, entry textbox turns red, and 

“Amount Exists. Re-Enter.” message displayed. Re-enter 

an amount or touch “Cancel” button to return to Enter 

New Amount screen.

If amount does not already exist, new amount added to 

configured amounts on POS, and Current Amounts menu 

displayed.

n. Remove Amounts

Touch “Remove” button on Current Amounts menu. 

List of configured amounts is displayed. 

If you chose not to remove any amounts, touch “Cancel” 

button to return to Current Amounts menu.

Select one or more amounts to remove. 

Touch “OK” button to remove selected amounts from 

configured amounts on POS and return to the Current 

Amounts menu. 
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o. Clear Amounts

On Current Amounts menu, touch “Clear” button.

Warning message, “Are you sure you want to remove all 

amounts?”, is displayed.

To remove all configured amounts, touch “Yes” button. 

If you do not want to remove all configured amounts, 

touch “No” button. 

Current Amounts menu is displayed.

10. Proxy Mode – Enforce User Logon

After setting the operational state of the POS to Proxy Mode, you can determine whether or not 

successful operator logon is required before any other action can be taken by setting either 

“Force Operator Logon” or Do Not Force Logon.” To set the Enforce User Logon option: 

On Device State screen, select “Proxy Mode” and touch 

“OK” button.

Enforce User Logon screen is displayed. 

If you do not want to change the current setting, touch the 

“Cancel” button to return to the Admin Menu screen. POS 

will remain set to Proxy Mode operational state. 

Select desired operational mode, “Do Not Force Logon” 

or “Force Operator Logon”, and touch “OK” button to 

apply changes and return to the Admin Menu screen.

In the ship’s store, when ROM and Navy Cash are 

integrated, "Enforce User Logon" must be set to "Force 

Operator Logon." ROM and Navy Cash operator IDs 

must match for sales receipts to be reported properly, and 

the “Force Operator Logon” setting prevents Navy Cash 

sales in the ship’s store unless a successful operator 

logon occurs. 
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a. Exit Admin Mode. To exit Admin Mode: 

On the Admin Menu screen, touch the “Done” button. 

If the Terminal ID is set, the device returns to the current 

operational state, either Normal Mode or Proxy Mode. 

If the Terminal ID is not set, a “Terminal ID Required” 

message is displayed, followed by the Terminal ID Entry 

screen. 

If a Navy Card is inserted, a “Please Remove Card” 

message is displayed. 

11. Error Messages

The POS device uses a common error screen to display messages with descriptions and details of 

errors that may occur during POS operations. 

a. Error Initializing SAM

Error. May occur during POS initialization and shows 

there was an error initializing the SAM because the SAM 

was not present. 

Corrective Action. Install SAM in POS device.
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b. Error Authenticating Card 

Error. May occur when authenticating a Navy Cash 

card after it is inserted in POS. The card is blocked and 

cannot be authenticated. While this error is displayed on 

POS to the Navy Cash cardholder, additional error 

information is also sent to the Navy Cash server. 

Corrective Action. Have cardholder report to 

disbursing office to correct problem with Navy Cash card. 
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c. SD Card Errors 

Error. POS device is inoperable if an SD card is not 

present, if SD card message queues are full, or if the 

internal message cues are full. If there is not enough 

memory to complete a sales transaction, a “Memory 

Full...Sale Cancelled” error message displays. The POS 

prompts the cardholder to “Please Remove Card” and 

displays a memory full error. 

Corrective Action. If an error shows the SD card is 

not present, then install an SD card. If the POS is offline 

and the internal and/or SD card message queues are full, 

plug POS into network connection point. POS will 

automatically upload messages to the Navy Cash server.

d. SAM Errors 

Error. The POS keeps track of consecutive SAM 

errors and allows for five errors before halting normal 

processing. If a Navy Cash card is inserted when this 

condition occurs, the POS prompts the cardholder to 

remove the card. The POS device displays an error 

message until the error count is reset.

Corrective Action. Clean SAM or replace if 

necessary. The error count is reset after a successful SAM 

operation is completed or the POS is rebooted. 

e. Bootup Errors 

Error. If an error occurs when starting the POS Navy 

Cash application after bootup, an error message is 

displayed. 

Corrective Action. SAM errors and SD card errors can 

be corrected automatically by inserting a good SAM or 

SD card. All other errors during startup require a reboot 

of the device to re-initialize all application components. 
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1. POS Administrative and Troubleshooting Tasks

a. Reboot POS Device. Rebooting the device should always be the first step in 

troubleshooting the POS. To reboot the POS device: 

(1) Touch small RESET button on the upper right-hand side of the POS with stylus. 

(2) Rebooting re-initializes all POS operating system and Navy Cash components. 

b. Hard-Reset POS Device. If the POS device becomes unstable or stops functioning 

correctly and you have exhausted all other troubleshooting options, then you should perform a 

hard-reset on the device. A hard-reset clears device memory and returns the operating system on 

the device to its original state. Review the POS Navy Cash application documentation prior to 

performing a hard-reset. To hard-reset the POS device: 

(1) Hold down small RESET button on the upper right-hand side of the POS. 

(2) While holding down the RESET button, hold down the number ‘4’ key on the 

numeric keypad. 

(3) Release the RESET button while continuing to hold down the number ‘4’ key. 

After a few seconds, a screen briefly appears that says “Memory Clear” and a few other status 

messages as the hard-reset re-flashes the device. 

(4) Release the number ‘4’ key. The device then continues to boot normally.

(5) Configure the Time Zone.

(6) Either click “Recover Now” to perform application recovery immediately or let 

applications recovery start on its own automatically in a few seconds. 

(7) The POS Navy Cash application should start, and the device should be in its 

original state. Refer to your POS Navy Cash application documentation if the Navy Cash 

application is not running. 

c. Install SAM. To install or replace a SAM in the POS device: 

(1) Use a screwdriver to open the battery cover on the back of the device, towards the 

bottom, where it says, “OPEN”.

(2) Remove the battery pack to gain access to the SAM slots. 

(3) Install or replace the SAM in the bottom-left corner SAM slot. 

Note: this is the only slot that works. 

(4) Replace the battery pack.

(5) Turn the battery locking screw to lock it in place.

d. Install SD Card. To install or replace an SD card in the POS device: 

(1) Look on the left side of the device, towards the middle, for a slot labeled “SD”. 

(2) Pull back the rubber cover on the slot. 

(3) If an SD card is present, push in the SD card to unlock it and then pull it out. 

(4) Insert the new SD card until it clicks. 

(5) Carefully replace the rubber cover, to prevent unlocking the SD card. 
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2. POS Operations

a. Operator Logon. You must log on to the POS device 

before beginning any transactions. To log on: 

Ensure POS is connected to the network, and start POS 

device. 

Enter Operator ID when prompted. Operator IDs assigned 

at disbursing office. To be assigned Operator ID, you 

must be a Navy Cash cardholder. 

If any digits are entered incorrectly, touch “CLR” button 

to clear the Operator ID textbox, and re-enter Operator 

ID.

After four digits entered, Operator ID textbox turns green, 

and “OK” button enabled. 

POS sends message to Navy Cash server to log operator 

on. “Please Wait...Logging Operator On” message is 

displayed. 

If the server denies the logon, POS displays an error 

message for a few seconds before returning to the Enter 

Operator ID screen. 

If Navy Cash server accepts Operator ID, then you are 

logged on, and the Normal Mode Welcome Screen is 

displayed. 
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b. Operator Logoff. You may log off from the POS 

device after successfully logging on and when the device 

is not processing messages or transactions. To log off of 

the POS device:

(6) Ensure POS is connected to the network.

(7) Touch the Logoff option on header bar.

(8) POS will prompt you to confirm logoff with 

“Are you sure you want to log off?” message. 

(9) Touch “Yes” button to log off, or “No” button 

to cancel. 

(10) POS sends message to Navy Cash server to log 

operator off. “Please Wait...Logging Operator Off” 

message is displayed. 

(11) If Navy Cash server accepts logoff, then you 

are logged off, and Enter Operator ID screen is displayed. 

(12) If the server denies the logoff, POS displays an 

error message for a few seconds, before returning to the 

Normal Mode Welcome Screen. 

c. Welcome Screen. In Normal Mode, the Welcome 

Screen is displayed after an operator has successfully 

logged on and when there are no pending sales. 

The Normal Mode Welcome Screen displays the name of 

the operator currently logged on the POS. The Operator 

ID is displayed if the operator’s name is not available 

from the Navy Cash server. 

When the Welcome Screen is displayed, you may insert a 

Navy Cash card or touch the “Begin Sale” button to begin 

a transaction. 

If you insert a Navy Cash card before a sale, the you must 

perform a Single Purchase. If you insert a card at the end 

of a sale, then Multiple Purchases are allowed. 
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3. Normal Mode – Purchases 

Sales transactions may be composed of one or more items or purchases. The purchase amounts 

are debited from a cardholder’s Navy Cash card. Each purchase within a sale is composed of a 

Merchant and an Amount and optionally an Event. 

a. Merchant Selection. The Merchant Selection screen is 

the first in the sequence of three screens in the process of 

entering a purchase during a sale. To start a sales 

transaction: 

On Welcome Screen, touch “Begin Sale” button. 

Merchant Selection screen is displayed. Choose a 

merchant from the “Select Merchant” pick list. Entire 

name of each configured merchant is visible on pick list 

even if merchant’s name is wider than pick list. 

Name at top of Merchant Selection screen updates to that 

of chosen merchant. POS device always maintains 

currently selected merchant. You do not have to 

repeatedly select the same merchant. 

Sales total displayed at bottom of screen.

After merchant is selected, touch “Enter Purchase” button 

to continue with the sale, or touch “Cancel Sale” button to 

return to Welcome Screen. 
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b. Event Selection. The Event Selection screen is the 

second in the sequence of three screens in the process of 

entering a purchase during a sale. Events are merchant 

sale items, goods, or services. To select an event: 

(1) A merchant is not required to have an event 

selected in order to complete a sale. 

(2) If merchant conducts sale with no events 

selected, Event Selection screen is not displayed during 

the sale. 

(3) There must be at least one event selected for POS 

to display Event Selection screen during sale. 

(4) Select Event pick list allows operator to select an 

event. POS defaults to “No Event” selection. Select “No 

Event” if you do not want to specify an event.

(5) Choose an event from the “Select Event” pick 

list.

Currently selected event name and expiration date are 

displayed below merchant name on Event Selection 

screen and are updated as you select events in the “Select 

Event” pick list. 

If selected event has expired, event name and expiration 

date are displayed in red. Enter Amount button is 

disabled if selected event has expired. 

Choose another event from “Select Event” pick list, or 

touch “Cancel” button to return to Merchant Selection 

screen. 

If selected event has not expired, currently selected event 

name and expiration date are displayed below merchant 

name and are updated as you select events in the “Select 

Event” pick list. 

The sales total is displayed at the bottom of the screen. 

Once desired event is selected and displayed, touch 

“Enter Amount” button. Amount Entry screen is 

displayed allowing you to enter an amount for the 

purchase. 
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c. Amount Entry. The Amount Entry screen is the third 

and last in the sequence of three screens in the process of 

entering a purchase during a sale. To enter an amount: 

You may either select a predefined amount from a pick 

list or enter a specific amount. 

If you select from the pick list of predefined amounts, 

then the amount textbox is automatically populated with 

the selected amount.

If you choose to enter a specific amount, use the 

POS numeric keypad, or touch the “keypad” 

button to enter the amount using the touch-screen 

keypad. 

Touch the “Cancel” button to return to the amount entry 

screen without entering an amount. 

If you enter an incorrect amount, touch the “CLR” button 

to clear the amount entry text. 

If you use the touch-screen keypad, touch the “OK” 

button to apply the specific amount entered, and return to 

the Amount Entry screen. 

On the Amount Entry screen, touch the “Complete” 

button to add the purchase to the total sale and return to 

the Merchant Selection screen. 

For multiple purchases, select additional merchants and 

events, and enter additional amounts. 
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d. Sale Review. Once all merchants and events have 

been selected, and amounts entered, you may review the 

sale. To review the sale: 

Touch “Review Sale” button on Merchant Selection 

screen. 

Summary of all purchases entered during current sale is 

displayed, including Merchant Name, Event Name (if 

any), and Amount. 

Entries in list are grouped according to Merchant/Event 

combination. 

Each line item could consist of multiple purchases for 

given Merchant/Event combination. 

Touch “Done” button to return to Merchant Selection 

screen. 

Sale Confirmation. To complete a sale, the customer 

(cardholder) must insert his / her Navy Cash card. 

Insert Navy Cash card in card slot in POS. “Please 

Wait...Accessing Card” message is displayed while POS 

authenticates the card. 

POS verifies card is not on hotlist—a list of negative 

cards maintained on Navy Cash server and downloaded to 

each POS that denies cards that are to be removed from 

operation / circulation. 

If card is on hotlist, “Card Blocked. Please Remove 

Card.” message is displayed on POS. 

If card is not on hotlist, sale can be completed. 
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If card valid, POS prompts cardholder to enter his / her 

PIN. Cardholder enters PIN. 

If PIN entered incorrectly, touch “CLR” button to clear 

PIN entry textbox, and re-enter PIN. 

If there are no PIN digits entered and cardholder touches 

“CLR” button, PIN-entry is canceled and “Please Remove 

Card” message is displayed. 

Once PIN is entered, touch “OK” button. POS verifies 

that PIN entered matches PIN on card. If the PINs do not 

match, then an “Invalid PIN” message is displayed 

followed by a “Re-Enter PIN” message. The customer 

may re-enter their PIN up to the retry limit enforced by 

the card.

POS verifies total sale amount does not exceed card 

balance. If it does, “Card Balance Exceeded by 

$X.XX...Sale Cancelled” error screen is displayed, and 

sale is canceled. 

After Navy Cash card authenticated, Sale Confirmation 

screen displays total amount of sale and list of all 

purchases entered during the current sale, including 

merchant name, event name (if any), and amount.

Cardholder touches “OK” button to confirm and complete 

the sale. 

If there is not enough memory to complete the sales 

transaction, current sale is canceled and “Memory 

Full...Sale Cancelled” error message is displayed for a 

few seconds. POS prompts cardholder to “Please 

Remove Card” and then displays a memory full error 

screen. If POS is offline and internal and / or SD card 

message queues are full, plug POS into network 

connection point. POS will automatically upload 

messages to Navy Cash server. 

If there is enough memory to complete the sale, POS 

displays “Please Wait...Completing Sale” while 

processing the transactions. 
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e. Sale Results. Sale Results screen is displayed after all 

sales transactions are processed. Screen shows processing 

status of each transaction and how many were Approved 

or Denied. 

Numbers of Approved and Denied transactions are 

displayed at the top under Sale Results, and detailed 

results for each transaction are displayed under Details. 

It is possible for transactions to fail if Navy Cash card has 

enough funds to complete some, but not all of the 

transactions. 

Transactions may also fail because of errors writing to the 

Navy Cash card. 

Detailed results show which transactions were Approved 

and which transactions were Denied. Approved 

transactions are marked with “Success” and Denied 

transactions are marked with an error message, such as 

“Card Error.”

If a printer is attached to the POS, the Print Receipt button 

will be enabled. 

If enabled, touch “Print Receipt” button to print sales 

receipt. 

After reviewing Sale Results and/or printing a receipt, 

touch “Done” button to return to Normal Mode Welcome 

screen.

f. Single Purchase Sale. The single purchase sale is a 

special case that allows cardholder to purchase only one 

item. To start a single purchase sale:

Have the customer insert their Navy Cash card without 

touching the “Begin Sale” button. 
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POS displays “Please Wait...Accessing Card” message 

while authenticating card and verifying it is not on hotlist. 

If card is on hotlist, a “Card Blocked Please Remove 

Card” message is displayed. 

When prompted, cardholder enters PIN. If PIN entered 

incorrectly, touch “CLR” button to clear PIN entry 

textbox, and re-enter PIN. 

If there are no PIN digits entered and cardholder touches 

“CLR” button, PIN-entry is canceled and “Please Remove 

Card” message is displayed. 

Once PIN entered, touch “OK” button. Card balance 

displays on Normal Mode Welcome screen. 

Touch “Begin Sale” button.

Select merchant from list of configured merchants on 

POS, and touch “Enter Purchase” button. 

Select event from Event Selection screen (if applicable). 

Enter amount on Amount Entry screen. 

POS device verifies total sale amount does not exceed 

card balance. If total sale amount exceeds card balance, 

error screen displayed and sale canceled.

POS displays Sale Confirmation screen. Cardholder 

touches “OK” button to complete the sale. 

If there is not enough memory to complete transaction, 

current sale is canceled and “Memory Full...Sale 

Cancelled” error message is displayed for a few seconds. 

POS prompts cardholder to “Please Remove Card” and 

then displays a memory full error screen. 

If there is enough memory to complete the sale, POS 

displays “Please Wait...Completing Sale” while 

processing the transaction. 

POS displays the Sale Results screen. To print receipt for 

the transaction (if a printer is attached to the device), 

touch “Print Receipt” button. 

When finished reviewing Sale Results, touch “Done” 

button to return to Normal Mode Welcome screen. 
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12. Proxy Mode

In order to communicate with the Navy Cash Disbursing Application, or with the Retail 

Operations Management (ROM) application in the Ship’s Store/Sales Office, the POS device 

must be connected to a workstation/laptop via a USB connection and must be set up in the Proxy 

Mode operational state. The Navy Cash Proxy application installed on the workstations/laptops 

handles communications between the POS and the ROM or Disbursing Application and between 

the POS and the Navy Cash server. 

a. Proxy Mode Welcome Screen. The Proxy Mode 

Welcome Screen is displayed when the POS is started or 

running idle, i.e., when no card is inserted, and no 

transactions are pending. 

If the POS is operating offline, the Proxy Mode Welcome 

Screen is displayed with an “Offline” message. 
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The POS device cannot operate in Proxy Mode if an SD 

Card is not present or if either the internal message queue 

or SD card message cue is full. An “Internal Memory 

Full” or SD Card Memory Full” error message will 

display in red. Notify the Navy Cash Accountable Officer 

(NCAO) of any error messages displayed in red. 

b. Card Entry. A cardholder may insert his/her Navy 

Cash card when the POS is idle or when the POS displays 

a message requiring card insertion. 

If the POS is idle, a “Waiting for Command” message is 

displayed. No card validation is done until a command is 

received from the ROM Application or Navy Cash 

Disbursing Application. 

If no card is inserted and the ROM or Disbursing 

Application sends a command that requires the card to be 

inserted, a “Please Insert Navy Cash Card,” message is 

displayed. 
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When cardholder inserts Navy Cash card, “Please 

Wait...Accessing Card” message displayed.

POS verifies card is not on hotlist. If card is on hotlist, 

POS displays “Card Blocked. Please Remove Card.” 

message. 

If card not on hotlist, cardholder prompted to enter his / 

her PIN. 

If PIN is entered incorrectly, touch “CLR” button to clear 

PIN entry textbox. 

If there are no PIN digits entered and cardholder touches 

“CLR” button, PIN-entry is canceled and “Please Remove 

Card” message is displayed. 

Once PIN is entered correctly and verified, POS displays 

card’s closed-loop account balance. 

13. Proxy Mode–Disbursing Application Interaction

In order to communicate with the Navy Cash Disbursing Application, the POS device must be 

connected to a workstation/laptop via a USB connection and must be set up in the Proxy Mode 

operational state. The Navy Cash Proxy application installed on the workstations/laptops 

handles communications between the POS and the Disbursing Application and between the POS 

and the Navy Cash server. The POS and Disbursing Application provide for the transfer of 

funds to and from the card and for various card maintenance functions, such as changing or 

unblocking a cardholder’s PIN. The POS device must be online to send and receive all message 

requests to and from the Disbursing Application. 

In the ship’s store, when ROM and Navy Cash are integrated, "Enforce User Logon" must be set 

to "Force Operator Logon." ROM and Navy Cash operator IDs must match for sales receipts to 

be reported properly, and the “Force Operator Logon” setting prevents Navy Cash sales in the 

ship’s store unless a successful operator logon occurs. 
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a. Get Chip Information. The Disbursing Application has 

a “Get Chip Info” button that is used throughout the 

application to request the card ID and closed-loop account 

balance. Chip information may be obtained when the 

POS is in the Proxy Mode operational state, not 

processing messages, and online. To get chip 

information:

(1) Touch “Get Chip Info” button on Disbursing 

Application (see Chapter 8 of SOP for additional 

information).

(2) Disbursing Application sends message to POS. 

If no card is inserted, “Please Insert Navy Cash Card” 

message is displayed to prompt cardholder. 

(3) If card not already inserted, cardholder inserts 

his/her card. 

(4) POS displays “Please Wait...Accessing Card” 

while it authenticates the card. 

(5) POS verifies card is not on hotlist. If card is on 

hotlist, then POS “burns” the chip, sends an error message 

to the Navy Cash server, and displays “Card Blocked. 

Please Remove Card.” message. 

(6) If card is not on hotlist, POS reads card ID and 

closed-loop balance from card and sends message back to 

Disbursing application with card ID and closed-loop 

account balance. 

(7) POS displays “Waiting for Command” message 

and continues to wait for commands from Disbursing 

Application. 

(8) If errors occur when accessing the card, POS 

sends failure response message back to Disbursing 

Application, and the card must be removed. POS returns 

to Proxy Mode Welcome Screen after card is removed. 

b. Funds Transfer to Chip. The POS supports funds 

transfer requests from the Disbursing Application that 

credit an amount to the closed-loop account on the Navy 

Cash card. To complete a funds transfer credit 

transaction: 

Enter the amount of the transfer in the Disbursing 

Application and initiate the funds transfer.
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Disbursing Application sends funds transfer message to 

POS. 

If no card inserted, “Please Insert Navy Cash Card” 

message displayed to prompt cardholder.

Cardholder inserts Navy Cash card. 

POS displays “Please Wait...Accessing Card” while it 

authenticates card. 

POS verifies card is not on hotlist. If card is on hotlist, 

then POS “burns” the chip, cancels the transaction, and 

displays “Card Blocked. Please Remove Card.” message. 

If card is not on hotlist, POS prompts cardholder to enter 

his / her PIN. 

Cardholder enters PIN and touches “OK” button. “Please 

Wait...Verifying PIN” message displays. 

POS verifies PIN entered matches PIN on card. If PINs 

don’t match, “Invalid PIN” message displayed, followed 

by “Re-Enter PIN” message. Cardholder may re-enter 

PIN up to the retry limit enforced by card. 

Confirm Credit screen is displayed. Touch “OK” button 

to confirm transaction, or touch “Cancel” button to cancel 

transaction. 

If credit amount is confirmed, “Please Wait...Querying 

Network” message is displayed. 

Navy Cash server will approve the transaction, unless the 

amount is over soft limit on closed loop, in which case 

Navy Cash server will deny the transaction. If transaction 

is denied, then it is canceled, and POS sends failure 

message to Disbursing Application.

If transaction approved by Navy Cash server, POS credits 

the amount to the card. 
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If transaction was successful, “Success” message is 

displayed for a few seconds. If transaction failed, a 

descriptive error message followed by an error code is 

displayed for a few seconds. 

If Navy Cash card still inserted, POS displays “Waiting 

for Command” message followed by closed-loop account 

balance on card and continues to wait for commands from 

Disbursing Application. If card is not inserted, POS 

returns to Proxy Mode Welcome Screen. 

c. Funds Transfer from Chip. The POS supports funds 

transfer requests from the Disbursing Application that 

debit an amount from the closed-loop account on the 

Navy Cash card, e.g., in exchange for cash. To complete a 

funds transfer debit transaction: 

(1) Enter the amount of the transfer in the 

Disbursing Application and initiate the funds transfer (see 

Section 5E for additional information). 

(2) Disbursing Application sends funds transfer 

message to POS. 

(3) If no card inserted, “Please Insert Navy Cash 

Card” message displayed to prompt cardholder. 

(4) Cardholder inserts Navy Cash card. 

(5) POS displays “Please Wait...Accessing Card” 

message while it authenticates card.

(6) POS verifies card is not on hotlist. If card is on 

hotlist, then POS “burns” the chip, cancels the 

transaction, and displays “Card Blocked. Please Remove 

Card.” message. 

(7) If card is not on hotlist, POS prompts cardholder 

to enter his/her PIN. 

(8) Cardholder enters PIN and touches “OK” button. 

“Please Wait...Verifying PIN” message displays. 

(9) POS verifies PIN entered matches PIN on card. 

If PINs don’t match, “Invalid PIN” message displayed, 

followed by a “Re-Enter PIN” message. Cardholder may 

re-enter PIN up to the retry limit enforced by card. 
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Confirm Debit screen is displayed. Touch the “OK” 

button to confirm transaction, or touch “Cancel” button to 

cancel transaction. 

If debit amount is confirmed, “Please Wait...Updating 

Card” message is displayed.

POS debits the amount from the card. If any errors occur 

debiting the amount from the card, the transaction is 

canceled.

POS generates an EFT message to be sent to the Navy 

Cash server for the transaction amount. 

POS device sends response message back to Disbursing 

Application with a success code. 

If funds transfer was from closed-loop account to 

Merchant, “Print receipt?” message with a “Yes” and 

“No” button is displayed (if a printer is attached to the 

POS). Cardholder has five seconds to touch “Yes” or 

“No” button before screen disappears. 

If cardholder touches “Yes” button to print a receipt, POS 

prints receipt and returns to idle. 

If cardholder touches “No” button, POS returns to idle. 

If transaction succeeded, “Success” message is displayed 

for a few seconds. If transaction failed, an error message

followed by an error code is displayed for a few seconds. 

If Navy Cash card still inserted, POS displays “Waiting 

for Command” message followed by closed-loop account 

balance on card and continues to wait for commands from 

Disbursing Application. If card is not inserted, POS 

returns to Proxy Mode Welcome Screen. 

Change / Unblock PIN. The POS supports PIN reset and 

change requests from the Disbursing Application. To 

change or unblock a PIN: 

Initiate the PIN reset or change process in the Disbursing 

Application (see Section 5E for additional information). 

Cardholder inserts Navy Cash card.
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“Please Wait...Accessing Card” message displayed while 

POS authenticates the card. 

POS verifies card is not on hotlist. If card is on hotlist, 

then POS “burns” the chip, cancels the transaction, and 

displays “Card Blocked. Please Remove Card.” message. 

If card is not on hotlist, Enter PIN screen is displayed 

prompting cardholder to enter his / her PIN. 

If any digits entered incorrectly, touch “CLR” button to 

clear PIN textbox, and re-enter PIN.

After four digits entered, PIN textbox turns green, and 

“OK” button enabled. Touch “OK” button. “Please 

Wait...Verifying PIN” message displays.

POS verifies PIN entered matches PIN on card. If PINs 

don’t match, “Invalid PIN” message displayed, followed 

by a “Re-Enter PIN” message. Cardholder may re-enter 

PIN up to the retry limit enforced by card.

If PINs match, Enter New PIN screen is displayed 

prompting cardholder to enter his / her new PIN. New 

PIN must contain four digits. 

If any digits entered incorrectly, touch “CLR” button to 

clear PIN textbox, and re-enter PIN.

After four digits entered, PIN textbox turns green, and 

“OK” button enabled. Touch “OK” button. 

Re-Enter PIN screen is displayed prompting cardholder to 

re-enter and confirm new PIN. 

POS verifies both PIN entries match. If they don’t match, 

“PIN Mismatch...Try Again” message is displayed. The 

customer must again enter and confirm new PIN. 
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If PINs match, POS displays “Please Wait...Changing 

PIN” message.

POS sends message to Navy Cash server requesting 

unblock PIN for PIN change. Server sends response back 

to POS with unblock PIN. If transaction is denied by 

Navy Cash server, then transaction is canceled.

POS uses unblock PIN from server to unblock the card 

and sets the new PIN on the card. 

If transaction successful, “Success...PIN Changed” 

message is displayed for a few seconds. 

If Navy Cash card still inserted, POS displays “Waiting 

for Command” message followed by closed-loop account 

balance on card and continues to wait for commands from 

Disbursing Application. If card is not inserted, POS 

returns to Proxy Mode Welcome Screen. 

14. Proxy Mode–ROM Application Interaction

In order to communicate with the Retail Operations Management (ROM) application in the 

Ship’s Store/Sales Office, the POS device must be connected to a workstation via a USB 

connection and must be set up in the Proxy Mode operational state (see paragraph 2.2.2.k above). 

The Navy Cash Proxy application installed on the workstation handles communications between 

the POS and the ROM Application and between the POS and the Navy Cash server. 

In the ship’s store, when ROM and Navy Cash are integrated, "Enforce User Logon" must be set 

to "Force Operator Logon." ROM and Navy Cash operator IDs must match for sales receipts to 

be reported properly, and the “Enforce User Logon” setting prevents Navy Cash sales in the 

ship’s store unless a successful operator logon occurs (see paragraph 2.2.2.k above).

a. Operator Logon. An operator may log on to the POS 

device from the ROM application. The Navy Cash server 

must approve the logon. The POS must be in the Proxy 

Mode operational state, have no pending transactions, and 

online. Consult ROM application documentation for 

information about ROM operations. To logon to the POS 

from the ROM application: 

From ROM application, initiate logon. 

ROM application sends message to POS. 

If Enforce User Logon setting is set to Force Operator 

Logon, then the POS verifies that an operator is not 

already logged on to the POS. 

If an operator is already logged on to the POS, the POS 

sends a failure message back to the ROM application, and 

the operator is not logged on to the POS. 
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If an operator is not already logged on to the POS, the 

POS displays a “Please Wait...Logging Operator On” 

message. 

POS sends message to Navy Cash server to log on the 

operator. 

POS sends a success/failure message back to the ROM 

application. 

If successful, a “Success...” message is displayed for a 

few seconds, the operator is logged on, and the POS 

returns to the screen displayed before the logon request. 

If unsuccessful, an error message is displayed for a few 

seconds, the operator is not logged on, and the POS 

returns to the screen displayed before the logon request. 

b. Operator Logoff. An operator may log off the POS 

device from the ROM application. The Navy Cash server 

must approve the logoff. The POS must be in the Proxy 

Mode operational state, have no pending transactions, and 

online. Consult ROM application documentation for 

information about ROM operations. To logoff the ROM 

ES application using the POS device:

(1) From ROM application, initiate log off. 

(2) ROM application sends message to POS. 

(3) If Enforce User Logon setting is set to Force 

Operator Logon and an operator is already logged on, 

then the POS verifies that the Operator IDs match. 

(4) If the Operator IDs do not match, the POS 

sends a failure message back to the ROM application, and 

the operator is not logged off of the POS.

(5) If the operator IDs match, POS displays a 

“Please Wait...Logging Operator Off” message. 

(6) POS sends message to Navy Cash server to log 

off the operator. 

(7) POS sends a success / failure message back to 

the ROM application. 
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If logoff is successful, a “Success...” message is 

displayed for a few seconds, the operator is logged off, 

and the application returns to the screen displayed before 

the logoff request. 

If logoff is unsuccessful, an error message is displayed for 

a few seconds, the operator is not logged off, and the 

application returns to the screen displayed before the 

logoff request. 

c. Purchase Transactions. Amounts may be deducted 

from the Navy Cash card using the POS in conjunction 

with the ROM application. The POS must be in the Proxy 

Mode operational state and not processing any messages 

or transactions. These closed-loop debit purchase 

transactions may occur either online or offline. Consult 

ROM application documentation for information about 

ROM operations. To perform a closed-loop debit 

transaction: 

(1) The purchase amount is entered by the ROM 

application. 

(2) The ROM application sends a purchase message 

to the POS to initiate the funds transfer. 

(3) If there is no Navy Cash card inserted, POS 

displays “Please Insert Navy Cash Card” message to 

prompt cardholder.

(4) Cardholder inserts Navy Cash card.

(5) POS displays “Please Wait...Accessing Card” 

message while it authenticates card. 

(6) POS verifies card is not on hotlist. If card is on 

hotlist, then POS “burns” the chip, cancels the 

transaction, and displays “Card Blocked. Please Remove 

Card.” message. 

(7) If card is not on hotlist, POS prompts cardholder 

to enter his/her PIN. 

(8) Cardholder enters PIN. If PIN entered 

incorrectly, touch “CLR” button to clear PIN entry 

textbox, and re-enter PIN. 

(9) If there are no PIN digits entered and cardholder 

touches “CLR” button, PIN-entry is canceled and “Please 

Remove Card” message is displayed. 
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Once PIN entered, touch “OK” button. POS verifies PIN 

entered matches PIN on card. 

If PINs don’t match, “Invalid PIN” message displayed, 

followed by a “Re-Enter PIN” message. Cardholder may 

re-enter PIN up to the retry limit enforced by card. 

POS displays Confirm Withdraw screen. Cardholder 

touches “OK” button to confirm purchase transaction 

(withdraw) amount or “Cancel” button to cancel purchase 

transaction. 

If cardholder touches “Cancel” button, transaction is 

canceled, and POS sends failure message back to ROM 

application. 

If cardholder touches “OK” button, POS displays “Please 

Wait...Updating Card” message. 

The POS debits the amount from the cardholder’s Navy 

Cash card and generates an EFT message to be sent to the 

Navy Cash server for the transaction amount. 

If transaction succeeded, “Success ...Purchase 

Succeeded” message is displayed for a few seconds. If 

the transaction failed, then an error message followed by 

an error code is displayed for a few seconds. 

If Navy Cash card still inserted, POS displays a “Waiting 

for Command” message followed by closed-loop account 

balance and continues to wait for commands from ROM 

application. If card is not inserted, POS returns to Proxy 

Mode Welcome Screen. 
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B - POINT-OF-SALE 

(MT280 POS)

1. Applicability

Navy Cash versions 1.4.7.3 and 1.4.7.4. 

2. Introduction

The Point-of-Sale (POS) hardware used for the applicable versions of Navy Cash is Bluebird 

MT280. The functionality of this device is nearly identical to that of the v. 1.4.7.1 POS, 

Ingenico IPA280. However, there are some differences in the POS application user interface 

(UI).

General Screen Layout

The main screen consists of a header bar, status bar and content area. The header bar 

consists of a battery life indicator, network offline indicator, Navy Cash logo image and an 

option to Logoff the current operator, if any. If no operator is currently logged on, then the 

Logoff option is not shown. If the device is connected to the NCService, then the network 

offline indicator is not shown.
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a. Header Bar

b. Status Bar

Icon Description Action(s)

SD card missing Install SD card

Internal messages

Place in cradle

Verify Network settings

Verify device exists in navy.cfg in NCService

Backup messages

Place in cradle

Verify Network settings

Verify device exists in navy.cfg in NCService

Offline Indicator

Place in cradle

Verify Network settings

Verify device exists in navy.cfg in NCService

Header and Status Bar Icons
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c. Admin Mode

1. Login to Admin Mode

2. Tap on Navy Cash logo on header bar at least three times in 

five seconds. Enter the admin password to continue. 

3. Note: If the admin password is entered incorrectly three 

times, entry into Admin Mode will be suspended for one 

hour.

d. Admin Menu: The Admin Menu allows the admin user to view and configure device 

settings. 

Options

• Password: Change Admin password

• Setup: Setup Merchants, Events, and Amounts

• Diagnostics: View device diagnostic information

• Network: Change network settings

e. Password Screen. The Password screens verify the Admin user’s existing password, 

prompt for new password, and verification of the new password.

Change Password Screen
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f. Setup Menu: The Setup Menu allows for the adding or removing of Merchants, 

Events, or Amounts.

3.

3. Setup Menu

a. Merchants. At startup, the POS device verifies that at least one merchant has been 

configured on the device. If there is not at least one configured merchant, then the 

message, “Error Initializing Device, No Configured Merchants.” is displayed. You must 

add at least one merchant to the device. You can view and configure up to ten merchants 

on the POS device. To view and configure merchants: 

1. Ensure that the device is online, so that the POS device can retrieve the 

current list of merchants from the Navy Cash server.

2. Touch the Merchants button on the Setup menu.

3. The Merchants screen contains a list of current configured merchants (if any);

and options to add, remove, and clear merchants.

Note: If the maximum number of configured merchants on the device is reached, a 

“Merchant Limit Reached” message displays. Touch the “Remove” button to 

remove a merchant, or touch the “Cancel” button to return to the Merchants 

screen.
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b. To Add Merchants:

1. The device must be online to retrieve the list of available 

merchants.

2. If the device is offline, the error message, “Error Getting Available 

Merchants - Offline” displays and you are returned to the Merchant 

menu.

3. A list of available merchants from the Navy Cash server displays. 

Select one or more new merchants – up to a total of 10 (including those 

previously configured)
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c. To remove merchants:

1. From the Merchant Menu, touch the “Remove” button.

2. Tap each merchant to be removed.

3. Touch the “OK” button to remove the selected merchants and return to the 

Merchants screen.

d. To clear merchants: Touch the “Clear” button on the Merchants screen.

Note: This will remove ALL merchants and events from the device.

1. If you want to remove all configured merchants and their events, touch the 

“Yes” button. If you do not want to remove all merchants and events, touch the 

“No” button.
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e. Events. Events are merchant sale items, goods, and services. There must be at least 

one configured event for the selected merchant in order for the POS device to display the

Event Selection screen during a sale. A merchant does not have to setup events in order

to complete a sale. You may view and configure up to ten events per merchant on the 

device.

To view and configure events:

1. To begin Event setup, select the merchant for which Events should be 

configured.

2. After selecting the desired merchant, Events are configured in a similar 

way as Merchants. Refer to the Merchants section above for more information.

3. Note that Events have an expiration date. If an Event has expired, it will 

continue to count against the ten item limit and will need to be removed.
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f. Amounts. Use the Amount Menu to view and configure amounts on the POS device. 

The device may hold up to ten configured amounts at a given time. This limit applies to 

the device overall – not to an individual merchant. Amounts can be added at any time and 

do not require the device to be online.

To configure amounts:

1. From the Setup menu, touch the “Amounts” button.

2. The Amount Menu displays showing the list of configured amounts on the

device, and buttons to add, remove, and clear amounts.

3. To add or remove an amount, touch the “Add” or “Remove” button on the 

Amount Menu.

 

4. If you attempt to add an amount that already exists, a warning message 

displays and you can either re-enter an amount or cancel.

5. To remove all configured amounts:

a). Touch the “Clear” key on the Amount menu.

b). An “Are you sure you want to remove all amounts?”

warning message displays.
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g. Network:

The Network settings screen allows an Admin user to:

1. Choose between static or DHCP addressing mode

2. Modify static address network settings (IP Address, Subnet Mask, DNS, etc.)

3. Set the Port on which the device will listen to for connections from the Navy 

Cash server

Note: This value must match the value in the navy.cfg file on Navy Cash server.

Network Settings Screen

4. To enable DHCP addressing mode, check the DHCP check box.

Note: IP Address, Subnet Mask, Gateway, and DNS Server settings are not 

editable when DHCP is checked. 

5. To enable static addressing mode, uncheck the DHCP check box.

Note: IP Address, Subnet Mask, Gateway, and DNS Server settings are editable 

when 

6. DHCP is unchecked.

7. Touch the Port or desired octet field to edit.

a). Use the keypad to enter the desired IP setting and/or Port

b). Use the directional pad to navigate between the various fields

c). If the port setting has been changed, the message, “App Restart

Required, Press OK to continue” displays. Touch “OK” to continue 

and restart the application.

The device will ensure the port is in the range 1024-65,535. If not using DHCP 

mode, the device validates the IP address and associated network parameters. If

any of the network settings are invalid, including the port, then a message

displays indicating that the parameter is invalid, and the invalid items are 

highlight in red.
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h. Diagnostics

Device diagnostic and configuration information is summarized under the Diagnostics 

Screen. The Diagnostics Screen has four tabs, including “System”, “Network”, “Queue”, 

and “App”. Use these tabs to view device diagnostic information.

Diagnostics Screen
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i. Purchases

1. User Logon: To perform purchases, a user must logon to the device. The device 

must be online (connected to the Navy Cash server) to perform user logon. Once 

the user logon is completed, that user will remain logged on until the “Logoff” 

button is pressed.

2. Begin Purchase: A purchase can be initiated in one of two ways – card insertion 

and the “Begin Sale” button on the Welcome Screen.

a) Card Insertion: When a sale is initiated by insertion of a user card, the 

sale will consist of a single purchase (transaction).

b) “Begin Sale” button: When a sale is initiated by the “Begin Sale” 

button, the terminal operator can group together multiple “purchases” in 

a single sale. Each “purchase” is considered a distinct transaction. As a 

result, if a user does not have sufficient funds for the entire sale, it is 

possible that some purchases will succeed, while those with insufficient 

funds will not. The results of all purchases can be viewed at the end of 

the sale on the “Sale Results” screen. Successful transactions are shown 

in green and marked with “Success”, and failed transactions are marked 

in red with a failure message. 

Sale Results Screen

3. Entering a Purchase: 

a. Verify or select the current Merchant

b. If Events are configured for the selected Merchant, the user can select an 

unexpired event.

c. Enter the amount of the purchase using the keypad or by selecting from the 

list of configured amounts.

d. If desired, the user can review the sale by pressing the “Review Sale” 

button

e. Complete the sale by pressing the “Complete Sale” button
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Common Error Messages:

Error Message Corrective Action

Error Authenticating Card

Card Blocked

Contact NCAO detected “Lost” or “Stolen” card status

Error Initializing SAM

SAM Not Present

Install SAM then restart

SD Card Error

SD Card Not Present

Install SD Card then restart

SAM Error

Please Clean or Replace 

SAM

Clean or Replace SAM then restart

SD Card Reader

Fatal Reader Error

Power device off then ensure the SD card is properly inserted 

into the device

SD Card Reader

SD Card Not Present

Install SAM then restart

System Sync Required

Connect to Navy Cash

Sync with Navy Cash server - network access is needed.

Reading Card

Error Powering On

Failed to power on card – verify card is valid and inserted 

properly

Out of Service "OOS" 

Errors and Other Errors

Other problems or those not resolved with suggested corrective 

action please contact support at

1-866-6NAVYCASH / 1-866-662-8922

navycashcenter@frb.org

www.navycashcenter.com
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C - CARD ACCEPTING DEVICE (ITC CAD)

1. General

The CAD is installed in vending machines and can read the closed-loop account on the Navy 

Cash card and interact with the Navy Cash server. The CAD allows cardholders to purchase 

items from the vending machines and records the sales transactions in the Navy Cash system. 

Because the transactions in vending machines are small in value, CADs don’t support entry of 

Personal Identification Numbers (PINs). 

2. Interfaces

a. Ship’s Local Area Network (LAN). The CAD 

connects to the Navy Cash server through the 

ship’s LAN (Ethernet), e.g., the Integrated 

Shipboard Network System (ISNS). The CAD 

requires a network connection to the Navy 

Cash server to initially log in to the Navy Cash 

server and to send messages after any 

transactions. The CAD can support 

transactions when it is off line. Transaction 

messages are saved if the CAD is off line. 

Once the CAD is back on line, the stored 

messages are sent to the Navy Cash server. 

b. Navy Cash Card. The chip on the Navy Cash 

card provides a means of user authentication 

and a Secure Authenticated Counter (SAC), or 

closed-loop account, to and from which funds 

can be transferred. The CAD recognizes two 

types of cards, cardholder cards and vending 

merchant cards. Cardholder cards are 

synonymous with Navy Cash cards. Vending 

merchant cards are used to activate the EndOf-Month (EOM) message at the CADs. Each 

CAD can be associated with only one vending 

merchant. Vending merchant cards are used 

only for EOM reporting and must never be 

funded or used to purchase products. 

c. Secure Access Module (SAM). The CAD uses 

a SAM (chip) to interact with the chip on the 

Navy Cash card.

d. Secure Digital (SD) Card. The SD card 

provides a means of storing transactions when 

the CAD is off line. Once the CAD is back on 

line, the stored transaction messages are sent to 

the Navy Cash server automatically. The 

transactions stored on the SD card can be 
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uploaded to the Navy Cash server “manually” 

in the event the CAD itself fails. 

e. Multi-Drop Bus (MDB). The MDB standard 

enables communications between a CAD and a 

vending machine. The MDB interface also 

supplies power to the CAD. 

3. Messages

The CAD displays startup, error, transaction, card, and admin messages to indicate its current 

state of operation. 

a. Startup Messages. Prior to initially starting a 

CAD, an IP address must be set up in the Navy 

Cash server, and the CAD must be assigned in 

the Disbursing Application (see Section 5E). 
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When starting up, a message is displayed to indicate the 

CAD is initializing.

After initialization is complete, the CAD should receive a 

PING message from the Navy Cash server. Upon receipt 

of the PING, the CAD displays a message to indicate it is 

trying to log on to the Navy Cash server. 

If a PING is not received, the CAD displays a message to 

indicate it is unable to log on to the Navy Cash server. To 

correct the problem, 

Open the vending machine to access the CAD. Make sure 

all cables are plugged in, and troubleshoot network 

connections. 

Ensure CAD has an IP address set up in the Navy Cash 

server. 

Ensure CAD has been assigned in the Disbursing 

Application.

Restart CAD, and close vending machine. 

b. Error Messages. The CAD will display error 

messages when the SD card is not present, the 

CAD is disabled, the vending machine is out of 

stock, or there is a system error. 

An “Out of Service – SD” message is displayed if there is 

no SD card in the CAD. An SD card must be inserted to 

continue CAD operations. 

Open the vending machine to access the CAD. The SD 

card slot is located on the back of the CAD. 

Insert an SD card. SD High-Capacity (SDHC) cards are 

not compatible with the CAD. SD cards should be 1 GB 

or greater and have a standard size form factor. A 

standard size adapter is required if SD-Mini or SD-Micro 

cards are used. 

Restart CAD; close vending machine. 

A “CAD Disabled” message is displayed if there is no 

communications between the CAD and the MDB 

interface. 
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An “Out of Stock” message is displayed if the vending 

machine is out of stock or the CAD is unable to vend due 

to an MDB system failure.

To correct an MDB problem, open the vending machine 

to access the CAD. 

Make sure the power is connected and restart the CAD. 

Contact the vending machine vendor if the problem 

persists. 

A “System Error” message with a four-digit hexadecimal 

number is displayed if there is an internal error. 

Restart the CAD and the vending machine. 

If the problem persists, contact the CSC at 1-866-

6NAVYCASH / 1-866-662-8922, 

navycashcenter@frb.org, or www.navycash.com.

c. Transaction Messages

A transaction message is displayed at the end of a 

transaction. For successful transactions, first the amount 

paid and then the new card balance are displayed on the 

screen. 
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d. Card Messages.

A “Please Remove Card” message is displayed if, at any 

point during the transaction, the CAD determines the card 

should be removed. 

e. Admin Messages. If the SAM is not in the 

CAD, the CAD will not work, and an “Out of 

Order – S1” message is displayed on the 

screen. To insert the SAM into the CAD: 

Open the vending machine. 

Insert the new SAM in the slot in the center of the CAD. 

Restart the CAD, and close the vending machine. 

4. Administrative Functions

The CAD administrative functions provide tools that can be helpful in managing the operation of 

the CADs and in diagnosing and solving any problems with the CADs. 

Diagnostic Information. 

The diagnostic screens display analytic information about the CAD. CAD diagnostics are 

categorized into five groups and a restart function. The “Restart” function displays no diagnostic 

information; it simply restarts the CAD application. 

General

Current date/time (GMT) 

CAD application version

Operating system information

Application updated date/time

SAM status (present/not present)

Main battery status (%remaining)

Backup battery status (%remaining)

Database version

Backup database version

Network

Terminal ID number

Network connectivity status (online / 

offline)

Server log-on status (logged on / not 

logged on)

Device IP address

Port

Hotlist

Hotlist size (number of entries)

Date / time of last hotlist update 

(GMT mm/dd/yyyy hh:mm) 

Queue

Total number of items in queue

Number of transactions in queue

Number of errors in queue

Number of reversals in queue

Number of card burn messages in 

queue

Message queue capacity remaining 

(percentage) 

Backup

Total 

Number of transactions 

Number of errors 

Number of reversals 

Number of card burn 

Capacity remaining (percentage) 
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Accessing Diagnostic Information. Navigation of the CAD “Diagnostic Menu” is 

depicted in the graphic below. Diagnostic information is accessed via the 

“hidden” front panel buttons on the CAD. 

The buttons are located below the screen and above the 

card reader, as shown in the picture of the CAD to the 

left. There are three buttons, one on the left, one in the 

center, and one on the right. The buttons are also shown 

in the graphic on the diagnostic menu below, labeled 

“DONE” on the left, “SELECT” in the middle, and 

“NEXT” on the right. 
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The diagnostic menu can be accessed when the CAD is in 

an idle state with no card inserted and the “Welcome 

Screen” is displayed. To access the diagnostic menu, 

press and hold the center (SELECT) button for three 

seconds. 

The CAD will display the “CAD Diagnostics” screen. 

Press the left (DONE) button to “Exit” and return to the 

“Welcome Screen.” Press the center (SELECT) button to 

“Start” the diagnostic menu and continue to the next 

screen. 
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The CAD will then display the first diagnostic group 

name, i.e., “General.” Press the right (NEXT) button until 

the desired diagnostic group is displayed (see the CAD 

“Diagnostic Menu” in the graphic above for the 

diagnostic group names). 

To select the desired diagnostic group, press the center 

(SELECT) button. 

The CAD will then display the first item in the list of the 

selected group’s diagnostic information. Press the right 

(NEXT) button to view each diagnostic item in the group. 

After completing the review of desired diagnostic items in 

the group, press the left (DONE) button to return to the 

diagnostic group selection screen. 

Port and IP Address Settings. A CAD’s port and IP address settings can be edited from 

the diagnostics screens. To edit the address settings:

Navigate through the diagnostic group selection screens to the “Network” group. Press the center 

(SELECT) button to select the Network group.

Press the right (NEXT) button several time until the “IP Address” diagnostic screen is displayed. 

Press and hold the center (SELECT) button for three to four seconds until the “Addressing 

Mode” screen is displayed. 

The addressing mode screen displays the current “Mode”, 

as well as options to “Exit” and to edit “DHCP” and 

“Static” IP. 

If you choose not to edit the address settings, press the left 

(DONE) button to “Exit” the addressing mode screen and 

return to the “Network” group screen. 

Edit Port Number. To edit the port number, press the 

center (SELECT) button to select “DHCP”. 

The “Port Selection” screen displays the current “Port.” 

If you choose not to change the port number, press the left 

(DONE) button to “Exit” and return to the addressing 

mode screen. Press the center (SELECT) button to 

“Change” the port number.
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A cursor will appear positioned at the most significant 

digit of the port number. 

Press the right (NEXT) button to increment the current 

digit. 

Press the center (SELECT) button to move the cursor to 

the next digit. 

When the change to the port number is completed, press 

the left (DONE) button to return to the addressing mode 

screen.

Edit IP Address. To edit the IP address, press the right 

(NEXT) button on the addressing mode screen to select 

“Static”. 

The current IP address is displayed, with the cursor 

positioned at the most significant digit of the third octet. 

Press the right (NEXT) button to increment the current 

digit. 

Press the center (SELECT) button to move the cursor to 

successive digits and to the next octet. 

Press the right (NEXT) button to increment successive 

digits. 

To position the cursor at the most significant digit of the 

first (left-most) octet to edit the entire IP address, enter 

“999.999” in the third and fourth octets. 

Press the right (NEXT) button to increment the current 

digit. 

Press the center (SELECT) button to move the cursor to 

successive digits and to the next octet. 

When finished editing the IP address, press the left 

(DONE) button. The CAD will return to the “Port 

Selection Screen.”

Once the port and/or IP address have been edited, press 

the center (SELECT) button to select “Change” and save 

the changes. 
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A “Commit Change” Screen is displayed. Press the left 

(DONE) button to discard the changes, or press the center 

(SELECT) button to apply the network settings changes.

The “IP Address” diagnostic screen is displayed.

Terminal ID. The “Terminal ID” for the CAD is set automatically using the Media 

Access Control (MAC) address assigned to the CAD’s Network Interface Card 

(NIC). Since the CAD has no user interface that allows for the entry of a 

terminal ID, the NIC card’s MAC address is obtained when the CAD 

application starts up. The MAC address is then loaded into memory, rightpadded with zeroes to form a 16-digit terminal ID number, and used any time 

the Terminal ID is required. 

Merchant ID. The “Merchant ID” for the CAD is set by the Navy Cash server using the 

Disbursing Application. The CAD receives its merchant ID with the hotlist 

message that is sent from the Navy Cash server. 

5. CAD Operations

a. End-Of-Month (EOM) Reporting. EOM reporting is initiated at each CAD using 

the vending merchant cards (for detailed EOM procedures see Part 2, paragraphs 

16b and 21b). Each CAD can be associated with only one merchant. The CAD 

must be on line to perform EOM reporting. To activate the EOM messages at the 

CAD: 

Insert the vending merchant card associated with the 

appropriate merchant into the card reader on the CAD. 

A “Processing Please Wait” message is displayed. 

During processing, the merchant card is authenticated, 

and the CAD verifies the card is not on the hotlist. 

If the merchant card is valid for the CAD, but EOM has 

never been performed, an “EOM Not Done Yet” message 

is displayed. If EOM has previously been performed, the 

CAD displays the last EOM date and time in mm/dd/yy 

and hhmmss format and the CAD terminal ID. 
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Press the right (NEXT) button on the hidden front panel 

of the CAD to activate EOM. The “EOM Activation 

Notification” message is displayed, and the CAD begins 

sending EOM messages to the Navy Cash server. 

Once the EOM messages have been sent to the Navy Cash 

server, the CAD displays the new EOM date and time. 

Remove the merchant card from the card reader. The 

“Welcome Screen” will display on the CAD. 

6. Message Queue

The CAD generates and sends messages to the Navy Cash server advising of actions performed, 

including Electronic Funds Transfer (EFT) debit transactions, card errors, and card burns. These 

messages are always stored on the CAD’s internal database and on the SD card’s database. 

Storing the messages in both databases ensures no transactions are lost. If the CAD is on line, the 

messages are immediately sent to the Navy Cash server. If the CAD is off line, the messages 

remain in queues in both the internal and SD card databases until the CAD comes on line again. 

Once the CAD is on line again, the messages are sent to the Navy Cash server. The messages 

are removed from the queues in both the internal and SD card databases once a satisfactory 

response is received from the Navy Cash server. The CAD will not work if an SD card is not in 

the CAD. 

All EFT messages have a globally unique ID. Anytime a message is stored in the queue on the 

CAD, the message is also stored in the queue on the SD card. While on line with the Navy Cash 

server, the CAD processes the internal queue first. When the message has been successfully sent 

to the server, the device uses the unique ID to search for the same message in the SD card queue, 

and deletes it if found. After processing the internal queue, the device processes the messages in 

the SD card queue. This is necessary because the SD card may have come from another CAD 

that failed and may contain transactions that need to be uploaded to the server.

7. Transaction Recovery

Each transaction is stored in a backup queue on the SD card until all transactions are uploaded 

successfully to the Navy Cash server. Then, each transaction is removed from the backup queue 

on the SD card. If a CAD is off line, an upload will occur when the CAD is brought back on line. 

Should a CAD fail, the transactions in the backup queue on the SD card can be recovered. To 

recover transactions, remove the SD card from the failed CAD, and place it in a functioning 

CAD. The transactions are automatically uploaded from the SD card to the Navy Cash server 

once the working CAD is on line. 
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8. Admin Message Support 

Navy Cash Admin Messages (NCAM) may be sent to the CAD to retrieve information from the 

CAD or to perform various administrative functions on the CAD. The CAD only processes 

NCAM messages when in an idle state, i.e., when no card is inserted, and there are no pending 

transactions. While processing NCAM messages, the CAD displays a “Please Wait...Under 

Maintenance” message to the user, and all other requests are ignored. Upon completion of the 

NCAM message processing, the CAD returns to an idle state, and the “Welcome Screen” is 

displayed. 

9. CAD Maintenance and Set Up

Installation of the CAD application is completed prior to delivery to the ship. Updates and 

upgrades for the application are generally installed remotely. 

10. CAD Installation 

a. Open the vending machine door and the interior panel. 

b. Attach the CAD using the four screws and secure with four nuts. 

c. Carefully attach Ethernet and MDB cables to the CAD. 

d. Close the interior panel and door, making sure not to pinch the cables. 

e. Ensure the network settings are correct and the CAD is assigned to the vending 

machine in the Disbursing Application (see Section 5E). 

f. Test the CAD by inserting a Navy Cash card. The card balance will display if the 

installation was successful and the CAD is operating correctly. 

11. SAM Installation 

a. Open the vending machine door and the interior panel to access the CAD. 

b. Carefully unplug the Ethernet and MDB cables from the CAD. 

c. Unscrew the four nuts securing the CAD, and remove the CAD. 

d. Flip the CAD over so that you are looking at the bottom of the CAD. 

e. If a SAM is already installed, it will be visible on the circuit board. 

12. To install a new SAM

a. Slide SAM holder in the direction of the arrow; remove any existing SAM. 

b. Without touching gold contact points of the new SAM, place it in the SAM holder 

with the gold contacts facing the circuit board. 

c. Press down on the SAM and slide it forward to lock it in place. 

d. Reattach the CAD to the vending machine, and secure it with the four nuts. 

e. Carefully attach the Ethernet and MDB cables to the CAD. 

f. Close the interior panel and door, making sure not to pinch the cables. 

g. Test the CAD by inserting a Navy Cash card. The card balance will display if the 

installation was successful and CAD is operating correctly. 
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13. SD Card Installation 

The SD card may be replaced by accessing the CAD in the same manner described above. To 

install an SD card: 

a. If an SD card is already installed, it will be visible on the board. 

b. Depress the SD card so that it ejects from the card slot. 

c. Insert the new SD card into the slot. 

d. Reattach the CAD to the vending machine, and secure it with the four nuts. 

e. Carefully attach the Ethernet and MDB cables to the CAD. 

f. Close the interior panel and vending machine door, making sure not to pinch the 

cables and ensuring nothing is pressed against the SD card, as objects pressing 

against the SD card may cause it to eject from the card slot. 

g. The CAD application automatically creates and updates the database on the SD 

card anytime a new card is inserted into the card slot on the CAD. 

14. Remote Update (Deprecated)

Remote update software is used to install application updates from the Navy Cash server onto the 

CAD automatically. No user intervention is required.

A “System Update In Progress” message is displayed 

until the update is complete.

If the CAD application is running before an update is installed, the CAD will gracefully finish 

any pending processes. Once the CAD application is idle, it shuts down and the update installs. 

The CAD application restarts automatically after the update is completed.

15. Technical Support 

Should technical support be required, contact the Customer Service Center (CSC) at 1-866-

6NAVYCASH (1-866-662-8922), navycashcenter@frb.org, or www.navycash.com. 
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D - CARD ACCEPTING DEVICE (BEZEL 8 CAD)

1. Applicability:

Navy Cash v. 1.4.7.4

2. General

Navy Cash cards are used at card accepting devices (CADs) for vending machine

purchases. Because the transactions are small, CADs don’t require the entry of a personal 

identification number (PIN). These PIN-less transactions are limited to a maximum of the 

PIN-less balance (typically $20-$25). As purchases are performed, the PIN-less limit is 

reduced by the purchase amount. Once the PIN-less balance has been exhausted, the user 

will need to insert his or her Navy Cash card into a Kiosk or POS device to validate the 

card PIN. Upon successful PIN validation, the PIN-less balance will be reset to the lesser 

of the PIN-less limit or the card balance. 

3. Merchant Cards

The merchant card is used to activate End of Month (EOM) messages. Each CAD can 

have only one assigned merchant card. CADs are assigned to a vending merchant during 

installation, but can be modified if necessary. The merchant card is for EOM reporting 

only and should not be funded or used to purchase products.

4. Messages

Startup Messages. After initialization is complete, the CAD will attempt to 

connect with the Navy Cash server. Once connected, you will see a message 

indicating the CAD is trying to log onto the Navy Cash server. If the CAD 

does not receive a message from the server, the Network Connectivity 

diagnostic item in the Network diagnostic group will display a message stating 

that the CAD is “Offline”. If this situation persists, power off and open the 

vending machine to access the CAD and verify cable connections. Ensure the

CAD has an IP address and port setup in the Navy Cash server configuration 

file, and that those values match the CAD’s network settings. 

Once the device is “Online”, the CAD must have a merchant assigned in the 

Disbursing Application, under “Operations” >> “Vending and Ship’s Store”. 

Error Messages. The CAD may display one of the following types of error

messages:

• Out of Service messages

• CAD Disabled

• Out of Stock

• System Error.
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An “Out of Service - SD” message is displayed if there is no external storage 

device attached. You must attach a properly formatted and partitioned flash

drive to the CAD in order to continue CAD operations. If the flash drive is in a

read-only mode, the CAD will display and “Out of Service – SL” message. 

This situation will usually cause the CAD to reboot in an attempt to clear the 

read-only status of the flash drive.

1. Power off the vending machine.

2. Open the vending machine to access the CAD. The flash drive

should be inserted into the Y-cable, which should be installed in 

the “RS232/USB” port on the back of the CAD (center port).

3. Insert a flash drive. Flash drives should be 16 GB San Disk Cruzer

Fit. The flash drive is required to have at least three partitions, 

2GB each, all formatted for FAT16. All other partitions are 

ignored by the system.

4. Restart the CAD.

5. Close the vending machine.

Problems with the multi-drop bus (MDB) interface will also result in error

messages. A “CAD Disabled” message is displayed if there is no

communication between the CAD and the MDB.

An “Out of Stock” message will be displayed if the vending machine is out of

stock, or if the CAD is unable to vend due to MDB system failure. To correct 

an MDB problem, power off and open the vending machine to access the CAD.

Verify all cables are connected then restart the vending machine.. Contact the 

vending machine vendor if the problem persists.

If there is an internal error, a “System Error” message with a four digit 

hexadecimal number is displayed. Restart the vending machine. If the problem 

persists, contact Navy Cash Client Support at 1-866-6NAVYCASH / 1-866-

662-8922, navycashcenter@frb.org, or www.navycashcenter.com.

5. Admin Messages. If the SAM is not in the CAD, the CAD will not work and a

message saying “Out of Order – S1” displays on the main screen. To load the SAM onto 

the CAD device:

1. Power off the vending machine.

2. Open the vending machine door.

3. If, attached, remove the MDB interface board.

4. Insert the new SAM in the slot on the far left of the CAD.

5. Replace the MDB interface board.

6. Close the vending machine door.

7. Power on the vending machine.

Admin Functions. Administrators can begin viewing diagnostic 
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information when the CAD is in an idle state with no card inserted, and the

Welcome screen is displayed. Press the [ENTER] button five times in a 

short period of time.

Diagnostics are categorized into five diagnostic information groups, as seen in the following 

diagram:

General Network Machine Type Queue Backup

Date / Time

Serial No.

NC APP Version

OS Version

MDB FW Version

App Updated

SAM Status

Main Battery

Backup Battery

DB Version

Backup DB Ver

Terminal ID

Net Connection

Logon Status

Port

IP Address Mode

IP Address

Subnet Mask

Gateway

DNS

Machine Type

Undefined

Machine Type

Coke

Machine Type

Pepsi

Machine Type

Snacks

Machine Type

Red Bull

Machine Type

Other

Exit Diagnostics

Total

Transactions

Errors

Reversals

Card Burns

Cap. Remain

Total

Transactions

Errors

Reversals

Card Burns

Cap. Remain

The CAD will display the Diagnostic Screen. Press the START button to continue.

The CAD will then display the first diagnostic information group name (e.g. “General”). If 

you need to view diagnostic information for a different group, press the NEXT button until

you see the desired group. To select the desired diagnostic information group, press the 

SELECT button.

The CAD will then display the first item in the selected group’s list of diagnostic information

items. You may press the NEXT button to view each diagnostic item in the group.
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When you are finished viewing the diagnostic information, press the EXIT button to return to 

the diagnostic information group selection screen.

CAD OPERATIONS. The CAD sends electronic funds transfer, or EFT, 

messages to the Navy Cash server. A recovery process using the USB flash 

drive makes it possible for EFT messages from inoperable CADs to reach 

the Navy Cash server by removing the USB flash drive from the inoperable

device and inserting it into an operable device. The CAD also allows end of 

month reporting using merchant cards.

a. End of Month (EOM) Reporting. EOM is activated using the CAD’s 

associated merchant card. There is only one merchant card for each CAD

and the CAD must be online in order to perform EOM reporting. To run 

the EOM Report:

1. Insert the merchant card into the card reader.

2. A “Processing” message will be displayed. During processing, the

merchant card is authenticated, and the CAD verifies that it is not 

on the card hotlist.

3. If the merchant card is valid for the CAD, but EOM has never

been performed, an “EOM Not Done Yet” message will be 

displayed. If EOM has been previously performed, then the CAD 

will display the last EOM date in MM/DD/YY format, the last 

EOM time in hhmmss format, and the CAD Terminal ID.

4. Press the “Enter” key on the front panel of the CAD to activate 

EOM. The CAD EOM activation notification will appear on the

screen. The CAD will send the EOM message to the Navy Cash 

server.

5. Once the EOM message has been sent to the Navy Cash server, 

the CAD displays the new EOM date and time. Remove the

merchant card from the card reader. The Welcome Screen will 

display on the CAD.

b. Transaction Recovery. Each transaction is stored in a backup queue on the

USB flash drive until transactions are successfully uploaded to the Navy 

Cash server. Then, each transaction is removed from the backup queue on

the USB flash drive. If a CAD is offline, an upload will occur when it is 

brought back online.

Should a CAD become inoperable, the transactions in the backup queue of the USB

flash drive can be recovered. To recover transactions, remove the USB flash drive from 

the inoperable CAD, and place it in a functioning CAD. The transactions are 

automatically uploaded from the USB flash drive once the working device is online.
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Common Error Messages

Error Message Corrective Action

Out of Service

Config Type

Set “Machine Type” from Admin Menu

SD Card

Not Installed

Insert SD Card

System Error

SAM Error

Clean or Replace SAM

System Error

Card Blocked

Card Blocked, Cannot Be Authenticated

Cardholder should report to disbursing officer to correct 

problem with the Navy Cash Card

System Error

Invalid Card

Try the card again or contact the disbursing officer about a 

problem with either the card or device. If device continues 

to report this error for all cards, restart the device or replace 

the device

System Error

Card Expired

Contact disbursing officer for a new card.

System Error

Card Error

Try the card again or contact the disbursing officer about a 

problem with either the card or device. If device continues 

to report this try restarting the device or look to replace the 

device

System Error Contact support.

Out of Service 

“OOS” Errors 

and Other Errors

Other problems or those not resolved with suggested 

corrective action please contact support at

1-866-6NAVYCASH / 1-866-662-8922

navycashcenter@frb.org

www.navycashcenter.com
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E - NAVY CASH KIOSK (SELFSERVE 60)

a. General Overview 

The Navy Cash kiosk is a self-service kiosk that can read the chip on the Navy Cash card and 

interact with the Navy Cash server. The kiosk allows cardholders to move funds between their 

bank and credit union accounts ashore and their Navy Cash closed-loop and open-loop accounts, 

to change their Personal Identification Numbers (PINs), and to check in to the ship. 

b. Interfaces

a. Secure Access Module (SAM). The Kiosk uses a SAM to interact with the 

chip on the Navy Cash card. If a SAM is not in the kiosk, the kiosk will not 

work, and an out-of-service error message is displayed on the screen.

b. Ship’s Local Area Network (LAN). The kiosk connects to the Navy Cash 

server through the ship’s LAN (Ethernet), e.g., the Integrated Shipboard 

Network System (ISNS). The kiosk requires a continuous network connection 

to the Navy Cash server to process any transaction. The kiosk cannot support 

transactions when it is off line. 

The kiosk receives PING messages from the Navy Cash server every 30 seconds. If the kiosk 

has not received a PING message within 30 seconds, an out-of-service message is displayed on 

the screen. 

c. Welcome Screen

The main screen for the kiosk is the “Welcome Screen”. Cardholders may insert their Navy Cash 

card and begin a transaction anytime the “Insert Card to Begin” prompt is displayed on the 

screen. 

a. Status Bar. A status bar is at the bottom of every screen. The current date and 

time are displayed in the lower-right corner of the status bar. The time is 

synchronized with the Navy Cash server. In Navy Cash, all dates and times are 

recorded, reported, and displayed in Greenwich Mean Time (GMT) (Coordinated 

Universal Time (UTC). 
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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. 

b. Offline Indicator. If the kiosk does not receive a “PING” message within 30 

seconds, it will go off line. An offline indicator appears in the left hand corner of 

the status bar, and an out-of-service message is displayed on the screen. 

d. Admin Mode

a. Create Admin Password. When the kiosk application is initially installed and 

runs for the first time, a six-digit numeric admin password must be created. The 

kiosk cannot proceed past the “Create Admin Password” screen until a password 

has been successfully set. To create an admin password:

Enter the desired six-digit password using the kiosk’s 

touch screen or keypad.

The password entry box turns green, and the “OK” button 

enables, when six digits are entered. Touch the “CLR” 

button to discard the previously entered password and 

enter a different one. 

If the password is acceptable, touch the “OK” button after 

the entry box turns green.
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The kiosk prompts you to confirm the admin password. 

Re-enter the desired password. 

The password entry box turns green, and the “OK” button 

enables, when six digits are entered. Touch the “CLR” 

button if you would like to discard the previously entered 

password and enter a different one. 

If the password is acceptable, touch the “OK” button after 

the entry textbox turns green. 

The kiosk verifies that both passwords match. 

If the passwords do not match, a “Password Mismatch –

Try Again” message displays in red. You must enter and 

confirm the admin password again. 

If the passwords match, the kiosk sets the admin 

password, and the Admin Menu displays. 
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b. Entering Admin Mode. Admin mode is used to change device settings or view 

diagnostic information. To access admin mode, the “Welcome Screen” must be 

visible and there must not be any cards in the kiosk. To enter admin mode: 

Touch the middle area of the “Status Bar” below the welcome screen three times. The “Admin 

Mode” button itself is not labeled on the status bar. 

Enter the six-digit admin password when prompted. 

Password characters are masked with asterisks (“*”).

The password entry box turns green, and the “OK” button 

enables, when the correct six digits are entered. 

If you enter an incorrect digit and would like to make a 

correction before submitting the password, touch the 

“CLR” button to discard the previously entered password 

and enter the correct one.

If the wrong password is entered three times in a row, the 

admin mode is locked out for a period of one hour. The 

lockout remains in effect even if the system is rebooted. 

Touch the “OK” button.

The kiosk verifies the password. If the password is not 

valid, a “Password Invalid – Re-enter” message displays 

in red. Enter the correct password, or touch the “Quit” 

button to return to the welcome screen without entering 

admin mode. 
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If the password is valid, the Admin Menu displays. 

e. Administrative Functions

The Admin Menu allows you to view and configure kiosk settings. You must enter the admin 

password and be in admin mode to access the Admin Menu. You may exit the Admin Menu and 

return to the welcome screen at any time by touching the “Quit” button. 

a. Change Admin Password. The admin password may be changed whenever 

necessary. To change the admin password: 

Touch the “Password” button on the “Admin Menu”. 

A “Change Admin Password” screen displays prompting 

you to enter the current admin password. 

Use the touch screen or keypad to enter the six-digit 

password. 

The kiosk verifies that the current password is correct. If 

the current password is not correct, a “Current Password 

Invalid – Re-enter” message displays in red. Either reenter the correct current password, touch the “Main 

Menu” button to return to the admin mode, or touch the 

“Quit” button to exit the admin mode. 

If the current password is correct, the current password 

entry box turns green, and you are prompted to enter the 

new admin password. 
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Enter the new six-digit password in the “New Password” 

entry box. 

After six digits are entered, the “New Password” entry 

box turns green, and you are prompted to re-enter the new 

password for verification. 

The Admin Menu screen displays if the new password 

entries match. 

If the new password entries do not match, a “Password 

Mismatch – Try Again” message displays. 

Correctly enter and confirm the new password, then touch 

the “OK” button on the keypad. 

If you choose not to change the admin password, touch 

the “Main Menu” button to return to the Admin Menu, or 

the “Quit” button to exit admin mode.
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b. Change Terminal ID. The kiosk’s terminal ID may be changed whenever 

necessary. To change the terminal ID: 

Touch the “Terminal ID” button on the “Admin Menu”. 

The Terminal ID screen appears showing the current 

terminal ID for the kiosk. 

If you do not wish to change the terminal ID, touch the 

“Main Menu” button to return to the Admin Menu screen.

Touch the “Update” button to continue. 

The “Set Terminal ID” screen is displayed. Use the touch 

screen keypad to enter the new 16-digit terminal ID. 

After 16 digits are entered, the terminal ID entry box 

turns green, and the “OK” button is enabled. 

Touch the “Quit” button to return to the Terminal ID 

screen. 

Touch the “OK” button to initiate the change. 

The kiosk’s terminal ID is updated, and the “Change 

Successful” screen is displayed. Touch the “Main Menu” 

button to go to the Admin Menu. Touch the “Quit” button 

to return to the welcome screen. 
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c. Set IP Address. The kiosk’s IP address configuration may be changed whenever 

necessary. To modify the first two octets of the IP address, you must enter “999” 

for the last two octets. This “999.999” key sequence also allows you to change 

the TCP Port that the device listens on for incoming connections from the Navy 

Cash server. To change the IP address configuration: 

Touch the “IP Address” button on the “Admin Menu”. 

The “IP Address” screen displays the current IP address 

configuration for the kiosk. 

Select either the “DHCP” or “Static IP” radio button. 

If you choose “Static IP”, then you may change the last 

two octets. 

Use the touch screen keypad to make the octet entries. 

If you enter “999” for the last two octets (999.999), the 

first two octets and the “Port” will become editable. 

If you change the port, it must be in the range between 1 

and 65,535.
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If you do not wish to change the IP and/or port 

configuration, touch the “Main Menu” button to go to the 

Admin Menu. Touch the “Quit” button to return to the 

welcome screen.. 

If you wish to set the new IP and/or port configuration, 

touch the “OK” button. 

If the port is not valid, a “Port Must Be 1 to 65,535” 

message displays in red. If you change the IP address, all 

octets must have a value. If an octet does not have a 

value, it highlights in red, and an “IP Address Invalid” 

message displays in red. 

The kiosk displays the “Change Successful” screen, and 

the kiosk’s IP address configuration is updated. 

Touch the “Main Menu” button to go to the Admin Menu. 

Touch the “Quit” button to return to the welcome screen. 

Display Diagnostic Screen. 

The “Diagnostic Screen” displays diagnostic information about the kiosk. 

General

Current date/time (GMT)

Kiosk application version

Device database version

Operating system information

SAM status (present/not present)

Chip version (if card inserted)

Chip date (if card inserted, 

mm/dd/yyyy format)

Network

Terminal ID number

Device IP address

Port

Network connectivity status (online 

/ offline)

Server log-on status (logged on / 

not logged on)

Hotlist

Hotlist size (number of entries)

Date / time of last hotlist update 

(GMT mm/dd/yyyy hh:mm) 

Queue

Total number of items in queue

Number of transactions in queue

Number of errors in queue

Number of reversals in queue

Number of card burn messages in 

queue

Number of any other messages in 

queue

Message queue capacity remaining 

(percentage) 

Any information in an “error” or “abnormal” state displays in red text. 

To view the information on the Diagnostic Screen: 

Touch the “Diagnostic” button on the Main Menu to display the screen. 
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Insert a Navy Cash card to display chip version and date information. The card may be removed 

after the information is displayed. 

When review of diagnostic information is complete, touch the “Main Menu” button to return to 

the Admin Menu or touch the “Quit” button to return to the Welcome Screen.

f. Restart

Touch the “Restart” button on the Admin Menu to re-initialize all kiosk application components. 

Using the restart function should always be the first step in troubleshooting the kiosk to 

determine if a simple re-initialization of the kiosk application fixes the problem. 

g. Messages
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a. Startup Messages. When the kiosk application starts, a series of startup screens 

shows the current state of the kiosk as it starts up. Screens indicating an error 

during startup also display a warning symbol. The following startup messages 

and startup error messages are possible: 

(1) Startup Messages

“Loading Drivers” – when application is loading

“Init Connections” – when device is initializing 

communications

“Loading Configurations” – when the device is loading 

saved configuration information

(2) Startup Error Messages

“Out of Service – C1” – when the main card reader cannot be 

activated

“Out of Service – S1” – when the SAM is not present or is 

malfunctioning

“Out of Service – N1” – when network communications 

cannot be established

“Out of Service – T1” – when the Terminal ID for the 

device has not yet been set
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b. Error Messages. When the kiosk is inoperable, it displays an “Out of Service” 

message. The message is followed by an error code showing the reason for the 

out-of-service status. Common error codes the kiosk may display are listed in the 

table below. 

Error

Code Reason for Out-of-Service Status

C1 General card reader error.

D1 Error creating database.

D2 Error opening database.

D3 Database on device is more recent than application database version. Application needs to 

be updated.

D4 Error updating database.

D5 Application database version does not match version of database on device.

D6 Error getting database version.

D7 General database error.

DF 6. Database capacity has been exceeded.

B1 Error creating backup database.

B2 Error opening backup database.

B3 Backup database on SD card is more recent than application backup database version. 

Application needs to be updated.

B4 Error updating backup database.

B5 Application database version does not match version of backup database on SD card.

B6 Error getting backup database version.

B7 General backup database error.

BF Backup database capacity has been exceeded.

S1 SAM not present.

S2 Error powering on SAM.

S3 Maximum number of allowed SAM errors reached. Please clean or replace SAM.

N1 Network initialization error.

NN Network down. No response from Navy Cash server.

P1 General PIN pad error.

SD SD card not present.

T1 Terminal ID has not been set.

C21 Chip-to-chip failure after first card entered. Message being sent to server.

C2D Chip-to-chip failure after second card entered. Message being sent to server.

C2E Chip-to-chip failure after first card reentered. Message being sent to server.

CP Change PIN – shown during a PIN change.

GT General transfers – shown during transfers.

CR Card removal error
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c. Message Queue. The kiosk generates and sends messages to the Navy Cash 

server advising of actions performed, including Electronic Funds Transfers 

(EFTs), Card Errors, Reversals, and Card Burns. These messages are always 

stored on the kiosk’s internal database. If the kiosk is on line, the messages are 

immediately sent to the Navy Cash server. If the kiosk loses its connection to the 

Navy Cash server during a transaction, the messages remain in the internal 

database until the kiosk comes on line. Once the kiosk is on line again, the 

messages are sent to the Navy Cash server. The messages are removed from the 

queue once a satisfactory response is received from the Navy Cash server. The 

number and types of messages in the message queue can be displayed on the 

Diagnostic Screen. 

d. Admin Message Support. Navy Cash Admin Messages (NCAM) may be sent to 

the kiosk to retrieve information from the kiosk or to perform various 

administrative functions on the kiosk. The kiosk only processes NCAM messages 

when in an idle state, i.e., when no card is inserted, and there are no pending 

transactions. While processing NCAM messages, the kiosk displays a “Please 

Wait...Under Maintenance” message to the user, and all other requests are 

ignored. Upon completion of the NCAM message processing, the kiosk returns to 

an idle state, and the “Welcome Screen” is displayed. 

h. General Maintenance and Troubleshooting

Installation of the kiosk application is completed prior to delivery to the ship. Updates and 

upgrades for the application are generally installed remotely. 

If there are any errors during initialization or general operation of the kiosk, an “Out of Service” 

message is displayed with a specific error code, e.g., “C1” for a card reader error, “NN” when 

the connection to the Navy Cash server is lost, and “S2” for error powering on SAM (see 

paragraph 2.4.4.b above for a table of error codes). 

a. Admin Mode. The administrative functions in the admin mode (see paragraphs 

2.4.2 and 2.4.3 above) provide tools that can be helpful in diagnosing and solving 

problems with the kiosk. Enter the admin mode by tapping on the status bar at 

the bottom of the Welcome Screen three times and entering the admin password. 

The admin menu is displayed upon entry of a valid password. 

b. Restart Feature. The restart feature in the admin menu (see paragraph 2.4.3.e 

above) re-initializes all kiosk application components and should always be a first 

step in troubleshooting to determine if a simple restart fixes the problem. 

c. Diagnostic Screen. The diagnostic screen feature in the admin menu (see 

paragraph 2.4.3.d above) displays information that can be helpful in solving a 

problem with the kiosk.

i. Reset Admin Password

Should the admin password for a kiosk be forgotten, it can be reset remotely. The NCAO must 

contact the Customer Service Center (CSC) (see paragraph “g” below, Technical Support) and 

identify the specific kiosk that requires the password be reset. The Navy Cash Technical Support 
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Team (NCTS) group ashore will create a remote update package to reset the password. Once the 

update package is ready, when the next round trip is completed between the ship and the shore, 

the remote update function will reset the password automatically. The next time a user enters 

admin mode on the kiosk, they are prompted to verify the reset password and then create a new 

password. 

j. Replace SAM

To install or replace a SAM chip in the kiosk: Open the Kiosk case to gain access to the SAM 

slots. Install or replace the SAM in the top-left corner, or SAM2 slot. Note: the SAM2 slot is the 

only slot that works. 

Secure the Kiosk case. 

To ensure the SAM is working properly, use the Restart Feature in the admin menu to verify that 

no out-of-service conditions exist. 

k. Severe Troubleshooting

Severe troubleshooting may be necessary when there is question of the status of a physical 

component, such as the PIN pad, network card, or smart-card reader, or when access to the 

underlying Windows Operating System (OS) is required. The secure case protecting the kiosk 

must be removed to access the physical components. 

1. Technical Support. Should technical support be required, contact the 

CSC at 1-866-6NAVYCASH (1-866-662-8922), 

navycashcenter@frb.org, www.navycash.com, or Fax 1-813-533-

5711. 

2. Navy Cash Equipment Checklist. A sample Navy Cash Equipment 

Checklist is included in Section 5B. 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. 

l. CAD Failure Troubleshooting Procedures 

If a vending machine CAD is not working, ship’s store personnel should follow Navy Cash 

troubleshooting procedures. See the Navy Cash Troubleshooting Manual and Maintenance CD 

for detailed procedures. 
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If the ship’s network is down, do not cycle power to the vending machine. Once the vending 

machine and CAD are powered down, the network connection is needed to reset the CAD for 

operation when power is restored. The CAD can operate in the offline mode and store about 741 

transactions, and the vending machine can continue to operate, at least until the CAD is full. 

For maintenance assistance, all trouble calls, whether forwarded by phone call or e-mail, should 

be directed to the Navy Cash Customer Service Center (CSC) (see Section 5A). The CSC will 

assign a case number that will be used to track the trouble call until it is resolved. The CSC will 

handle the trouble call directly, if at all possible, 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 

technical and support personnel as additional addressees. To report hardware, software, 

communications, or operational problems, contact the CSC. As the Navy Cash Accountable 

Officer, the Disbursing Officer should be kept apprised of all trouble calls. 

If the CAD itself fails, ship’s store personnel can replace it with a spare device from stock. All 

such replacements must be coordinated with the disbursing office so that the CADs are 

associated with the correct vending machines in the Navy Cash application, thus ensuring sales 

are recorded to the proper merchants.

m. Failed Equipment

When directed to return failed equipment to the Navy Cash depot, record the traceable tracking 

number and date shipped on the Trouble Call Worksheet. The case number assigned by the CSC 

and the equipment serial number should be included with all Navy Cash equipment returns. 

n. Stuck Transactions

POSs or CADs with stuck transactions should be sent to SAIC. When directed to return a POS or 

CAD to SAIC, retain a copy of the case opened with the CSC with the monthly reports for Sales. 

Proper cleaning of the card readers can significantly reduce the incidence of card readers failing 

to read the Navy Cash card. 

If the shipboard network or Navy Cash server are likely to be down for an extended period or 

there are no spare CADs in stock, the sales division can revert to accepting cash, if authorized by 

the Commanding Officer, by replacing the CAD with a dollar bill validator and/or turning on the 

coin changer for each vending machine. Procedures outlined in the NAVSUP P487 for collecting 

cash will be followed.
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F - NAVY CASH KIOSK AND FIX POINT OF SALE (MX925)

1. Messages 

a. Welcome Messages. The main screen for the Kiosk or Fixed Point of Sale (FPOS) is 

the Navy Cash Welcome screen. Users may insert their card to begin a transaction

anytime they see this prompt.

A status bar is at the bottom of every Navy Cash screen and may contain the following 

icons and current time of the system. 

Icon Description Action(s)

SD card missing Install SD card

Internal messages

Place in cradle

Verify Network settings

Verify device exists in navy.cfg in NCService

Backup messages

Place in cradle

Verify Network settings

Verify device exists in navy.cfg in NCService

Offline Indicator

Place in cradle

Verify Network settings

Verify device exists in navy.cfg in NCService

b. Startup Messages. When the Application starts, there is a series of startup screens. 

The Kiosk or FPOS displays these messages to show its current state as it starts up. The 

following messages and error states are possible:

• “Navy Cash Starting” – when application is loading

• “Card Reader Unavailable” – when the main card reader cannot be activated

• “SAM Error Clean or Replace SAM” – when the SAM is detected, but cannot

be activated

• “SAM Not Present” – when the SAM is not present or is malfunctioning
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• “Offline” – when the device is not connected to the Navy Cash server

• “Installing New Application Package” – when an application update is being 

installed.

• “Rebooting Terminal” – after the update is installed the terminal has to be 

rebooted to activate the update.

• “SD Card Not Present” – when the SD card is not detected as being present.

c. Error Messages. When the Kiosk or FPOS is inoperable, it displays a message stating 

that it is out of service. 

2. Message Queue. The Kiosk or FPOS device generates messages to be sent to the 

Navy Cash server advising of actions performed, including Electronic Funds Transfers

(EFTs), Card Errors, Reversals and Card Burns. EFT messages are stored on the Kiosk or 

FPOS internally, as well as backup storage media. Any time the device is online, the EFT 

messages are immediately sent to the Navy Cash server. If the Kiosk or FPOS loses its 

connection to the Navy Cash server during a transaction, the EFT messages will be sent

when it comes online again. The messages are removed from the internal and backup 

queue once a satisfactory response is received from the Navy Cash server.

3. Network Interfaces 

Some functions require the device to communicate with the Navy Cash server or an external 

application. The following interfaces enable this communication:

• Navy Cash Network – The device requires an Ethernet connection. The device 

will maintain a “Port” setting which it will use to connect with the Navy Cash 

server. (This setting is referred to “Server Port” in the FPOS device.) These IP 

and Port settings must match the values in the Navy Cash server’s navy.cfg file.

• Navy Cash Workstation (FPOS ONLY) – The device requires an Ethernet

connection to the Navy Cash Workstation. The Disbursing application on a 

Navy Cash workstation maintains connection settings between it and the 

associated device. Additionally, the device will maintain an “Application Port” 

setting which it will use to connect with the Disbursing application. These 

settings for IP and Port must match the settings configured in the Disbursing 

application.

4. Admin Functions: Use Admin mode to change device settings or view diagnostic

information.

a. Entering Admin Mode. To access Admin mode, the Welcome screen must 

be visible and there must not be any cards in the Kiosk or FPOS.

b. To enter admin mode:

1) Touch the Navy Cash logo 3 times within 5 seconds. The area to touch is 

highlighted in red on the figure below.
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2) An Admin Password Entry screen displays. Enter the Admin password.

Note: If the Admin password is entered incorrectly three times, Admin Mode will be 

locked out for one hour.

3) After the entering Admin Mode, the Admin Menu displays the following:

• Password – Change the admin password

• Diagnostics – Access the diagnostic menu

• Network – Configure device network settings

• Restart (only in Kiosk) – Restarts the device

• Back – Exits the admin menu

a. Change Admin Password. To change the admin password for the Kiosk or 

FPOS device:

1) Touch the “Password” button on the Admin Menu screen.

2) Enter the old password.

3) Enter the New Password.

4) Re-enter New Password.

b. Modify Network Settings. You may set the device addressing mode to 

DHCP or static. You can also change the TCP Port the device listens on for 

incoming connections from the Navy Cash server.
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5. Set the IP Address:

a. From the Admin Menu screen, touch the “Network” button.

Kiosk Network Settings Screen

FPOS Network Settings Screen

1) Check the DHCP check box to select DHCP. IP Address, Subnet Mask, Gateway, 

and DNS Server settings are not editable when DHCP is checked.

2) Uncheck the DHCP check box to select Static IP. IP Address, Subnet Mask, 

Gateway, and DNS Server settings are editable when DHCP is unchecked.

3) Touch the Port or desired octet field to edit.

4) If any of the network settings are invalid, then an error message displays, and the 

invalid items highlight in red.

5) If the server port setting has been changed, the message “Please Wait Network 

Restarting” displays. Then message “Navy Cash Starting” displays and the Welcome 

screen will display.

6) FPOS ONLY - Modify Application Port:

• The Application Port should match value set when establishing 

“device pairing” in Disbursing application.

b. Diagnostic Screen. You may view system diagnostic information for the device. 

The diagnostic has four tabs, including System, Network, Queue and App to
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display information. Touching the “Back” button at any time returns you to the 

Admin Menu screen.

To view diagnostic information, touch the “Diagnostics” button on the Admin

Menu screen.

5. Hardware Setup

a. SAM Card. Use the following procedure to install or replace a SAM in the 

Kiosk or FPOS device:

1. Locate the Slot 1 in the back of the VeriFone device. The number

“1” denotes Slot 1. 

Device will not work if SAM card is installed in Slot 2 or Slot 3.

2. Insert the Sam card in Slot 1.

b. SD Card. Use the following procedure to install or replace an SD card in the 

Kiosk or FPOS device:

1. Locate the SD card slot on the back of the VeriFone device. Its 

located above the Slot 1 for the SAM card.

2. Insert the SD card fully.

c. Auto Reboot Config. 24 hour reboot is incorporated into this release. It is 

configurable by placing a simple text file with one line in it. The line should be 

formatted as XX:XX:XX for hour, minutes, and second when reboot should occur. 

For instance it would look like this:

19:30:00

The configuration file should be named and located thus: "/mnt/SD/rebootconfig.txt". At this point, if no config file is found, the application will store a

config file in flash and will set reboot to 17:00:00
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6. Common Error Messages

Error Message Corrective Action

Error Initializing SD Card

SD Card Not Present

Insert SD Card

Validating DDE

SD Card Not Present

Error Initializing SAM

SAM Not Present

Install SAM

Validating DDE

SAM Not Present

Error Initializing SAM

SAM Not Present

Install SAM

SAM Error

Fatal Reader Error

Confirm SAM is installed correctly then reset/restart.

Card Reader

Fatal Reader Error

Reboot device and try again.

Error Initializing SD Card

SD Card Not Present

Insert SD Card

Entering Admin Mode

Admin Locked

Wait one hour for admin lockout time to expire.

If the problem persists after waiting one hour, contact 

support.

Validating DDE

Invalid Device Mode

(FPOS Only)

Verify device is not in Admin Mode and re-try.

Validating DDE

Internal Memory Full

Queue capacity exceeded, upload transactions to free 

queue space.

Validating DDE

SD Card Memory Full

Queue capacity exceeded, upload transactions to free 

queue space.
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Error Message Corrective Action

Getting PIN

PIN Error Operation 

Timeout

Re-try. Enter PIN before timeout expires.

Out of Service “OOS”

Errors and Other Errors

Other problems or those not resolved with suggested 

corrective action please contact support at

1-866-6NAVYCASH / 1-866-662-8922

navycashcenter@frb.org

www.navycashcenter.com

or FAX 1-813-533-5711
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G - NAVY CASH KIOSK

1. General 

The Navy Cash kiosk is a self-service kiosk that can read the chip on the Navy Cash card and 

interact with the Navy Cash server. The kiosk allows cardholders to move funds between their 

bank and credit union accounts ashore and their Navy Cash closed-loop and open-loop accounts, 

to change their Personal Identification Numbers (PINs), and to check in to the ship. 

2. Interfaces

a. Secure Access Module (SAM). The kiosk uses a SAM to interact with the chip on the 

Navy Cash card. If a SAM is not in the kiosk, the kiosk will not work, and an out-ofservice error message is displayed on the screen.

b. Ship’s Local Area Network (LAN). The kiosk connects to the Navy Cash server through 

the ship’s LAN (Ethernet), e.g., the Integrated Shipboard Network System (ISNS). The 

kiosk requires a continuous network connection to the Navy Cash server to process any 

transaction. The kiosk cannot support transactions when it is off line.

The kiosk receives PING messages from the Navy Cash server every 30 seconds. If the kiosk 

has not received a PING message within 30 seconds, an out-of-service message is displayed on 

the screen. 

3. Welcome Screen

The main screen for the kiosk is the “Welcome Screen”. Cardholders may insert their Navy Cash 

card and begin a transaction anytime the “Insert Card to Begin” prompt is displayed on the 

screen. 

a. Status Bar. A status bar is at the bottom of every screen. The current date and time are 

displayed in the lower-right corner of the status bar. The time is synchronized with the 

Navy Cash server. In Navy Cash, all dates and times are recorded, reported, and 

displayed in Greenwich Mean Time (GMT) (Coordinated Universal Time (UTC)). 
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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.

b. Offline Indicator. If the kiosk does not receive a “PING” message within 30 seconds, it 

will go off line. An offline indicator appears in the left hand corner of the status bar, and 

an out-of-service message is displayed on the screen. 

4. Admin Mode

a. Create Admin Password. When the kiosk application is initially installed and runs for the 

first time, a six-digit numeric admin password must be created. The kiosk cannot 

proceed past the “Create Admin Password” screen until a password has been successfully 

set. To create an admin password:

Enter the desired six-digit password using the kiosk’s 

touch screen or keypad.

The password entry box turns green, and the “OK” button 

enables, when six digits are entered. Touch the “CLR” 

button to discard the previously entered password and 

enter a different one. 

If the password is acceptable, touch the “OK” button after 

the entry box turns green. 
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The kiosk prompts you to confirm the admin password. 

Re-enter the desired password. 

The password entry box turns green, and the “OK” button 

enables, when six digits are entered. Touch the “CLR” 

button if you would like to discard the previously entered 

password and enter a different one. 

If the password is acceptable, touch the “OK” button after 

the entry textbox turns green. 

The kiosk verifies that both passwords match. 

If the passwords do not match, a “Password Mismatch –

Try Again” message displays in red. You must enter and 

confirm the admin password again. 

If the passwords match, the kiosk sets the admin 

password, and the Admin Menu displays. 
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b. Entering Admin Mode. Admin mode is used to change device settings or view 

diagnostic information. To access admin mode, the “Welcome Screen” must be visible 

and there must not be any cards in the kiosk. To enter admin mode:

Touch the middle area of the “Status Bar” below the welcome screen three times. The “Admin 

Mode” button itself is not labeled on the status bar. 

Enter the six-digit admin password when prompted. 

Password characters are masked with asterisks (“*”).

The password entry box turns green, and the “OK” button 

enables, when the correct six digits are entered. 

If you enter an incorrect digit and would like to make a 

correction before submitting the password, touch the 

“CLR” button to discard the previously entered password 

and enter the correct one.

If the wrong password is entered three times in a row, the 

admin mode is locked out for a period of one hour. The 

lockout remains in effect even if the system is rebooted. 

Touch the “OK” button.

The kiosk verifies the password. If the password is not 

valid, a “Password Invalid – Re-enter” message displays 

in red. Enter the correct password, or touch the “Quit” 

button to return to the welcome screen without entering 

admin mode. 
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If the password is valid, the Admin Menu displays. 

5. Administrative Functions

The Admin Menu allows you to view and configure kiosk settings. You must enter the admin 

password and be in admin mode to access the Admin Menu. You may exit the Admin Menu and 

return to the welcome screen at any time by touching the “Quit” button. 

a. Change Admin Password. The admin password may be changed whenever necessary. To 

change the admin password: 

Touch the “Password” button on the “Admin Menu”. 

A “Change Admin Password” screen displays prompting 

you to enter the current admin password. 

Use the touch screen or keypad to enter the six-digit 

password. 

The kiosk verifies that the current password is correct. If 

the current password is not correct, a “Current Password 

Invalid – Re-enter” message displays in red. Either reenter the correct current password, touch the “Main 

Menu” button to return to the admin mode, or touch the 

“Quit” button to exit the admin mode. 

If the current password is correct, the current password 

entry box turns green, and you are prompted to enter the

new admin password. 
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Enter the new six-digit password in the “New Password” 

entry box. 

After six digits are entered, the “New Password” entry 

box turns green, and you are prompted to re-enter the new 

password for verification. 

The Admin Menu screen displays if the new password 

entries match. 

If the new password entries do not match, a “Password 

Mismatch – Try Again” message displays. 

Correctly enter and confirm the new password, then touch 

the “OK” button on the keypad. 

If you choose not to change the admin password, touch 

the “Main Menu” button to return to the Admin Menu, or 

the “Quit” button to exit admin mode.
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b. Change Terminal ID. The kiosk’s terminal ID may be changed whenever necessary. To 

change the terminal ID: 

Touch the “Terminal ID” button on the “Admin Menu”. 

The Terminal ID screen appears showing the current 

terminal ID for the kiosk. 

If you do not wish to change the terminal ID, touch the 

“Main Menu” button to return to the Admin Menu screen.

Touch the “Update” button to continue. 

The “Set Terminal ID” screen is displayed. Use the touch 

screen keypad to enter the new 16-digit terminal ID. 

After 16 digits are entered, the terminal ID entry box 

turns green, and the “OK” button is enabled. 

Touch the “Quit” button to return to the Terminal ID 

screen. 

Touch the “OK” button to initiate the change. 

The kiosk’s terminal ID is updated, and the “Change 

Successful” screen is displayed. Touch the “Main Menu” 

button to go to the Admin Menu. Touch the “Quit” button 

to return to the welcome screen. 
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c. Set IP Address. The kiosk’s IP address configuration may be changed whenever 

necessary. To modify the first two octets of the IP address, you must enter “999” for the 

last two octets. This “999.999” key sequence also allows you to change the TCP Port 

that the device listens on for incoming connections from the Navy Cash server. To 

change the IP address configuration: 

Touch the “IP Address” button on the “Admin Menu”. 

The “IP Address” screen displays the current IP address 

configuration for the kiosk. 

Select either the “DHCP” or “Static IP” radio button. 

If you choose “Static IP”, then you may change the last 

two octets. 

Use the touch screen keypad to make the octet entries. 

If you enter “999” for the last two octets (999.999), the 

first two octets and the “Port” will become editable. 

If you change the port, it must be in the range between 1 

and 65,535.
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If you do not wish to change the IP and/or port 

configuration, touch the “Main Menu” button to go to the 

Admin Menu. Touch the “Quit” button to return to the 

welcome screen.. 

If you wish to set the new IP and/or port configuration, 

touch the “OK” button. 

If the port is not valid, a “Port Must Be 1 to 65,535” 

message displays in red. If you change the IP address, all 

octets must have a value. If an octet does not have a 

value, it highlights in red, and an “IP Address Invalid” 

message displays in red. 

The kiosk displays the “Change Successful” screen, and 

the kiosk’s IP address configuration is updated. 

Touch the “Main Menu” button to go to the Admin Menu. 

Touch the “Quit” button to return to the welcome screen. 

d. Display Diagnostic Screen. 

The “Diagnostic Screen” displays diagnostic information about the kiosk. 

General

Current date/time (GMT)

Kiosk application version

Device database version

Operating system information

SAM status (present/not present)

Chip version (if card inserted)

Chip date (if card inserted, 

mm/dd/yyyy format)

Network

Terminal ID number

Device IP address

Port

Network connectivity status (online 

/ offline)

Server log-on status (logged on / 

not logged on)

Hotlist

Hotlist size (number of entries)

Date / time of last hotlist update 

(GMT mm/dd/yyyy hh:mm) 

Queue

Total number of items in queue

Number of transactions in queue

Number of errors in queue

Number of reversals in queue

Number of card burn messages in 

queue

Number of any other messages in 

queue

Message queue capacity remaining 

(percentage) 

Any information in an “error” or “abnormal” state displays in red text. 

To view the information on the Diagnostic Screen: 

Touch the “Diagnostic” button on the Main Menu to display the screen. 
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Insert a Navy Cash card to display chip version and date information. The card may be removed 

after the information is displayed. 

When review of diagnostic information is complete, touch the “Main Menu” button to return to 

the Admin Menu or touch the “Quit” button to return to the Welcome Screen.

6. Restart

Touch the “Restart” button on the Admin Menu to re-initialize all kiosk application components. 

Using the restart function should always be the first step in troubleshooting the kiosk to 

determine if a simple re-initialization of the kiosk application fixes the problem. 
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7. Messages

a. Startup Messages. When the kiosk application starts, a series of startup screens shows 

the current state of the kiosk as it starts up. Screens indicating an error during startup 

also display a warning symbol. The following startup messages and startup error 

messages are possible: 

(1) Startup Messages

“Loading Drivers” – when application is loading

“Init Connections” – when device is initializing 

communications

“Loading Configurations” – when the device is loading 

saved configuration information

(2) Startup Error Messages

“Out of Service – C1” – when the main card reader cannot be 

activated

“Out of Service – S1” – when the SAM is not present or is 

malfunctioning

“Out of Service – N1” – when network communications 

cannot be established

“Out of Service – T1” – when the Terminal ID for the 

device has not yet been set
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b. Error Messages. When the kiosk is inoperable, it displays an “Out of Service” message. The 

message is followed by an error code showing the reason for the out-of-service status. Common 

error codes the kiosk may display are listed in the table below. 

Error

Code Reason for Out-of-Service Status

C1 General card reader error.

D1 Error creating database.

D2 Error opening database.

D3 Database on device is more recent than application database version. Application needs to 

be updated.

D4 Error updating database.

D5 Application database version does not match version of database on device.

D6 Error getting database version.

D7 General database error.

DF Database capacity has been exceeded.

B1 Error creating backup database.

B2 Error opening backup database.

B3 7. Backup database on SD card is more recent than application backup 

database version. Application needs to be updated.

B4 Error updating backup database.

B5 Application database version does not match version of backup database on SD card.

B6 Error getting backup database version.

B7 General backup database error.

BF Backup database capacity has been exceeded.

S1 SAM not present.

S2 Error powering on SAM.

S3 Maximum number of allowed SAM errors reached. Please clean or replace SAM.

N1 Network initialization error.

NN Network down. No response from Navy Cash server.

P1 General PIN pad error.

SD SD card not present.

T1 Terminal ID has not been set.

C21 Chip-to-chip failure after first card entered. Message being sent to server.

C2D Chip-to-chip failure after second card entered. Message being sent to server.

C2E Chip-to-chip failure after first card reentered. Message being sent to server.

CP Change PIN – shown during a PIN change.

GT General transfers – shown during transfers.

CR Card removal error
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c. Message Queue. The kiosk generates and sends messages to the Navy Cash server advising of 

actions performed, including Electronic Funds Transfers (EFTs), Card Errors, Reversals, and 

Card Burns. These messages are always stored on the kiosk’s internal database. If the kiosk is 

on line, the messages are immediately sent to the Navy Cash server. If the kiosk loses its 

connection to the Navy Cash server during a transaction, the messages remain in the internal 

database until the kiosk comes on line. Once the kiosk is on line again, the messages are sent to 

the Navy Cash server. The messages are removed from the queue once a satisfactory response is 

received from the Navy Cash server. The number and types of messages in the message queue 

can be displayed on the Diagnostic Screen.

d. Admin Message Support. Navy Cash Admin Messages (NCAM) may be sent to the kiosk to 

retrieve information from the kiosk or to perform various administrative functions on the kiosk. 

The kiosk only processes NCAM messages when in an idle state, i.e., when no card is inserted, 

and there are no pending transactions. While processing NCAM messages, the kiosk displays a 

“Please Wait...Under Maintenance” message to the user, and all other requests are ignored. 

Upon completion of the NCAM message processing, the kiosk returns to an idle state, and the 

“Welcome Screen” is displayed.

8. General Maintenance and Troubleshooting

Installation of the kiosk application is completed prior to delivery to the ship. Updates and upgrades for 

the application are generally installed remotely. 

If there are any errors during initialization or general operation of the kiosk, an “Out of Service” 

message is displayed with a specific error code, e.g., “C1” for a card reader error, “NN” when the 

connection to the Navy Cash server is lost, and “S2” for error powering on SAM (see paragraph 2.4.4.b 

above for a table of error codes). 

a. Admin Mode. The administrative functions in the admin mode (see paragraphs 2.4.2 and 2.4.3 

above) provide tools that can be helpful in diagnosing and solving problems with the kiosk. 

Enter the admin mode by tapping on the status bar at the bottom of the Welcome Screen three 

times and entering the admin password. The admin menu is displayed upon entry of a valid 

password.

b. Restart Feature. The restart feature in the admin menu (see paragraph 2.4.3.e above) reinitializes all kiosk application components and should always be a first step in troubleshooting 

to determine if a simple restart fixes the problem.

c. Diagnostic Screen. The diagnostic screen feature in the admin menu (see paragraph 2.4.3.d 

above) displays information that can be helpful in solving a problem with the kiosk.
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9. Reset Admin Password

Should the admin password for a kiosk be forgotten, it can be reset remotely. The NCAO must contact 

the Customer Service Center (CSC) (see paragraph “g” below, Technical Support) and identify the 

specific kiosk that requires the password be reset. The Navy Cash Technical Support Team (NCTS) 

group ashore will create a remote update package to reset the password. Once the update package is 

ready, when the next round trip is completed between the ship and the shore, the remote update function 

will reset the password automatically. The next time a user enters admin mode on the kiosk, they are 

prompted to verify the reset password and then create a new password. 

10. Replace SAM

To install or replace a SAM chip in the kiosk: Open the Kiosk case to gain access to the SAM slots. 

Install or replace the SAM in the top-left corner, or SAM2 slot. Note: the SAM2 slot is the only slot that 

works. 

Secure the Kiosk case. 

To ensure the SAM is working properly, use the Restart Feature in the admin menu to verify that no outof-service conditions exist. 

11. Severe Troubleshooting

Severe troubleshooting may be necessary when there is question of the status of a physical component, 

such as the PIN pad, network card, or smart-card reader, or when access to the underlying Windows 

Operating System (OS) is required. The secure case protecting the kiosk must be removed to access the 

physical components. 

a. Technical Support. Should technical support be required, contact the Customer Support Center

(CSC) at 1-866-6NAVYCASH (1-866-662-8922), navycashcenter@frb.org, 

www.navycash.com, or Fax 1-813-533-5711. 
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b. Navy Cash Equipment Checklist. A sample Navy Cash Equipment Checklist is included in 

Section 5B. 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. 

12. CAD Failure

a. Troubleshooting Procedures 

If a vending machine CAD is not working, ship’s store personnel should follow Navy Cash 

troubleshooting procedures. See the Navy Cash Troubleshooting Manual and Maintenance CD for 

detailed procedures. 

If the ship’s network is down, do not cycle power to the vending machine. Once the vending 

machine and CAD are powered down, the network connection is needed to reset the CAD for 

operation when power is restored. The CAD can operate in the offline mode and store about 741 

transactions, and the vending machine can continue to operate, at least until the CAD is full. 

For maintenance assistance, all trouble calls, whether forwarded by phone call or e-mail, should be 

directed to the Navy Cash Customer Service Center (CSC) (see Section 5A). The CSC will assign a 

case number that will be used to track the trouble call until it is resolved. The CSC will handle the 

trouble call directly, if at all possible, 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 technical and 

support personnel as additional addressees. To report hardware, software, communications, or 

operational problems, contact the CSC. As the Navy Cash Accountable Officer, the Disbursing 

Officer should be kept apprised of all trouble calls. 

If the CAD itself fails, ship’s store personnel can replace it with a spare device from stock. All such 

replacements must be coordinated with the disbursing office so that the CADs are associated with 

the correct vending machines in the Navy Cash application, thus ensuring sales are recorded to the 

proper merchants.

13. Failed Equipment

When directed to return failed equipment to the Navy Cash depot, record the traceable tracking number 

and date shipped on the Trouble Call Worksheet. The case number assigned by the CSC and the 

equipment serial number should be included with all Navy Cash equipment returns. 

14. Stuck Transactions

POSs or CADs with stuck transactions should be sent to SAIC. When directed to return a POS or CAD 

to SAIC, retain a copy of the case opened with the CSC with the monthly reports for Sales. 

Proper cleaning of the card readers can significantly reduce the incidence of card readers failing to read 

the Navy Cash card. 
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If the shipboard network or Navy Cash server are likely to be down for an extended period or there are 

no spare CADs in stock, the sales division can revert to accepting cash, if authorized by the 

Commanding Officer, by replacing the CAD with a dollar bill validator and/or turning on the coin 

changer for each vending machine. Procedures outlined in the NAVSUP P487 for collecting cash will be 

followed.
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NAVSUP Publication 727 Navy Cash® Financial System

Standard Operating Procedure

SECTION 5E - DISBURSING APPLICATION USER 

GUIDE

This section contains screen captures and detailed instructions for 

using the Navy Cash Disbursing Application.
NAVSUP Pub 727 Part 2 Section 5E – Disbursing Application User Guide

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NAVY CASH DISBURSING APPLICATION
Section 5E – Disbursing Application User Guide NAVSUP Pub 727 Part 2

S5E-218

Cross-Reference for Navy Cash Disbursing Application Pull-Down Menus

Funds Transfer Card Maintenance Account Maintenance

Para Page Para Page Para Page

Funds Transfer to Chip 2.1 198 PIN Reset or Change 7 219 Assign Replacement Card 11 229

Funds Transfer from Chip 2.2 201 Change Card Status 8 220 Account Enrollment 13 237

Individual Refunds 3.1 205 Unblock Card 9 226 Account Information Update 14 250

Bulk Refunds 3.2 209 Card Report 10 228 Note Maintenance 15 257

Deposit Cash to Strip 4 212

Operations Utilities

Para Page Para Page

Indicate End of Day 16 249 View Log 23 300

Safe Bank Transaction 19 277 View Disk Usage 24 301

Operator ID Maintenance 20 277 NOC Selection 25 302

Vending and Ship’s Store 21 287 Split Pay 26 303

Event Maintenance 22 297 Provisional Split Pay 26.1 307

Update Previous Split Pay Info 26.1.d 308

Provisional Post Split Pay 26.1.e(1) 310

Access Editor 27 311

Assigned Access Rights Editor 27.c 313

User Account Operations 27.d 314

Reports (See S5E-274 - Ship Reports Details)

Disbursing Office Reports Sales Reports Operations Reports

Para Page Para Page Para Page

Daily Settlement Transaction Detail 18 57 MWR Transaction Detail 17a(6) 58 Operator Status Report 16d(4) --

SPO Payroll 19 73 Ship’s Store Transaction Detail 17a(6) 59 EOD Report 16f --

Disbursing Accountability Detail 16(7)(c)((1)) 71 Wardroom Mess Transaction Detail 17a(6) 60 EOM Summary Report 21b(3)(d) 68

Monthly Transactions Detail 16(7)(a) 65 Vending Soda Transaction Detail 17a(6) 61 Unmatched Chip-to-Chip Report 5d(3) --

Disbursing Accountability Summary Report 19a 72 Refund Report by Sales 3 62 Fraud Detection Report 14i(5) --

Daily Transactions Summary Report 18c 63 Merchant Sales Summary 18b 292 Navy Cardholder Issued Report 11f --

Replication Conflict Report 15(d)(3) -- Ship’s Store Profit – MWR Transfer 3.1b(7) 70
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Navy Cash Disbursing 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.

1. STARTING THE NAVY CASH DISBURSING APPLICATION

1.1. First, Start the Navy Cash Service

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. 

Locate the “Navy Cash Messaging Service” line and click on it once. Line will be 

highlighted. 

Click on “Play” button at top of window (looks like play button on a tape recorder). 

Status will change to “Started”. 

1.2. Second, Start the Proxy Application 

From the desktop screen display, click Start. 

Point to Programs. 

Point to Navy Cash Disbursing Interface. 

Click on Navy Cash Proxy application. The card reader proxy icon, a green and blue 

cable connector, appears in the status bar next to the clock when the application starts. 

1.3. Third, Start the Navy Cash Disbursing Application 

From the windows desktop screen display, click Start. 

Point to Programs. 

Point and click on Navy Cash Disbursing Interface application. 

Disbursing Application menu screen is presented. The Disbursing Application has 

different levels of access. Menu items are grayed out if the current user does not have 

access to that particular function. 
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Disbursing Notifications Alerts. “Disbursing Notifications” notes appear as alerts at startup of 

the Disbursing 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 by the Navy Cash shore side primarily to 

notify the ship of any replication conflicts between ship and shore. See paragraph 15d(4) 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 they logged 

on to the Disbursing Application. A brand new operator will see only the last 30 days of 

accumulated notifications notes. Click the “Cancel” button to close the note(s). 

1.4. Closing the Navy Cash Disbursing Application

1.4.1. First, Close the Navy Cash Application

Click on “Logout” in the upper left of the menu screen. 

Then click on “OK”. 

1.4.2. Second, Close the Proxy Application

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”. 

Click the quit button. 

1.4.3. Third, Close the Navy Cash Service 

Click on Services icon at bottom of screen. 
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2. FUNDS TRANSFER

Using the Disbursing Application, funds can be transferred to and from the closed-loop account 

on the card and directly to the open-loop account on the card. To access the funds transfer 

functions, the NCAO clicks on the “Funds Transfer” pull-down menu in the Disbursing 

Application. The pull-down menu displays the funds transfer options, each of which will be 

discussed in turn.

2.1. Funds Transfer to Chip

A cardholder can plus up the electronic value on his or her Navy Cash card at the disbursing 

office with cash or from an existing Navy/Marine Cash account. 

2.1.1. To access the closed-loop account on the cardholder’s card and add value, the 

NCAO selects “Funds Transfer to Chip” in the “Funds Transfer” pull-down menu.

2.1.2. The cardholder inserts the card into the POS, and the NCAO clicks “Get Chip 

Info”. 

2.1.3. The Disbursing Application displays the card ID number and balance received 

from the POS and then displays the account number and account name associated with 

the card. 
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2.1.4. The NCAO verifies ownership of the Navy Cash Card. 

2.1.5. The NCAO chooses the correct funding source, and specifies the transfer amount 

requested by the cardholder. 

2.1.5.1. The Disbursing Application displays two funding sources, “Cash” and 

“SSN”. 

2.1.5.2. Cash. When a cardholder is exchanging 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 on the Daily Cash Transaction Ledger, which 

shall be kept in the safe. 

2.1.5.3. 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 DoD FMR Volume 5. 

2.1.5.4. SSN. A cardholder can request that the NCAO transfer funds from his or her 

closed-loop account to another card’s closed-loop account using the cardholder’s 

Social Security Number (SSN) to designate the account. This capability could be used 

to transfer funds from an open-loop account, e.g., split pay funds, to the closed loop on 
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a visitor card for a cardholder who, for one reason or another, has a Visitor Navy Cash 

card rather than an instant issue or embossed permanent Navy / Marine Cash card and 

therefore can’t use the Navy Cash Kiosk 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. 

2.1.6. The NCAO clicks “Submit” to initiate the funds transfers. 

2.1.7. The POS will require the cardholder to enter his PIN and click OK. 

2.1.8. The POS 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. 

2.1.9. 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 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). 

2.2. Funds Transfer from Chip

2.2.1. To convert electronic value in the closed-loop account to cash or to transfer value 

to a retail merchant account, the NCAO selects “Funds Transfer from Chip” in the 

“Funds Transfer” pull-down menu. 

2.2.2. Availability of Cash in Port. Cardholders can obtain the cash they need in 

homeport and during port visits in a number of ways. 

2.2.2.1. Local ATMs Ashore. Cardholders can obtain cash (local currency) from 

ATMs that are available in the local area by using their Navy Cash cards or their bank 

or credit union ATM debit cards. Navy Cash cardholders can access funds in their 

open-loop accounts at over 1,000,000 ATMs in over 120 countries worldwide using 

their Navy Cash cards. Overseas, these local ATM transactions generally provide the 

best exchange rate for foreign currency. Cardholders who use their Navy Cash cards 

ashore will pay any local ATM surcharge fees but will not have to pay the ATM fee 

normally charged by their bank or credit union. 

2.2.2.2. Navy Cash Card Open-Loop Debit Feature. Cardholders can purchase gifts 

and souvenirs and pay for meals in restaurants using the Navy Cash card. This openloop debit feature is available at more than 23 million locations worldwide and at any 

retail locations that allow point-of-sale signature- or PIN-based purchases. 

Cardholders must remember to transfer funds to their open-loop accounts 24 to 48 

hours prior to attempting to use their Navy Cash cards ashore. 

2.2.2.3. Currency Exchange on Board Ship. During port visits in foreign ports, 

currency exchange can be provided on board ship through the local husbanding agent, 
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and this service can be requested as a part of the LOGREQ sent prior to a port visit. 

Navy Cash Point of Sale devices (POSs) will be available to the husbanding agent so 

that Navy Cash cardholders can use the closed-loop account on their Navy Cash cards 

to “purchase” currency (see paragraph 30.2, Currency Exchange by Vendors in a 

Foreign Port). 

2.2.2.4. Cash Out Navy Cash Card. Cardholders can also cash out the value in the 

closed-loop account on their Navy Cash cards at the disbursing office. However, 

because cardholders can transfer value from the closed loop to the open loop on the 

card themselves using the Navy Cash kiosk on the ship and obtain cash (local 

currency) from ATMs that are available in the local area using their Navy Cash cards, 

cashing out the Navy Cash card should be the exception rather than the rule. There is 

little or no need to cash out Navy Cash cards in homeport. There may be more of a 

need prior to and during port visits, but cashing out Navy Cash cards should still be the 

exception. Local ATM transactions generally provide the best exchange rate for 

foreign currency. 

2.2.2.5. Cash Personal Checks. The Deputy Disbursing Officer will no longer cash 

checks per Naval Message Date Time Group (DTG) R 201549Z APR 23

COMNAVSUPSYSCOM MECHANICSBURG PA. Again, local ATM transactions 

generally provide the best exchange rate for foreign currency.

2.2.3. Closed-Loop-to-Cash Transactions.

2.2.3.1. After the NCAO verifies ownership of the Navy Cash card, the cardholder 

inserts the card into the POS. 

2.2.3.2. The NCAO clicks “Get Chip Info”, and the Disbursing Application displays 

the card ID number and the closed-loop balance received from the POS and then 

displays the account number and account name associated with the card. 

2.2.3.3. The NCAO chooses the funding destination, “Cash,” specifies the transfer 

amount requested by the cardholder, and then clicks the “Submit” button to initiate the 

funds transfer. 

2.2.3.4. The POS prompts the cardholder for a PIN. The cardholder enters the PIN 

and presses OK. 

2.2.3.5. The POS 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. 

2.2.3.6. All transactions will be recorded on the Navy Cash server and added to the 

daily reports. In addition, all transactions will be manually recorded on the Daily Cash 

Transaction Ledger, which shall be kept in the safe. 
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2.2.4. Closed Loop to Merchant Account (Individual and Bulk Retail Sales). The 

Disbursing Application is designed to handle electronic value transfers from the closedloop account on the card to the various Navy Cash accounts held by retail merchants on 

the ship for retail sales, for example, Wardroom, Chiefs Mess, ship’s store. Because 

these transactions represent electronic merchant retail sales, they are handled completely 

within the Disbursing Application and do not affect the Disbursing Office’s 

accountability or other responsibilities for funds. 

2.2.4.1. After the NCAO verifies ownership of the Navy Cash card, the cardholder 

inserts card into POS. 

2.2.4.2. The NCAO clicks the “Get Chip Info” button, and the Disbursing 

Application displays the card ID number and balance received from the POS and then 

displays the account number and account name associated with the card. 

2.2.4.3. The NCAO chooses the funding destination, “Merchant”, and the appropriate 

retail merchant account, specifies the sales amount requested by the cardholder, and 

then clicks the “Submit” button to initiate the retail sales transaction. 
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2.2.4.4. The POS will prompt the cardholder for his or her PIN. After the PIN is 

entered, the cardholder presses OK. 

2.2.4.5. The POS 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. 

2.2.4.6. The Navy Cash server records the retail transaction, and it is included in the 

appropriate daily merchant transactions reports. 

2.2.5. Disbursing Officer Merchant Not a Retail Sales Merchant. The Navy Disbursing 

merchant should never be used as a retail sales merchant in the “Chip to Merchant 

Account” function. When using the “Chip to Merchant Account” function, ensure the 

correct merchant is selected for the retail sale, e.g., Wardroom Mess–Food when an 

officer is paying a monthly Wardroom food bill or General Mess–Food when the 

Wardroom Mess Treasurer is paying the Food Service Officer for the Wardroom’s 

monthly food bill. Using the Navy Disbursing merchant will cause a variance at the end 

of the month that the disbursing office will have to research and correct. When 

collecting on negative balances from individual cardholders (see Section 4, paragraph 

2.2.3.2, Collecting on Negative Balances), the NCAO can transfer value directly to the 

cardholder’s open-loop account (see Section 5E, paragraph 4, Deposit Cash to Strip). 

2.2.6. Cash Out Visitor Cards. Navy Cash visitor cards are reusable. When a cardholder 

no longer needs a visitor card and prior to leaving the ship, the card should be turned in 

to the disbursing office, and any value remaining in the closed-loop account must be 

cashed out and returned to the cardholder immediately in accordance with paragraph 

2.2.c above. The return date shall be entered on the Card Issue Log, and the card can 

then be returned to the stock of visitor cards for reissue. 

2.2.6.1. Residual Funds on Visitor Cards. After a visitor has left the ship, even if the 

visitor card is turned in after hours or “under the door,” the card must still be cashed 

out, and the NCAO must make every reasonable effort to return any remaining value 

to the cardholder in accordance with the DoD FMR, Chapter 10, Paragraph 100505. 

Refer to the Navy Cash Card Issue Log to identify the person the card was issued to. 

For each visitor card issued, the card sequence number, which is printed on the back of 

the visitor card, should be listed on the log. 

2.2.6.2. If the Cardholder Can Be Identified. 

2.2.6.2.1. The NCAO shall contact the individual and request they return to ship 

to cash out any remaining balance. If the individual does not return to claim the 

funds, the NCAO can dispose of these funds via the Unclaimed Monies 

procedures. 

2.2.6.2.2. The card can then be returned to the stock of visitor cards for re-issue. 
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2.2.6.3. If the Cardholder Cannot Be Identified 

2.2.6.3.1. After good faith efforts to identify and locate the individual cardholder 

and return the residual funds have been exhausted, the NCAO can dispose of 

these funds via the Unclaimed Monies procedures. 

2.2.6.3.2. The card can then be returned to the stock of visitor cards for re-issue.

2.2.6.4. Collect and Destroy Expired Visitor Cards. When visitor cards are turned 

in to disbursing office and cashed out, the NCAO should check the expiration dates on 

the cards. Any expired Navy Cash cards must be collected, cancelled on the Navy 

Cash website, and destroyed. Cards can be destroyed by cutting them up or shredding 

them. Document destruction of the cards using the Navy Cash Card Issue Log.

3. REFUNDS

3.1. Individual Refund

3.1.1. When a cardholder desires a refund from a merchant on the ship (for example, 

ship’s store, MWR, General Mess), they 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 Section 5B.

3.1.2. The cardholder will then take the refund chit to the disbursing office and present 

it to the NCAO or Navy Cash Deputy. On bigger 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.

3.1.2.1. To access the closed-loop account on cardholder’s card and add value of the 

refund, the NCAO (Sales Officer) selects “Individual Refunds” in the ”Funds 

Transfer” pull-down menu. 

3.1.2.2. After the NCAO (Sales Officer) verifies ownership of the Navy Cash card, 

the cardholder inserts the card into the POS. 

3.1.2.3. The NCAO (Sales Officer) clicks the “Get Chip Info” button, and the 

Disbursing Application displays the card ID number and balance received from the 

POS and then displays the account number and account name associated with the card. 

3.1.2.4. The NCAO (Sales Officer) then selects either “Chip Purchase Refund” or 

“Miscellaneous Refund” as the funding source. 
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3.1.2.5. Chip Purchase Refund. This function allows the NCAO (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 3.2, 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 

Disbursing 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. 
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3.1.2.6. Miscellaneous Refund. This function allows the NCAO (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. 

3.1.2.6.1. The NCAO (Sales Officer) clicks the “Submit” button to initiate the 

funds transfers. 

3.1.2.6.2. The POS will require the cardholder to enter his PIN and click OK. 

3.1.2.6.3. The POS will display the amount for credit and ask if the amount is 

correct. The cardholder selects 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. 

3.1.2.6.4. This will return the amount of the refund to the card and deduct that 

amount from the originating merchant’s (e.g., ship’s store, MWR) collections for 
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that day. Individual refunds are credited on the ship to a cardholder’s closed-loop 

account immediately. 

3.1.2.6.5. The Navy Cash server records the transaction, and it is included in the 

appropriate daily merchant transactions reports for the day. 

3.1.2.6.6. The NCAO and other responsible individuals, for example, Sales 

Officer or 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 open-loop account) match the 

total collections (for example, ship’s store or MWR) for that day. 

3.1.2.6.7. For all refunds processed in the disbursing office, the NCAO shall 

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. Similarly, for all 

refunds processed in the Sales Office, the Sales Officer shall retain one copy of 

the approved chit, an updated Refund Log, and the end of month reports 

summarizing all refunds. 

3.1.2.7. Distribution of Ship’s Store Profits to MWR: See Section 3, para 9.3 for 

detailed instructions.

3.2. Bulk Refunds

3.2.1. Refunds for single cardholders and single transactions can be handled readily 

using the “Individual Refund” function. When a large number of cardholders needs a 

refund, handling them individually would be time consuming. For example, MWR may 

sell a significant number of tickets to a concert or sporting event 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 NCAO to initiate a refund to everyone who 

purchased a ticket in a few simple steps. Bulk refunds are credited to each cardholder’s 

open-loop 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 an open-loop account associated with them, must be 

refunded individually at the Disbursing Application. 

3.2.2. Bulk Refunds consists of four basic parts, each of which will be discussed in 

turn. 

• Event Processing

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

• Bulk Refunds

• Reporting 
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3.2.3. Event Processing. Although developed primarily for MWR, event processing 

allows any merchant on the ship to specify events for collections and reporting (see 

paragraph 22). 

3.2.3.1. To set up event processing, the merchant must coordinate with the NCAO, 

who will use the Event Maintenance function in the Disbursing Application to enter an 

event name and event description and create an event code. 

3.2.3.2. Event Codes. 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 POS that has been configured with event codes, although selecting an event is 

not required to complete a sale. 

3.2.3.3. Event Codes Are Not Reusable. Each event code must be unique within the 

Disbursing Application on each ship. Do not reuse event codes; event codes can only 

be used one time. This becomes especially important if an event is canceled and the

NCAO performs a bulk refund. To ensure the correct amount for a particular event is 

refunded to the correct cardholders who participated in that event, event codes must be 

unique. For a repeating function, each instance must be renamed as a new event with 

a new event code.

3.2.4. Programming the POS Device. Follow instructions in Section 5D to program up 

to ten event codes for each of ten merchants. When transactions are collected on a POS 

that has been properly configured, the sales clerk will be able to indicate which event the 

cardholder is purchasing by selecting the appropriate event. This event code information 

is then held in the database for reporting purposes and for a bulk refund if one should 

become necessary. When programming the POS for multiple MWR events, the event 

code must correspond with the descriptions set within the Event Maintenance function of 

the Disbursing Application.

3.2.5. Bulk Refunds. When requested by an appropriate merchant, the Disbursing 

Officer can initiate a bulk refund on the ship using the Disbursing Application. For each 

event refunded, the full purchase amount will be credited to each cardholder’s open-loop 

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. 

3.2.5.1. To enter the “Bulk Refunds” function, the NCAO selects “Bulk Refunds” in 

the “Funds Transfer” pull-down menu. 

3.2.5.2. Select Event. To refund an event, select the appropriate event in the “Select 

Event for Refund” box and click the “Refund” button. 

3.2.5.3. Check Status. To check the status of a refunded event, look at the appropriate 

event in the “View Refund Request Status Details” box. 

3.2.5.3.1. Review Bulk Refund Exceptions Report. Although the status of a 

refund request may indicate “Processed Successfully”, the NCAO and MWR 

Officer must review the Bulk Refund Exceptions Report to ensure that all 

transactions were refunded. 
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3.2.5.3.2. Visitor Cards. Purchases made with visitor cards, which do not have 

an open-loop account associated with them, will always be listed on the Bulk 

Refund Exceptions Report and must be refunded individually at the disbursing 

office. 

3.2.6. Bulk Refund Reports. 

3.2.6.1. Bulk Refund Exceptions Report. 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 reports directory 

“Q:\files\navydata\report\ship\bulkrefund”. On the Disbursing Application workstation 

or laptop, the report can be found in the S:\files\navydata\report directory, which maps 

to the Q:\files\navydata\report directory on the Navy Cash server. The “Shore 

Reports” folder (icon) on the Disbursing Application desktop provides a short cut to 

the shore report directory. 

3.2.6.2. Merchant Reports. 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 
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book, flower sales. If no event codes were indicated during sales, all sales transactions 

will be reported together. 

4. DEPOSIT CASH TO STRIP

4.1. A cardholder can plus up or deposit value directly to his or her open-loop account at the 

disbursing office with cash.

4.1.1. Clear a Negative Open-Loop Account Balance. For a cardholder with a negative 

balance, a funds transfer directly to his or her open-loop account provides an additional 

option to clear the negative balance (see Part 1, paragraph 2.2.2, Negative Navy Cash 

Balances). The cardholder can provide cash to the Disbursing Officer in an amount 

sufficient to return the open-loop account balance to zero or a positive amount. 

4.1.2. Representment. With automatic representment, if a cardholder’s ACH transfer 

request at the Navy Cash Kiosk is returned for NSF (and greater than $5), the ACH 

transaction will automatically be presented up to two more times on successive pay days. 

4.1.2.1. Because Navy Cash access to a bank or credit union account is blocked 

automatically when a transfer request is returned for NSF and an open-loop account 

goes negative, a cardholder may opt to go to disbursing office to clear a negative 
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balance and unblock access. Just prior to initiating automatic representment, the Navy 

Cash system ashore checks the open-loop account balance. If the account is no longer 

negative, i.e., the account balance is “zero” or positive, the transaction returned for 

Non-Sufficient Funds (NSF) will not be represented. It is important to note that the 

cardholder must clear the negative balance in sufficient time for a round trip to be

completed between ship and shore. Although a zero or positive balance will be 

reflected on the ship immediately, the new open-loop account balance must be posted 

ashore before the Navy Cash system checks the account balance. If the account 

balance ashore is still negative, the returned ACH transaction will be represented. 

Cardholders should be sure there are sufficient funds available in their bank or credit 

union account to cover any representment. 

4.1.2.2. With representment, the majority of returned ACH transactions and resulting 

negative balances will be handled automatically. However, the NCAO must continue 

to review the Negative Balance and Returned Items Detail Reports on a daily basis and 

collect on any negative balances not covered by automatic representment. If a 

cardholder’s open-loop account balance has gone negative for a reason other than 

NSF, if the transaction returned for NSF is under $5, or if there have been two 

representments since the account went negative, the NCAO is responsible for 

collecting on that debt. 

4.1.2.2.1. The NCAO should ensure the cardholder’s Navy Cash access to his or 

her bank or credit union account ashore remains blocked until the negative 

balance is cleared. 

4.1.3. To access the cardholder’s open-loop account and add value, the NCAO selects 

“Deposit Cash to Strip” in the ”Funds Transfer” pull-down menu. 

4.1.4. To search for the appropriate open-loop account: 

4.1.4.1.1. If the cardholder’s Navy Cash card is not available, the NCAO enters 

the cardholder’s SSN or Mastercard® card number 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 “Account Search” button. 

4.1.4.1.2. If the cardholder’s Navy Cash card is available, the NCAO inserts 

the card into the POS and clicks the “Get Card Info” button in the “Card Present” 

box. 

4.1.4.1.3. The Disbursing Application brings up the cardholder names associated 

with the search criteria.

4.1.4.2. After verifying the cardholder’s identity, the NCAO highlights the correct 

name, and the cardholder’s name and SSN are displayed in the “Member Profile” 

window. 

4.1.4.3. The NCAO chooses the correct funding source, and specifies the deposit 

amount requested by the cardholder. 
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4.1.4.3.1. Cash. The Disbursing Application displays one funding source, 

“Cash”. When a cardholder is exchanging cash to plus up his or her open-loop 

account, “Cash” is selected as the funding source. 

4.1.4.3.2. 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 6 on the Daily Cash Transaction Ledger, 

which shall be kept in the safe. 

4.1.4.4. The NCAO clicks the “Process Deposit” button to initiate the deposit to the 

cardholder’s open-loop account. 

4.1.4.5. The Disbursing Application asks to verify the deposit amount and the 

cardholder’s name. The NCAO clicks the “Yes” button to complete the deposit.

5. CORRECTING UNMATCHED CHIP-TO-CHIP TRANSACTIONS

5.1. Two cardholders can transfer electronic value from the closed loop account on one 

cardholder’s Navy Cash card to the closed loop account on the other cardholder’s card. 

Cardholders conduct these transactions at the Navy Cash Kiosks following the instructions 

presented on the Kiosk screen. 

5.2. 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 Kiosk. Second, the receiving card is put into the Kiosk, 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 Kiosk and authenticated within 60 seconds (more time can be 

requested if needed). 

5.3. If the process is interrupted for any reason before it is completed, e.g., a power failure 

at the Kiosk or time expires before the process is completed, the result of the transaction is 

stored in the escrow account on the Navy Cash server as an unmatched transaction. 

5.4. Automatic Chip-to-Chip Correction. Navy Cash corrects unmatched closed-loop to 

closed-loop transactions automatically by returning the value to the sending card. 

5.4.1. Once every 24 hours, the Navy Cash server on the ship will scan the escrow 

account for unmatched closed-loop to closed-loop transactions. 

5.4.2. For each unmatched transaction detected, the automatic correction process will 

first determine if the sending card was an instant issue or embossed permanent card or a 

visitor card. If the sending card was an instant issue or embossed permanent card, the 

electronic value will be returned to the cardholder’s open-loop account automatically. 

Because a visitor card does not have an open-loop account associated with it, the 

electronic value will be transferred to the Navy Disbursing merchant card open-loop 

account. 

5.4.3. Automated Chip-to-Chip Corrections Report. When the automatic correction 

process is completed each day, an Automated Chip-to-Chip Corrections Report will be 

generated by the Navy Cash server on the ship and placed in the reports directory 

(Q:\files\navydata\report\ship\pspo). On the Disbursing Application workstation or 

laptop, the report can be found in the S:\files\navydata\report directory, which maps to 
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the Q:\files\navydata\report directory on the Navy Cash server. The “Shore Reports” 

folder (icon) on the Disbursing Application desktop provides a short cut to the reports 

directory. The report lists the closed-loop to closed-loop corrections that were 

successfully completed that day. The NCAO should review these reports daily. For 

every closed-loop to closed-loop correction completed for a visitor card, the Disbursing 

Officer must take action to restore the value to the appropriate visitor card cardholder. 

5.4.4. Restoring Value to a Visitor Card. The NCAO should take the Navy Disbursing 

merchant card to the Navy Cash Kiosk, and move the appropriate funds from the open 

loop to the closed loop. Then, the NCAO can either cash out the closed loop and use the 

cash to fund the cardholder’s visitor card in the amount of the unmatched closed-loop to 

closed-loop correction; or cash out the appropriate amount from the closed-loop account 

and give the cardholder the cash; or go to the Kiosk and do a chip-to-chip transfer from 

the Navy Disbursing merchant card closed-loop account to the closed-loop account on 

the cardholder’s visitor card. 

5.4.4.1. If a visitor card cardholder is no longer on aboard the ship, the individual 

cardholder should be contacted, if at all possible, and asked to provide a mailing 

address. 

5.4.4.2. The NCAO should then cut an ex cash remittance check in the amount of the 

unmatched closed-loop to closed-loop correction and mail the check to the visitor 

cardholder.

5.4.4.3. If for some reason, an unmatched chip-to-chip transaction could not 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 0608. 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.
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6. DAILY CASH TRANSACTION LEDGER

Note: A cardholder’s signature is required only for a closed-loop-to-cash transaction. . 

6.1. If a cardholder uses cash to put monies into his or her closed-loop account:

6.1.1. In Block 1, enter the date of the transaction.

6.1.2. In Block 2, enter the amount of the cash value added to the closed loop.

6.1.2.1. If a cardholder converts electronic value into his or her closed loop account 

to cash:

6.1.3. In Block 1, enter the date of the transaction.

6.1.4. In Block 3, enter the amount of the cash value removed from the closed loop.

6.1.5. In Blocks 5 and 6, have the cardholder print and sign his or her name for the 

amount of cash received.

6.2. If a cardholder uses cash to put monies into his or her open loop account:

6.2.1. In Block 1, enter the date of the transaction.

In Block 4, enter the amount of the cash value added to the open loop.

6.2.2. Close out the Daily Cash Transaction Ledger as follows:

6.2.2.1. Total Column 2, and enter the amount in Block 7, Total Cash to Closed 

Loop.

6.2.2.2. Total Column 3, and enter the amount in Block 8, Total Closed Loop to 

Cash.

6.2.2.3. Total Column 4, and enter the amount in Block 9, Total Cash to Open Loop

6.2.2.4. In Block 10, Net Sum for Cash Transactions, enter the difference between 

the sum of Blocks 7 and 9 and Block 8.

6.2.2.5. This value should be the value recorded on the DD Form 2665 .

6.2.3. Each individual operator, e.g., NCAO, Navy Cash Deputy, agent cashier, must 

use a separate Daily Cash Transaction Ledger. The completed Daily Cash Transaction 

Ledger(s), along with the supporting Disbursing Transactions Detail Report sorted by 

operator, shall be retained with the balanced DD Form 2665. 

6.2.4. A blank copy of the Daily Cash Transaction Ledger is included in Section 5B. 
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NAVY CASH® DAILY CASH TRANSACTION LEDGER

DATE

CLOSED LOOP OPEN 

LOOP PRINT 

CARDHOLDER 

NAME 

LAST 

FOUR OF 

SSN CARDHOLDER 

CASH SIGNATURE 

TO 

CLOSED 



CLOSED 

TO CASH 

CASH 

TO OPEN 

11/01/02 100.00

11/01/02 60.00

11/01/02 50.00

11/01/02 50.00

11/01/02 50.00

11/01/02 40.00

11/01/02 100.00

11/01/02 40.00

11/01/02 20.00

Total 260.00 90.00 160.00

TOTAL CASH 

TO CLOSED LOOP

$260.00

TOTAL CLOSED LOOP

TO-CASH

$90.00

TOTAL CASH 

TO OPEN LOOP

$160.00

NET SUM FOR 

CASH 

TRANSACTIONS

$330.00
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7. RESETTING OR CHANGING THE PIN

Cardholders who elect to reset or change the PIN associated with their Navy Cash cards would 

normally use the Navy Cash Kiosk and follow the screen prompts. To change a PIN at the 

disbursing office:

7.1. The NCAO must verify the cardholder and selects “PIN Reset or Change” in the “Card 

Maintenance” pull-down menu. 

7.2. The NCAO instructs the cardholder to insert the card into the POS and clicks on the 

“Get Chip Info” button. The NCAO must then verify the information displayed and the 

cardholder’s identity and ownership of the card. 

7.3. The NCAO then clicks the “Submit” button to initiate the PIN change. 

7.4. The cardholder then follows instructions on POS and enters and reenters a new PIN. 

7.5. A pop-up window on the Disbursing Application screen will indicate PIN change was 

successful. 

7.6. If a card is blocked, it must be unblocked before the PIN can be changed.
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8. CHANGE CARD STATUS

The “Change Card Status” screen can be used to “activate” a new embossed 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. 

8.1. Card Activation for Embossed Permanent Cards.

For security reasons and to prevent fraud, all embossed 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 office 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 embossed permanent card just as they were 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.

8.2. Disbursing Activates Card at Disbursing Application

8.2.1. To activate a card, the NCAO selects “Change Card Status” in the “Card 

Maintenance” pull-down menu. 
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8.2.2. If the cardholder has an instant issue or embossed permanent card that is about to 

expire, disbursing personnel must first insert the card into the POS and click on the “Get 

Card Info” button so that card can be canceled before activating the new card. 

8.2.3. To provide quicker access to any funds remaining in the closed-loop account on 

the instant issue or embossed permanent card, the cardholder can move the funds in the 

closed loop to the open loop using the Kiosk before coming to disbursing office. 

Otherwise, the system will automatically do a closed-loop to open-loop transfer to 

restore the value in the closed loop when the NCAO clicks the “Update Card Status” 

button in the step below, and the funds won’t be available in the open-loop account until 

the next end-of-day processing is completed between the ship and the shore. 

8.2.4. The Disbursing 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 

NCAO 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. 

8.2.5. The NCAO must provide the cancelled card back to the cardholder for 

destruction purposes. 

8.2.6. The NCAO then inserts the new embossed permanent Navy Cash card into the 

POS and clicks on the “Get Card Info” button. 

8.2.7. The NCAO 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. 

8.2.8. The new embossed 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 Navy 

Cash backend ashore 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. 

8.3. Reporting Embossed Permanent and Instant Issue Cards That Are Lost, Stolen, 

Damaged, or Need To Be Canceled

8.3.1. Lost, Stolen, or Damaged Cards. If a cardholder’s Navy Cash card is lost, stolen, 

or damaged, they 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. 

8.3.2. Canceled Cards. If a cardholder is being discharged from the Navy or Marine 

Corps or no longer desires to have a Navy/Marine Cash account, the NCAO will cancel 

his/her card. The cancelled card will be given back to the cardholder for destruction 

purposes. 

8.3.2.1. 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 closed-loop and the open-loop 

accounts back to their home bank or credit union accounts using the Kiosk. 
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Alternatively, they may move all the funds in the open loop to the closed loop and 

“cash out” the closed loop at the disbursing office. 

8.3.2.2. For cardholders being discharged or closing their accounts, the NCAO must 

first verify that their Navy / Marine Cash card is empty before changing the card status 

to “Canceled.” For cardholders turning in an expiring card in order to be issued a new 

instant issue card, the system will automatically start a closed-loop-to-Navy Cash 

transfer on the ship to restore the value on the closed loop (see below and para 8 on 

page S5E-206). 

8.3.3. The NCAO clicks on the “Change Card Status” link in the Disbursing 

Application. 

8.3.4. If the card is present. 

8.3.4.1. The NCAO inserts the card into the POS and clicks on the “Get Card Info” 

button. 

8.3.4.2. The Disbursing 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 NCAO 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. 

8.3.4.3. If the card’s status is being changed to “Cancelled”, the system will 

automatically start a closed-loop to open-loop transfer. This allows the system to 

move the exact amount in the closed-loop account to the individual’s open-loop 

account on the ship. The updated open-loop 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 openloop account balance cannot be displayed because the account balance information 

is not available on the shipboard server. The open-loop account balance can only be 

displayed after the individual cardholder has done a “Ship Check In” at the Kiosk 

and a subsequent round trip has been completed between ship and shore. 

8.3.4.4. The POS will require the cardholder to enter his PIN and click OK. 

8.3.4.5. The POS 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 closed-loop to open-loop 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. 

8.3.5. Destruction of Navy Cash Cards. The cardholder will be provided all Navy Cash 

cancelled cards for destruction. 

8.3.6. If the card is not present (or the chip is damaged). 

8.3.6.1. The NCAO 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 an 

instant issue card is brought to the disbursing office and no one has signed the card, 
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the chip is damaged and not readable, or there is no way to determine to whom the 

card belongs. 

8.3.6.2. The Disbursing Application brings up the card ID number(s) associated with 

the search criteria. 

8.3.6.2.1. After verifying the cardholder’s identity and ownership of the card, the 

NCAO 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. 

8.3.6.2.2. When multiple card ID numbers match the search criteria, the NCAO 

must carefully verify that the card selected is the correct card. 

8.3.6.3. If the card’s status is being changed to “Lost”, “Stolen”, “Damaged”, or 

“Cancelled”, the system will automatically notify the shore-side when the next Navy 

Cash data transmission occurs to do a closed-loop to open-loop transfer to restore the 

value in the closed-loop account. The balance that was in the closed-loop account 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 open-loop 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. 

8.3.7. 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 POSs 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 POS or CAD, the 

device will lock the card from further use and actually render the chip permanently 

unusable. 

8.3.8. Since the hotlisted status of the card is not “reported” to the Navy Cash backend 

ashore until the next round-trip processing is initiated from the ship, the NCAO must 

also notify the CSC that the card has been hotlisted. A telephone call is the preferred 

way to notify the CSC, but email notification is also acceptable. 

8.3.9. To issue a replacement card, the NCAO then clicks on the “Assign Replacement 

Card” link in the Disbursing Application. 

8.4. Visitor Cards

8.4.1. Reporting Lost, Stolen, Damaged, or Expired Visitor Cards 

8.4.1.1. If a cardholder’s Navy Cash visitor card is lost, stolen, damaged, or expired 

they must report to the disbursing office immediately so that the status of the old card 

can be reported appropriately as “Lost”, “Stolen”, “Damaged”, or “Cancelled”, any 

unused value remaining on the card can be restored, and a new card can be issued if 

needed. 
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8.4.1.2. If the card is not available or if the card is damaged or has expired and the 

chip no longer functions, the NCAO can no longer insert the card and use the “Get 

Card Info” function to pull up the appropriate card information and change the status 

of the “old” visitor card. The NCAO 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 NCAO can refer to the Navy 

Cash Card Issue Log. The log contains the last four 

digits of the card number for instant issue and 

embossed permanent cards and the entire card 

sequence number for visitor cards. 

8.4.1.3. After verifying the cardholder’s identity and ownership of the card (see 

paragraph 6, Custody of Navy Cash Cards), the NCAO 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. 

8.4.1.4. Visitor cards are not normally canceled (unless they have expired) but should 

be turned in and cashed out at disbursing office when the visitor departs, so that they 

can be reissued to another visitor. 

8.4.1.4.1. Restoring Value on Lost, Stolen, or Damaged Visitor Cards.

8.4.1.4.1.1. Because a Navy Cash Visitor Card is anonymous and does not 

have a pre-paid debit open-loop account associated with it, the funds that were 

in the closed-loop account cannot be moved automatically from the closed- to 

the open-loop account. 

8.4.1.4.1.2. To retrieve funds from a visitor card, the NCAO must first 

change the card status of the “old” visitor card to “Lost”, “Stolen”, 

“Damaged” or “Cancelled” as appropriate (see above). 

8.4.1.4.1.3. Contact CSC to Move Funds to Navy Disbursing Merchant 

Open-Loop Account. The Disbursing Officer must provide 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). CSC can then debit the closed-loop 

account and credit the Navy Disbursing merchant open-loop account. After 

the next round trip, the NCAO can take the Navy Disbursing merchant card to 

the Kiosk, move the funds from the open-loop to the closed-loop account. 

Then, they can either cash out the closed loop and use the cash to fund a new 

visitor card; or cash out the closed loop and give the cardholder the cash; or 

go to the Kiosk and do a closed-loop-to-closed-loop transfer from the Navy 

Disbursing merchant card to the cardholder’s new visitor card. 

8.4.1.4.2. Collect and Destroy Expired Visitor Cards. When visitor cards are 

turned in to disbursing office and cashed out, the NCAO should check the 

expiration dates on the cards. Any visitor cards that have expired or will soon 

expire must be collected and destroyed. Cards can be destroyed by cutting them 
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up or shredding them. Document destruction of the cards using the Navy Cash 

Card Issue Log (see Section 5B). 

9. UNBLOCK CARD.

9.1. If a cardholder’s Navy Cash card becomes blocked because they entered their PIN 

incorrectly more than three times, they must report to the NCAO so that the card can be 

unblocked. 

9.2. The NCAO selects “Unblock Card” in the ”Card Maintenance” pull-down menu and

enters either the individual’s SSN, the Mastercard® number, or, for visitor cards, the card ID 

number (with just one criterion needed). The NCAO then clicks the “Card Search” button. 

9.3. The Mastercard® number can be used to search when an instant issue card is brought to 

the disbursing office and no one has signed the card, the chip is damaged and not readable, or 

there is no way to determine to whom the card belongs. 

9.4. The Disbursing Application brings up the card ID number(s) associated with the search 

criteria. 

9.5. After verifying ownership of the Navy Cash card, the NCAO selects the correct card, 

instructs the cardholder to insert the card into the POS, and clicks the “Submit” button to 

initiate unblocking the card. 
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9.6. The cardholder then follows instructions presented on the POS. 

9.7. Successful unblocking of the card will be indicated on the Disbursing Application 

screen. When a blocked card is inserted, the POS may display the error codes “Card 

BlockedR09” or “Card BlockedR09A.” R09 is displayed the first time a blocked card is 

inserted into a POS, 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. 

9.8. 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. If the POS displays the error code “Unusable CardR7”, the card is permanently 

blocked, cannot be unblocked, and must be replaced. 
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10. CARD REPORT.

10.1. To view information on all closed-loop transactions for a specific account, a Card 

Report can be generated which displays a breakdown of all transactions that have occurred

on a closed-loop account. 

10.2. To generate the Card Report, the NCAO selects “Card Report” in the “Card 

Maintenance” pull-down menu. 

10.3. The NCAO then has the cardholder insert his or her card into the POS 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 NCAO must then identify the appropriate 

account from the search results listing. 

10.4. Once the account has been identified, the NCAO 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. 

10.5. Cardholders can also see their transaction history via the Navy Cash website. 
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11. ASSIGN REPLACEMENT CARD.

11.1. If a cardholder’s Navy Cash card is lost, stolen, or damaged, they must report to the 

NCAO so the status of the old card can be reported appropriately. Prior to assigning a 

replacement card, normally by issuing an instant issue Navy Cash card or, on rare occasions, 

by requesting an embossed permanent Navy Cash card, the NCAO must update the status of 

the lost, stolen, or damaged card in accordance with paragraph 8), Change Card Status. 

(Note: NCAO shall only give out one card, either by issuing an instant issue card or by 

requesting an embossed permanent card; they cannot do both.) As a rule, an instant issue 

Navy Cash card will be issued on the spot as a replacement card. When there is a bona fide 

need to request an embossed permanent Navy Cash card as a replacement card, a visitor 

Navy Cash card can be issued to the cardholder to use until the embossed permanent card is 

delivered to the ship. 

11.1.1. Visitor Navy Cash Cards. Visitor cards should only be used for short-term 

periods when it is not possible to enroll someone due to member being a Foreign rider 

with no SSN, time constraints, or member does not have a U.S. bank account.

11.1.2. Instant Issue Navy Cash Cards. Instant issue cards, on the other hand, provide 

individuals immediate access to all Navy Cash capabilities. A cardholder can, for 

example, transfer funds at the Kiosk on the ship to the closed-loop or open-loop account 

from a bank or credit union account ashore. As soon as the account information ashore 

has been updated with the new card number, which occurs when the next “round-trip” 

processing is completed between ship and shore, a cardholder can access funds in the 

open-loop account at ATMs ashore or to pay for purchases at retail locations ashore. 

11.2. Issuing a Replacement Card. To issue a replacement card, the NCAO selects “Assign 

Replacement Card” in the “Account Maintenance” pull-down menu. To search for the 

appropriate card ID number for the lost, stolen, or damaged card, the NCAO enters an 

individual’s SSN or selects an appropriate merchant from the drop down menu and then 

clicks the “Card Search” button. 

11.3. The Disbursing Application brings up the card ID numbers associated with the search 

criteria. The cardholder’s name is displayed but cannot be modified. The NCAO must 

verify the information displayed and the cardholder’s identity and ownership of the card. 

The NCAO then selects the card that is to be replaced in the “Cards Found” window. 

11.4. Issue Instant Issue Navy Cash Card As A Replacement Card. 

11.4.1. After selecting an instant issue Navy Cash card from the stock of spare cards, 

the NCAO shall document issuing the 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 

(see paragraph 6, Custody of Navy Cash Cards). 

11.4.2. The NCAO inserts the instant issue (generic) card into the POS and clicks the 

“Get Card Info” button. 
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11.4.3. The Disbursing Application receives the card ID number from the POS, which 

it then displays. The NCAO then clicks the “Request New Card” button, which assigns 

the instant issue card to the account and activates the card. 

11.4.3.1. Once the instant issue card has been assigned to the account (activated), it 

can be used on the ship immediately. Any funds available in the open-loop account 

can be transferred to the closed-loop account for use on the ship, and any funds 

remaining in the closed-loop account of the lost, stolen, or damaged card will be 

transferred to the open-loop account automatically when the next end-of-day 

processing is completed between the ship and the shore . This is normally within 24 

hours.

11.4.3.2. The new instant issue Navy Cash card cannot be used ashore until the 

account information ashore has been updated with the new card number, which occurs 

when the next “round-trip” processing is completed between the ship and the shore. 

11.5. Request Embossed Permanent Card as Replacement Card 

11.5.1. To request an embossed permanent card as a replacement card, rather than 

inserting a new instant issue Navy Cash card into the POS and clicking the “Get Card 

Info” button, the NCAO simply clicks the “Request New Card” button.

11.5.2. The Disbursing Application will ask the NCAO to verify they want to assign 

(request) a new (replacement) card without assigning a generic (instant issue) card. The 

NCAO then clicks the “Yes” button to create a request for a new embossed permanent 

card without issuing an instant issue card. 

11.5.2.1. For security reasons and to prevent fraud, the new embossed permanent 

Navy Cash card arrives on the ship in a “pendactive” status and must be activated 

before it will work. 

11.5.2.2. The NCAO can activate the card at the Disbursing Application. 

11.5.3. If a visitor card is issued to the cardholder to use until the embossed permanent 

card is delivered, the NCAO shall document issuing the visitor card in the 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. 

11.5.3.1. Visitor cards are closed-loop-only cards. They are issued by the disbursing 

office and are intended only to make purchases on the ship. They do not have an 

open-loop account associated with them. They cannot be used for purchases ashore or 

to access commercial ATMs off the ship. 

11.5.3.2. Visitor cards are reusable. The visitor card should be cashed out and turned 

in when the embossed permanent Navy Cash card arrives so it can be reissued. 

11.5.3.3. Navy Cardholder Issued Card Report. A report can be generated for instant 

issue cards issued through the Disbursing Application at any time by selecting 
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“Operations Reports” and “Navy Cardholder Issued Card Report” in the “Reports” 

pull-down menu, filling in the start and end dates for the period, and clicking on the 

“Generate” button. The Navy Cardholder Issued Card Report lists by operator ID the 

last four digits of the card numbers, name and last four digits of the SSN of the 

cardholders, and issue dates for any cards issued during the period. 

11.5.3.4. Delivery of Cards. For security reasons and to prevent fraud, instant issue 

and embossed permanent Navy Cash cards arrive on the ship in a “pendactive” status 

and must be activated before they will work. If there are less than 10 cards being sent 

to a ship, they are sent via the U.S. Postal Service (USPS) directly to the individual 

cardholder. Shipments of 10 or more cards are FedEx’ed to the NCAO for further 

distribution to the individual cardholders. FedEx shipments can be tracked. Navy / 

Marine Cash cards shipped via FedEx should arrive at NAVSUP FLC about 10 

business days after the Navy Cash backend ashore receives the enrollment data 

electronically. Contact the ship’s LSR to check the status of any card FedEx 

shipments. 

11.5.3.5. Unclaimed or Returned Navy/Marine Cash Cards. Any card received for an 

individual who has left the ship should be cancelled and destroyed. The ship’s Post 

Office should not be “returning to the sender as undeliverable” Navy / Marine Cash 

cards sent via U.S. mail that are unclaimed or returned unopened. 

11.5.4. Unclaimed or Returned Navy Cash Cards. Cards mailed to Sailors who have 

left the ship but are still in the Navy should be forwarded using the forwarding address 

left with the ship’s Post Office during the check-out process. If the next command is not 

known or can’t be identified or the individual was discharged from the service, the 

NCAO should cancel and destroy the card (see paragraph 8, Change Card Status). The 

action taken should be annotated on either the Bulk Navy Cash Card Log or the Navy 

Cash Card Issue Log. PIN envelopes that are unclaimed or returned unopened should 

also be destroyed to avoid the expense of forwarding them—individual cardholders can 

go to disbursing office when they receive the cards to have the PIN reset using the 

Disbursing Application. 

11.5.5. Unclaimed or Returned Navy Cash Cards. Cards mailed to embarked Marines 

who have left the ship should be turned over to Marine Disbursing on the ship. If there 

is no Marine Disbursing detachment, or if the Marines have disembarked, cards should 

be sent via FedEx or UPS to the appropriate MEF Disbursing Office, I MEF for West 

Coast ships, II MEF for East Coast ships, and III MEF for ships in Japan. 

I MEF Disbursing Office

MARFORPAC

15th St, Bldg 1164, Room 238

Camp Pendleton, CA 92055

(760) 725-5550

II MEF Disbursing Office

MARFORLANT

Bldg 10, McHugh Blvd

Camp Lejeune, NC 28542

(910) 451-7807

III MEF Disbursing Office

MARFORPAC

Bldg 5714, Unit 38405

Camp Foster, Okinawa, Japan

FPO AP 96604-8405

011-81-611-745-7020

12. BEFORE CARDHOLDERS LEAVE THE SHIP FOR A PENDING TRANSFER OR 

DISCHARGE

12.1. Before Navy Cash cardholders leave the ship, the NCAO must ensure: 

12.1.1. Any negative account balances have been cleared. 
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12.1.2. Any remaining funds in Navy Cash closed-loop and Mastercard® debit openloop accounts) have been zeroed out. 

12.1.3. Any Split Pay Option (SPO) has been stopped at least 30 days prior. 

12.2. Cardholders depart the ship on a regular basis, some detaching for Permanent Change 

of Station (PCS) transfers or to be discharged from the Service, and others returning to their 

home units at the end of a deployment. There have been periodic problems when cardholders 

leave the ship and have not cleared negative balances or have not “zeroed out” funds 

remaining on Navy Cash instant issue and embossed permanent cards (Navy Cash closedloop and Mastercard® debit open-loop accounts) and visitor cards (Navy Cash closed-loop 

account only). These problems can be magnified when deployed squadrons, air detachments, 

or Marine elements disembark and a large number of cardholders leave the ship at about the 

same time. 

12.3. Monitor Cardholder Transfer Dates. To track cardholders who will be leaving the 

ship, the NCAO must work closely with the personnel office, e.g., refer to the report of 

Prospective Gains and Losses and the Transfer Information Sheet, to monitor individuals 

who are scheduled to transfer within the next 30, 60, and 90 days. 

12.3.1. Transfer Type and Date. To assist in monitoring transfer dates for cardholders 

who are enrolled in Navy Cash, the NCAO must ensure that the projected “Transfer 

Date” in each cardholder’s member profile is current (see paragraph 14g(1), Transfer 

Type and Date). 

12.3.2. Monthly Member Transfer Report. Based on the transfer dates in member 

profiles, a shore report will be generated each month listing cardholders whose transfer 

dates are within a 30-day window. The Monthly Member Transfer Report will contain 

closed- and open-loop account balances (Chip Balance and Strip Balance) and will serve 

as an additional notice to clear any negative balances (indicated by angle brackets) and 

zero out any remaining balances in the Navy Cash closed-loop and Mastercard® debit 

open-loop accounts before these cardholders leave the ship (see Section 5B for a sample 

report). 

12.3.2.1. Transfer to Shore Command. The transfer dates in member profiles will 

also be used to pull accounts of cardholders off the ship’s Navy Cash roster and 

transfer these accounts to a “shore command” roster. 

12.3.2.1.1. Once these accounts are transferred to the shore command roster, a 

standard set of reports will be generated, so that any account activity can continue 

to be monitored ashore and any negative account balances that have not been 

cleared can continue to be pursued by the Navy Cash debt collection process 

ashore. Cardholders transferred to the shore command will continue to appear on 

the ship’s daily reports for a transition period of two weeks. 

12.3.2.1.2. ACH Access Blocked / Mastercard® Debit (Open-Loop) Account 

Suspended Automatically. When transferred to the shore command, a 

Mastercard® debit open-loop account is suspended and Navy Cash ACH access 

to a bank or credit union account is blocked automatically. Blocking ACH access 

only prevents Navy Cash access to bank and credit union accounts from the ship. 

Suspending an account only prevents online ATM withdrawals and online PINbased and signature-based purchases ashore. The cardholder can still use the card 
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for signature-based purchases ashore, even when the open-loop account balance is 

negative, at merchants who process transactions in an offline mode. 

12.3.2.2. Navy Cash Ship Roster Report. To assist the NCAO in monitoring transfer 

dates for cardholders who are enrolled in Navy Cash, the Navy Cash Ship Roster 

Report lists the cardholder name and SSN (last four digits), Navy Cash cardholder 

account number, and date of the last closed-loop transaction on the ship for all 

cardholders who are "checked in" or assigned to the ship within the Navy Cash 

system. The NCAO can generate the Navy Cash Ship Roster Report on the ship on 

demand and compare it with the actual ship roster to identify individual cardholders 

who are no longer on the ship and should be transferred to the Navy Cash "Shore 

Command". 

12.3.2.2.1. Monthly Automated Transfer of Dormant Accounts from Ship to 

Shore. To assist in maintaining a current Navy Cash roster on the ship, a monthly 

automated process detects and transfers member profiles that have not already 

been transferred to the Shore Command, if there has been no activity on 

cardholder Navy Cash accounts (closed-loop, split pay, or ACH transfer activity) 

in the past 180 days. After 365 days of no activity, if there is a valid bank or 

credit union account linked to the Navy Cash member profile, any funds 

remaining in the Mastercard® debit open-loop account will be pushed to the 

linked account automatically. If a cardholder attached to the ship has not used 

their Navy Cash card in the past 180 days and is transferred to the Shore 

Command in error, they can simply do a "Ship Check In" at a Navy Cash Kiosk. 

Full access to Navy Cash capabilities will be restored as soon as the next roundtrip processing is completed between ship and shore.

12.3.2.3. Marine Bulk Transfer. The Marine Disbursing Officer can transfer a 

group of Marines assigned to a ship or ships as part of a Marine Expeditionary Unit 

(MEU) off the ship(s) and to the appropriate Marine Logistics Group (MLG) in bulk 

by opening a case with the Navy Cash CSC. 

12.3.3. Collect on Negative Balances. The amount of any negative balance in a Navy 

Cash open-loop account represents a debt to the U.S. Treasury funds pool. Even though 

the amount of that debt is not part of his / her accountability, the NCAO is responsible 

for collecting on that debt. After a cardholder has left the ship, it can be much more 

difficult for the Navy Cash debt collection process ashore to collect on a negative 

balance. Ultimately, if a cardholder does not respond or cannot be located, the Fiscal 

Service must turn the unpaid debt over to its Debt Management Services division for 

collection, at which time administrative fees, penalties, and interest will be added to the 

cardholder’s debt. 

12.3.3.1. Review Negative Balance Report. As a part of reviewing the Negative 

Balance Report on a daily basis, the NCAO must ensure cardholders within 30 days of 

transfer or discharge are not listed on the report. For cardholders who are listed on the 

report, the NCAO must ensure that the cardholder’s Navy Cash access to their home 

bank or credit union account remains blocked until any negative balance is cleared. 

Don’t unblock access until the Navy/Marine Cash account balance is zero or positive.

12.3.3.2. Options and detailed procedures for collecting on negative balances are in 

Part 1, Section 4. If the name of a cardholder who has transferred off the ship shows 

up on the Daily Negative Balance Report, the NCAO should still take action to 
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produce a DD 139, Pay Adjustment Authorization, with a copy of the Negative 

Balance Report attached, and present it to the Personnel Officer on board, who will 

post a “DS01” indebtedness to the cardholder’s military pay account. A sample DD 

139 for Navy Cash negative balances can be obtained from your servicing FLC, Navy 

Cash Team. A DS01 debt collection against pay will be processed as long as the 

person is still in the Navy. 

12.3.3.3. Prevent Unrecoverable Debt. Within 30 days of a pending transfer or 

discharge, the NCAO should make a judgment whether or not a negative balance 

condition is likely on a cardholder’s open-loop 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 help prevent an unrecoverable debt from 

being posted to Navy Cash, the NCAO may decide to suspend a cardholder’s 

Mastercard® debit open-loop account and block ACH access manually. 

12.3.3.3.1. Block ACH Access/Suspend Mastercard® Debit Open-Loop 

Account Manually. To suspend the cardholder’s open-loop account “manually”, 

the NCAO must contact the CSC via phone or email and request that the 

cardholder’s Mastercard® debit open-loop account be suspended, which will 

prevent online ATM withdrawals and online PIN-based and signature-based 

purchases ashore. To block the cardholder’s Navy Cash access to their bank or 

credit union manually, the NCAO can use either the Disbursing Application or the

Navy Cash Disbursing Website or send a request to the CSC by phone or email. 

Any updates to Navy Cash card access done through the Disbursing Application 

are effective immediately on board the ship and will regulate any subsequent 

funds transfer requests the cardholder attempts at the Kiosk. Updates done 

through the Disbursing Website do not go into effect on onboard the ship until a 

round trip is completed between ship and shore. Updates done through the CSC 

do not go into effect onboard the ship until the CSC receives the information, 

processes the request, and a round trip is completed between ship and shore. 

12.3.3.3.2. If necessary, the NCAO can issue a “closed-loop-only” visitor card 

for use on the ship until the cardholder leaves the ship.

12.3.4. Zero Out Any Funds Remaining on Card. When a cardholder is transferring to 

an activity that does not have Navy Cash or is being discharged from the Navy, they 

should move all the funds on the Navy Cash card from the closed-and open-loop 

accounts back to their home bank or credit union account using the Navy Cash Kiosk. 

Alternatively, they can move all the funds in the open-loop to the closed-loop and “cash 

out” the closed-loop at the disbursing office. When a cardholder reports to the 

disbursing office as a part of the checkout process, the NCAO must verify that the 

cardholder’s Navy Cash card is empty (zero balance in the closed- and open-loop 

accounts). Similarly, the NCAO must make every effort to cash out and recover visitor 

cards from anyone leaving the ship, so they can be reissued to another visitor.

12.3.5. Recovering Funds Left on Card. After a cardholder has left the ship, it can be 

much more difficult to access any funds in the closed- and open-loop accounts, 

particularly the closed-loop.

12.3.5.1. Funds in Open Loop. If there are funds in the open-loop account, the 

money can be spent at any merchant or withdrawn from any ATM that accepts debit 

Mastercard®® cards. If the cardholder's linked bank or credit union account is still the 
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same as the account that was linked to the open-loop account, the cardholder can call 

and authorize the Navy Cash Customer Service Center (CSC) (the number is on the 

back of the Navy Cash card; see also Section 5A) to transfer the money from the openloop account to the linked bank or credit union account. The customer service 

representative will ask a series of questions to verify a cardholder’s identity before 

they transfer funds, e.g., mother’s maiden name (or other password provided at time of 

enrollment in Navy Cash), last four digits of SSN.

12.3.5.2. Funds in Closed Loop of Expiring Card. When a Navy Cash card expires, 

the chip on the card no longer functions. The actual expiration date is the last day of 

the month indicated in the “Valid Thru” date embossed on the front of instant issue 

and embossed permanent cards. If there has been no activity on a card (closed- or 

open-loop account) in the previous six months, the account is considered inactive, and 

the card is canceled automatically. As a part of the process, any funds remaining in 

the closed-loop account are transferred automatically to the open-loop account 

associated with the card, and the open-loop account balance is transferred to the linked 

bank or credit union account automatically, if the linked account is still valid. 

12.3.5.3. Funds in Closed Loop of Active Card. If there are funds in the closedloop account and the cardholder's Navy Cash instant issue or embossed permanent 

card is not going to expire in the near term, the CSC will have to cancel the card, since 

the chip on the card is still active. After asking a series of questions to verify the 

cardholder’s identity, the customer service representative will cancel the card. As a 

part of the process, any funds remaining in the closed loop are transferred 

automatically to the open-loop account associated with the card. If the cardholder's 

linked bank or credit union account is still the same as the account that was linked to 

the open-loop account, the customer service representative can now transfer any 

remaining balance in the open-loop account (which now includes the closed-loop 

account balance) to the linked bank or credit union account. 

12.3.5.4. If the Linked Account Information Is Not Valid. In the three scenarios 

above, if there is no linked bank or credit union account or the account information is 

not valid, the CSC will direct the cardholder to contact the Navy Cash Fleet Support 

Group (FSG) representatives at the NAVSUP Fleet Logistics Center (FLC) in Norfolk 

or San Diego. 

Hugh Chin at NAVSUP FLC Norfolk Andy Yager at NAVSUP FLC San Diego

hugh.o.chin.civ@us.navy.mil w.a.yager.civ@us.navy.mil

(757) 443-1189 DSN: 646-1189 (619) 556-6493 DSN: 526-6493

Resty Herrera at NAVSUP FLC Yokosuka

restituto.c.herrera.civ@us.navy.mil

+81 (46) 816-7324 DSN: (315) 243-7324

The FSG representatives will ask the cardholder for the information they need to 

verify his/her identity. The cardholder can then provide a bank or credit union 

account number, ABA routing number, and his/her name as it appears on the account, 

and the FSG representative will contact the Navy Cash Customer Service Center 

(CSC) to authorize the CSC to transfer any remaining balance to that account. 
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12.3.5.5. Funds in Closed Loop of Visitor Card. If a cardholder contacts the CSC to 

recover funds left in the closed-loop account of a visitor card, the CSC has no way to 

verify a cardholder’s identity or ownership of a card, because a visitor card is 

anonymous and does not have an open-loop account or cardholder member profile 

associated with it. The cardholder must provide the CSC the card sequence number, 

which is printed on the lower right of the back of the card, so the CSC can identify the 

correct card in the Navy Cash system. In order to verify the cardholder’s identity, the 

CSC will direct the cardholder to contact the Navy Cash FSG representatives at the 

NAVSUP Fleet Logistics Centers (FLC) in Norfolk or San Diego (contact information 

in paragraph above). The FSG representatives will ask the cardholder for the 

information they need to verify his/her identity. The cardholder can then provide a 

bank or credit union account number, ABA routing number, and his/her name as it 

appears on the account, and the FSG representative will contact the CSC to authorize 

the CSC to transfer any remaining balance to that account.

12.3.6. PCS Transfer. Cardholders transferring PCS should keep their Navy Cash cards 

and accounts when they leave the ship. A Navy Cash Debit Mastercard®® does not 

expire until five 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 their card is still 

valid, they can quickly get access to all Navy Cash capabilities by completing a “Ship 

Check In” at a Navy Cash Kiosk. 

12.3.6.1. Once the ship has completed the next round-trip between ship and shore, the 

cardholder’s Navy Cash open-loop account will be restored (unsuspended), which will 

allow online ATM withdrawals and online PIN-based and signature-based purchases 

ashore, and the cardholder’s Navy Cash ACH access to the home bank or credit union 

will be unblocked, which reinstates Navy Cash ACH access to the account from the 

ship. Once round-trip processing is completed, the cardholder’s member profile and 

full access to Navy Cash capabilities should be available on the ship the same day. 

12.3.6.2. Navy Cash access to a bank and credit union account ashore will be 

unblocked automatically only if the ACH Decline Count in the cardholder’s customer 

profile is 0,1, or 2 (set to 90, 91, or 92 after being transferred to the Shore Command 

from the previous Navy Cash ship). 

12.3.6.3. Transfer Cardholder’s Member Profile to Ship Using Navy Cash Website. 

If necessary (e.g., if a cardholder reports to the ship, their Navy Cash card has expired, 

and they cannot complete a “Ship Check In” at a Navy Cash Kiosk), the NCAO can 

transfer a cardholder’s member profile from the shore command to the ship using the 

“Location” tab on the “Cardholders” screen on the Navy Cash disbursing website (see 

Section 5F). Once the ship has completed a roundtrip between ship and shore, the 

cardholder’s member profile will be transferred to the ship. Transferring a 

cardholder's member profile from the shore command to the ship using the Disbursing 

Website unblocks the cardholder’s Navy Cash ACH access to a home bank or credit 

union (see paragraph f.(2) directly above) and restores (unsuspends) the account 

automatically. 

12.3.7. Discharge from Service. Cardholders being discharged from the Navy are 

required to report to the disbursing office to close their Navy Cash accounts. Before 

reporting to disbursing office, they must transfer any remaining funds from both the 

closed- and open-loop accounts back to their home bank or credit union account using 
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the Navy Cash Kiosk. As a last resort, they can move all the funds in the open loop to 

the closed loop and “cash out” the closed loop at the disbursing office.

12.3.7.1. When a cardholder reports to disbursing office as a part of the checkout 

process, the NCAO must verify that the cardholder’s Navy Cash card is empty (zero 

balance in the closed- and open-loop accounts).

12.3.7.2. Prior to a cardholder’s discharge, the NCAO must ensure that all negative 

balance conditions are cleared and that minimal possibilities exist for a future negative 

balance condition. 

12.3.7.3. If a cardholder is within the final 30 days of being discharged from the 

Navy and has a negative balance, the NCAO’s only option is to have a “DS01” 

indebtedness, Company Code D411179, posted to the cardholder’s military pay 

account prior to the cardholder’s separation date by submitting a DD 139 to the 

Personnel Office on board the ship. 

12.3.8. Close Navy Cash Account 

12.3.8.1. To close his or her Navy Cash account, a cardholder must first transfer any 

remaining funds from both the closed- and open-loop accounts back to his or her home 

bank or credit union account using the Navy Cash Kiosk before reporting to the 

disbursing office. 

12.3.8.2. As a part of the checkout process, the cardholder must report to the 

disbursing office to close his or her Navy Cash account. 

12.3.8.3. After verifying that the cardholder’s Navy Cash card is empty (zero 

balance), the NCAO must change the card status to “Canceled” and transfer account to 

Shore Command (see paragraph 8, Change Card Status). The cancelled card will be 

given back to the cardholder for destruction. 

12.3.9. Disposition of Navy Cash Visitor Cards. The NCAO must make every effort to 

recover and cash out visitor cards from anyone leaving the ship, so they can be reissued 

to another visitor. When visitor cards are turned in to disbursing office and cashed out, 

the NCAO should check the expiration dates on the cards. Any visitor cards that have 

expired or will soon expire must be collected and destroyed. Cards can be destroyed by 

cutting them up or shredding them. Document destruction of the cards using the Navy 

Cash Card Issue Log.

13. ACCOUNT ENROLLMENT

13.1. To open a Navy Cash account, a person must be enrolled in the Navy Cash program. 

To enroll in the Navy Cash program, a person must fill out and sign an enrollment form (FS 

Form 2887), Application Form for U.S. Department of the Treasury Stored Value Card 

(SVC) Program). A copy of the FS Form 2887 cardholder enrollment form is included in 

Section 5B, and is available on the Treasury Fiscal Service Navy Cash website 

(https://www.navycash.gov).

13.1.1. Instant Issue Navy Cash Card. Normally, instant issue cards are issued to 

personnel newly enrolling in Navy Cash. Once the instant issue card has been assigned 

to the account (activated), funds can be loaded in the closed-loop account at disbursing 

office and used on the ship right away. The new enrollment itself will not be reflected 

on the ship until the new account is established ashore and the new account information 
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is updated on the ship, which occurs when the next round-trip process is completed 

between ship and shore. Once the round trip is completed and the account is established 

ashore and on the ship, the instant issue card provides access to all Navy Cash 

capabilities. A cardholder can, for example, transfer funds at the Kiosk on the ship to 

the closed- or open-loop account from a bank or credit union account ashore and access 

funds in the open-loop account at ATMs ashore or to pay for purchases at retail locations 

ashore.

13.1.2. Split Pay Option (SPO). Individuals who elect SPO can have a portion of their 

military paycheck sent directly to their Navy Cash open-loop account each payday. 

13.1.2.1. 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; 

conversely, enrolling in Navy Cash does not automatically sign an individual up for 

SPO. 

13.1.2.2. To prevent SPO payroll payments from being rejected, the NCAO must 

ensure that individuals are enrolled in Navy Cash and their Navy Cash open-loop 

accounts are open before they sign up for SPO and that the name on the SPO 

enrollment form matches the name on the Navy Cash enrollment form. 

13.1.2.3. Should the Navy Cash backend be forced to reject SPO payroll payments, 

e.g., for individuals who do not have Navy Cash open-loop accounts or whose names 

do not match, the funds must be returned to DFAS Cleveland to be credited to the 

individuals’ Master Military Pay Accounts (MMPAs), which creates additional 

workload for the NCAO and significantly delays receipt of SPO payroll amounts by 

these individuals. 

13.2. Enrolling in the Navy Cash Program. To enroll in Navy Cash, an individual must 

report to the disbursing office to fill out and sign an enrollment form (2887) electronically. 

13.2.1. Importance of Enrollment Forms. Enrollment forms are a critical element in the 

Navy Cash program. A signed enrollment form must be on file for every Navy Cash 

cardholder. By signing the 2887, cardholders acknowledge the program’s Privacy Act 

statement, authorize debits and credits to their bank and credit union account, consent to 

immediate collection from pay for any negative balances that may result from use of the 

Navy Cash card, and authorize the Government to initiate debt collection procedures for 

amounts that remain or become due and owing. The signed 2887 is the enforceable 

agreement between the individual cardholder and the Navy Cash program. 

13.2.2. Consent to Immediate Collection from Pay. 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). 

13.3. Cardholder Agreement 
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13.3.1. The Navy Cash, Marine Cash, and Navy Cash Visitor Card Cardholder 

Agreement is a key part of the Navy Cash program’s overall efforts to comply with the 

Federal consumer financial laws and regulations that govern many consumer financial 

products and services. The Cardholder Agreement lays out the terms and conditions for 

use of the Navy Cash card and provides information about cardholder rights, 

responsibilities, and liabilities. The Cardholder Agreement also lets the cardholder know 

how to use the card, how to obtain account information, and how to deal with specific 

card-related issues. 

13.3.2. Since both new and replacement Navy Cash cards and Navy Cash visitor cards 

are issued at the disbursing office, the NCAO must ensure each cardholder is aware of 

and receives a copy of the Cardholder Agreement to ensure compliance with Federal 

laws and regulations. For instant issue cards, each card issued comes with a Cardholder 

Agreement in the envelope. For visitor cards, because they are reusable, the must have 

copies of the Cardholder Agreement available to hand to the cardholder. The 

Cardholder Agreement should be posted on the bulletin board outside the disbursing 

office. 

13.4. A copy of the Cardholder Agreement is available on the Treasury Fiscal Service Navy 

Cash website (https://fiscal.treasury.gov/navy-cash/resources.html#cardholder). 

13.5. Safeguard Personally Identifiable Information. Enrollment forms contain sensitive 

personal information, and the NCAO must establish and monitor procedures for the proper 

handling and safeguarding of the Personally Identifiable Information (PII) associated with 

both Disbursing and Navy Cash operations to ensure the security and confidentiality of that 

information. 

13.6. New Account Enrollment. To enroll a person in the Navy Cash program, the NCAO 

selects “Account Enrollment” in the “Account Maintenance” pull-down menu. The “New 

Account Enrollment” screen is displayed. Enter the enrollment information into the onscreen enrollment form. The Date Of Birth (DOB) fields are mandatory fields. It is critical 

that the month, day, and year information in the DOB (mmddyyyy) drop-down menus be 

updated with the person’s correct DOB. Otherwise, the Disbursing Application will use the 

default values (01/01/1940), and this will create problems down the line. The Treasury 

Agent bank uses the new enrollees’ DOB, and other information like their SSN, to verify 

their identity before enrolling them in Navy Cash and establishing their Navy Cash account. 

The Customer Service Center uses the DOB to verify a cardholders’ identity when they call 

in with questions about their Navy Cash account. Incorrect DOB information will delay 

customer support to our Sailors and Marines. Sample Navy Cash Enrollment Forms can be 

found in Section 5B. 
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13.6.1. General Guidance. 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. 

13.6.2. Middle Initial. This is a one character field. It should then be left blank when 

the person being enrolled does not have a middle initial. 

13.6.3. 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 = Residence/Permanent Address. The Military Duty Address is the 

ship’s official mailing address, which is the address actually used by the Navy 

Cash system. It is entered into the individual’s member profile automatically, 

based on the ship on which the individual is enrolling. The Military Duty Address 

is the address entered into the Mastercard® data base for Navy Cash cards. If you 

use a Navy Cash card to pay for something over the phone or at a website, it can 

be mailed to almost any address, but, if the merchant asks for the billing address, 

use the ship’s mailing address. 

Generic Card # = card number on Navy Cash Card taken from the stock of cards 

held by the NCAO (see paragraph 6, Custody of Navy Cash Cards). 
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The following information can be found on a check or deposit slip associated with 

a cardholder’s bank or credit union account. The NCAO must verify the ABA or 

routing number and the account number, either by referring to the Direct Deposit 

account in the Master Military Pay Account (MMPA) or to the micro line (MICR) 

at the bottom of a personal check or deposit slip. 

ABA = transit routing number or bank routing indicator—the first nine numbers 

in the micro line (MICR) at the bottom of a check or deposit slip. 

Account No = as listed on check in the remaining numbers of micro line (MICR) 

or deposit slip, not the name of the bank (depository name). 

Account Name = name of individual as it appears on check or deposit slip, not the 

name of the bank (depository name). 

13.6.4. If either a bank account name, ABA routing number, or account number is 

entered, they must all be entered. If any one of them 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 or a one, in which case an error message 

will be displayed. 

13.6.5. Account Type. 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. 

13.6.5.1. ATM, Debit, or Check Cards. 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

13.7. Enroll and Issue Instant Issue Navy Cash Card 
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13.7.1. After selecting an instant issue Navy Cash card from the stock of spare cards, 

the NCAO shall document issuing the 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 

(see paragraph 6, Custody of Navy Cash Cards). 

13.7.2. The NCAO inserts the new instant issue card into the POS and clicks the “Get 

Card Info” button. 

13.7.3. 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 instant issue card must be used from stock. 

13.7.4. The NCAO then clicks the “Next” button to continue the process to enroll a 

new account holder in Navy Cash, assign the instant issue Navy Cash card to the 

account, and activate the card. 

13.7.5. Again, once the instant issue card has been assigned to the account (activated), 

funds can be loaded in the closed-loop account at the disbursing office and used on 

board the ship immediately. Once the next round trip is completed and the new account 

is established ashore and on the ship, the instant issue card provides access to all Navy 

Cash capabilities, both on the ship and ashore.

13.8. Enroll and Request Embossed Permanent Navy Cash Card 

13.8.1. To request an embossed permanent card when enrolling an individual, rather 

than inserting a new instant issue card into the POS and clicking the “Get Card Info” 

button, the NCAO simply clicks the “Submit” button to initiate enrollment of a new 

account holder in Navy Cash. 

13.8.2. The Disbursing Application will ask the NCAO to verify they want to enroll an 

individual without assigning a generic (instant issue) card. The NCAO then clicks the 

“Yes” button to create a request for a new embossed permanent card without issuing an 

instant issue card. If an embossed permanent card is requested as a part of the 

enrollment process, the new enrollee will have to wait to receive the new card in the 

mail. A visitor Navy Cash card can be issued to the new enrollee to use until the 

embossed permanent card is delivered to the ship. 

13.8.2.1. For security reasons and to prevent fraud, the new embossed permanent 

Navy Cash card arrives on the ship in a “pendactive” status and must be activated 

before it will work.

13.8.2.2. The NCAO can activate the card at the Disbursing Application. 

13.9. Verify Enrollment Information and Capture New Enrollee’s Signature Electronically. 

When the NCAO clicks the “Next” button, the “Navy Cash Enrollment and Authorization 
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Agreement” screen is displayed, pre-populated with the information entered into the onscreen enrollment form on the “New Account Enrollment” screen. 

13.9.1. The NCAO must ensure the new enrollee reviews the enrollment information 

on the 2887 and verifies that it is correct. 

13.9.1.1. If the enrollment information is not correct, the NCAO clicks the “Back” 

button to return to the “New Account Enrollment” screen and revise the incorrect 

entries. 

13.9.1.2. If the enrollment information is correct, the NCAO clicks the "Capture 

Signature" button. 

13.9.2. The “Navy Cash Enrollment and Authorization Agreement” screen changes to 

display a “Cancel Signature” button and the time remaining to capture the new enrollee’s 

signature. The NCAO can click the “Cancel Signature” button to return to the previous 

screen. There is a one-minute time-out to capture the new enrollee’s signature. If time 

expires, the Disbursing Application returns to the previous screen. 
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13.9.3. At the same time, the main screen of the POS device connected to the 

Disbursing Application workstation / laptop displays a signature pad. The new enrollee 

uses a stylus (provided with each POS device) on the signature pad to sign the 

enrollment form electronically. 

13.9.3.1. If the signature is not satisfactory, the new enrollee 

touches the "Clear" button on the POS device to discard the 

signature. The new enrollee uses the signature pad to re-sign 

the enrollment form. 

13.9.3.2. If the signature is satisfactory, the new enrollee 

touches the "I Accept" button on the POS device to actually 

sign the enrollment form electronically. 

13.9.4. The Navy Cash Enrollment and Authorization 

Agreement (2887) is now signed cryptographically and the new

enrollee’s signature is embedded into the 2887 document, 

which is then encrypted separately. Once an electronic 

signature has been embedded, the document is sealed and can 

no longer be altered.

13.10. Complete Enrollment Process 
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13.10.1. If the signature is not satisfactory, the NCAO clicks the "Re-Capture 

Signature" button on the "Navy Cash Enrollment and Authorization Agreement" screen 

to discard the signed enrollment form, return to the "Capture Signature" screen, and 

recapture the new enrollee's signature. 

13.10.2. If desired, the NCAO can print a copy of the signed enrollment form at this 

time by clicking on the "Print Document" button. 

13.10.3. Once the electronic signature process is 

complete, the NCAO clicks the “Submit” button. This 

initiates the enrollment of a new account holder in 

Navy Cash and, if an instant issue card was issued 

during the enrollment process, assigns the instant issue 

Navy Cash card to the account and activates the card. 

The Disbursing Application returns to the “New 

Account Enrollment” screen, and an “Enrollment 

complete. Thank you” message is displayed to 

indicate the enrollment process is complete. 

13.10.4. Establishing New Navy Cash Account. The new account itself will not be 

reflected on the ship until the signed enrollment form (2887) is transmitted ashore, the 

new account is established ashore, and the new account information is updated on the 

ship, which occurs when the next round-trip process is completed between ship and 

shore. 

13.10.5. Instant Issue Navy Cash Card. If an instant issue card was issued during the 

enrollment process, the card was activated and funds can be loaded in the closed-loop 

account at disbursing office and used on the ship right away. Once the round trip is 

completed and the account is established ashore and on the ship, the instant issue card 

provides access to all Navy Cash capabilities. A cardholder can then transfer funds at 

the Kiosk on the ship to the closed- or open-loop account from a bank or credit union 

account ashore and access funds in the open-loop account at ATMs ashore or to pay for 

purchases at retail locations ashore. 

13.10.6. Enrollment Forms Kept on File 

13.10.6.1. Electronic Enrollment Forms Available on Ship. For new cardholders 

enrolled electronically, once the round trip is completed between ship and shore and 

the new account is established ashore and on the ship, the signed 2887 will be 

available on the Navy Cash server on the ship, where it can be retrieved and viewed or 

printed by the NCAO for reference as needed. Again, even if the full DOB was 

entered using the “New Account Enrollment” screen (see paragraph f above) and was 

uploaded to the Navy Cash database ashore and became part of the cardholder’s 

profile, the printed copy of the enrollment form will be the old DD Form 2887, and 

only the four-digit month and day (MMDD) will be shown on the form. 

13.10.6.2. Forward Any Manual Enrollment Forms to Treasury Agent. Any 

hardcopy cardholder enrollment forms, signed by the individual, must be uploaded to 

the Navy Cash website. 

13.10.6.3. Electronic Enrollment Forms. For new enrollees enrolled electronically on 

the ship, or through self-enrollment, the signed enrollment forms (2887s) are uploaded 

automatically to the document storage system ashore, so packages of hardcopy 
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enrollment forms and email notifications for each package no longer need to be sent to 

the Treasury Agent for new enrollees.

13.10.6.4. Indication on Disbursing Website That Enrollment Form Is on File. The 

Navy Cash Disbursing Website now displays the status of a cardholder's enrollment 

form (2887) under the "Personal" tab on the "Cardholder Profiles" screen (see Section 

5F, Disbursing Website, Cardholder Personal Screen).

13.10.6.4.1. Electronic Enrollment. For new cardholders who were enrolled 

electronically on the ship, once the round trip is completed between ship and 

shore, the screen will indicate that a cardholder signed the 2887 electronically and 

a copy is available in the document storage system ashore. The 2887 can be 

viewed on the website, the Disbursing Officer can also contact the CSC and 

request a copy if needed. 

13.10.6.4.2. Manual Enrollment. For cardholders who were enrolled manually, 

the screen will indicate either that a cardholder's 2887 is not available in the 

document storage system ashore, or that a cardholder's 2887 is available in either 

the i-Vault! or FileNet document storage system ashore. This information is 

updated on a monthly basis. The 2887 can be viewed on the website, but if 

needed, the NCAO can contact the CSC and request a copy.

13.11. Monthly Reports on Missing Enrollment Forms 

13.11.1. Each month, two separate shore reports are issued to identify individual 

cardholders (with active/pendactive cards and with open/suspended accounts) who do 

not have a signed enrollment form (2887) on file electronically in the document storage 

system ashore. 

13.11.1.1. Ship/MLG Report. Generated ashore as part of the End-Of-Month (EOM) 

process, the Ship/MLG Navy Cash/Marine Cash Missing 2887 Report provides a list 

of Sailors and Marines whose enrollment forms are either missing or have not yet been 

received, scanned, and stored. 

13.11.1.1.1. The report lists the last name, first name, middle initial, SSN (last 

four digits), service branch, and date the Navy Cash account was opened. Each 

ship/MLG will receive its own report. 

13.11.1.1.2. Each month, the Ship / MLG Report can be found in the shore 

reports directory by date after successful completion of the EOD round trip 

process at EOM. The “Shore Reports” folder (icon) on the Disbursing 

Application desktop provides a short cut to the reports directory. On the 

Disbursing Application workstation or laptop, the shore reports can be found in 

the S:\files\navydata\report directory, which maps to the Q:\files\navydata\report 

directory on the Navy Cash server. The Ship / MLG Report is also available on 

the Navy Cash Disbursing Website on the “Ship Reports” screen using the 

“Reports” tab.

13.11.1.2. Comprehensive Report. Generated ashore on the second day of each 

month, the monthly Comprehensive Navy Cash / Marine Cash Missing 2887 Report 

provides a list of Sailors and Marines whose enrollment forms are either missing or 

have not yet been received, scanned, and stored.
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13.11.1.2.1. The report is sorted by ship, MLG, and Navy Cash Shore Command 

and lists the last name, first name, middle initial, SSN (last four digits), service 

branch, ship or MLG or shore command assignment, and date the Navy Cash 

account was opened. 

13.11.1.2.2. The Comprehensive Report is intended for NAVSUP, MCDOSS, 

NAVSUP FLC Norfolk, San Diego, and Yokosuka, and Treasury Fiscal Service, 

so they can monitor the progress of individual ships and MLGs in meeting the 

goal of a signed 2887 on file for every Navy Cash / Marine Cash cardholder. The 

report is also available on the Navy Cash Disbursing Website on the “Shore 

Reports” screen using the “Reports” tab (see Section 5F, Navy Cash Website—

https://www.navycash.com). 

13.11.1.3. Review Ship / MLG Report Monthly. The NCAO must ensure the Ship / 

MLG Navy Cash / Marine Cash Missing 2887 Report is reviewed each month and 

verify a signed enrollment form (2887) has been or will be forwarded to the Treasury 

Agent for every cardholder whose name is listed on the report. 

13.11.1.3.1. Enrollment Form Available on the Ship / MLG. If a copy of the 

cardholder's signed 2887 can be located in the file of enrollment forms maintained 

on board the ship / MLG for reference, a copy shall be uploaded to the Navy Cash 

website. 

13.11.1.3.2. Enrollment Form Not Available on the Ship / MLG. If a copy of the 

cardholder's signed 2887 is not available in the file of enrollment forms 

maintained on board the ship / MLG for reference, the NCAO shall notify the 

cardholder to report to disbursing office to fill out and sign a new, hardcopy 

enrollment form (FS Form 2887). Electronic enrollment is only available for a 

new enrollee’s initial enrollment. A copy of the signed FS 2887 shall be uploaded 

via the Navy Cash website. The NCAO shall review the following month's report 

to confirm that the 2887 has been received and stored and the cardholder's name 

is no longer listed on the report. 

13.11.1.3.3. Cardholder No Longer on the Ship / MLG. If a copy of the 

cardholder's signed 2887 can be located in the file of enrollment forms maintained 

on board the ship / MLG for reference, a copy shall be uploaded via the Navy 

Cash website.

13.12. Navy Cardholder Issued Card Report. A report can be generated for instant issue 

cards issued through the Disbursing Application at any time by selecting “Operations 

Reports” and “Navy Cardholder Issued Card Report” in the “View Reports” pull-down 

menu, filling in the start and end dates for the inclusive period, and clicking on the 

“Generate” button. The Navy Cardholder Issued Card Report lists by operator ID the last 

four digits of the card numbers, name and last four digits of the SSN of the cardholders, and 

issue dates for any cards issued during the period.

13.13. Delivery of Cards. If there are less than 10 cards being sent to a ship, they are sent 

via the U.S. Postal Service (USPS) directly to the individual cardholder via the FPO address. 

Shipments of 10 or more cards are sent via FedEx to the NCAO for further distribution to the 

individual cardholders. FedEx shipments can be tracked. Navy / Marine Cash cards shipped 

via FedEx should arrive at the NAVSUP FLC LSCs about 10 business days after the 
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Treasury Agent receives the enrollment data electronically. Contact the ship’s LSR to check 

the status of any card FedEx shipments. 

14. ACCOUNT INFORMATION UPDATE 

14.1. To update his or her account information, for example, to change to a new bank or 

credit union, the individual or merchant cardholder can report to the disbursing office. 

14.2. The NCAO should update the bank account information on the Navy Cash website. 

14.3. Account information is stored in a cardholder’s member profile. To search for the 

appropriate “Member Profile”: 

14.3.1. If the cardholder’s Navy Cash card is not available, the NCAO 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. When multiple 

card ID numbers match the search criteria, the NCAO must carefully verify that the card 

selected is the correct card. 

14.3.2. If the cardholder’s Navy Cash card is available, the NCAO inserts the card into 

the POS and clicks the “Get Card Info” button in the “Card Present” box. 
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14.3.3. The Disbursing Application brings up the cardholder names associated with the 

search criteria.

14.4. After verifying the cardholder’s identity, the NCAO highlights the correct name, and 

the current account information is displayed in the “Member Profile” and “Bank Account 

Information” windows. 

14.5. Enrollment Form (2887) on File. 

14.5.1. Electronic Enrollment on Ship. For cardholders enrolled electronically on the 

ship, the NCAO can click on the "Form 2887" button to retrieve, view, or print a 

cardholder's enrollment form with embedded signature (but only after a round trip has 

been completed between ship and shore). 

14.5.1.1. Even if the full DOB was entered using the “New Account Enrollment” 

screen and was uploaded to the Navy Cash database ashore and became part of the 

cardholder’s profile, the printed copy of the enrollment form will be the old DD Form 

2887, FEB 09, and only the four-digit month and day (MMDD) will be shown on the 

form. 

14.5.1.2. The "Form 2887" button will be grayed out and cannot be used if the 

cardholder does not have an electronic enrollment form on file on the ship or if the 

cardholder was enrolled electronically on a different ship. 

14.5.2. Indication on Disbursing Website That Enrollment Form Is on File. The Navy 

Cash Disbursing Website now displays the cardholder’s enrollment form (2887) under 

the “Personal” tab on the “Cardholder Profiles” screen. 

14.5.2.1. For cardholders who were enrolled electronically on a ship, once the round 

trip is completed between ship and shore, the screen will indicate that a cardholder 

signed the 2887 electronically and a copy is available in the document storage system 

ashore. The 2887 can be viewed on the website, but the NCAO can contact the CSC 

and request a copy if needed. Again, even if the full DOB was entered using the “New 

Account Enrollment” screen and was uploaded to the Navy Cash database ashore and 

became part of the cardholder’s profile, the copy of the enrollment form provided by 

the CSC will be the old DD Form 2887, and only the four-digit month and day 

(MMDD) will be shown on the form. 

14.5.2.2. For cardholders who were enrolled manually, the screen will indicate either 

that the cardholder's 2887 was not found in the document storage system ashore, or 

that a scanned copy of the cardholder's 2887 is available in either the i-Vault! or 

FileNet document storage system ashore. The 2887 can be viewed on the website, the

NCAO can also contact the CSC and request a copy. 

14.6. Name Change. Changes to the cardholder’s first or last name or middle initial, for 

example, to correct a misspelling or to change a last name to reflect a marriage or divorce, 

will automatically update the cardholder’s member profile in the Navy Cash system and in 

the Navy Cash card management system ashore. Keep in mind that, to avoid failed SPO 

payroll payments, a cardholder’s name and SSN in their member profile in Navy Cash must 

match their name and SSN in their Master Military Pay Account (MMPA). Updating a 

cardholder’s name in their member profile will not generate an automatic request for a 

replacement Navy Cash card. 
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14.6.1. Replacement Cards. A cardholder who is currently using an instant issue Navy 

Cash card will continue to use the same card — a replacement card is not needed. A 

cardholder who is using an embossed permanent Navy Cash card can continue to use the 

same card, as long as the misspelling or name change is considered minor. Because 

Navy Cash cards are relatively expensive, the cardholder and the NCAO should decide 

jointly whether or not a replacement card is genuinely necessary. Name changes due to 

major misspellings or marriage or divorce would, of course, warrant a replacement card. 

14.6.2. Prior to issuing a replacement card, the NCAO must cancel the old card.

14.6.3. Instant Issue Navy Cash Card. Normally, an instant issue card will be issued on 

the spot as a replacement for an instant issue or embossed permanent card. To provide 

quicker access to any funds remaining in the closed-loop account of the old embossed 

permanent card, the cardholder can move the funds in the closed loop account to the 

open loop account using the Kiosk before coming to disbursing office. Otherwise, the 

system will automatically do a closed-to-open-loop transfer to move the value on the

closed loop account when the card is canceled, and those funds won’t be available in the 

open-loop account until the next round-trip processing is completed between ship and 

shore. 

14.6.4. Embossed Permanent Navy Cash Card. If there is a bona fide need, an 

embossed permanent Navy Cash card can be requested. A visitor Navy Cash card can 

be issued to the cardholder to use until the embossed permanent card is delivered to the 

ship. 

14.6.4.1. Visitor cards are closed-loop-only cards. They are issued by the disbursing 

office and are intended only to make purchases on the ship. They do not have an 

open-loop account associated with them. They cannot be used for purchases ashore or 

to access commercial ATMs off the ship. 

14.7. For security reasons and to prevent fraud, the new embossed permanent Navy Cash 

card arrives on the ship in a “pendactive” status and must be activated before it will work 

(see paragraph 8a, Card Activation).

Transfer Type and Date

14.7.1. 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. To assist in 

monitoring transfer dates, the NCAO 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. 

14.7.2. Monthly Member Transfer Report. Based on the transfer dates in the member 

profiles, a shore report will be generated each month listing cardholders whose transfer 

dates are within a 30-day window. The Monthly Member Transfer Report will contain 

closed- and open-loop account balances and will serve as an additional notice to clear 

any negative balances and zero out any remaining balances in the closed-loop and openloop accounts before these cardholders leave the ship (see Section 5B for sample report). 

14.7.3. Transfer to Shore Command. 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 
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Cash roster and transfer these accounts to a “shore” command (this function will only 

operate if the transfer date entered is for a date in the future). 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.

14.7.4. Automatic Blocking of Navy Cash ACH Access and Suspending of Open-Loop 

Account. As soon as they are transferred to the shore command, Navy Cash open-loop 

accounts are suspended automatically and Navy Cash access to bank and credit union 

accounts is blocked automatically. Blocking access prevents Navy Cash access to bank 

and credit union accounts from the ship. Suspending an account only prevents online 

ATM withdrawals and online PIN-based and signature-based purchases ashore. The 

cardholder can still use the value in the closed-loop account to purchase things on the 

ship. The cardholder can still use the card for signature-based purchases ashore, even 

when the open-loop account balance is negative, at merchants who process transactions 

in an offline mode. 

14.7.5. Navy Cash Ship Roster Report. To assist the NCAO in monitoring transfer 

dates, the Navy Cash Ship Roster Report lists the cardholder name and SSN (last four 

digits), Navy Cash account number, and date of the last closed-loop transaction on the 

ship for all cardholders who are “checked in” or assigned to the ship within the Navy 

Cash system. The NCAO can generate the Navy Cash Ship Roster Report on the ship on 

demand and compare it with the actual ship roster to identify individual cardholders who 

are no longer on the ship and should be transferred to the Navy Cash “Shore Command”. 

14.7.6. Monthly Automated Transfer of Dormant Accounts from Ship to Shore. To 

assist in maintaining a current Navy Cash roster on the ship, a monthly automated 

process detects and transfers member profiles that have not already been transferred to 

the Shore Command, if there has been no activity on cardholder Navy Cash accounts 

(closed loop, split pay, or ACH transfer activity) in the past 365 days. If there is valid 

bank or credit union account linked to the Navy Cash member profile, any funds 

remaining in the open-loop account will be pushed to the linked account automatically. 

If a cardholder attached to the ship hasn’t used their Navy Cash card in the past year and 

is transferred to the Shore Command in error, they can simply do a “Ship Check In” at a 

Navy Cash Kiosk. Full access to Navy Cash capabilities will be restored as soon as the 

next round-trip processing is completed between ship and shore. 

14.8. Navy Cash Card Limits. To change card limits, enter a new limit in the “Chip Load 

Limit” block and / or “DDA Account to Navy Cash Transfer Amount” block. 

14.8.1. For Individual Cardholders. The NCAO can modify the closed-loop load (and 

debit) limit and the ACH transfer limit for cardholders who are “checked in” on that 

ship, but only up to the maximum closed-loop ($1,000) and ACH-transfer ($400 per day) 

limits. 

14.8.2. For Accountable Official Merchant Cardholders. For merchants, the standard 

closed-loop load (and debit) limit is $10,000 (for a limited number of merchants on a 

limited number of ships, the standard closed-loop load limit has been increased to 

$50,000). The standard ACH transfer limit is $5,000 per day. The NCAO can modify 

the closed-loop load (and debit limit) and the ACH transfer limit for merchants on board 

that ship, but only up to the maximums. For any amount above the maximum limits, the 
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NCAO must contact the CSC (see Section 5A) and request that a merchant cardholder 

limit be modified.

14.8.3. Any updates to these card limits done through the Disbursing Application are 

effective immediately on board the ship and will regulate any subsequent funds transfer 

request attempts at the Kiosk. 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. The NCAO cannot change closed-loop load 

(and debit) limits or ACH transfer limits using the Navy Cash Disbursing Website, 

navycash.com.

14.9. For Individual Cardholders with Negative Open-Loop Account Balances

14.9.1. Navy Cash Card Limits. 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 closed-loop are options available to minimize future 

negative balances for an individual cardholder who continues to have problems with 

negative account balances.

14.9.2. Blocking Access to Bank and Credit Union Accounts Ashore. Blocking Navy 

Cash access is an option available to minimize future negative balances for 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 Kiosk. To block 

account access, click on the “Block Account Request” button. 

14.9.3. Negative Balance Notification at Navy Cash Kiosk. When a cardholder’s openloop account balance is negative, a message will be displayed on the Kiosk after they 

enter their PIN notifying them that the account is negative and asking them to go to 

disbursing office to arrange to clear their negative balance. With automatic 

representment, transactions returned for Non-Sufficient Funds (NSF) will normally be 

cleared automatically on the next pay day when the transaction is represented. 

14.9.4. Guidelines for Negative Balances. Part 1, Section 2, paragraph 4.4, and Section 

4, Table S4-1 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.

14.9.5. Fraud Detection Report. In the event the Disbursing Application detects 

possible fraudulent ACH activity on the ship, a pop-up window will appear 

automatically. If the NCAO clicks the “Yes” button, the Fraud Detection Report will be 

displayed. The report is intended to reduce the number of negative account balances, 

particularly when ship's communications are not available. If the round trips between 
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ship and shore do not take place, cardholders could pull non-existent funds from their 

bank or credit union account to the closed- or open-loop account several times before 

Disbursing personnel would see the Negative Balance and Returned Items Detail 

Reports. Fraud Detection Reports will include cardholders who have made more than 

$400 in transfers from a bank or credit union account since the last round trip and 

cardholders who have made more than $1,000 in transfers from a bank or credit union 

account over a seven day period. The Fraud Detection Report can also be generated, 

viewed, and printed on the ship at any time, by clicking on the report name in the 

“Operations Reports” block on the “View Reports” screen in the Disbursing Application, 

filling in an end date, and clicking on the “Generate” button. The report will display any 

possible fraudulent transaction events leading up to that end date.

14.9.6. Unblocking Access to Bank and Credit Union Accounts Ashore. Once a 

cardholder’s negative balance has been cleared, click on the “Unblock Account” button. 

14.9.6.1. ACH Decline Count. 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 reaches a limit of three NSFs, the ability to access his or her DDA account 

from the Navy Cash system is permanently blocked. 

14.9.6.2. Once Navy Cash access is permanently blocked, the only way it can be 

restored is by authorized NCAO action, either by unblocking access through the 

Disbursing Application or the Navy Cash Disbursing Website or by sending a request 

to the CSC.

14.9.6.3. The following summarizes ACH decline counts. For a more complete 

description of “ACH Allowed” and “ACH Decline Count” flags and codes, see 
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NAVSUP Pub 727, Part 1, Section 4, paragraph 2.2.3.8, Blocking and Unblocking 

Access to Home Accounts. 

0,1,2,3 Number of ACH returns for NSF Allow unblock 

90,91,

92,93

Blocked on transfer

Previous value 0,1,2,3

Allow unblock

95 No linked account information 

provided during enrollment

Allow unblock if bank or credit union 

account and ABA numbers updated 

96 Unacceptable NFCU account 

provided 

Allow unblock if account number updated 

97 Technical error processing account Allow unblock if error corrected

98 Return other than NSF, e.g., invalid 

account number 

Allow unblock if bank or credit union 

account and ABA numbers updated 

99 Manually blocked by disbursing Allow unblock 

14.9.7. Daily Blocked Account Report. This shore report lists all cardholders whose 

access to linked bank or credit union account is blocked. The report includes 

cardholders’ first and last name, the last four of their SSN, their account number, and 

their decline count. The NCAO should review the report on a daily basis. The report 

will make it easier for disbursing personnel to research the cause when cardholders find 

that they do not have access to their linked bank or credit union account at the Kiosk. 

Cardholders who appear on the report because of unacceptable or invalid account 

information (decline counts 96 or 98) should be contacted so they can update their home 

bank or credit union account information (see paragraph j below).

14.9.8. Again, any updates to Navy Cash access done through the Disbursing 

Application are effective immediately on board ship and will regulate any subsequent 

transfer requests the cardholder attempts at the Kiosk. Updates done through the Navy 

Cash Disbursing Website do not go into effect on board 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. 

14.9.9. 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 open-loop account balance is negative, at merchants 

who process transactions in an offline mode. Suspending an account 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 an 

open-loop account disables the closed-loop account on a Navy Cash card; the individual 

can still use the value on the closed loop to purchase things on the ship. 

14.10. Bank Account Information. When changing or updating a cardholder’s bank or 

credit union account, the NCAO must verify the ABA routing number and account number, 

either by referring to the cardholder’s Direct Deposit account in the Master Military Pay 

Account (MMPA) or to the micro line (MICR) at the bottom of the cardholder’s personal 
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check or deposit slip. 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. 

14.10.1. ATM or Debit Cards. 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. 

14.11. When Are Changes Effective? Once the appropriate updates to the cardholder’s 

account information have been completed, the NCAO clicks on the “Account Update” button 

to initiate the changes.

14.11.1. Any updates done through the Disbursing Application are effective in the local 

database on the ship immediately and are effective in the database ashore as soon as a 

round trip is completed between ship and shore. 

14.11.2. When a Navy Cash cardholder or merchant registers or changes the bank or 

credit union account linked to Navy Cash, they can use the cardholder website to 

confirm the change has taken effect before attempting an ACH transfer request to or 

from the new account at a Navy Cash kiosk. 
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15. NOTE MAINTENANCE

15.1. 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. 

15.2. To view or add a note, the NCAO selects “Note Maintenance” in the “Account 

Maintenance” pull-down menu. If the “View Disbursing Notifications” checkbox at the top 

of the screen in the “Card not Present” box is checked, only the 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:
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15.3. “View Disbursing Notifications” Checkbox Unchecked. 

15.3.1. If the cardholder’s Navy Cash card is available, the NCAO inserts the card into 

the POS and clicks the “Get Card Info” button in the “Card Present” box.

15.3.2. 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. 

15.3.3. 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. 

15.3.4. The application brings up the names associated with the search criteria.

15.3.5. After verifying the cardholder’s identity, the NCAO 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. 

15.3.6. View Note. 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 below. 
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15.3.7. Add Note. 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. 

15.3.7.1. Use the “Note Subject” drop down menu to select an appropriate subject. 

15.3.7.2. 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. 

15.3.7.3. 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 Kiosk. 
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15.3.7.4. “View Disbursing Notifications” Checkbox Checked. 

15.3.7.4.1. The NCAO 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 Disbursing Application. If 

no end date is entered, all “Disbursing Notifications” notes up to the current login will be displayed. The “Card Present” search option is not available if the 

checkbox is checked.

15.3.7.4.2. After verifying the cardholder’s identity, the NCAO 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. 

15.3.7.4.3. 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.

• Replication Conflicts. 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 Disbursing 

Application (see paragraph 14) on the same day that the shore side updates a 

cardholder’s account information based on a separate phone or email request from 

the ship. 

1. The Navy Cash system, both ship and shore, will apply the account 

update received from the ship. When alerted to the replication conflict 
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by the “Disbursing Notifications” note, the NCAO should review the 

cardholder’s account information and update as necessary to resolve 

any errors that may have resulted from the conflict.

2. 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. The NCAO 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. From the “Account Information Update Screen”, 

clicking on the “Return to Note Maintenance” button will return the 

application to the “Note Maintenance” screen. 
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3. Replication Conflict Report. The Disbursing Notifications note 

identifies the EOD batch that contains the replication conflict. 

Disbursing personnel 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. To select, view, and print the report, disbursing personnel can 

click on the “View Reports” link on the Disbursing 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. 

15.3.8. Disbursing Notifications Alerts. Disbursing Notifications notes appear as alerts

at startup of the Disbursing 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 

they logged on to the Disbursing 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.
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16. INDICATE END OF DAY

16.1. Indicate End Of Day (IEOD) Function. Completing the IEOD function starts 

automatic system back-ups and begins a “round-trip” process that runs the batch file, 

connects through ship’s communications systems to Navy Cash shore facility, transfers all 

ship transactions to shore, generates and retrieves shore reports, retrieves updates from shore, 

and updates account data on ship and shore. Completing the IEOD function ends all business 

transactions for that particular day and begins recording all subsequent transactions on the 

next business day. The IEOD function has three components, each of which will be 

discussed in turn. 

Automatic Interim Round Trips

Automatic EOD

Manual EOD

16.2. Automated Interim Round Trips 
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16.2.1. To ensure everyone’s Navy Cash account information is updated on a regular 

basis, the Navy Cash system on the ship runs interim round trips automatically at regular 

intervals throughout the day to synchronize the ship and shore databases. 

16.2.2. These interim round trips do not start automatic system back-ups or generate 

and retrieve shore reports. Automated system back-ups are initiated and shore reports 

are generated only when IEOD is initiated, either manually from the Disbursing 

Application or automatically when the automatic EOD function is selected. If IEOD is 

not initiated for some reason, either manually or automatically, Navy Cash continues to 

operate normally, but shore reports are not available for that business day. Transactions 

for that business day appear on the shore reports for the next business day. 

16.2.3. In synchronizing the ship and shore databases, these interim round trips also 

ensure Split Pay Option (SPO) payroll payments are retrieved from shore and account 

balances updated on the ship on pay day. If communications are completely down 

around pay day, the NCAO has the option to run a provisional SPO on the ship.

16.2.4. By default, automated interim round trips run every six hours. Any changes 

requested in the interval will 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.

16.3. Automatic EOD 

16.3.1. Automatic EOD initiates the IEOD function automatically at a preset time and 

was originally developed to complete an EOD if no one from the disbursing office 

would be on duty at the end of the business day, e.g., on the weekend. 

16.3.2. Automatic EOD Mandatory. Automatic EOD is now MANDATORY. 

16.3.2.1. Automatic EOD ensures Navy Cash is closed out each business day and 

makes tracking down any problems at a later date much simpler, e.g., problems with 

reconciliation and settlement. 

16.3.2.2. Coordinate Time for Automatic EOD. The NCAO must coordinate with all 

Navy Cash merchants on the ship in determining the time to set for automatic EOD. 

The time selected should normally be after all merchants have closed out their 

operations for the day, in order to ensure all the transactions for the business day 

appear on the shore reports for that business day. For example, automated EOD 

should be set up at a preset time after the dinner meal, so that any sales receipts for the 

day are reported in that day’s reports. If transactions occur during EOD processing, 

some transactions may be posted to the next day's business and the next day's shore 

reports, and merchants need to be aware of this possibility. Do not use between 2200 

and 0200 GMT time, as this may result in daily shore reports not being generated.

16.3.2.3. 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. 
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16.3.3. Managing Automatic EOD Settings. The settings for automatic EOD are 

displayed in the “Auto EOD Settings” box in the “Indicate End-of-Day” screen. 

16.3.3.1. To change the preset time for initiating automatic EOD, select the desired 

time using the hours and minutes drop-down boxes for the “Time (24hrs)”, and click 

the “Update” button. A pop-up window verifies that the automatic EOD settings were 

updated successfully.

16.3.3.2. To activate automatic EOD, click on the “Automatic EOD On” check box 

to insert the “check” mark, and click the “Update” button. A pop-up window verifies 

that the automatic EOD settings were updated successfully. 

16.3.3.3. To deactivate automatic EOD, click on the “Automatic EOD On” check box 

to remove the “check” mark, and click the “Update” button. Click the “OK” button to 

verify and deactivate automatic EOD.

16.3.4. Automatic Versus Manual EOD. There will be times when manual EOD takes 

precedence over automatic EOD. 

16.3.4.1. At End Of Month (EOM). If a particular EOD will also be the EOM closeout, the NCAO must initiate the IEOD function manually in order to check the 

"Indicate End of Month" block and send the EOM indicators to the Navy Cash back 
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end ashore and close out Navy Cash business for the month (see paragraph d.(8)(a) 

below). Navy Cash must be closed out prior to 2100Z on the 27th of each month or, if 

the 27th falls on a weekend or holiday, on the business day prior. 

16.3.4.2. Operational Requirements. In some cases, e.g., when a ship is underway, 

certain Navy Cash merchants like the Ship's Store may extend the hours of their retail 

operations. If becomes too difficult to coordinate the end of a merchant's business day 

with the end of the Navy Cash business day using a preset time in the Automatic EOD 

function, the NCAO can opt to use the Manual EOD function in the Disbursing 

Application. The objective remains that IEOD must be run every day, either 

automatically using the automatic EOD function or manually from the Disbursing 

Application. 

16.3.4.3. With automatic EOD, if a current automated round trip is pending and the 

NCAO initiates a manual IEOD, the pending automated round trip will be converted 

into a manually initiated round trip. 

16.4. Manual EOD 

16.4.1. The NCAO can initiate the “Indicate End of Day” function manually, at the end 

of the business day on the ship, or whenever appropriate, e.g., at Turnover of the 

Disbursing Officer or Sales Officer. 

16.4.2. Coordinate Time for Manual EOD. The NCAO must coordinate with all Navy 

Cash merchants on the ship in determining the time to initiate a manual IEOD. The time 

selected should normally be after all merchants have closed out their operations for the 

day, in order to ensure all the transactions for the business day appear on the shore 

reports for that business day. For example, manual EOD should be initiated after the 

dinner meal, so that any sales receipts for the day are reported in that day’s reports. If 

transactions occur during EOD processing, some transactions may be posted to the next 

day's business and the next day's shore reports, and merchants need to be aware of this 

possibility.

16.4.3. NCAO selects “Indicate End-of-Day” in “Operations” pull-down menu. 

16.4.4. NCAO then clicks “Submit” button next to “Check for Logged in Operators” 

tag. 

16.4.5. If operators are logged on, for example, in the ship’s store, post office, MWR, 

Wardroom, or Chiefs Mess, an Operator Status Report is displayed in the report box to 

let the NCAO know who is still logged on. It is not necessary to delay 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 generally recommended 

that operators either log out or suspend business until the NCAO completes the EOD 

process. The NCAO can contact the operator and request that they log out immediately, 

or the NCAO can proceed with the EOD process. Any transactions entered by that 
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operator after EOD will appear on the next business day. To validate that you wish to 

proceed with the EOD process, click the “Yes” button. 

NOTE: POSs 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 POS 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, 6.8, or 7.7).

16.4.6. The Disbursing Accountability Summary Report (DASR) will be displayed in 

the report box, 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) 

reported by the DASR. In Navy Cash, all dates and times are recorded and reported in 

Greenwich Mean Time (GMT) (Coordinated Universal Time (UTC)). The DASR, 

which is produced by the Navy Cash system on the ship, is a handy tool that provides a 

quick check on the amount of Navy Cash cash on hand. 

16.4.7. Reconciliation Procedures. At this point, the NCAO should have closed out 

the Daily Cash Transaction Ledger in accordance with paragraph 6. The total in block 

10 (Net Sum for Cash Transactions) of the Daily Cash Transaction Ledger, the amount 

on the DD Form 2665 and the actual amount of Navy Cash on hand should match the 

total balance amounts reported in the DASR. If the amounts do not match, the NCAO 

shall make every effort to identify the correct totals to be reported for the day (the

NCAO can contact the NAVSUP FLC Fleet Support Group (FSG) points of contact (see 

Section 5A) for assistance in clearing the discrepancy). 

16.4.7.1. Generate Disbursing Transaction Detail Report. Select the “Reports” pulldown menu in the Disbursing Application to generate and print a Disbursing 

Transactions Detail Report (view reports in Section 5B). The basic business rule is 

that the Navy Cash numbers reported in the Disbursing Transaction Detail Reports 

are correct.

16.4.7.2. Count the Navy Cash Cash. Count the amount of Navy Cash cash on hand. 

The total should agree with the DD Form 2665 and block 10 (Net Sum for Cash 

Transactions) of the Daily Cash Transaction Ledger. The Navy Cash cash should be 

counted each and every day. 

16.4.7.3. Compare Disbursing Transaction Detail Report with Daily Cash 

Transaction Ledger. If the total balance amounts shown on the DASR are less than or 
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greater than what is shown on the DD Form 2665 compare the Disbursing Transaction 

Detail Report for the period to the Navy Cash Daily Cash Transaction Ledger. 

16.4.7.3.1. If the Disbursing Transaction Detail Report and Daily Cash 

Transaction Ledger agree, then go to the “Safe Bank Transactions” function (see 

paragraph 19). Select the Transaction Type and enter the amount of cash that 

would be needed to adjust the system value reported in the DASR. The 

“Transaction Type” drop down menu lists “Deposit to Bank”, which subtracts the 

designated amount from the NCAO account to balance the total if the DASR 

amount is positive, and “Deposit to Safe”, which adds the designated amount to 

the NCAO account to balance the total if the DASR amount is negative. Click the 

“Submit” button to adjust the system value. The correction will be documented in 

the DASR and the Disbursing Accountability Detail Report for the day for future 

reference.

16.4.7.3.2. If the Disbursing Transaction Detail Report and Daily Cash 

Transaction Ledger agree and the actual amount of Navy Cash cash on hand is 

greater than or less than that the amount shown on the reports, then follow the 

procedures in Chapter 6 of DoD FMR Volume 5 to report an overage or shortage 

(loss of funds/loss of accountability). 

16.4.8. After any necessary corrections have been made, the NCAO can proceed with 

the IEOD process. 

16.4.8.1. Indicate End of Month. If that particular IEOD will also be considered the 

End Of Month (EOM) close-out, the NCAO must check the “Indicate End of Month” 

block, and then enter the month and year being closed, before clicking the “Submit”. 

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. 

16.4.8.2. Coordinate EOM Close-Out. As a part of the EOM process, the NCAO is 

responsible for coordinating all Navy / Marine Cash collections that must be registered 

to a Line of Accounting (LOA) through the DD Form 2665 Statement of 

Accountability, e.g., sale of meals in the general mess and sale of merchandise in the 

ship’s store and vending machines (see paragraph 21b(1). The NCAO, Sales Officer, 

Food Service Officer, and Marine Disbursing Officer (when embarked) must 

coordinate to establish a closeout date and time each month. Again, the time selected 

should normally be after all merchants have closed out their operations for the day, in 

order to ensure all the transactions for the business day appear on the shore reports for 

that business day. For example, the closeout should be initiated after the dinner meal, 

so that any sales receipts for the day are reported in that day’s reports.

16.4.8.3. EOM Indicators. Completing the “Indicate End Of Day” function (IEOD) 

with the “Indicate End of Month” block checked, sends the EOM indicators for 

disbursing, food service, and Marine disbursing (when embarked) to the Navy Cash 

back end ashore and closes out their Navy Cash business for that month. EOM 

indicators for the vending machines and ship’s store are sent at the first IEOD 

completed after closing out the vending and ship’s store merchants (parents) in the 

Disbursing Application (see Section 5E). The NCAO should notify the Sales Officer, 
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Food Service Officer, and Marine Disbursing Officer (when embarked) when this step 

has been completed. 

16.4.9. Initiate Indicate End of Day Process. The NCAO clicks the “Submit” button to 

initiate the actual IEOD process. 

16.4.9.1. The NCAO is then prompted for verification of EOD with the balance 

amounts displayed. This gives the NCAO an opportunity to back out of the action if 

necessary. 

16.4.9.2. Once the balances have been verified, the NCAO will click “OK” in the 

verification window. After verification, an EOD completion message is displayed. 

16.4.10. If that particular IEOD has been indicated as the EOM close-out, the NCAO 

will zero out the 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, Safe Bank Transactions, to reset the 

Safe Bank Transactions functionality for the next month’s reports. 

16.4.11. The manual EOD function is normally initiated from the Disbursing 

Application on the Navy Cash workstation in the disbursing office. If no one from the 

disbursing office will be on duty, the automatic EOD function will normally be activated 

to initiate IEOD at a preset time. However, if the Navy Cash server or another Navy 

Cash workstation (desktop or laptop) is located outside the disbursing office, a manual 

EOD can be run remotely by duty personnel (see paragraph 27, Access Editor–Access 

Control for Disbursing Application). When IEOD is run under the duty log-in, it is 

completed with minimal user requirements (i.e., double click the IEOD icon on the 

desktop) and is the only functionality available. 

16.5. Post Navy Cash Numbers on Daily Statement of Accountability DD Form 2665 for 

the Day. The NCAO will record the total from block 10 (Net Sum for Cash Transactions) of 

the Daily Cash Transaction Ledger on the DD Form 2665 as an increase / decrease to U.S. 

Currency on Hand. Remember, when a cardholder is exchanging either cash to plus up the 

Navy Cash card (closed- or open-loop account), “Cash” should be selected as the funding 

source. Navy Cash Deputy will record the transaction on the DD 2665 as an increase / 

decrease to line 17, US Currency on Hand as appropriate and an opposite entry to line 31, 

Other. 

16.5.1. The completed Daily Cash Transaction Ledger(s) and Disbursing Transactions 

Detail Report sorted by operator shall be retained on file with the balanced DD Form 

2665.

16.6. End of Day (EOD) Report. A shipboard report, the EOD Report tracks the status of 

manual IEOD and automated interim round-trip requests (batches) initiated. An EOD Report 

can be generated on the ship as needed (see Section 5E). A column in the report identifies 

the batch as either an automated interim or manually initiated IEOD batch. If a prior 

automated round trip is pending, any subsequent round trips (either automated or manual) 

will not be processed until the response files are received from the shore for the prior round 

trip. At any time, a ship can have only one pending automated round trip or any number of 

pending manually initiated IEOD round trips. If a current automated round trip is pending 

and the NCAO initiates a manual IEOD round trip, the pending automated round trip will be 

converted into a manually initiated IEOD round trip.
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17. SHORE REPORTS 

17.1. Successful processing of the IEOD batch (round trip), either manually or 

automatically, sends a series of reports to the ship from the shore side. These shore reports 

include all the round trips (automated interim) that were created since the last IEOD was 

initiated, either manually from the Disbursing Application or automatically when the 

automatic EOD function is selected. 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 Disbursing Application workstation or 

laptop, the shore reports can be found in the S:\files\navydata\report directory, which maps to 

the Q:\files\navydata\report directory on the Navy/Marine Cash server. The “Shore Reports” 

folder (icon) on the Disbursing Application desktop provides a short cut to the reports 

directory. In Navy Cash, all dates and times are recorded and reported in Greenwich Mean 

Time (GMT) (Coordinated Universal Time (UTC)).

17.1.1. 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
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17.1.2. Transaction Reports. Available for all ship merchants, for example: 

17.1.2.1. Wardroom

17.1.2.2. CPO Mess Dues

17.1.2.3. General Mess

17.1.2.4. Flag Mess

17.1.2.5. Commanding Officer’s Mess

17.1.2.6. First Class Petty Officer Association 

17.1.2.7. MWR

17.1.2.8. Post Office — Metered Mail

17.1.2.9. Ship’s Store

17.1.2.10. Foreign Vendors

17.1.2.11. Vending Store Items (Snack, Phone Cards, Soap)

17.1.2.12. Vending Soda
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17.1.2.13. Transaction Summary

17.1.2.14. Negative Balances

17.1.2.15. Returned Items Detail Report

17.1.3. Merchant Settlement Reports. Merchant settlement reports are generated for all 

merchants, whether they settle to bank or credit union accounts ashore or to merchant 

open-loop accounts. Generally, private merchants have the option to settle to a bank or 

credit union checking account or to the merchant open-loop account. By default, private 

merchants are set up to settle on a daily basis. Funds are normally available the within 1-

3 business days after the transactions are posted. Generic private, Staff, Air Wing, and 

Squadron merchants settle only to the merchant open-loop account. 

17.1.4. Reconciliation Reports. 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. 

17.1.5. Print Reports. NCAO can view and print reports at any time by accessing shore 

report directories and sub-directories. Reports should be printed in “Landscape” format 

using WordPadTM software. A printer is not provided with the Navy Cash system. The 

NCAO must print reports sharing an already existing printer local to the server or 

workstation in the disbursing office. Reports can also be saved electronically and sent 

via email. 

17.1.6. Review Reports. The NCAO 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, the Sales 

Officer with ROM for ship’s store, to verify accuracy. Reconciling collections and sales 

at the end of each day simplifies reconciliation at the end of the month. For example, the 

Sales Officer or designated assistant should compare the ROM daily transaction reports 

(sales) and the Merchant Sales by Operator Detail Report (collections). The totals from 

each report should match. Any differences should be reviewed and reconciled so ROM 

and Navy Cash agree. The Food Service Officer should compare recorded sales and 

surcharges (cash meals and bulk food) totals for the day from DD 1544s, NS 1046s, and 

DD 1149s, less any refunds, to Navy Cash collection totals shown on General Mess 

Food and General Mess Surcharges Daily Transaction Detail Reports plus any checks or 

cash (currency) collected. 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. 

17.1.7. Negative Balances. The NCAO shall review the Negative Balance Report and 

the Returned Items Detail Report on a daily basis. Guidelines for handling negative 

balances are in , Part 1, Section 4, paragraph 2.2.2. 

18. SHIP REPORTS

18.1. NCAO can select the “Reports” pull-down menu to 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 Section 5B. 
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18.2. Review Reports. The NCAO and other accountable individuals, such as the Sales 

Officer and Chiefs’ Mess Treasurer, are responsible for comparing the daily reports with 

reports from their existing accounting systems to verify accuracy. Reconciling collections 

and sales at the end of each day simplifies reconciliation at the end of the month. This 

review is normally done with the shore reports, which are generated automatically by the 

EOD process and sent to the ship when the EOD round trip is completed. For example, the 

Sales Officer or designated assistant should compare the ROM daily transaction reports 

(sales) and the Merchant Sales by Operator Detail Report (collections). The totals from each 

report should match. Any differences should be reviewed and reconciled so ROM and Navy 

Cash agree. The Food Service Officer should compare recorded sales and surcharges (cash 

meals and bulk food) totals for the day from DD 1544s, NS 1046s, and DD 1149s, less any 

refunds, to Navy Cash collection totals shown on General Mess Food and General Mess 

Surcharges Daily Transaction Detail Reports plus any checks or cash (currency) collected. 

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 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. 

18.3. Printing Reports. Reports must be printed sharing an already existing printer local to 

the server or workstation in the disbursing office.
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Report Purpose Sort Capability

Disbursing Office Reports

Safe Bank 

Transactions Report

Tracks all changes to Navy Cash funds in the 

Disbursing Office that result from deposits to 

bank (withdrawals), deposits to safe (deposits), 

funds transfers to closed loop, and funds 

transfers from closed loop 

Transaction Date or

Transaction Type

SPO Payroll Report Lists cardholders in SPO and the last payroll 

amounts credited to their open-loop accounts

Cardholder Name 

or Last Pay Date

Disbursing Accountability 

Detail Report

Lists disbursing transactions—cash and check to 

closed loop, deposits to safe and bank, and 

closed loop to cash

Transaction Date or 

Transaction Type

Disbursing Accountability 

Summary Report

Summary of transactions shown in Disbursing 

Accountability Detail Report None

Disbursing Transactions 

Detail Report

Lists all transactions by disbursing personnel—

to facilitate audit of Disbursing Office

Operator, Date, or

Transaction Type

Disbursing Transactions 

Summary Report

Summary of transactions shown in Disbursing 

Transaction Detail Report

Operator, Date, or 

Transaction Type

Replication 

Conflict Report

Provides details of any replication conflicts in 

updating a cardholder’s account information None

Ship Roster Report

Provides cardholder name and SSN (last 4 

digits), Navy Cash cardholder account number, 

and date of last closed-loop transaction on the 

ship for all cardholders checked in to the ship. 

None

Sales Reports

Merchant Sales 

Summary Report

Summary of total sales and transaction counts 

shown in Merchant Transactions Report—used 

for EOD and EOM merchant sales receipts 

Merchant Name 

or Merchant ID

Merchant 

Transactions Report

Lists all sales, refunds, and correction 

transactions and cardholder name and card 

number (last 5 digits) for both vending and nonvending merchants—includes summary section 

Merchant, Operator, 

Date, Transaction 

Type, or Event 

Description

Operations Reports
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Operator Status Report Lists operators currently logged on to POSs None

EOD Report

Tracks the status of end-of-day requests 

(batches) initiated and check and cash balances 

at EOD

None

Unmatched 

Chip-to-Chip Report

Lists all failed closed-loop-to-closed-loop 

transactions—used to research unmatched 

closed-loop-to-closed-loop transfers

Cardholder Name, 

Date, or Card Number

Navy Cardholder 

Issued Card Report

Tracks cardholder name, date, and card number 

(last 5 digits) for all instant issue cards issued 

Cardholder Name, 

Date, or Card Number

Fraud Detection Report

Indicates possible fraudulent ACH activity on 

ship. Lists questionable transactions by 

cardholder name and SSN (last 4 digits). 

None
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19. SAFE BANK TRANSACTIONS

19.1. The “Safe Bank Transactions” functionality enables the NCAO to make adjustments 

to the cash amount reported by the Disbursing Application (Navy Cash system on the ship) 

in the Disbursing Accountability Summary Report (DASR). 

19.1.1. This functionality will be used primarily during the “End-of-Month” process to 

reset the DASR to a zero balance, as described in the sample Internal Procedures and 

Controls Instruction in Section 5B. 

19.1.2. In addition, this functionality can be used to make adjustments to the DASR 

when the cash amount reported in the DASR does not agree with the cash amount 

recorded in the Daily Cash Transaction Ledger, the amount shown on the DD Form 2665

or the amount of Navy Cash cash on hand. Reconciliation procedures are included as of 

part of the manual end-of-day procedures. When an actual out-of-balance condition 

cannot be resolved, this adjustment procedure can be used, but only as a temporary fix to 

continue with the “End-of-Day” process (the NCAO can contact the NAVSUP FLC 

Fleet Support Group (FSG) points of contact in Section 5A for assistance in clearing the 

discrepancy). The NCAO must go back and complete all required actions for an out of 

balance condition, as stated in Chapter 6 of the DoD FMR Volume 5 to report any 

overage or underage. 

19.2. To initiate the adjustment transaction, the NCAO or the Navy Cash Deputy selects 

“Safe Bank Transaction” in the “Operations” pull-down menu. 

19.3. The NCAO 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 NCAO 

account to balance the total if the DASR amount is positive, and “Deposit to Safe”, which 

adds the designated amount to the NCAO account to balance the total if the DASR amount is 

negative. 

19.4. After the adjustments are completed, the NCAO clicks the “Submit” button to adjust 

the system value. 

19.5. The NCAO then returns to the “Indicate End-of-Day” function to complete the 

process for that particular day. All Safe Bank transactions will be identified on the DASR 

for that day. 

20. OPERATOR ID MAINTENANCE

20.1. Within Navy Cash, each operator, e.g., in the ship’s store, CPO mess, MWR, 

wardroom, or disbursing office, must be identified by a unique operator ID number and must 

be registered at the disbursing office. Once ship’s store operator IDs are established in Navy 

Cash, they must be entered into the ROM back office. To be assigned an operator ID, an 

individual must be a Navy/Marine Cash cardholder and must sign the Navy Cash Rules of 

Behavior. 
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20.2. Rules of Behavior for Users of Navy Cash System. The NCAO must ensure every 

Navy Cash operator assigned an Operator ID has signed the Rules of Behavior. Navy Cash is 

a U.S. Government information system that is provided for authorized use only. Navy Cash 

operators must only conduct official business on the Navy Cash system. They must not 

introduce or use any unauthorized software or hardware. By their signature, individuals 

indicate they have read, understand, and agree to abide by these rules of behavior. Generally, 

the rules of behavior are signed electronically in the disbursing office. A copy of the Rules 

of Behavior for Users of Navy Cash System is included on page S5B-79.

20.3. Current Disbursing Application Users. When the "Rules of Behavior" functionality 

is first implemented on the ship, current users of the Navy Cash Disbursing Application will 

not be able to log in to the Navy Cash system until they have signed the rules of behavior 

form.

20.3.1. If they have signed a rules of behavior form electronically on a previous ship, 

they will not be required to sign the form again and will be able to log in to the system 

without taking further action. An indication that the rules of behavior form has been 

signed electronically is retained permanently as a part of an individual's member profile 

and is sent with the profile to each new ship when an individual does a "Ship Check In" 

at a Kiosk. 
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20.3.2. If they have not signed a rules of behavior form electronically, the following 

message will be displayed when they attempt to log in. 

20.3.3. To sign the rules of behavior form in the disbursing office (or in the Sales 

Office) where the Disbursing Application workstation / laptop is connected to a POS 

device, click the "Sign Form" button.

20.3.4. The "Rules of Behavior Form" screen will be displayed, pre-populated with the 

user's name and current date. 

20.3.5. If the information on the form is not correct, click the "Cancel" button, and 

report the error to the NCAO.

20.3.6. If the information on the form is correct, click the "Capture Signature" button. 

The main screen of the POS device connected to the Disbursing Application workstation 

/ laptop will display a signature pad. 
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20.3.7. If you have read and agree to abide by the rules of 

behavior, use a stylus (provided with each POS device) on the 

signature pad on the POS to sign the rules of behavior form 

electronically. 

20.3.8. If the signature is not satisfactory, touch the “Clear” 

button on the POS device to discard the signature. Uses the 

signature pad to re-sign the rules of behavior form. 

20.3.9. If the signature is satisfactory, touch the “I Accept” 

button on the POS device to actually sign the rules of behavior 

form electronically. 

20.3.10. The rules of behavior from is now signed 

cryptographically, and the operator’s signature is embedded 

into the rules of behavior document, which is then encrypted 

separately. Once an electronic signature has been embedded, 

the document is sealed and can no longer be altered. 
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20.3.11. If the signature is not satisfactory, click the "Re-Capture Signature" button on 

the "Rules of Behavior Form" screen to discard the signed rules of behavior form, return 

to the "Capture Signature" screen, and recapture the operator's signature. 

20.3.12. If desired, a copy of the signed rules of behavior form can be printed at this 

time by clicking on the "Print Document" button. 

20.3.13. Once the electronic signature process is complete, click 

the “Submit” button. The Disbursing Application returns to the 

“Operator ID Maintenance” screen, and a “Rules of Behavior 

Form submission completed successfully” message is displayed 

to indicate the process is complete. 
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20.3.14. When the next round-trip is completed between ship and shore, the signed Rules of 

Behavior will be transmitted ashore, the rules of behavior form with embedded signature will be 

filed electronically in the document storage system ashore, and the operator's member profile 

will be updated ashore and on the ship to include a permanent indication that the rules of 

behavior form has been signed electronically. 

20.4. Current Navy Cash Operators Who Are Not Disbursing Application Users. The Navy 

Cash POS device will not be able to determine if a Navy Cash operator has signed the rules of 

behavior form when the operator logs in to a POS using his / her Operator ID. When the "Rules of 

Behavior" functionality is first implemented on the ship, the NCAO must ensure every Navy Cash 

operator who is not a Disbursing Application user reports to the disbursing office to sign a rules of 

behavior form electronically. 

20.4.1. To enable a current Navy Cash operator to sign a rules of behavior form, the NCAO 

selects "Operator ID Maintenance" in the "Operations" pull-down menu. 

20.4.1.1. Click the "List Configured Operators" button to display all operators within the 

ship's Navy Cash system, and select the correct name in the list of configured operators. 

20.4.1.2. Or, enter the First Name, Last Name, and/or Social Security Number of the 

operator; click the "Search" button; and select the correct name in the list of currently 

configured operators (if multiple names appear). 

20.4.2. Rules of Behavior Not Signed 

20.4.2.1. If the operator has not signed a rules of behavior form electronically, the “Sign 

ROB” button is displayed (ROB = Rules Of Behavior). The NCAO clicks on the “Sign ROB” 

button. 
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20.4.2.2. The "Rules of Behavior Form" screen will be displayed, pre-populated with the 

user's name and current date. 

20.4.2.3. Follow the steps in paragraph c.(4) through (13) above to review the information on 

the form, sign the rules of behavior form electronically, and complete the process of 

submitting the electronic rules of behavior form with embedded signature. 

20.4.3. Rules of Behavior Signed

20.4.3.1. If the operator has signed a rules of behavior form electronically on the current 

ship, the "View ROB" button is displayed. The NCAO can click on the "View ROB" button 

to retrieve and view or print a cardholder's rules of behavior form with embedded signature 

(but only after a round trip has been completed between ship and shore). 

20.4.3.2. If the operator has signed a rules of behavior form electronically on a previous ship, 

the "View ROB" button is grayed out and cannot be used. 

20.4.3.3. In either case, the operator's member profile includes a permanent indication that 

the rules of behavior form has been signed electronically, and they do not need to sign the 

form again. 
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20.4.3.4. The rules of behavior form with embedded signature will be retained in the 

document storage system ashore. All rules of behavior forms will be retained ashore for 

seven years past the termination of the Agency Agreement with the Treasury Agent for Navy 

Cash. The electronic image shall be considered the legal equivalent of the original. The rules 

of behavior form cannot be viewed on the Navy Cash Disbursing Website, but the NCAO can 

contact the CSC and request a copy. 

20.5. Add New Navy Cash Operator. The NCAO enters the first and last name of the new 

operator and assigns a four-digit number. 

20.5.1. The four-digit Operator ID must be unique within the Disbursing Application on each 

ship. Once a number has been assigned to an operator on a ship, it cannot be reused on that ship 

even if that operator is deleted. However, the number can be duplicated on different ships. 

20.5.2. The four-digit Operator ID must not begin with zero (0). 

20.5.3. Disbursing Application User. If a person is to be added to the Disbursing Application 

user list, the “Add as Disbursing User” block must be checked.

20.5.4. Upon clicking “Submit”, the NCAO will be prompted to verify information for the 

operator being added. Click the “Yes” or “No” button as appropriate.

20.5.5. Rules of Behavior Not Signed. The "Rules of Behavior Form" screen will be 

displayed, pre-populated with the user's name and current date. Follow the steps in paragraph 

c.(4) through (13) above to review the information on the form, sign the rules of behavior form 
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electronically, and complete the process of submitting the electronic rules of behavior form with 

embedded signature.

20.5.6. Rules of Behavior Signed. If the operator has signed a rules of behavior form 

electronically on a previous ship, they do not need to sign the form again and will be added as a 

new Navy Cash operator on the ship and assigned an Operator ID without taking further action. 

An indication that the rules of behavior form has been signed electronically is retained 

permanently as a part of an individual's member profile and is sent with the profile to each new 

ship when an individual does a "Ship Check In" at a Kiosk.

20.6. Forward Any Manual Rules of Behavior Forms to Treasury Agent. If for any reason a 

Navy Cash operator signs a hardcopy rules of behavior form, the original hardcopy form, signed by 

the individual operator, must be uploaded to the Navy Cash website. 

20.6.1. Retain Copies of Signed Rules of Behavior Forms On Board. Copies of signed 

hardcopy rules of behavior forms shall be maintained on board ship for reference. Rules of 

behavior forms can be purged three years from the date of signature, unless the Navy Cash 

system user is still on the ship. The rules of behavior forms must be kept in the safe. 

20.7. Delete an Operator. The NCAO 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. Navy Cash operators must be deleted 

upon relief, transfer, separation, or discharge.

20.8. Reactivate an Operator. The NCAO 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 NCAO can narrow the list of configured operators to search by clicking 

in the “View Only Deleted Operators” box. 

20.8.1. Review List of Configured Operators Monthly. The list of configured operators must 

be reviewed at least once a month. Navy Cash operators who are no longer involved in Navy 

Cash operations, e.g., individuals who have been relieved, transferred, separated, or discharged, 

must be deleted. Click the "List Configured Operators" button to display all operators within 

the ship's Navy Cash system, and select the correct name in the list of configured operators. Or, 

enter the First Name, Last Name, and/or Social Security Number of the operator; click the 

"Search" button; and select the correct name in the list of currently configured operators (if 

multiple names appear).
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21. VENDING AND SHIP’S STORE—VENDING MAINTENANCE AND END OF MONTH 

The “Vending and Ship’s Store” function in the Disbursing 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. 

21.1. Vending Maintenance

21.1.1. 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 

Disbursing 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 

Disbursing Application as discussed in the following subparagraphs. 
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21.1.2. To display all operating CADs within the Navy Cash system, the NCAO or Sales 

Officer selects “Vending and Ship’s Store” in the “Operations” pull-down menu. 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. 

21.1.3. Adding a Vending Machine and CAD 

21.1.3.1. To add a new vending machine and CAD to the Navy/Marine Cash system, the 

NCAO or Sales Officer first highlights (selects) the appropriate merchant in the “Merchants 

and Vending Machines” window on the “Vending and Ship’s Store” screen. 

21.1.3.2. 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. 

21.1.3.3. The NCAO 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 
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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 CAD itself. The Terminal ID is the first 

item in the list of the “Network” group’s diagnostic information, and 

“Network” is the second of the five groups in CAD diagnostics. The 

diagnostic menu can be accessed when the CAD is in an idle state with no 

card inserted and the “Welcome Screen” is displayed. To access the 

diagnostic menu, press and hold the center (SELECT) “hidden” button for 

three seconds. The CAD will display the “CAD Diagnostics” screen. Press 

the center (SELECT) button to “Start” the diagnostic menu and continue to 

the next screen. The CAD will display the first diagnostic group, i.e., 

“General.” Press the right (NEXT) button until the “Network” group is 

displayed. To select the “Network” diagnostic group, press the center 

(SELECT) button. The CAD will then display the Terminal ID, the first item 

in the list. After determining the Terminal ID, press the left (DONE) button 

to return to the diagnostic group selection screen. Press the left (DONE) 

button again to “Exit” and return to the “Welcome Screen”. 

21.1.3.4. Once all the information is entered or selected, the NCAO or Sales Officer clicks 

the “Add Vending Machine” button to update the system. At this time the NCAO 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 NCAO 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 

Disbursing Application. 

21.1.3.5. 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. 

21.1.4. Updating Vending Machine Information, Changing a CAD, or Removing a Vending 

Machine 

21.1.4.1. To update vending machine information, change a CAD, or remove a vending 

machine from the system, the NCAO 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. 

21.1.4.2. To remove a vending machine, the NCAO or Sales Officer clicks the “Remove 

Vending Machine” button. At this time the NCAO 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 NCAO 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. 
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21.1.4.3. To update vending machine location, the NCAO or Sales Officer selects 

(highlights) the entry in the “Machine Location” box and enters the new location information. 

21.1.4.4. To change a CAD, the NCAO 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 CAD itself (see paragraph (3) directly above, 

Adding a Vending Machine and CAD). 

21.1.4.5. 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 NCAO 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 
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information for the change desired. When changing the CAD, clicking the “OK” button 

removes the previous (old) CAD from the system. 

21.2. End of Month for Vending Machines and Ship’s Store 

21.2.1. Prepare and Submit Reports on Time. Navy Cash must be closed out prior to 2100Z on 

the 27th of each month or, if the 27th falls on a weekend or holiday, on the business day prior. 

Each month, the NCAO, Sales Officer, Food Service Officer, and Marine Disbursing Officer, if 

one is embarked, should coordinate to establish a closeout date for the month. The EOM 

process generally begins in the Sales Office with the EOM for vending machines and ship’s 

store as much as five days before the 27th of the month (see , Part 1, Section 3, para 9.4). At the 

same time the Sales Office begins to close out the vending machines, disbursing (including 

Marine disbursing if embarked) and food service should begin to pull together the Navy Cash 

figures needed to meet their own reporting responsibilities. 

21.2.2. It is common practice, especially on larger ships, to specify different EOM or End-ofPeriod (EOP) closing dates for different vending machines. To assist in closing out each month, 

the Disbursing Application allows different closing dates for each vending machine. 

21.2.3. Navy Cash enforces a sequence of steps for closing out each month or period. 
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21.2.3.1. First, all the vending machines for the particular merchants must be closed out at 

the vending machines themselves (see Section 5D). 

21.2.3.2. Second, all the merchants must be closed out, to include both vending and ship’s 

store(s), at the Disbursing Application. 

21.2.3.3. Third, an EOM close-out can be performed as a part of the Indicate End of Day 

(IEOD) function at the Disbursing Application. Food service is closed out at the same.

21.2.3.4. Successful processing of the IEOD round trip sends the EOM shore reports, which 

include the Navy Cash End Of Month Summary Report ( Part 1, Section 3, para 9.4.1.3B) that 

will be used to prepare the required EOM reports (see sample report in Section 5B). 

21.2.4. The “Indicate End of Month” field on the “Indicate End of Day” screen (see NAVSUP 

Pub 727, Part 2, Section 5B paragraph 15d) 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. 

21.2.5. The EOM process for vending and ship’s store is performed in two phases.

21.2.5.1. Phase one is performed at the vending machine using the appropriate vending 

merchant card to activate the CAD EOM function (see Section 5B, Vending Sales End of 

Month) and includes a physical inventory for each machine. This is the first step in the 

sequence for closing out each month, and all vending machines for a particular merchant must 

be closed out before proceeding to phase two. 

21.2.5.2. Phase two is performed at the Sales Office or Disbursing Office using the 

Disbursing Application to activate EOM for each merchant (parent). This is the second step 

in the sequence 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. 

21.2.6. To initiate EOM for each merchant (parent) (phase 2), Sales Officer selects “Vending 

and Ship’s Store” in the “Operations” pull-down menu. “Merchants and Vending Machines” 

box displays all merchants, all vending machines associated with each merchant (if any), and 

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 machine (see Appendix 

A, Vending Maintenance). 

• If an EOM has been performed at a vending machine, a green 

traffic light will be displayed next to the vending machine. 

• If an EOM has been performed on all vending machines 

associated with a merchant (parent), a yellow traffic sign will be 

displayed next to the merchant. 

• A red warning sign indicates that one or more of a merchant’s 

vending machines have not indicated EOM. EOM must be 

completed at all vending machines before EOM for the merchant 

can be initiated. 
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• 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. 

21.2.7. 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). 

21.2.7.1. Highlight specific merchant in “Merchants and Vending Machines” box.

21.2.7.2. Click the check box next to “Indicate End of Period for Merchant”. 

21.2.7.3. Verify the “End of Period Month” and “End of Period Year” by scrolling down the 

respective menus. 

21.2.7.4. Click on the “Indicate EOP” button. 

21.2.7.5. When the prompt is displayed, verify that EOM is desired for the specified 

merchant by clicking the “OK” or “Cancel” button as appropriate. 

21.2.7.6. 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)). 

21.2.8. 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. 

21.2.9. The EOM indicators for the vending machines and ship’s store are sent to the Navy 

Cash back end ashore whenever the NCAO performs the next “Indicate End of Day” function. 

21.2.10. Once the EOM process has been completed for all vending and ship’s store 

merchants, the Sales Officer should notify the NCAO. 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 Section 5D) will no longer be grayed out. The NCAO can then 

complete the third step in the sequence for closing out each month at the next appropriate end of 

day. 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

NCAO has completed the EOM, the NCAO must reinitiate the EOM in order to incorporate the 

new numbers. 

21.2.11. EOM reports will not be available until the NCAO completes the EOM process by 

clicking the “Indicate End of Month” check box at the next appropriate IEOD. 

21.2.12. Status of Vending and Ship’s Store Merchant Closeout. The NCAO can check the 

status of the vending and ship’s store EOM or other EOP process for the current and the 

previous month. 

21.2.12.1. In the first sample screen below, selecting the previous month, “4/2020”, in the 

“Display Status for Period” drop-down box indicates that each merchant and all of its vending 

machines (if any) have indicated their EOMs. 
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21.2.12.2. In the second sample screen below, selecting the current month, “4/2020”, in the 

“Display Status for Period” drop-down box indicates that each merchant and all of its vending 

machines (if any) have not yet completed their EOMs.
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21.2.13. Multiple EOMs for Turnover Closeout 

21.2.13.1. Current Month. The NCAO can do multiple EOM close-outs within the current 

month, for example, at NCAO turnover (see Section 3, para 9.4), by selecting the current 

month in the “Display Status for Period” drop-down box. The NCAO cannot close out Navy 

Cash (step three in paragraph (10) above) until all vending and ship’s store merchants have 

been properly closed out (steps one and two in paragraph (5) above). At true EOM, the same 

steps are followed, and the EOM numbers will start from the previous month end, not the 

midmonth closeout, and include the full month’s receipts. When indicating EOP for the 

vending machines for the second time in the same month, the indication must be via the Navy 

Cash DISAPP and not the vending machine cards. The reports will include numbers for the 

entire month, but the new NCAO will only be responsible for the latter part of the month. 

21.2.13.2. Previous Month. The NCAO can do an EOM close-out for the previous month 

(steps one, two, and three) by selecting the previous month in the “Display Status for Period” 

drop-down box as long as no other close-out was completed in that month. Once the month 

changes, multiple EOMs are no longer possible for the previous month. If necessary the CSC 

can assist the ship in recovering the numbers for previous month. 
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22. 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 NCAO for everyone who 

purchased the event if a bulk refund should become necessary (see Section 5D, para 3.2). Event 

maintenance allows the NCAO to establish and update event processing for any merchant on the ship. 

To enter the “Event Maintenance” function, the NCAO selects “Event Maintenance” in the “Operations” 

pull-down menu. 

22.1. Add a New Event

22.1.1. In the “Add or Update an Event” box, choose a merchant from the “Merchant” field by 

using the scroll bar. 

22.1.2. 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 

POS screen as the “Event Code” during sales transactions, and the POS screen is limited to 20 

characters (including spaces). Therefore, the short description, or event code, should be 
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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. 

22.1.3. 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 POS by the Navy / Marine Cash server.

22.2. Update an Existing Event 

22.2.1. 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. 

22.2.2. Click on the event to be updated. This will populate the fields in the “Add or Update 

an Event” box. 

22.2.3. Change any of the fields in the “Add or Update an Event” box, and click the “Update” 

or “Reset” button to save the changes. 
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22.3. Event Codes Are Not Reusable. Each event code must be unique within the Disbursing 

Application on each ship. Do not reuse event codes; event codes can only be used one time. This 

becomes especially important if an event is canceled and the NCAO performs a bulk refund. To 

ensure the correct amount for a particular event is refunded to the correct cardholders who 

participated in that event, event codes must be unique. For a repeating function, each instance must 

be renamed as a new event with a new event code.

23. VIEW LOG

The “View Log” function in the Disbursing Application provides access to both current and historical 

records of system actions and error conditions. It is used primarily for troubleshooting problems with 

the Disbursing Application. To enter the “View Log” function, the NCAO selects “View Log” in the 

“Utilities” pull-down menu. 
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23.1. To view the current log, click on the “View Current Log” button. 

23.2. To view a past log, highlight the desired log in the “Past Logs” window and then click on the 

“View Past Log” button.
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24. VIEW DISK USAGE

The “View Disk Usage” function in the Disbursing Application displays the current state of disk storage 

use within the system. It is used primarily for troubleshooting problems with the Disbursing 

Application. To enter the “View Disk Usage” function, the NCAO selects “View Disk Usage” in the 

“Utilities” pull-down menu.
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25. COMMUNICATIONS TROUBLESHOOTING. 

The NCAO should check the status of round trips on a regular basis via the navy cash website (see 

section 5b, paragraph 16, indicate end of day, for an explanation of manual EOD, automatic EOD, and 

automatic interim round trips). If a pending batch is not completed within 24 hours, engage the ship’s it 

and, together with the it, go through the troubleshooting steps in the communications troubleshooting 

guide included at Section 5I.

25.1. Navy Cash Access Control List (ACL) statements must match the statements provided in the 

troubleshooting guide. In addition, verify that all NOC selections (paths) are responding to the FTP 

test instructions in the troubleshooting guide. If one of the NOCs times out or the connection closes 

at the remote host when performing the test, the IT should contact the NOC to find out why that IP is 

not connecting. A successful connection is indicated when the FTP test returns a prompt for a user 

name and password for that IP address. 

25.2. To monitor the round-trip process, log on to the Navy Cash server and check the most current 

batch_process_summary.log file located in the Q:\files\navydata\log directory. If the batch is 

continuing to fail at Step 7 or Step 11, check the batch_process_details.log for timed-out or decrypt 

errors. If these errors exist, the ship’s IT should open a COMSPOT with the UARNOC or PRNOC, 

i.e., per the IP address the Disbursing Application is displaying at the top of the “NOC Selection” 

screen (see paragraph b above), along with the NOC the ship may currently be termed with due to 

location. Look for Navy Cash traffic, and see if there are errors or TCP resets causing the file to 

terminate transmission. 

25.3. The key to resolving communications issues is to work with the ship’s Its. NIWCSYSCEN 

Atlantic (now NIWC LANT) sent a NAVCYBERFOR, NAVSUP, PEO C4I, and SSC 

ATLANTIC coordinated message reiterating the responsibility of the ship’s ITs for supporting 

Navy Cash (NIWCSYSCEN ATLANTIC CHARLESTON SC 231102Z Feb 16). Ships whose 

ITs are engaged get communications issues and problems resolved more quickly, which 

ultimately affects customer service to the crew. The ITs are aware of LAN issues on the ship or 

fleet advisories sent by the NOCs. If the NOCs state there are no issues and no errors 

transmitting Navy Cash files, the Disbursing Officer should then contact the CSC via email at 

navycashcenter@frb.org. The CSC will assign a case number and engage the Navy Cash 

Technical Support team for further troubleshooting. 

26. SPLIT PAY 

Individuals who elect the Split Pay Option (SPO) have a portion of pay sent directly to Navy Cash openloop accounts each payday. Enrolling in Navy Cash and signing up for SPO are two separate actions. 

Signing up for SPO does not automatically enroll someone in Navy Cash (see NAVSUP Pub 727, Part 

2, Section 2, para 4.22); conversely, enrolling in Navy Cash does not automatically sign someone up for 

SPO. To avoid failed SPO payroll payments, ensure a person’s enrollment in Navy Cash is completed 

and their Navy Cash account is actually opened before signing them up for SPO. 

26.1. Navy Split Pay 

26.1.1. To sign up for split pay, an individual must sign a locally generated form to authorize 

SPO (see Section 5B for a sample SPO Enrollment/Disenrollment Form), and the PSD must 

generate an HM series FID in the Defense MilPay Office (DMO) system. Under Navy Cash, 

SPO payroll functions are completed between DFAS Cleveland and the Treasury Agent. The 

SPO payroll dollars appear on the pay message, but require no action by the ship. 
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26.1.2. Failed Navy Cash SPO Payments. Currently, when DFAS Cleveland forwards a SPO 

payroll file, the Treasury Agent credits payroll payments to individual accounts by name, SSN 

(last four), and ship. Individual payments fail when someone does not have an open Navy Cash 

account or when the name or SSN in the payroll file from DFAS does not match the name or 

SSN in Navy Cash or when the Navy Cash backend ashore does not know that someone is 

assigned to a particular ship. 

26.1.3. If an Individual’s Payroll Payment Has Failed 

26.1.3.1. Before Contacting the CSC 

26.1.3.1.1. Check the Navy Cash Payroll Report. The report is sent to the ship as a part 

of the next EOD round trip after the Navy Cash backend posts the split pay payroll 

amounts to the individual accounts. In the report, “CLOSE_PND” or “CLOSED” 

indicates the Navy Cash account has been closed, and “Account Invalid” indicates the 

Navy Cash backend ashore could not match the person’s name, SSN, or ship to a Navy 

Cash account. 

26.1.3.1.2. Verify the person is enrolled in Navy Cash. Or, if the person transferred 

from another Navy Cash ship and was already enrolled in Navy Cash, verify the person 

completed a “Ship Check In” at the Navy Cash Kiosk. When the next round trip is 

completed, the “Ship Check In” will notify the Navy Cash backend ashore that the person 

is assigned to the ship. 

26.1.3.1.3. Verify the person’s name in her / his Navy Cash account matches the name 

in the Master Military Pay Account (MMPA), e.g., a person’s name may have been 

changed in MMPA but not in Navy Cash. 

26.1.3.1.4. Verify the person’s SSN, which is probably correct in MMPA, is correct in 

Navy Cash. 

26.1.3.1.5. Verify the HM FID to start split pay was posted by PSD by checking its 

status in MMPA. A “–” (dash) next to the FID entry means the FID is closed, and the 

person is not in the split pay master payroll file. 

26.1.3.1.6. Verify when the FID was posted by PSD. If it does not make the DMO cycle 

cut-off date, it will take effect the next pay period. Verify the start date in MMPA if the 

HM FID is open (no dash). 

26.1.3.1.7. Verify any pay being held in MMPA. 

26.1.3.2. Contact the Customer Service Center (CSC)

26.1.3.2.1. Contact the CSC, preferably via email, and get a case number assigned so 

problems with split pay can be tracked. Keep the distribution of this initial email to a 

minimum. By policy, the CSC must hit “Reply to All”, and having too many addressees 

creates confusion as to who is responsible for resolving the problem. 

26.1.3.2.2. Be prepared to tell the CSC what troubleshooting steps you have taken and 

what you were able to discover during troubleshooting. 

26.1.3.2.3. If an error was detected by going through the troubleshooting steps above, 

provide the correct SSN, name, ship, or enrollment status to the CSC. 
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26.1.3.2.4. If it becomes necessary to send a follow-up email to DFAS Cleveland (Ms. 

Ronnie Ruff at ronnall.m.ruff.civ@mail.mil or (216) 204-4411), a brief description of the 

issue, member’s name, and what troubleshooting steps the ship and CSC have already 

taken to isolate and resolve the issue. 

26.1.3.3. Otherwise, CSC Will Email Ship a Failed Split Pay Notice 

26.1.3.3.1. If the likely error was detected by going through the troubleshooting steps 

above, NCAO should respond by providing the correct SSN, name, ship, or enrollment 

status to the CSC. 

26.1.3.3.2. If the CSC does not hear from the ship or if the individual is not going to 

enroll in Navy Cash, the Treasury Agent must return the funds to DFAS Cleveland to be 

credited back to the individual’s MMPA. 

26.1.4. If a Squadron or Staff Element Doesn’t Receive Their Split Pay 

26.1.4.1. Verify squadron or staff element UIC is located under the ship’s UIC in Table 133 

in MMPA via the Navy Cash Team at the appropriate FLC. 

26.1.4.2. If the squadron or member’s UIC is not under the ship’s UIC, a table request 

update to DFAS Cleveland (Ms. Ronnie Ruff at ronnall.m.ruff.civ@mail.mil or (216) 204-

4411) can help ensure that Table 133 is updated. 

26.1.5. Split Pay Roles. 

26.1.5.1. Ship 

26.1.5.1.1. Submit SPO enrollment forms to the PSD. SPO is a pay function, and the 

PSD is responsible for entering the Format Identifier (FID) into DMO. 

26.1.5.1.2. Troubleshoot split pay failures using the recommended steps above prior to 

contacting the CSC.

• PSD will process the HM13 to release funds back to member’s account 

and funds will be included to the next available DDS payday. 

26.1.5.2. DFAS Cleveland 

26.1.5.2.1. DFAS Cleveland (Ms. Ronnie Ruff at ronnall.m.ruff.civ@mail.mil or (216) 

204-4411) uses MMPA to find out why a person was not in the split pay master payroll 

file. 

26.1.5.2.2. Although DFAS Cleveland cannot update Table 133, they coordinate the 

initial changes required. 

26.1.5.2.3. DFAS Cleveland makes sure that, when a ship transitions to PSD Afloat or 

comes on line with Navy Cash, updates are made to the applicable systems and tables. 

26.1.5.3. Treasury Agent 

26.1.5.3.1. Posts the split pay payroll amounts from DFAS Cleveland to the appropriate 

Navy Cash open-loop accounts. 

26.1.5.3.2. Monitors failures from payroll file and contacts DFAS Cleveland to have 

money put back into proper accounts. 

26.1.5.3.3. The Treasury Agent cannot access DMO or MMPA.

26.1.5.4. NAVSUP 
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26.1.5.4.1. NAVSUP notifies DFAS Cleveland of any upcoming changes for ships, e.g., 

changes in ADSN, transition dates to PSD Afloat (which are set by the ship), and go-live 

dates for Navy Cash. 

26.1.5.4.2. When contacted by CSC, NAVSUP helps troubleshoot split pay problems 

using MMPA records or Navy Cash transaction history on the Navy Cash website. 

26.1.5.4.3. NAVSUP cannot update systems or tables in DMO or MMPA. 

26.2. Provisional Split Pay

26.2.1. In the event of a communications interruption around payday, which is normally held 

on the 1st and the 15th of the month, the NCAO 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 Cash system on the 

ship keeps the previous SPO payroll amounts as a part of each cardholder’s profile information 

and provides the NCAO the ability to update the SPO payroll amounts. The SPO Payroll Report 

can be generated on the ship and lists cardholders who have participated in SPO and the amount 

of the last payroll payment credited to their open-loop accounts (see Section 5B for sample 

reports).

26.2.2. Even when the Navy Cash system cannot communicate with the shore side, DFAS 

Cleveland will still send the actual Navy split pay file to the Navy Cash back end ashore for 

processing. When communications are restored, the Navy / Marine Cash system synchronizes 

Navy Cash accounts between ship and shore and reconciles Navy Cash accounts on the ship so 

they reflect the correct balances. 

26.2.3. The “Provisional Split Pay” function consists of two basic parts, updating previous split 

pay information and running provisional split pay, each of which will be discussed in turn. 
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26.2.4. Update Previous Split Pay Information. If communications have been a problem and, 

as payday approaches, it appears that a provisional split pay request may be necessary, the 

NCAO can update a cardholder’s SPO information in the Navy Cash database on the ship to 

reflect any changes entered into DMO since the last SPO payroll file was posted, to include 

adding a Navy 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 Cash account 

should a provisional split pay request become necessary. 

26.2.4.1. To update the previous split pay information, the NCAO selects “Provisional Split 

Pay” and “Provisional Split Pay Amount Editing Screen” in the “Utilities” pull-down menu. 

The Provisional Split Pay Amount Editing screen is then displayed. 
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26.2.4.2. Filter Options. 

26.2.4.2.1. To view only the Navy 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. 

26.2.4.2.2. To view all Navy Cash cardholders, click on the “Show Only Split Pay 

Cardholders” check box to remove the “check” mark, and click the “Refresh” button. 

26.2.4.2.3. To view a single Navy Cash cardholder, enter an SSN in the “Social Security 

Number” box, and click the “Refresh” button. 

26.2.4.3. Update Payroll Amount. To update the payroll amount for an individual Navy 

Cash cardholder:

26.2.4.3.1. 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. 

26.2.4.3.2. Change the dollar amount in the “Payroll Amount” box, and click the 

“Submit” button to save the change. 

26.2.4.3.3. This change updates the Navy Cash database on the ship only and is 

normally used to reflect any changes entered into DMO since the last SPO payroll was 

posted. 
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26.2.4.3.4. Run Provisional Split Pay. If the Navy Cash system cannot communicate 

with the shore side on or just before payday, the NCAO has the option to submit a 

provisional split pay request. Before submitting a request, the NCAO should update 

cardholder SPO information in the Navy Cash database on the ship to reflect any changes 

entered into DMO since the last SPO payroll was posted to ensure that the proper SPO 

amount is credited to each cardholder’s Navy Cash account. 

26.2.4.4. To run provisional split pay, the NCAO selects “Provisional Split Pay” and 

“Provisional Post Split Pay Screen” in the “Utilities” pull-down menu. The Provisional Post 

Split Pay screen is then displayed. 

26.2.4.5. View Split Pay Requests. 

26.2.4.5.1. 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. 

26.2.4.5.2. 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 account balances on the ship. 

26.2.4.6. Submit Split Pay Request. To submit a provisional split pay request:
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26.2.4.6.1. After ensuring cardholder SPO information in the Navy Cash database on the 

ship has been updated as necessary to reflect any changes entered into DMO since the 

last SPO payroll file was posted, 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. 

26.2.4.6.2. 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 Cash account of a cardholder who was added 

to split pay through the “Provisional Split Pay Amount Editing” screen after the request 

was run initially. 

26.2.4.6.3. 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 2019, the NCAO could first go 

back and run the 15 September 2019 provisional split pay request again to pick up any 

cardholders who were not paid for that pay period. Once the 1 October 2019 provisional 

split pay request has been submitted and processed successfully, the previous 15 

September 2019 pay period cannot be run again. 

26.2.4.6.4. There can only be one future pay date. Continuing the example above, once 

the 15 October 2019 provisional split pay request displays a status of “Processed 

Successfully”, the NCAO could submit a provisional split pay request for 1 November 

2019 but could not submit a request for another future date after 1 November 2019. 

26.3. Reconciliation and Reporting. 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 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. 

On the Disbursing Application workstation or laptop, the report can be found in the 

S:\files\navydata\report directory, which maps to the Q:\files\navydata\report directory on the Navy 

Cash server. The “Shore Reports” folder (icon) on the Disbursing Application desktop provides a 

short cut to the reports directory.

27. ACCESS EDITOR–ACCESS CONTROL FOR DISBURSING APPLICATION

27.1. The NCAO controls who has access to the various functions within the Disbursing 

Application. Individual Disbursing Application users are assigned to one of six “User Groups.” 

These user groups represent six levels of access rights: Navy Disbursing Office, Marine Disbursing 

Office, Agent Cashier, Duty Personnel, Refunds, and Duty ADP. The access rights within each user 

group cannot be modified or tailored for an individual user.

27.2. To access the access editor functions, the NCAO selects “Access Editor” in the “Utilities” 

pull-down menu. A window is then displayed that presents the access editor options that are 

available to the NCAO, each of which will be discussed in turn. 

• Assigned Access Rights Editor 

• User Account Operations 
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27.3. Assigned Access Rights Editor

27.3.1. The NCAO selects “Access Editor” and “Assigned Access Rights Editor” in the 

“Utilities” pull-down menu. 

27.3.2. Group Membership. A Navy Cash Disbursing Application user can be added to or 

removed from a User Group by selecting the appropriate group in the “Select Group” dropdown list, highlighting the individual’s user name in the “Available Users” or “Users in Group” 

list box, using the scroll bar if necessary to find the user name, and selecting either “Add” or 

“Remove” as appropriate. The application will ask the NCAO to verify that they want to add or 

remove the indicated user. When the NCAO 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. 

NOTE: User names are assigned by the Disbursing Application when a new 

Disbursing Application user is added. 

27.3.3. Group Access. The access rights within each Disbursing Application user group 

cannot be modified or tailored for the individual user. 
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27.4. User Account Operations

27.4.1. The NCAO selects “Access Editor” and “User Account Operations” in the “Utilities” 

pull-down menu. 

27.4.2. Click on the “List Active Users” button to display all currently active Disbursing 

Application users. 

27.4.3. 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. 

27.4.4. Unlock Account. A user account is automatically locked if the password is entered 

incorrectly three times. 

27.4.4.1. To unlock a locked user account, the NCAO specifies a user by clicking on the user 

name and then clicking on the “Unlock” button. The application will ask the NCAO to verify 

that they want to “Unlock” the specified account by clicking the “OK” button. When the 

“OK” button is clicked, the application displays a status box that indicates the operation was 

successful. Clear the status box by clicking the “OK” button.

27.4.4.2. For the NCAO or Navy Cash Deputies who are locked out of their Disbursing 

Application user account, one can normally unlock the other; however, they may need to open 

a case with the Navy Cash CSC to get their account unlocked.
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27.4.5. Lock Account. To lock a user out of the Disbursing 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 NCAO to 

verify that they want to “Lock” the specified account by clicking the “OK” button. When the 

“OK” button is clicked, the application displays a status box that indicates the operation was 

successful. Clear the status box by clicking the “OK” button. 

27.4.6. Reset Password. In order for an individual to change his/her password, the NCAO 

must first verify the individual’s identity. Once this is established, the individual can then enter 

a new password into the system. To reset the password on a user account, the NCAO specifies a 

user by clicking on the user name and then clicking on the “Reset Password” button. The 

application will ask the NCAO to verify that they want to reset the password for the specified 

account by clicking the “OK” 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 Disbursing Application may display an 

error and terminate. Simply restart the Disbursing Application and log on. 

Password Control. Access to the Disbursing Application is controlled by password. 

By policy and procedure, 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. The NCAO 

shall record password changes in a locally generated and maintained log. 
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Each operator should log off when they are through working on the system. The next 

operator can then log on the system by entering his or her own password. Each operator 

must use his or her own user ID and password when operating the Navy Cash system.

27.4.7. Change Password. In order for an individual to change his/her password, the NCAO 

must first verify the individual’s identity. Once this is established, the individual can then enter 

a new password into the system. To change the password on a user account, the NCAO 

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. Again, the NCAO shall record password changes in a locally generated and maintained 

log. 

NOTE: Again, by policy and procedure, passwords must be a minimum of 8 characters 

and less than 16 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. 
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Each operator should log off when they are through working on the system. The next operator can 

then log on the system by entering his or her own password. Each operator must use his or her 

own user ID and password when operating the Navy Cash system.

27.4.8. Add New Navy Cash Application User 

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 20, Operator ID Maintenance) in 

order to be added to the Disbursing Application user list. 

27.4.8.1. In the “First Name” and “Last Name” text boxes, NCAO 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. 

27.4.8.2. Click on the “Add User” button. The application will ask the NCAO to verify that 

they want 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 they have changed the password (see paragraph (d) below. If an 

error message is displayed, write down the displayed message and contact the CSC (see 

Section 5A). 
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27.4.8.3. Add the new user’s username to the appropriate user group through the Disbursing 

Application “Access Editor” screen and the “Assigned Access Rights Editor” functionality 

(see paragraph 27). 

27.4.8.4. Once the new user account has been established and his or her username has been 

assigned to the appropriate user group, the password assigned by the Disbursing Application 

must be changed by the user.

27.4.8.5. The NCAO must let each new Disbursing Application user know that, as a matter 

of policy, any Disbursing Application user 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, 

must contact the NCAO or Navy Cash Deputy. For any funds transfers, the NCAO or Navy 

Cash Deputy must initial in the Cardholder Signature block on the Navy Cash Daily Cash 

Transaction Ledger to indicate the transaction was approved. 

27.4.8.6. Similarly, each calendar quarter, the Cash Verification Team will generate card 

reports for all Navy Cash Disbursing Application users to verify no unauthorized deposits or 

other unauthorized transactions were made to their accounts since the last cash verification. 

28. INSTALLATION ALERTS: INSTALLING IAVA AND OTHER SOFTWARE PATCHES 

28.1. Information Assurance Vulnerability Management (IAVM) is an important step in 

maintaining the security posture of the Navy Cash system. To effectively safeguard the Navy Cash 

system against internal and external cyber threats, all known vulnerabilities must be patched 

effectively in a timely manner. 

28.2. Installation alerts provide an automated mechanism for applying software updates to the Navy 

Cash system on the ship. These software updates include Information Assurance Vulnerability 

(IAV) patches to address applicable Information Assurance Vulnerability Alerts (IAVAs) and 

Bulletins (IAVBs), DMLs (data fixes) applied to the ship-side Navy Cash database, and application 

patches applied to the Navy Cash system. 

28.2.1. Updates generally occur automatically without any action by the NCAO, but some 

updates require a reboot or other intervention, so the NCAO must be proactive and verify the 

installation process was completed. When IAV and Navy Cash application patches have been 

pulled to the ship as a part of a round-trip, the “Installation Alert” pop-up window appears the 

next time an authorized user logs in to the Disbursing Application. The Installation Alert 
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window notifies the NCAO to initiate the installation process by clicking on “Install Now” or 

delay the installation by clicking on “Install Later”. 

28.2.2. DML patches will generally be transmitted to the ship and applied automatically 

without any action required by the NCAO. 

The NCAO must install IAV and Navy Cash application patches as soon as practicable. Ideally, 

patches should be installed after the end of the business day, when retail outlets have closed out 

for the day and retail operations are at a minimum. 

28.2.3. If updates have not occurred for a while, reboot the system to attempt to force the 

update to restart, as there may have been an issue with the update script. 

28.2.4. The status of each patch will be transmitted back to shore automatically via a log file as 

a part of the next ship-initiated round trip. These log files will show a summary of the activity 

that occurred during the installation of a patch. 

28.2.5. IAV patches in particular require Navy-wide compliance monitoring to ensure 

mitigation of security vulnerabilities. For each IAVA/B, the Navy Cash team ashore must report 

compliance to meet established deadlines using the Vulnerability Management System (VMS) 

to document and track compliance status for all Navy assets. 

28.3. Ensure Laptops Connected to Ship’s Network. The NCAO must ensure the spare laptop 

(and the Marine Disbursing laptop on LHA / LHDs) is powered up and connected to the ship’s 

network on a permanent basis using the Digital Sender LAN drop in the disbursing office to make 

certain the laptop stays up to date with security updates and other software patches. Connecting the 

laptop on a permanent basis will also ensure the laptop is included in the required monthly 

vulnerability scans conducted by the ship’s ITs. If the drop has not been used for an extended 

period, it may need to be reconfigured by the ITs. If there is no Digital Sender or other dedicated 

LAN drop for the laptop, NCAO may need to disconnect the workstation to connect the laptop to the 

network. If that is the case, the NCAO must ensure the laptop is connected to the ship’s network and 

powered up at least once each week, preferably near the end of the week (Thursday), for at least 48 

hours each time, to make certain the laptop stays up to date with security and any other patches. One 

recommendation is that the laptop be connected to the network every Friday and left on over the 

weekend. The laptop should be powered up and remain on the log-in screen. Updates will generally 
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occur automatically, but some updates will require a reboot, so the NCAO must be proactive and 

verify that the reboot process was completed. With regular updates, the spare laptop will be ready if 

it is ever needed as a backup and will not spend the first few hours updating anti-virus definitions 

and other security and software patches. 

28.4. Verify Update Process Completed. 

28.4.1. IAV and Other Software Patches. To better maintain IAVM compliance of Navy Cash 

servers, workstations, and laptops on board ship, Navy Cash has implemented Windows Server 

Update Services (WSUS) to enable IAV and other software patches, such as bug fixes and new 

functionality, to be provided remotely and applied automatically. 

28.4.1.1. After a patch or update has been reviewed, tested, and approved by the Navy Cash 

Technical Support group (NCTS), it is placed on a server and waits for the Navy Cash 

computers on each ship to check-in with the server. The server lets the computer on the ship 

know which patches and updates have been approved but not yet installed. 

28.4.1.2. When a Navy Cash computer downloads a software patch or update, the computer 

determines if the item can be installed immediately without adversely affecting operations, 

i.e., the computer will not require a reboot. Otherwise, the computer queues the patch or 

update for installation at a scheduled timeslot. 

28.4.1.2.1. For Server Node-1, installation begins each Friday at 0300 GMT. 

28.4.1.2.2. For Server Node-2, installation begins each Saturday at 0300 GMT. 

28.4.1.2.3. For workstations / laptops, installation begins each Friday at 1000 GMT. 

28.4.2. Anti-Virus Definitions. McAfee Antivirus patch 11 or higher should be loaded on all 

Navy Cash systems (servers, workstations, and laptops) by the ship IT. Definitions should be 

updated daily automatically by the McAfee Enterprise agent, and should be pointed to the 

centralized Navy ePO server. Weekly fully systems scans should be configured to run on the 

weekends (typically Saturday) and not exceed 5 hours of execution.

28.4.2.1. If the automated update function does not appear to be running, or the update is 

older than seven days, contact the Navy Cash Customer Service Center (CSC) at 1-866-662-

8922 or navycashcenter@frb.org and request assistance.

28.5. IT-21 Security Practices. NCAO should follow IT-21 security practices, e.g., auditing 

event logs, physical security, etc., in addition to all Navy Cash information security requirements, 

Navy Cash Custodial Responsibilities; and para 27 in this Section - Access Editor–Access Control 

for Disbursing Application. 

28.5.1. Monthly Vulnerability Scans. The ship’s ITs are now responsible for scanning the 

Navy Cash system as part of their required monthly vulnerability scans and entering the results 

in VRAM each month. It is important that all Navy Cash system assets are scanned each month 

to help ensure that a 100 percent integrity scan has been achieved in VRAM.

28.5.1.1. Retina Vulnerability Scanner. Retina is an enterprise vulnerability scanning tool 

approved for use by DoD. Ships' ITs use Retina to remotely scan all computer networks and 

assets on the ship to help track IAVM compliance. Navy Cash is an approved afloat system, 

and the Retina scanner is approved for use in scanning the Navy Cash system.

28.5.1.2. Assured Compliance Assessment Solution (ACAS) Scanning Tool. The new 

ACAS scanning tool is replacing the old Retina scanner. A set of instructions on how to do 

ACAS scans of the Navy Cash system can be found on Node 1 of the Navy Cash server. 
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28.5.2. Occasionally, a scan conducted on the ship may reveal a security vulnerability on the 

Navy Cash system that requires a patch or update. As described above in paragraph e.(1), the 

Navy Cash Program Office at NAVSUP manages all vulnerabilities and patches with the 

assistance of NCTS and SAIC. Security vulnerability patches and updates are reviewed, tested, 

and approved in the Navy Cash lab to ensure that any patch or update applied will not damage 

the operation of the Navy Cash system on the ship. Approved patches and updates are provided 

remotely and applied automatically. At no time should a patch be applied to an afloat Navy 

Cash system without the direct assistance of NCTS or SAIC. 

28.5.3. Any patch or update applied to the Navy Cash system without NCTS or SAIC 

assistance is considered unauthorized and may be subject to investigation. The Navy Cash 

Program Office understands that Navy organizations inspecting afloat systems may insist that

patches be applied immediately, but doing so would represent a departure of the Navy Cash 

system on the ship from the approved baseline of its ODAA type accreditation. 

28.5.4. If the ship's ITs or other personnel have questions regarding this matter or a NCAO is

notified by ship ITs or other personnel that a patch or other software (HBSS, etc.) must be 

installed on the Navy Cash system, please contact the NAVSUP Navy Cash Program Office 

Information Assurance Officer (IAO) (phone (757) 443-0348) or the CSC to coordinate the 

technical details, since any new, untested software install like this may adversely affect Navy 

Cash operations on the ships if it is configured incorrectly in any way. 

28.6. SAILOR 2.1. The NAVWAR Acquisition Integrated Logistics Online Repository (SAILOR) 

is an easy-to-use tool designed to deploy logistics, configuration, and technical documentation and 

provide a single location to obtain systems support information for programs of record, including 

Navy Cash. Ship’s ITs supporting Navy Cash operations can find configuration and troubleshooting 

documents, ACAS scanning instructions, and other supporting documents for the Navy Cash system 

on SAILOR 2.1. The link for SAILOR 2.1 is https://sailor.navy.mil/sailor/Home.cfm (use email PKI 

certificate).

29. NAVY CASH SYSTEM ADMINISTRATION PASSWORD CONTROL

29.1. Passwords are an important aspect of security for the Navy Cash system and must be 

controlled and protected. Any list of passwords and operating system user profiles, whether in a 

handwritten or printed document, must be stored in a safe at all times. When no longer needed, the 

list of passwords and user profiles must be properly destroyed. 

29.2. When responding on site to trouble calls that cannot be resolved by phone, e-mail, or other 

distance support troubleshooting efforts like remote access, Navy Cash technical support personnel 

may require access to system administration (sys admin) passwords in order to access the system to 

troubleshoot, identify, and correct any problems. The easiest way for technical support personnel to 

obtain these passwords is directly from the Navy Cash Manager or Navy Cash Deputy when they 

report to the ship. 

29.3. Administration Password Change Requirements 

29.3.1. Every 60 Days. To comply with Navy Information Assurance (IA) requirements for 

local administrator accounts, Navy Cash sys admin passwords must be changed every 60 days. 

A warning banner that a sys admin password change is required in x days will be displayed on 

Navy Cash servers, workstations, and laptops. 

29.3.2. As Required. The Navy Cash sys admin passwords must also be changed immediately 

upon the relief, transfer, separation, or discharge of the Navy Cash Manager or Navy Cash 
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Deputy or whenever Navy Cash or other technical support personnel have been provided access 

to the passwords during on-site visits or remote-access sessions to troubleshoot, identify, and 

correct any problems with the Navy Cash system. 

29.4. Automated Password Change Tool. To facilitate changing sys admin passwords, Navy 

Cash has been equipped with a password rotation tool that shows the due date for the next required 

password change and provides a single button that can be used to generate and change all sys admin 

passwords automatically.

29.5. Protect System Passwords. Any list of passwords and operating system user profiles, 

whether handwritten or printed Word document, must be stored in a safe at all times. If generated 

electronically, the electronic file for the list must be deleted immediately and must not be stored 

electronically on any hard drive or other storage media. When no longer needed, the list of 

passwords and user profiles must be properly destroyed. 

29.6. Log Out. For security purposes, you are required to logout after every session. Never leave 

a server or workstation unattended while logged in. 

30. NAVY CASH MERCHANTS, VENDORS, AND FOREIGN CONCESSIONAIRES 

A detailed discussion of Navy Cash merchants is included in Part 1 - Section 3. Merchants are 

accountable officials authorized to use Navy Cash in an official capacity. As accountable officials, 

Navy Cash merchants must complete and sign an FS Form 2888 accountable official enrollment form 

prior to being issued a Navy Cash merchant card.

30.1. TRANSIENT MERCHANTS—VENDORS AND FOREIGN CONCESSIONAIRES

30.1.1. Transient merchants are generally used when Navy Cash transactions must be settled 

on an as-needed basis to pay a vendor or concessionaire without delay for goods or services 

provided. The transient merchants are usually only needed for a short time and are commonly 

settled to a different vendor each time they are used. Transient merchants are designed to settle 

to the Disbursing Office merchant open-loop account on a daily basis and not to a bank or credit 

union account. The NCAO then provides an ex-cash-remittance check or cash to the vendor in 

the amount of the Navy Cash transactions collected by the vendor. Within Navy Cash, the 

standard transient merchants are: Husbanding Agent, Foreign Concessionaire, College Courses, 

College Books, and Miscellaneous Events. While the other transient merchants were set up for 

fairly specific purposes, “Miscellaneous Events” was established to handle fund-raising and 

other events, like a Navy Wives’ bake sale or a Chief’s Mess special function. 

30.1.2. The procedures below were written for currency exchange and foreign concessionaires, 

but they apply to transient merchants in general. Specific differences for individual transient 

merchants are noted where necessary. 

30.2. CURRENCY EXCHANGE BY VENDORS IN A FOREIGN PORT

Navy Cash can be used in exchange for foreign currency on board ships during a port visit. When 

needed, currency exchange is generally arranged through the husbanding agent as part of the 

Logistics Request (LOGREQ) prior to a port visit. 

30.2.1. Preparation
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30.2.1.1. Before the sale of currency begins, an exchange rate that will remain in effect 

throughout the port visit will be agreed upon with the currency exchange vendor. Once 

established, the exchange rate will not be changed. 

30.2.1.2. The vendor will maintain a currency exchange log and record each transaction. A 

sample “Currency Exchange Log” is included in Section 5B. The vendor may use his or her 

own log as long as the information recorded includes the basic information in the sample log. 

30.2.1.3. When a ship pulls into a port, the NCAO will provide the vendor with sufficient 

copies of the Currency Exchange Log and issue each operator a battery-operated POS device. 

POSs checked out for these periodic functions should be signed out on a locally generated and 

maintained custody log. Following the procedures in Section 5D, each POS will be set to one 

of the transient merchants (Husbanding Agent is generally used for the currency exchange 

vendor) and each operator will be assigned a separate operator ID number so the Navy Cash 

detail reports can be separated by operator. The vendor will use the POS(s) to record 

transactions and collect value from the cardholders using their Navy Cash cards to exchange 

for foreign currency. If the POSs are expected to be used remotely for an extended period, the

NCAO should provide the operator with additional batteries. 

30.2.2. Closeout

30.2.2.1. Closeout Day Prior to Payment. At the end of each day or, more commonly, at the 

end of the port visit, the vendor will bring the POS and the currency exchange logs back to the 

disbursing office for closeout and payment. 

30.2.2.1.1. Generally, the vendor must close out at the end of the business day prior to 

the day that payment is desired. 

30.2.2.1.2. Navy Cash transactions collected by transient merchants are settled to the 

disbursing office merchant open-loop account, but the amount is not actually transferred 

to the account or the new balance reflected until an Indicate End Of Day (IEOD) function 

and subsequent round trip between the ship and the shore are completed. This may take 

up to 72 hours. 

30.2.2.2. Download POS and Copy Logs. The NCAO or Deputy shall make copies of the 

logs and then plug the POS into an available “download box” or LAN drop, e.g., in the 

Disbursing Office or Sales Office. When the POS comes on line with the Navy Cash server, 

the sales information contained on the POS will be uploaded to the Navy Cash server 

automatically. 

30.2.2.3. Generate Ship Report. As soon as the sales information on the POS is uploaded 

to the server on the ship, the NCAO shall use the Disbursing Application to generate and print 

a Merchant Sales Summary Report that shows the total amount of Navy Cash transactions 

collected by the vendor. 

30.2.2.4. Reconcile Navy Cash Report and Vendor Logs 

30.2.2.4.1. If the Merchant Sales Summary Report generated by the Navy Cash system 

and the vendor’s currency exchange logs agree, the NCAO is ready to pay the vendor for 

the amount of the Navy Cash transactions collected by the vendor. If they do not agree, 

the NCAO must reconcile the differences. To simplify settlement and payment, this 

reconciliation should be completed before initiating the IEOD function. 
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30.2.2.4.2. The NCAO shall use the Navy Cash system to generate a Merchant 

Transactions Report for the period covered by the logs presented by the vendor and using 

the merchant and operator ID number that was assigned to the POS used by the vendor. 

30.2.2.4.3. 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.

30.2.2.4.3.1. Shortage. 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. 

30.2.2.4.3.2. Overage. 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.

30.2.2.4.4. For either out of balance condition, the NCAO 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:

30.2.2.4.4.1. Condition 1: 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: NCAO 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 NCAO 

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.

30.2.2.4.4.2. Condition 2: 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: NCAO 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 NCAO 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 NCAO will refund the difference to the member in Navy 

Cash or currency as appropriate. 

30.2.2.4.4.3. Condition 3: 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: NCAO will 
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confirm that the collection entry in the currency exchange log is correct. If correct, 

payment was never made, and the NCAO 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.

30.2.3. If the investigation reveals that cash (currency) was lost, misplaced, or stolen, it should 

be handled in accordance with Chapter 6 of DoD FMR Volume 5 and existing procedures 

(which are outside the scope of Navy Cash).

30.2.4. Once the Merchant Transactions Report and Currency Exchange Log agree, the 

reconciliation is successful, and the NCAO is ready to pay the vendor with a US Treasury check 

or cash for the amount of the money exchanged using Navy Cash (see paragraph 30.2c below). 

30.2.5. The NCAO shall maintain any Merchant Sales Summary or Merchant Transactions 

Reports and any reconciliation worksheets associated with currency exchange on file for 12 

months. 

30.3. Payment 

30.3.1. Once the round trip is completed between ship and shore and the correct balance is 

reflected in the disbursing merchant open-loop account and the Daily Transaction Detail 

Report—Merchant Settlement from shore (see Section 5B for a sample report), the NCAO shall 

transfer value from the open-loop to the closed-loop account in the amount of the Navy Cash 

transactions collected by the vendor using the Navy Disbursing merchant card at the Kiosk or at 

the Disbursing Application. On the Merchant Settlement Report, the “Settlement Type” for 

Navy Cash transactions collected Shore Reports Available on Navy Cash Disbursing Website. 

If there are any problems downloading the EOM Summary Report, or any other shore reports, 

one option is to download the report using Navy Cash Disbursing Website 

(www.navycash.com) (see Section 5F). 
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30.3.2. The “Reports” page is used to manage “Ship Reports.” To locate the EOM Summary 

Report, click on the “Reports” tab, and select the appropriate report in the “Report Name” dropdown list (EOM_VOUCHER_SUMMARY_REPORT_M). 

30.3.3. Select the appropriate ship (UIC) from the “Location” drop-down list. 

30.3.4. Once an appropriate “Location” has been selected, a batch ID number can be selected 

from the “Batch” drop-down list, or, alternatively, an appropriate “Start Date” and “End Date” 

can be entered. 

30.3.5. Once the appropriate search criteria have been entered, click the “Search” button. 

30.3.6. “Report Name”, “Location”, and “Start Date” are required fields. If a “Please enter all 

search criteria” message is displayed, ensure an appropriate value has been entered in each 

required field.

30.3.7. Click on the report name to display the report information. 

30.3.8. For printing, and to make the report readable and line up correctly without too many 

adjustments, we recommend downloading and saving the report file to a folder. Then, right 

click the file name, and select “Open with” WordPad or Microsoft Word. Use the “Page Setup” 

window to change the “Orientation” to “Landscape” and set all the “Margins” to 0.5 inches. 

Finally, change the font size to “8”. 
S5F-341

NAVSUP Publication 727 Navy Cash® Financial System

Standard Operating Procedure

SECTION 5F - NAVY CASH WEB APPLICATION 

USER GUIDE

This section contains screen captures of the Navy Cash Web 

Application to orient users of its features.
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1. DISBURSING LOGIN 

1.1 Displayed when you enter www.navycashcenter.com, the login page provides access to 

the Navy Cash Service Center website with a link to cardholder self-enrollment. 

1.2 Log in using your user name and password. 

1.3 If you do not have a user name and password, contact the Navy Cash Central Support 

Unit (CSU) at navycashcenter@frb.org or 1-866-6NavyCash (662-8922). 
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2. SET SECURITY QUESTIONS 

2.1. The first time you log in to the new website, you will be asked to select two different 

security questions from the questions available in the drop-down lists. You may also type in 

your own questions. Enter your answers in the blocks provided. These security questions 

provide a second layer of authentication, and you must answer these questions in the future 

each time you log in to the new Navy Cash Service Center website. 

2.2. The available security questions are: 

What was the name of your first elementary school? 

In what city were you living at age 14? 

What is your mother’s maiden name? 

In what city were you born? 

In what city were you at the turn of the millennium? 

What is your favorite color? 

2.3. Remember your answers to the security questions you select. You will be asked these 

questions each time you log in to the Navy Cash Service Center website. 
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The first time you log in to the new website, you will be asked to change your password. 

3.2. Enter your current password. 

3.3. Then enter your new password. The new password must be at least twelve characters in 

length, with at least one uppercase character, one lowercase character, one number, and one 

special character. 

3.4. Confirm your new password by retyping it in the box provided. 

3.5. When you have changed your password successfully, you will enter the Navy Cash Service 

Center website. 
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4. PROFILES 

4.1. The “Cardholders” page is used to manage cardholder accounts. 

4.2. To locate a particular cardholder profile, select the appropriate search criteria in the dropdown list: First and Last Name, Social Security Number, Card Number, or Open-Loop 

Account. Searching via the full SSN is the best way to identify the correct cardholder.

4.3. To narrow the search criteria, select the appropriate “Location” from the drop-down list. 

4.4. To pull up all cardholders with the same last name, enter the last name only in the “First and 

Last Name” search criteria. 

4.5. If only one word is entered in the “First and Last Name” search criteria, the site will search 

by last name. At least two characters are required to search by last name. 

4.6. If two words are entered in the “First and Last Name” search criteria, the site will treat the 

first word as the first name, and the second, as the last name. 

4.7. To pull up all cardholder profiles assigned to a particular ship, leave the “First and Last 

Name” search criteria blank, and select the appropriate ship name from the “Location” dropdown list. 

4.8. Enter the appropriate information, and click the “Search” button. 

4.9. Click on a cardholder’s name to display the cardholder’s profile information. 
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5. CARDHOLDER ACCOUNTS 

5.1. The “Accounts” tab displays both “Strip” and “Chip” account information (Mastercard® 

debit open-loop and Navy Cash closed-loop account information). 

5.2. Enter changes to Navy Cash ACH withdrawal or closed-loop-load limits. 

5.3. Click the “Save” button to save any changes. A “Saved Successfully” message is displayed 

on the page to indicate the account update was completed. 

5.4. If an “Error” message is displayed, update any fields highlighted in red. 

5.5. Only the Central Support Center (CSC) can close or suspend a merchant account. 
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6.1. The “History” tab can be used to search for closed- and open-loop transaction history. The 

dates and duration of the “Transaction History” displayed can be controlled by entering a 

“Start Date” and an “End Date.” Transaction history is available for the current month and 

the past 24 months. If “strip” is selected, only payroll load open-loop transactions are 

displayed per Navy Cash privacy policy. 

6.2. The transaction history records displayed are shore-side records and may not include 

transactions performed off line, either on the ship or on the shore. Transactions from the 

current day will not be displayed until a roundtrip is completed between the ship and the 

shore. 
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7.1. The “ACH Funding” tab displays “Linked Bank Account” and “ACH Funding History” 

information. 

7.2. The dates and duration of “ACH Funding History” displayed can be controlled by entering a 

“Start Date” and an “End Date.” ACH funding history is available for the current month and 

the past 24 months. 
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8. CARDHOLDER PERSONAL 

8.2. Enter changes to a cardholder’s personal information, and click the “Save” button to save 

any changes. A “Saved Successfully” message is displayed on the page to indicate the 

account update was completed. 

8.3. If an “Error” message is displayed, update any fields highlighted in red. 

8.4. The “Personal Information” section also displays the status of a cardholder’s Navy Cash 

enrollment form (2887). 

8.4.1. “Enrollment Form Not Available” indicates the cardholder’s 2887 is not found in the 

document storage system ashore. 

8.4.2. “View ENROLLMENT Form in File System” indicates the cardholder signed the 

2887 electronically on board ship and a copy is available in the document storage 

system ashore. The 2887 can be viewed on the website, but the NCAO can also 

contact the CSC and request a copy. 

9.1. The “Location” tab displays the current location of a cardholder’s member profile. 
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9.2. To transfer a cardholder’s member profile from one Navy Cash location to a new Navy 

Cash location, select the appropriate new location in the “Location” drop-down list. 

9.3. Click the “Save” button to save any changes. A “Saved Successfully” message is displayed 

on the page to indicate the change in location of a cardholder’s member profile was 

completed. After making changes on the cardholder profile a “SYNC” must be done on the 

accounts tab. 

9.4. Transferring a cardholder's member profile from the shore command to the ship using the 

disbursing website automatically unblocks the cardholder’s Navy Cash ACH access to a 

home bank or credit union and unsuspends the Navy Cash account. Navy Cash access to a 

bank or credit union account ashore will be unblocked automatically only if the ACH 

Decline Count (NSF Count) in the cardholder’s member profile is 0,1, or 2 (set to 90, 91, or 

92 after being transferred to the Shore Command from the previous Navy Cash ship). 

9.5. If an “Error” message is displayed, update any fields highlighted in red. 

10.1. Displays cardholder strip account number and the Visa open loop available balance which 

is provided by Visa DPS.

10.2. “Visa Transaction History” - Displays transactions made with the open loop account. Only 

34 days’ worth of transactions can be searched at a time.
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11.1. The “Visitor Cards” page is used to manage visitor cards. 

11.2. To locate a visitor card, enter the “Card ID” number, and click the “Search” button. The 

“Card ID” number is on the back of the visitor card.
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12.1. The “Accounts” tab displays the “Chip” account summary information. 

12.2. Click the “Save” button to save any changes. A “Saved Successfully” message is displayed 

on the page to indicate the change was completed. 

12.3. If an “Error” message is displayed, update any fields highlighted in red. 

12.4. VISITOR CARD TRANSACTION HISTORY

12.4.1. The dates and duration of the “Transaction History” displayed can be controlled by 

entering a “Start Date” and an “End Date.” Transaction history is available for the 

current month and the past 24 months. 

12.4.2. The transaction history records displayed are shore-side records and may not include 

transactions performed off line on the ship. Transactions from the current day will 

not be displayed until a roundtrip is completed between the ship and the shore. 
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13.1. All the Marines assigned to a Marine Expeditionary Unit (MEU) can be transferred off a 

ship or ships and transferred to the appropriate Marine Logistics Group (MLG) in bulk. 

13.2. Under the “Marine Expeditionary Unit” drop-down list, select the appropriate MEU. 

13.3. Based on the MEU selected, the “To MLG” box will default to the appropriate MLG to 

which the Marines’ member profiles are being transferred. To ensure bulk transfer success, 

all members being transferred must have a profile showing their current MEU as the one 

being transferred from, (i.e. multiple members in the 31st MEU can be bulk transferred to 

another MEU provided each member’s profile currently shows them assigned to the 31st 

MEU.) If the member’s profile shows any other MEU than the one selected from the 

Marine Expeditionary Unit drop-down listing, transfer for those member’s profiles will fail.

13.4. Click the “Transfer” button to complete the bulk transfer. A “Transfer Successful” 

message is displayed on the page to indicate the bulk transfer was completed. 

13.5. Transferring Marines' member profiles from a MEU in bulk automatically suspends the 

accounts and blocks Navy Cash ACH access to banks and credit unions. 

13.6. ACTIVATE OR SUSPEND MARINE ACCOUNTS IN BULK 

13.6.1. To activate or suspend the accounts of all the Marines assigned to a MEU in bulk 

without transferring their member profiles, under the “Marine Expeditionary Unit” 

drop-down list, select the appropriate MEU. Click the “Activate” or “Suspend” button 

as appropriate. An “Activated Successfully” or “Suspended Successfully” message is 

displayed on the page to indicate the bulk activation or suspension was completed.

14.
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14.1. The “Ships” page is used to manage “Ship Profiles” information. 

14.2. To locate a particular ship’s profile, select the ship’s name in the drop-down list, or start 

typing the ship’s name beginning with “USS”. 

14.3. Click on the ship’s name to display the ship’s profile. 
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15.1. The “Roundtrips” tab displays basic “Fleet Information” and a “Roundtrip Overview” and 

“Roundtrip History” for each Navy Cash ship. 

15.2. Enter changes to “Fleet Information”. 

15.3. Click the “Save” button to save any changes. A “Saved Successfully” message is displayed 

on the page to indicate the update was completed. 

15.4. If an “Error” message is displayed, update any fields highlighted in red. 
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16.1. The “Merchants” tab displays “Enrolled Merchants” information. 

16.2. Enter changes to “Merchants” information. 

16.3. Click the “Save” button to save any changes. A “Saved Successfully” message is displayed 

on the page to indicate the update was completed. 

16.4. If an “Error” message is displayed, update any fields highlighted in red. 
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17. SHIP CONTACTS 

17.1. The “Contacts” tab displays basic contact information for the “Disbursing Office”, LSR 

(Logistics Support Representative) Contact”, “Ship Address” and Bulk Mailing Address. 

17.2. After NCAO turnover, enter changes to “Contacts” information. 

17.3. Click the “Save” button to save any changes. A “Saved Successfully” message is displayed 

on the page to indicate the update was completed. 

17.4. If an “Error” message is displayed, update any fields highlighted in red. 
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18. ROSTER

18.1. The “Roster” tab displays all cardholders with the Ship’s location. Data displayed is Last 

Name, First Name, Middle Initial, last 4-digits of SSN, Strip Account and Branch. 

18.2. The ‘Search Roster’ lookup can be used to filter the roster by ‘First and Last Name, 

‘Branch’ or ‘Last 4-digits of SSN’. 

18.3. Clicking the ‘Transfer’ Button:

18.3.1. If the Cardholder is Navy their location will automatically be updated to ‘Shore 

Command’ after clicking ‘Save’. They will no longer be displayed on this Ship’s 

Roster. 

18.3.2. If the Cardholder is a Marine their location will automatically be updated to a Camp 

based on their MEU after clicking ‘Save’. They will no longer be displayed on the 

Ship’s Roster.
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19. MERCHANT PROFILES 

19.1. The “Merchants” page is used to manage merchant accounts. 

19.2. To locate a particular merchant account, select the appropriate search criteria in the dropdown list: Merchant Name, Merchant Number, Merchant TIN, Card Number, or ClosedLoop Account. 

19.3. To narrow the search criteria, select the appropriate “Location” from the drop-down list. 

19.4. Enter the appropriate information, and click the “Search” button.

19.5. To pull up all merchant accounts assigned to a particular ship, leave the “Merchant Name” 

search criteria blank, and select the appropriate ship name from the “Location” drop-down 

list. 

19.6. Click on a merchant’s name to display the merchant’s account information. 
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20. MERCHANT ACCOUNT INFORMATION 

20.1. There are three different types of merchants in Navy Cash, “Private Merchants,” “Line of 

Accounting (LOA) Merchants,” and “Transient Merchants.” See , Part 1, Section 3 for a 

more detailed discussion of Navy Cash merchants. 

20.1.1. Private Merchants. Only private merchants, like Navy MWR, Wardroom Mess–

Food, CPO Mess–Dues, Private One through Private Fifteen, and SQDN1 MWR 

Fund, will display the “Accounts”, “ACH Funding”, and “Settlement” tabs shown 

above. 

20.1.2. LOA Merchants. LOA merchants will only display the “Accounts” tab. 

20.1.3. Transient Merchants. Transient merchants will only display the “Accounts” and 

“Settlement” tabs. 
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21. MERCHANT ACCOUNTS 

21.1. The “Accounts” tab displays both “Strip” and “Chip” account information. 

21.2. Enter changes to Navy Cash ACH withdrawal or closed-loop-load limits. 

21.3. Click the “Save” button to save any changes. A “Saved Successfully” message is displayed 

on the page to indicate the account update was completed. 

21.4. If an “Error” message is displayed, update any fields highlighted in red. 

21.5. Only the Central Support Center (CSC) can close or suspend a merchant account.

21.6. TRANSACTION HISTORY 

21.6.1. The dates and duration of the “Transaction History” displayed can be controlled by 

entering a “Start Date” and an “End Date.” Transaction history is available for the 

current month and the past 24 months. 

21.6.2. The transaction history records displayed are shore-side records and may not include 

transactions performed off line, either on the ship or on the shore. Transactions from 

the current day will not be displayed until a roundtrip is completed between the ship and 

the shore. 
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22. MERCHANT ACH FUNDING The “ACH Funding” tab displays “Linked Bank Account” and 

“ACH Funding History” information. 

22.2. The dates and duration of “ACH Funding History” displayed can be controlled by entering 

a “Start Date” and an “End Date.” ACH funding history is available for the current month 

and the past 24 months. 
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23. MERCHANT SETTLEMENT 

23.1. The “Settlement” tab displays a merchant’s “Settlement Type” and “Settlement History” 

information. 

23.2. To change the “Settlement Type”, select the appropriate type in the drop-down list. 

23.3. Click the “Save” button to save any changes. A “Saved Successfully” message is displayed 

on the screen to indicate the account update was completed. 

23.4. If an “Error” message is displayed, update any fields highlighted in red. 
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24. MERCHANT OPEN LOOP HISTORY

24.1. Displays Merchant’s strip account number and the Visa open loop available balance which 

is provided by Visa DPS.

24.2. “Visa Transaction History” displays transactions made with the open loop account. Only 

34 days’ worth of transactions can be searched at a time.

25. MERCHANT 2888 FORMS

25.1. NCAO can upload a 2888 PDF by either dragging and dropping the file into the designated 

upload area or choosing the file from a folder location on their desktop. Clicking ‘choose 

from folder’ will open a Windows Explorer. 

25.2. After choosing the file and clicking ‘Upload’ the PDF will be displayed below. 

25.3. Double clicking on an uploaded 2888 PDF will open and display the form in a default web 

browser.
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26. REPORTS

26.1. The “Reports” page is used to manage “Ship Reports”. 

26.2. SHIP REPORTS 

26.2.1. To locate a particular ship report, select the “Report Name” in the drop-down list. 

26.2.2. Select the appropriate ship or shore location from the “Location” drop-down list. 

26.2.3. Once an appropriate “Location” has been selected, a batch ID number can be selected 

from the “Batch” drop-down list. Alternatively, an appropriate “Start Date” and “End 

Date” can be entered. 

26.2.4. Once the appropriate search criteria have been entered, click the “Search” button.

26.2.5. “Report Name”, “Location”, and “Start Date” are required fields. If a “Please enter 

all search criteria” message is displayed, ensure an appropriate value has been entered 

in each required field. 

26.2.6. Click on the report name to display the report information. 
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27. CHANGE NAVY CASH SERVICE CENTER ACCOUNT INFORMATION

27.1. The “My Account” page is used to change account information. 
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28. CHANGE PASSWORD To change your password, enter your current password. 

28.2. Then enter your new password. The new password must be at least eight characters in length, 

with at least one uppercase character, one lowercase character, one number and one special 

character. 

28.3. Confirm your new password by retyping it in the box provided. 

29. CHANGE SECURITY QUESTIONS To change one or both of your security questions, select a 

security question from the questions available in the drop-down lists. You may also type in your 

own question(s). Enter your answer in the block provided. 

29.2. The available security questions are: 

'What was the name of your first elementary school?' 

'In what city were you living at age 14?' 

'What is your mother’s maiden name?' 

'In what city were you born?' 

'In what city were you at the turn of the millennium?' 

'What is your favorite color?' 

29.3. Remember your answers to the security questions you select. You will be asked these 

questions each time you log in to the Navy Cash Service Center website. 

30. LOGOUT To prevent others from viewing Navy Cash account information, click on “Logout” in 

the upper right corner of the screen to end the current session, and exit your browser when done 

using the Navy Cash Center website. 

1.3 For security purposes, you are required to logout after every session. Never leave a 

workstation unattended while logged in to the Navy Cash Center website. 
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SECTION 5G - NAVY CASH WITHOUT A 

DISBURSING OFFICER OR DEPUTY DISBURSING 

OFFICER

This section contains important information for operating Navy 

Cash aboard the DDG 1000 Class ships without a Disbursing 

Officer on board.
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1.0 NAVY CASH WITHOUT A DISBURSING OFFICER OR DEPUTY DISBURSING 

OFFICER (DDG 1000 CLASS). 

1.1 NO CASH, CHECKS, OR OTHER NEGOTIABLE INSTRUMENTS. Without a Deputy 

Disbursing Officer on board, no cash, checks, or other negotiable instruments can be 

processed on the ship. The Navy Cash Manager cannot accept cash, checks or other 

negotiable instruments to fund Navy Cash cards or clear negative balances. However, 

personal checks for Food Service Officer for meals or for the Sales Officer to buy items in 

the Ship’s Store can be accepted. A DD Form 1131 and the check will be mailed to DFAS 

Cleveland for processing. 

1.1.1 FUNDING NAVY CASH CARDS. 

1.1.1.1 LINKED BANK OR CREDIT UNION ACCOUNT IS MANDATORY. 

Everyone will receive a Navy Cash instant issue card, and everyone must 

link a bank or credit union account, so they can fund the card using the 

Navy Cash Kiosks on the ship. 

1.1.1.1.1 INSTANT ISSUE CARDS. Instant issue cards provide 

individuals access to all Navy Cash capabilities. For new 

enrollees, as soon as the account information on the ship and 

shore have been updated with the new account and new card 

number, which occurs when a round-trip is completed between 

ship and shore (normally within 24 to 48 hours), the card can 

be used at Navy Cash Kiosks on the ship to transfer funds to 

the chip or strip account from bank or credit union accounts 

ashore. The card can also be used to access funds in the strip 

account at ATMs ashore or to pay for purchases at retail 

locations ashore. 

1.1.1.2 CIVILIAN RIDERS. All civilian riders must complete an FS Form 2887 

and additional FS Form 2889, Supplemental Enrollment for civilian 

contractors. On this class of ship, visitor card issuance is not permitted.

1.1.1.3 ENROLL PRIOR TO REPORTING TO THE SHIP. Sailors and civilian 

riders, who have not been enrolled in Navy Cash before (i.e., new 

enrollees) must be enrolled upon arrival to the ship. This can be 

accomplished via the Navy Cash Self Enrollment on the main page of the 

Navy Cash website.

1.1.2 END-OF-MONTH PROCEDURES. At the end of each month, the Navy Cash 

Manager is responsible for coordinating all Navy Cash collections (electronic 

sales receipts) that must be registered to a Line of Accounting (LOA), including 

Food Service and Sales (Ship’s Store and vending machines).
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1.1.2.1 CLOSE-OUT ON TIME. In accordance with the Navy Cash SOP, Navy 

Cash must be closed out prior to 2100Z on the 27th of each month or, if 

the 27th falls on a weekend or holiday, on the business day prior. (Most 

ships indicate EOM for Navy Cash between the 20th and 25th of each 

month.) The Navy Cash Manager, Sales Officer, and Food Service 

Officer should coordinate to establish a closeout date each month. The 

EOM process generally begins in the Sales Office as much as five days 

before the actual closeout date for the month.

1.1.2.2 INITIATE END OF MONTH. When the Navy Cash Manager initiates 

EOM close-out, the close-out indicators for Sales and Food Service are 

sent to the Navy Cash backend ashore. As soon as the EOM close-out 

indicators are received and processed by the Navy Cash backend, the SF 

215 deposit data and / or SF 5515 debit data for Sales (Ship's Store and 

vending) and Food Service (food and surcharges). It is these receipts from 

sales by Food Service and Ship's Store that need to be registered to 

specific lines of accounting (see Part 1, Section 4). 

1.1.2.3 EOM SUMMARY REPORT. Successful processing of the EOM round 

trip ashore sends the EOM shore reports to the ship, including the Navy 

Cash EOM Summary Report. The EOM Summary Report details the 

Navy Cash totals for the receipts from sales for Food Service and Ship's 

Store and includes the deposit ticket (SF 215) numbers, dates, and 

amounts and the debit voucher (SF 5515) numbers, dates, and amounts.

1.1.2.4 EOM REPORT NUMBERS MUST MATCH. The Food Service Officer 

and Sales Officer must validate that the Food Service numbers reported in 

FSM and the NAVSUP 1359 and the Ship's Store numbers reported in 

ROM and the DD Form 1149 match EXACTLY the numbers reported in 

the EOM Summary Report. Food Service and Retail Operations matches 

Navy Cash. Navy Cash does not match Food Service and Retail 

Operations.

1.1.2.4.1 Any adjustments / corrections necessary must be made in the 

next month's business.

1.1.2.4.2 NO SAFE BANK TRANSACTIONS REQUIRED. For ships 

without a Deputy Disbursing Officer, there is no need to use 

the “Safe Bank Transactions” functionality. 

1.1.3 COLLECT ON NEGATIVE NAVY CASH BALANCES. Any negative Navy 

Cash account balance represents a debt to the U.S. Treasury funds pool, and the 

Navy Cash Manager is responsible for collecting on that debt.

1.1.3.1 REVIEW THE DAILY NEGATIVE BALANCE REPORT. With 

automatic representment, the majority of returned ACH transactions and 

resulting negative balances will be handled automatically. However, the 

Navy Cash Manager should review the Daily Negative Balance Report 

each day and initiate collection action on all negative balances for which 

no details are listed, which means no representments are pending.
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1.1.3.2 SPLIT PAY OPTION (SPO). The primary method to clear negative 

balances on ships without a Deputy Disbursing Officer is to have a 

crewmember who goes negative prepare and sign a split pay request to 

cover the amount of the negative balance. 

1.1.3.3 PAY ADJUSTMENT. The secondary method to clear negative balances 

is to have the Navy Cash Manager on the ship type up a DD Form 139, 

Pay Adjustment Authorization, using the correct company code (currently 

D411179 for PNC) and forward the form to the PSD (for a sample DD 

139, contact appropriate FSG representative using contact information 

listed above). 

1.1.3.4 CIVILIAN RIDERS. In the event a civilian rider’s Navy Cash account 

goes negative, the Navy Cash Manager can use the information in the FS 

Form 2889 to contact the individual, or his / her company if necessary, to 

clear the negative balance (see above).

1.1.4 DISTRIBUTION OF SHIP’S STORE PROFITS TO MWR. See Section 3 for 

detailed instructions.

1.1.5 COLLECTING PAYMENTS USING NEXCOM SHIPS STORE SPECIAL 

EVENT CREDIT CARD PROGRAM. The Navy Exchange Service Command 

(NEXCOM) Ship’s Store Program has received approval, under the umbrella of

the Treasury’s Card Acquiring Service (CAS) program, for ships to accept credit 

card payments from the public during special events, like a commissioning 

ceremony, Fleet Week, or port visit. Ships will contact the NEXCOM Ships Store 

Program for details. 

1.1.5.1 Ships without a Deputy Disbursing Officer shall use the Fiscal Servicing 

PSD DSSN 8371.

1.1.5.2 The Sales Officer shall enter the amount of the sales receipts confirmed by 

the SF 215 deposit ticket into ROM as a non-EPOS store event in 

accordance with the ROM User’s Guide. 

1.1.5.3 The Sales Officer shall enter the amount of the sales receipts confirmed by 

the SF 215 deposit ticket into ROM as a non-EPOS store event in 

accordance with the ROM User’s Guide. 

At the end of the month, the Sales Officer shall include the SF 215 for the credit card sales receipts in 

the EOM package with the Cash Sales Memorandum Invoice (DD Form 1149) prepared by ROM. The 

DD Form 1149 for the month would reflect the SF Form 215 for the credit card sales receipts and the SF 

Form 215 for the Navy Cash sales receipts.
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NAVSUP Publication 727 Navy Cash® Financial System

Standard Operating Procedure

SECTION 5H - NAVY CASH BARGE MOVE USER 

GUIDE

This section contains instructions for Disbursing Officers moving 

the Navy Cash system to a Barge who are not approved for support 

from SAIC to assist with the move of the equipment.
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1.0 Overview. Ships undergoing availabilities in shipyards often use barges as temporary offices 

and messing and berthing spaces. If desired by the ship, the Navy Cash equipment (such as 

the server, workstations, Navy Cash Kiosk and router, and Point of Sale (POS) devices) may 

be relocated from the ship to the barge. To accommodate Navy Cash ships when required, 

selected barges have been equipped with the basic infrastructure of Serial and LAN drops 

and equipment racks / foundations needed to support limited Navy Cash operations. For 

example, the table below lays out the typical configuration for YRBM(L) size barges.

Note: Barge LAN and internal Navy Cash Cable configurations will vary.

Barge Configuration – YRBM(L)

Serial/ LAN 

Drops

To Support

3 Vending Machines

2 Server

1 Disbursing Workstation

1 Sales Office

1 Download Box

2 Ship’s Store

1 Post Office

1 K80 and Router

1 Post Office
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2.0 Coordinate with Barge Managers. If it becomes necessary to move Navy Cash to the barge, 

this requirement must be communicated to the Barge Managers along with the ship’s other 

requirements. 

3.0 Relocate Navy Cash Equipment. To relocate Navy Cash equipment from the ship to the 

barge, the ship will be responsible for all labor, equipment moves, set up, and bringing the 

system up operationally. This includes both physical equipment and 

electrical/communications systems availability and operation. When the ship relocates the 

equipment using ship’s force, the ship will be responsible for any damages to Navy Cash 

equipment sustained during the move. 

3.1 There are two scenarios for relocating the equipment:

3.1.1 Ship to Barge allows ship’s force to perform all of the work necessary to 

move the Navy Cash equipment from the ship to the barge without any 

assistance from SAIC, and then establish Navy Cash operations on the 

barge. Communications, configuration and operation of the Navy Cash 

system on the barge is the sole responsibility of the ship. 

NOTE: If the ship experiences challenges moving the Navy Cash 

operation from ship to barge, remote assistance will be provided via Navy 

Cash Technical Support (NCTS). 

3.1.2 Barge to Ship allows the SAIC to perform all of the work necessary to 

move Navy Cash equipment from the barge to the ship, including the 

configuration and restoration of the Navy Cash system. Work to restore 

operations related to the movement of equipment will likely necessitate a 

visit from SAIC. The barge to ship move is not always provided by SAIC, 

so please contact your Navy Cash Team at your supporting FLC.

3.2 Request a Case Number. Each time there is a request for barge support that would 

involve work performed by SAIC, the ship should contact CSC (see Section 5A) so 

that a case number can be generated for tracking purposes. 

4.0 Ensure Navy Cash is Fully Operational. The ship must ensure that the Navy Cash system is 

fully operational prior to the relocation. Any hardware, software, communications, or 

operational issues should be reported to the Customer Service Center (see Section 5A). It 

will be much easier to resolve any issues before an equipment move in either direction has 

started. 
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5.0 Vending Machines. To operate with Navy Cash, any vending machines on the barge must be 

compatible with Navy Cash. If soda vending machines are to be installed on the barge, the 

Coke and Pepsi distributors need to be aware of the requirement to install “MDB compliant” 

machines that will be operating with Navy Cash. To accommodate shipyard, IMF/SIMA, or 

other short-term guests during the availability, the ship can set up selected “cash only” 

vending machines and/or vending machines that take both coins and Navy Cash by turning 

on the coin acceptor. If the Navy Cash server must be relocated from the ship to the barge, 

the vending machines on the ship may be turned off or revert to accepting cash by replacing 

the CAD with a dollar bill validator and/or turning on the coin acceptor during the 

availability (see Section 5E, paragraph 7.7.3, CAD Failure). Any cash collections will be 

handled in accordance with existing procedures. 

6.0 Ship to Barge Checklist. The checklist below has been developed to lay out the ship’s 

responsibilities to relocate Navy Cash equipment to the barge.
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BARGE LISTING

Barge Homeport Barge Homeport

APL 2 San Diego YRBM(L) 27 Norfolk/Mayport

APL 4 Kitsap-Bremerton YRBM(L) 28 Norfolk/Mayport

APL 5 San Diego YRBM(L) 29 San Diego

APL 15 San Diego YRBM(L) 30

KitsapBremerton

APL 18 San Diego YRBM(L) 32 Pearl Harbor

APL 29 Norfolk/Mayport YRBM(L) 33 Norfolk/Mayport

APL 32 Norfolk/Mayport YRBM(L) 34 Norfolk/Mayport

APL 39 Sasebo YRBM(L) 35 Norfolk/Mayport

* APL 40 Yokosuka YRBM(L) 36 Norfolk/Mayport

APL 42 Norfolk/Mayport YRBM(L) 37 Pearl Harbor

APL 45 Norfolk/Mayport YRBM(L) 38 San Diego

APL 50 Norfolk/Mayport YRBM(L) 39 San Diego

APL 58 Norfolk/Mayport YRBM(L) 40 Norfolk/Mayport

APL 61 Norfolk/Mayport YRBM(L) 41 Norfolk/Mayport

APL 62 Kitsap-Bremerton YRBM(L) 42 Norfolk/Mayport

APL 65 San Diego YRBM(L) 43 Norfolk/Mayport

APL 66 Norfolk/Mayport YRBM(L) 44 San Diego

YRBM(L) 45 Norfolk/Mayport

* YRB 30 Yokosuka YRBM(L) 46 Norfolk/Mayport

YRB 34 Kitsap-Bremerton YRBM(L) 49 Pearl Harbor

YRBM(L) 51 San Diego

YRBM(L) 

20 San Diego YRBM(L) 52 Pearl Harbor

YRBM(L) 

23 Norfolk/Mayport YRBM(L) 53 Pearl Harbor

YRBM(L) 

24 Norfolk/Mayport YRBM(L) 55 San Diego

YRBM(L) 

26 San Diego

* Two sets of Navy Cash infrastructure on each barge
Section 5H – Navy Cash Barge Move User Guide NAVSUP Pub 727 Part 2

S5H-377

CHECKLIST FOR MOVING NAVY CASH

SHIP:

BARGE:

NAVY CASH MOVE ABOARD DATE:

Item Responsible 

Shipboard POC Task Completed

Network Connectivity

1

Ensure the Local Area Network (LAN) on the 

barge is up and connectivity is established 

between all servers and workstations on the 

barge. 

2

Ensure that the barge can communicate to 

shore and that web browsing is fully 

functional.

3

If the barge has a router and the ship’s router 

isn’t moving to the barge, ensure that the 

password to the router is available, so that the 

router can be checked / configured with the 

outbound ACL for Navy Cash if necessary. If 

the activity that controls / maintains the router 

will not divulge the password, you will then 

need a contact to call who can be available 

quickly.

Physical Access

4

Ensure access to all necessary spaces on the 

ship for Navy Cash components that are 

intended to be moved to the barge.

5

Ensure access to all necessary spaces on the 

barge.

6

Ensure that Navy Cash vending machines are 

in place on the barge and the vending machine 

operator is available to allow access into the 

machines.

7

Ensure that network drops for Navy Cash 

equipment have not been used for other 

equipment.

Power

8

Ensure power is currently supplied to the 

barge. 

9

Ensure that power outlets for Navy Cash 

equipment have not been used for other 

equipment. 
Section 5H – Navy Cash Barge Move User Guide NAVSUP Pub 727 Part 2

S5H-378

7.0 Move Back to Ship. At some point near the end of the availability, the Navy Cash equipment 

previously moved to the barge will need to be moved back to the ship. Again, the ship 

should work directly with SAIC/ to arrange these services. With some straightforward 

substitutions, the Barge Checklist can be used to support the move from the barge to the ship 

as well. 

SHIP TO BARGE OVERVIEW

1. Navy Cash Ship to Barge Move Process

a. Read Navy Cash SOP, Section 5H.

2. Prior to Ship’s network is secured:

a. Download all transactions from POS devices and vending CADS

b. Conduct a round trip to transfer transactions, then a Navy Cash EOM if needed. 

c. Perform proper shutdown of servers (see Quick Info sheet)

d. Shut down the ATMs 

e. Secure power to the Navy Cash switches (typically located behind ATMs in the 

ATM rack). 

f. Unplug all POS bases. POS devices, bases and other equipment not being used 

on the barge should be removed and safely stored for the duration of the 

Availability. For equipment that cannot be removed, steps should be taken to 

secure and protect in place.

3. Determine equipment to move and install on barge 

a. Determine the extent of activity for Navy Cash onboard the barge. Ships will 

usually move and install the following equipment:

i. Two Dell Servers and the Overland Snap Server 

ii. Associated UPS units

iii. KVM, keyboard, mouse, and monitor

iv. laptop or workstation (with keyboard, mouse, and monitor)

v. ATM and Cisco switches (which mounts behind ATM and the APC700 

UPS that provides power to this equipment) sufficient for barge operations

vi. Sufficient POS devices and bases to support barge operations

vii. CADs if vending will be operational on the barge

4. Move and install Navy Cash system

a. Install and hook up servers in accordance with provided drawings (your server 

model will determine which drawing to utilize).

b. Install switches and ATMS and connect ATMs to switches.

c. Install POS devices POS bases, and CADs.

5. Energize and verify equipment is operational

a. Perform proper startup of servers (see Quick Info sheet) and then energize all 

other Navy Cash equipment.

b. Verify all devices are logged on and connected.

c. Perform an end of day.
NAVSUP Pub 727 Part 2 Section 5D – Software & Devices User Guide

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Section 5H – Navy Cash Barge Move User Guide NAVSUP Pub 727 Part 2

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NAVSUP Pub 727 Part 2 Section 5D – Software & Devices User Guide

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NAVSUP Pub 727 Part 2 Section 5I – Navy Cash Communications Troubleshooting Guide

S5I-382

SECTION 5I - NAVY CASH COMMUNICATIONS 

TROUBLESHOOTING GUIDE

This section contains instructions to help Disbursing Officers 

troubleshoot Navy Cash systems when experiencing round trip 

failures/errors.
NAVSUP Pub 727 Part 2 Section 5I – Navy Cash Communications Troubleshooting Guide

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Escalation Guide for

Communications Problems Affecting Navy Cash 

2–3 Days 

48-Hour Gap Reports. Generally, the Navy Cash Daily File Transaction Exception Report is the 

first indication for the Navy Cash team ashore of a possible communications problem on a ship. The 

report is a system-generated e-mail message that lists all the ships that have not successfully 

completed an End Of Day (EOD) round trip in the last 72 hours. The report goes out twice daily, at 5 

a.m. ET and 5 p.m. ET, and is distributed to NAVSUP, the Fleet Support Groups (FSGs) at FLC San 

Diego and FLC Norfolk, Navy Cash Technical Support (NCTS), Settlement, Central Support Center

(CSC), NIWC, SAIC, and BFS. 

At the same times each day, 5 a.m. and 5 p.m., a similar system-generated email message report, 

the Navy Cash 72-Hr EOD Gap Notification for USS SHIP (XUICXX), is sent directly to the Navy 

Cash Accountable Official (NCAO) on each ship on the list asking her/him to perform an EOD. 

FLC Norfolk, FLC Yokosuka, and FLC San Diego generally contact the ships as soon as they 

appear on the 72-hour gap reports and ask the NCAOs to perform an EOD round trip or advise of any 

problems they may be having. 

It is common for ships not to perform EODs on weekends or for a few days in a row. A ship’s 

operational requirements may require imposing a level of “River City” communications restrictions 

that prohibit EOD round trips for a period of time. Ships are removed from the reports as soon as they 

perform an EOD round trip. As a matter of routine, most ships perform a round trip within a day or 

two after they initially appear on the reports. 

3–5 Days 

NCTS Review for Ship Logs. NCTS reviews system files to determine if they are receiving logs 

ashore from ships listed on the 72-hour gap reports. If they are receiving logs, ship communications 

are less likely to be the issue. If a ship has still not completed a round trip, NCTS escalates the issue 

by sending an e-mail to NAVSUP, who sends an email to the NCAO requesting that he/she perform 

an EOD or advise of any communications issues. 

Navy Cash Communications Troubleshooting Guide. If they are not receiving logs, ship 

communications are more likely to be an issue. NCTS sends an email to the NCAO asking if there are 

any known communications issues. The Navy Cash Communications Troubleshooting Guide (see 

Enclosure (1)) is attached to the email to provide the NCAO the steps necessary to engage a ship’s 

ITs and troubleshoot Navy Cash related communications issues, working with the CSC and NCTS as 

necessary. NAVSUP is cc’d on the email. 

5–7 Days 

POD Note to Notify Crew. If NCTS does not receive a response from a ship in one or two days, 

they escalate the issue by sending an email to NAVSUP and cc’ing FLC Norfolk, FLC Yokosuka,

and FLC San Diego. NAVSUP sends an email to the NCAO requesting that she/he contact the CSC

for help in troubleshooting any communications issues. BFS shall be cc’ed on the email. In the email, 

the NCAO is directed to post a note in the Plan of the Day (POD) to notify the crew that they need to 

keep track of their transfer requests and make sure they have sufficient funds in their home accounts. 

A sample POD note (see below) is included in the email. 
NAVSUP Pub 727 Part 2 Section 5I – Navy Cash Communications Troubleshooting Guide

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Sample POD Note

Heads Up, Shipmates! The ship is experiencing communications problems. Navy Cash has not been 

able to complete a round trip since 5 January 2010. This means that your funds transfer requests at the 

Cashless ATM (kiosk) since that date have not been sent to your bank or credit union to debit your account. If 

you check your account balance online, it will reflect your old balance not your new balance. Remember, 

transferring money at the kiosk is just like writing a check. Keep track of your transfers! Do not try to spend 

the same money twice! Requesting a funds transfer when the funds are not available may be considered 

fraud. When full communications are restored, Navy Cash will process the backlog of round trips, and all your 

transfer requests will reach your bank or credit union at about the same time. If your requests cannot be 

completed because of Non-Sufficient Funds (NSF), your bank or credit union may charge a bounced-check 

fee. Remember too, Navy Cash automatically presents transfer requests returned for NSF up to two more 

times on successive paydays. With multiple transfer requests returned for NSF, these bounced-check fees 

could add up very quickly. Finally, negative Navy Cash account balances that result represent a debt to the 

U.S. Treasury, and that debt will be collected. 

Troubleshoot, Identify, Resolve. NCTS works with the ship and NIWC Charleston to troubleshoot, 

identify, and resolve any communications issues. 

7–14 Days 

Troubleshoot, Identify, Resolve. NCTS continues to work with the ship and NIWC Charleston 

to troubleshoot, identify, and resolve any communications issues. For most ship types, the 

communications capabilities available to them are robust enough that, once the problem is identified 

and resolved, they are able to process any backlog of round trips in short order, and Navy Cash EOD 

round-trip operations return to normal. 

14–30 Days 

Underway Communications Challenges. Limited bandwidth and weak satellite signal present 

unique challenges. These limitations affect all communications on and off the ship, not just Navy 

Cash, e.g., SIPRNet, NIPRNet, NIAPS, SALTS, email, chat rooms, web access, etc.

Communications Setup Options. The NCAO needs to work with the ship’s ITs, particularly 

when the ship enters the Indian Ocean operating areas, to verify they have implemented any Navydirected options available to mitigate these underway communications challenges and minimize 

backlogs. For example: 

a. Manually set Inmarsat signal to operate at peak signal strength (over 400). Otherwise, 

when a weaker signal drops in and out, each packet that fails must be resent. Requiring 

a strong signal helps to prevent the bottleneck of resending packets over already 

limited bandwidth. 

b. Establish set times for each Division/system to do its uploads and downloads, e.g., 

Navy Cash, SALTS, NIAPS. 

c. Consider imposing “River City” communications restrictions while downloads are in 

process to make sure mission essential information can be sent and received. 

d. Set size limits for all outgoing and incoming emails, e.g. 1 MB per email. 

e. Work with CIC to keep chat rooms to minimum. Try to limit chat rooms to two or 

three vice six or seven. Each chat window uses up to 10 kB. 
NAVSUP Pub 727 Part 2 Section 5I – Navy Cash Communications Troubleshooting Guide

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One Successful Communications Setup

a. Reduce incoming email size at the NOC to 2 MB, or 1 MB if possible (just reducing 

email size on the ship does not solve the problem). 

b. Reduce outgoing email size at the exchange server on the ship. 

c. Reduce the quantity of emails passed from the NOC to the ship at one time, e.g., pull 

50 e-mails at a time rather than 500. 

d. Set River City each night between 0130-0200, and then indicate the ship’s EOD. 

e. Disconnect the exchange server from the NOC altogether during River City above. 

Indicate End Of Day (IEOD). One other recommendation based on lessons learned during 

extended communications outages is that NCAOs should not continue to initiate IEOD each and 

every day. If round trips are being completed, but at a significantly reduced rate, wait until one round 

trip completes before initiating the next IEOD. Otherwise, initiate IEOD about every three days. This 

reduces the number of round trips in the backlog and reduces the amount of time required to clear the 

backlog once full communications are restored.

Mitigation Procedures

If troubleshooting efforts by the ship, NCTS, and NIWC are unable to resolve the problem, the 

ship must implement procedures to mitigate the limitations of Navy Cash. NAVSUP will send an 

email message to the ship reminding them about the mitigation procedures. 

Keep the Crew Informed. NCAOs must keep the crew informed of the status of Navy Cash 

round trips and the date the last successful round trip was completed. The NCAO is directed to run a 

POD Note at least once each week to remind the crew they need to keep track of their transfer 

requests and make sure they have sufficient funds in their home accounts (see sample POD note 

above). The crew also needs to be kept informed of the other limitations of Navy Cash that are 

affected by any communications outage. A sample notice for the Disbursing bulletin board describing 

these limitations is included at Enclosure (2) of this document. The material in the sample notice 

could also be used to run additional POD notes about the overall effects of the communications 

outage on Navy Cash operations. 

Fraud Detection Pop-Up. NCAO must review the Fraud Detection Report on a regular basis. If 

the Disbursing Application detects possible fraudulent ACH activity on the ship, a pop-up window 

appears automatically. If NCAO clicks the “Yes” button, the Fraud Detection Report is displayed 

listing cardholders who have made more than $400 in transfers from a bank or credit union account 

since the last successful round trip and cardholders who have made more than $1,000 in transfers 

from a bank or credit union account over a seven-day period. The Fraud Detection Report can also be 

generated, viewed, and printed on the ship at any time by clicking on the report name in the 

“Operations Reports” block on the “View Reports” screen in the Disbursing Application, filling in an 

end date, and clicking on the “Generate” button. The report will list any possible fraudulent 

transaction events leading up to that end date.

Reduce Transfer Limits at the Kiosk. The NCAO should recommend to the Commanding 

Officer that they reduce the default $400 daily maximum limit on funds transfer requests from an 

individual’s bank or credit union account to her/his Navy Cash accounts (open loop and closed loop). 

For example, a “temporary” daily transfer limit of $20 or $40 could be set for all hands using the 

“Account Information Update” function in the Disbursing Application for each individual account on 

the ship. Alternatively, a graduated daily transfer limit could be set determined by rate/rank, e.g., E1–

E2 $10, E3–E4 $25, E5–E6 $50, E7 and above $100. For the Government, this will limit exposure to 

the debt represented by any transfer requests returned for NSF. For the crew, this will serve as a 

reminder to be sure they have sufficient funds in their bank or credit union accounts. The downside is 
NAVSUP Pub 727 Part 2 Section 5I – Navy Cash Communications Troubleshooting Guide

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that multiple transactions would be needed to move the same amount of money and could result in 

multiple transfer requests returned for NSF and multiple NSF (“bounced check”) fees assessed by 

their bank or credit union. For this reason, to avoid multiple NSF fees, crewmembers should also be 

advised to avoid making many small transactions at the kiosk. 

New Personnel Reporting on Board During Deployment. All personnel who will be reporting 

to the ship while the ship is on an extended deployment should be notified to have the ATM or debit 

card issued by their bank or credit union available to use on liberty during port visits to obtain the 

local currency they need at ATMs ashore and to make purchases at stores and restaurants ashore.

1. New Enrollments. Normally, instant issue cards are issued to personnel newly 

enrolling in Navy Cash. As soon as the instant issue card has been assigned to the 

account (activated) in the Disbursing Application on the ship, the new cardholder can 

load funds on the closed loop at the Disbursing Office in exchange for cash and use 

the card on the ship immediately. However, the new enrollment itself will not be 

reflected on the ship until the new account is established ashore and the new account 

information (member profile) is posted on the ship, which occurs only when the next 

round-trip processing is completed between ship and shore. Until a round trip is 

completed, a new enrollee cannot transfer funds at the kiosk on the ship to the closed 

loop or Navy Cash (open loop) account from a bank or credit union account ashore 

and cannot access funds in the open loop account at ATMs ashore or to pay for 

purchases at retail locations ashore. 

2. Already Enrolled. If already enrolled in Navy Cash, a newly reporting individual can 

load funds on the closed loop on her or his Navy Cash card at the Disbursing Office in 

exchange for cash and use the card on the ship immediately. However, a cardholder 

must complete a “Ship Check In” at the kiosk, and the ship must complete its next 

round trip, so the Navy Cash backend knows the cardholder is now assigned to the 

ship and the cardholder’s account information (member profile) can be posted on the 

ship. Until a round trip is completed, a newly reporting cardholder cannot transfer 

funds at the kiosk on the ship to the closed loop or Navy Cash (open loop) account 

from a bank or credit union account ashore. Because the cardholder’s Navy Cash 

account has already been established, any funds that were already in the open loop 

account may be accessed at ATMs ashore or to pay for purchases at retail locations 

ashore, but only after the NCAO sends an email or calls the CSU asking that the 

cardholder’s Navy Cash account be restored (unsuspended). In the e-mail or call, the 

NCAO should also ask the CSC to update the cardholder’s location to the ship using 

the Assign Location screen on the Navy Cash web site (see “Emphasize the Split Pay 

Option” below).

Emphasize the Split Pay Option (SPO). Individuals who elect split pay have a portion of pay 

sent directly from DFAS Cleveland to their Navy Cash (open loop) account each payday. When a 

ship is having communications problems, the “Provisional Split Pay” function in Navy Cash provides 

cardholders on SPO a regular source of funds other than their bank or credit union account ashore. By 

taking advantage of split pay, cardholders would have less need to transfer funds from their bank or 

credit union account during extended communications problems. When communications are 

ultimately restored, they would not have as large a backlog of transfer requests that would all be 

processed at one time and would be far less likely to have any transfer requests returned for NSF. 

a. New Enrollees and Newly Reporting Personnel Already Enrolled. Currently, when 

DFAS Cleveland forwards a split pay payroll, FRB must credit payroll payments to 

individual accounts by ship. Individual payroll payments fail when someone does not 
NAVSUP Pub 727 Part 2 Section 5I – Navy Cash Communications Troubleshooting Guide

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have an open Navy Cash account or when the Navy Cash backend ashore does not 

know that someone is assigned to a particular ship. 

i. New Enrollments. A new Navy Cash account cannot be established ashore 

or reflected on the ship (member profile) until the next round-trip processing 

is completed between ship and shore. To avoid failed split pay payroll 

payments, NCAOs 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 FRB is forced to reject a split pay payroll payment, the 

funds will be returned to DFAS Cleveland to be credited back to the 

individual’s Master Military Pay Account (MMPA). This significantly 

delays receipt of SPO payroll amounts for the individual.

ii. Already Enrolled. If a cardholder is enrolled in Navy Cash before they 

report to the ship, her/his Navy Cash account has already been established, 

and the NCAO only needs to send an e-mail or call the CSC asking that the 

cardholder’s location be updated to the ship using the Assign Location 

screen on the Navy Cash web site (see “New Personnel Reporting on Board 

During Deployment” above) and the cardholder’s Navy Cash account be 

restored (unsuspended). The cardholder who is already enrolled will be able 

to access the split pay payroll amount sent to their Navy Cash (open loop) 

account each payday at ATMs ashore or to pay for purchases at retail 

locations ashore. However, until the next round trip between ship and shore 

is completed and the cardholder’s account information (member profile) is 

posted on the ship, the newly reporting cardholder cannot transfer the split 

pay payroll funds from the open loop to the closed loop at the kiosk on the 

ship (or from a bank or credit union account ashore to the closed loop or 

open loop). 

b. Provisional Split Pay. With Provisional Split Pay, during an extended 

communications outage, 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 to split pay has been entered since the last payday), which the 

Navy Cash system keeps as a part of their profile information on the ship. One 

recommendation based on lessons learned by other small ships was that a ship should 

consider not running Provision Split Pay when they have been out of communications 

for an extended period and are pulling into a port for a port visit on or just before 

payday. Rather than run Provisional Split Pay, advise cardholders on split pay to pull 

the money they need on liberty ashore from the split pay payroll amount sent to their 

open loop account at ATMs ashore or to pay for purchases at retail locations ashore. 

This avoids confusion over Navy Cash (open loop) account balances later if the ship 

has not caught up on the backlog of round trips. Members not on split pay will have to 

use the ATM or debit cards issued by their bank or credit union to obtain the local 

currency they need at ATMs ashore and to make purchases at stores and restaurants 

ashore. 

30+ Days 

Notify Senior Management/Commands. On or about the 30th day, if troubleshooting efforts by 

the ship, NCTS, and NIWC are unable to resolve the problem, the NAVSUP Program Manager (PM), 

Treasury BFS PM, and FRB PM will coordinate to escalate the issue by notifying senior management 

at NAVSUP, Treasury BFS, FRB, the appropriate Type Commanders, NETWARCOM, and 

USFLTFORCOM. 
NAVSUP Pub 727 Part 2 Section 5I – Navy Cash Communications Troubleshooting Guide

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Consider Canceling Automatic Representment Process. When Navy Cash processes the 

backlog of round trips, all the crew’s transfer requests will reach the banks and credit unions at about 

the same time. If any of the requests cannot be completed because of NSF, the banks and credit 

unions are likely to charge bounced-check fees. Normally, Navy Cash automatically represents 

transfer requests returned for NSF up to two more times on successive paydays. With multiple 

transfer requests returned for NSF, these bounced-check fees could add up very quickly. 

On or about the 30th day, The NAVSUP PM, Treasury BFS PM, and FRB PM will also 

coordinate canceling the automatic representment process temporarily for transfer requests processed 

during an extended communications outage if and when it is considered necessary. This action will 

prevent any members of the crew whose transfer requests were returned for NSF from incurring 

additional NSF (bounced check) fees. 

As a part of this action, NAVSUP will send an e-mail message once a week to remind the NCAO

that he/she must collect on any negative Navy Cash account balances that result, because these 

transactions will not be covered by automatic representment. Negative Navy Cash account balances 

represent a debt to the U.S. Treasury, and that debt will be collected. 
NAVSUP Pub 727 Part 2 Section 5I – Navy Cash Communications Troubleshooting Guide

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LEGACY NAVY CASH TECHNICAL SUPPORT 

TROUBLESHOOTING GUIDE (VERSIONS 1471/3/4)

Legacy Cluster Servers Restart Instructions

1. One of the most effective methods to get Windows systems back online is a power cycle. 

This is very efficient in getting things back to a correct state and we ask that you do this 

before requesting a remote session. We find reboots can be up to 80% successful in resolving 

issues.

2. Note – If you’re waiting on an EOM batch to complete, rebooting will not speed up or correct 

this process. Please be aware it can take Shore a few hours to fully process an EOM batch.

Instructions for 1471/3 Navy Cash Versions

The following process involves shutting down just the two Navy Cash Servers while leaving the 

Storage Array online (Snap Server), if you need to power down the Snap server (power outage), you 

can use steps from 1474 below. 

1. Login to Node 1

a. If you are unable to login to Node 1 using any of the 3 server accounts that you have a 

password for, perform a hard shutdown by pressing the power button in for that server 

until it turns off.

b. Once logged into Node 1 perform the following:

i. Click the Start Button

ii. Select Shutdown

iii. If prompted for a reason, enter reason (i.e., power loss upcoming/proactive 

power cycle).

2. Login to Node 2

a. If you are unable to login to Node 2 using any of the 3 server accounts that you have a 

password for, perform a hard shutdown by pressing the power button in for that server 

until it turns off.

3. Once logged into Node 2 perform the following:

a. Press the Start Button

b. Select Shutdown

c. If prompted for a reason, enter reason (i.e., power loss upcoming/proactive power 

cycle).

4. Once both Nodes have shutdown, turn on ONLY Node 1.

a. Note – If Snap Server is down, start it up and wait a few minutes before bringing Node 

1 up.

b. Once Node 1 is back up, attempt to login to it as normal and then turn on Node 2.
NAVSUP Pub 727 Part 2 Section 5I – Navy Cash Communications Troubleshooting Guide

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c. Once Node 2 is back up, attempt to login to it as normal.

5. If you are unable to login to one or both nodes, contact CSC to have a case opened.

6. If you can login to at least 1 node, check the Failover Cluster Manager to see if all the services 

are showing as online. If services are still showing as Offline and/or failed, proceed to 

Failover Cluster Issues for All Navy Cash Versions below.

Instructions for 1474 Navy Cash Versions

1474 Shutdown instructions:

1. From Physical Server 2 (MS2-Node 2)

a. Close all open windows and shut down server from start menu.

2. From Physical Server 1 (MS1-Node 1)

a. Open Internet Explorer

b. In address bar type 10.10.10.10 and press enter

c. Login to SNAP Server

d. Maintenance

e. Shutdown/Restart

f. Shutdown

g. Shutdown

h. Close all open windows and shut down server from start menu.

3. Note if MS 1 is unavailable, do steps 2 a-g on MS2 using 10.10.11.10 in IE.

1474 Power up Instructions:

1. Power up Snap Server by tapping power button on front for no more than 1 second.

a. Wait a few minutes for the Snap Server to fully come up before proceeding.

2. Power on Physical Server 1 by tapping power button on front.

a. Note – Powering on both servers at the same time will cause issues with Navy Cash as 

both servers try to take control of the Navy Cash Cluster, only power on Server 1.

3. Power on Physical Server 2 by tapping button on front.

a. Login

4. Once everything is powered up completely, open Failover Cluster Manager:

a. Check if Cluster came up, otherwise proceed.

b. Right click on ncsvr-cl.ncsvr-d.navycash.navy.mil

c. More Actions

d. Start Cluster
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LEGACY NAVY CASH HEALTH CHECK

1. On the desktop of your servers will be an icon with a name of 0NCTS_Checks, you can right 

click on this and run as PowerShell (if prompted to elevate say yes). This tool will give you 

some quick troubleshooting automatically.

2. After it starts up you will have 7 menu options, note all 6 checks can be ran by typing CSC

and hitting enter.

3. This will check 6 items and show if they are good or offer suggestions to fix them.

a. Gateway – essential for Navy Cash to get files to shore.

b. Snap Server – where Navy Cash Database resides.

c. Internal Ping Test – If this node can see the other node.

d. COAF test – if logs have gotten too big and caused issues.

e. System last reboot – if it’s been too long since last reboot, rebooting can clear many 

issues.

f. Primary Domain Controller Tests – Can check if a DC is operating properly and might 

suggest reboot.
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4. Follow the suggestions for any failed items, if this doesn’t fix your issue proceed to following 

checks. Note you can re-run a specific check by its number and not run all during follow up 

troubleshooting.

Port 22 Check for Legacy Navy Cash Legacy Versions

1. On the Navy Cash Server perform the following steps to verify that port 22 is open.

2. Open a command prompt.

3. At the ‘C:\>’ prompt, enter the following line:

nslookup gppfts.navycash.fiscal.treasury.gov

4. You should get a response that indicates 199.169.193.37

5. At the ‘C:\>’ prompt, enter the following line:

telnet gppfts.navycash.fiscal.treasury.gov 22

6. If you get a response back that looks like the following, then port 22 is open for the Navy cash

Server:

7. If you get don’t get a response back that looks like one above, then port 22 is not open for the

Navy cash Server.

8. Repeat the process on the other Navy Cash Server.

9. If you don’t see the results shown in Step 5 on either node, then you will want to get with the

ship ITs to validate the ACL is good on the ship for port 22.

10. If the ACL is good, then the ship ITs will need to open a BCR/FSR with the NOC that the

ship is connecting to that includes the following information:

a. Source IP address – External IP addresses for both Node 1 and Node 2

b. Destination IP address – 199.169.193.37

c. Port – 22

d. Protocol – SSH

e. Traffic Direction – Two-way (bi-directional)
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ACL Check for 

Legacy Navy Cash 

Versions

If round trips have not been going through and you are unable to browse the Internet from the Navy 

Cash server, then the issue may be with the ship/barge ACL entries for the Navy Cash system.

Please have your ITs verify the following entries are in present:

access-list 110 permit tcp host <navy-cash node #1 IP> any eq 22

access-list 110 permit tcp host <navy-cash node #2 IP> any eq 22

access-list 110 permit tcp host <navy-cash node #1 IP> any eq 80

access-list 110 permit tcp host <navy-cash node #2 IP> any eq 80

access-list 110 permit tcp host <navy-cash node #1 IP> any gt 1023

access-list 110 permit tcp host <navy-cash node #2 IP> any gt 1023

access-list 110 permit tcp host <navy-cash node #1 IP> any https 443

access-list 110 permit tcp host <navy-cash node #2 IP> any https 443

NOTE: When you apply these statements, be sure that they do not get placed below any deny 

statements. Also be sure that you use the correct greater than (gt) and equal to (eq) command for each 

specific line.

Failover Cluster Issues for Legacy Navy Cash Versions

If the ATMs and POS devices will not come online and the Disbursing Application and IEOD 

application can’t connect, check if all the cluster items are online:

1474/3: 

x

x

x

x

x

x 

x

x

x

x

x

x

x

x

x

x

x

x

x
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1474:

1. If the cluster doesn’t show on-line as above examples, execute following.

a. Right click on Navy Cash and bring online.

b. Wait for Navy Cash cluster to come online, report any errors or which items won’t 

come online to CSC.
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ROUND TRIP RESTART AID FOR LEGACY NAVY CASH VERSIONS

If your ship has not had a round trip in over 24 hours, please perform the following troubleshooting 

steps after restart above:

The following needs to be done from the ACTIVE node. Whichever server you see the "F" drive on is 

the ACTIVE server.

1. Check and keep in mind what time the Navy Cash server says it is.

2. On the active server, go to the following location in 'My Computer'.

a. F:\files\navydata\batproc

3. With this folder open, see what files (if any) are present. One of the following scenarios will 

be what you see (ignore anything that doesn’t match the exact file names below, i.e., 

batch_process.sta.old doesn’t count):

a. You don't see any files.

b. You only see the file named 'batch_process.sta'.

c. You see three files named 'batch_process.sta', 'file.pid' and 'sqlnet.output'.

4. Open the 'Task Scheduler' program on the desktop and expand the left side out until you can 

select Navy Cash. Once selected, press the refresh button on the right-hand side of the screen.

5. Look for the task called 'Navy Cash Batch' to see what its status is. If the minutes on the 

server are 00, 20, or 40, then the task should be running. Depending on what step it is on, it 

could run for a few minutes before it ends.

6. Based on what you saw in steps 3 and 5 above will determine what action to take.

a. If in step 3 you saw the scenario for 3A or 3B and the Navy Cash Batch was running 

after refreshing it, then:

i. Click on the 'Navy Cash Batch' then on the right-hand side, press ‘End’.

ii. Note: Make sure there is no current RT batch file in F:\files\navydata\Work\ 

folder before ending the job.

iii. On the right-hand side, press 'Run'.

iv. You should now see the files listed in 3C and the round trips should be good 

again and will need some time to catch up.

b. If in step 3 you saw the scenario for 3C AND the date/time for the file.pid and 

sqlnet.output is close to the servers time AND the Navy Cash Batch was running after 

refreshing it, then:

i. Let it continue to run as it is processing something for the round trip.

c. If in step 3 you saw the scenario for 3C AND the date/time for the file.pid and 

sqlnet.output is over an hour old when compared to the servers time AND the Navy 

Cash Batch was running after refreshing it, then:

i. Click on the 'Navy Cash Batch'

ii. On the right-hand side, press 'End'
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iii. Note: Make sure there is no current RT batch file in F:\files\navydata\Work\ 

folder before ending the job.

iv. Switch back to the window where the F:\files\navydata\batproc directory is 

being displayed.

v. Delete the files (if needed)

vi. file.pid & sqlnet.output

vii. Switch back to the 'Task Scheduler'.

viii. Click on the 'Navy Cash Batch'.

ix. On the right-hand side, press 'Run'.

x. Both file.pid and sqlnet.output should re-appear. You should now see all the 

files listed from 3C and the round trips should be good again and will need 

some time to catch up.

7. Once the 'Navy Cash Batch' task is done, you should either see the scenario for 3A or 3B.

a. If you see 3A now, it means that the round trip has completed on the ship and is either 

between batches or there are no new batches to process.

b. If you see 3B now, it means that the round-trip process has started but has not 

completed yet.

Password Rotation Aid for Legacy Navy Cash Versions

(NEVER use Ctrl-Alt-Del through Windows)

Follow these steps to rotate server/node passwords. NOTE: You need Internet access for password 

rotation to work, if Ship has an internet outage that will need to be resolved first. See if you can 

reach NavyCash.com from Node 1 to verify.

1. Login to Node 1.

2. Check Cluster Manager that Node 1 is in control of the cluster.

3. Ensure Node 2 is up, but not in control of the cluster (note if you are only running 1 Node due 

to a hardware/software issue, you will not be able to rotate your passwords).

4. Open Password Rotation Tool using icon on Node 1 desktop.

5. Click on Get Current Status button.

6. If the Processing bar is red, this alerts you that something needs addressed before rotation can 

take place. (Some examples are SSL errors or a notice that Node 2 is not online).

a. Open a case with CSC if an error occurs. Please include error message in your 

communication to CSC.

7. If everything connects properly, the processing status bar will be green which lets you know 

you can proceed to rotate PW. 
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8. Click Rotate Password button. This process can take a minute or so. 

9. Write down and securely store new passwords.

Case Opening Guidance

When opening a case, please include as much information as possible:

1. Any conditions leading up to Issue (power outage, network outage or upgrade etc.)

2. Results of CSC health check above

3. What device or devices are affected (1 CAD, All POS, Workstation1, Node 2 etc.)

Note: To find out what the device name for Windows devices, type cmd in start 

menu, once the Command prompt window opens, type: ‘hostname’.

4. If account issue, what account:

Server Account – nc-admin, ncinstall, ncship-admin

Workstation account to login to Windows

Disbursing application account

NavyCash.com website account

Contact CSC @ navycashcenter@frb.org or call 1-866-662-8922 with as much details as you 

can.
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Note some Ship IT’s are not familiar with Navy Cash and may be hesitant 

to assist, the following official message was sent out for guidance and still in

effect, a snippet is shown below:

FROM SPAWARSYSCEN ATLANTIC CHARLESTON SC 

R 231102Z FEB 16 NAVY CASH SHIPBOARD TECHNICAL SUPPORT UPDATE

 B. WHEN NAVY CASH ENCOUNTERS TECHNICAL ISSUES, COORDINATED SHIPWIDE EFFORT AMONG DISBURSING OFFICERS, NAVY CASH DEPUTIES, ELECTRONIC 

TECHNICIANS, AND INFORMATION TECHNICIANS IS REQUIRED TO TROUBLESHOOT, 

ISOLATE, AND CORRECT ANY PROBLEMS. IF UNABLE TO ISOLATE PROBLEMS OR 

EFFECT REPAIR, SHIP IS RESPONSIBLE FOR INITIATING A TROUBLE CALL TO NAVY 

CASH CENTRAL SUPPORT AT 866-662-8922 OR EMAIL 

NAVYCASHCENTER(AT)FRB.ORG. TECHNICAL SUPPORT PERSONNEL ASHORE PROVIDE 

TROUBLESHOOTING AND REPAIR GUIDANCE BY PHONE OR E-MAIL. DISBURSING 

OFFICER AND ELECTRONIC TECHNICIAN AND INFORMATION TECHNICIAN PERSONNEL 

SHOULD BE AVAILABLE TO DISCUSS PROBLEM AND TROUBLESHOOTING AND REPAIR 

GUIDANCE WITH TECHNICAL SUPPORT PERSONNEL. ON-SITE TECHNICAL ASSISTANCE 

IS AVAILABLE AS NEEDED, BUT ONLY AFTER DISTANCE SUPPORT EFFORTS OVER 

PHONE OR E-MAIL HAVE BEEN EXHAUSTED, OR TO SUPPORT EMERGENCY 

REQUIREMENTS FOR SYSTEMS THAT ARE AT OR NEAR COMPLETE MISSION FAILURE.
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Extended Communications Outage and Effects on Navy Cash

The ship is experiencing communications problems, and Navy Cash has not been able to complete round trips. Since Navy Cash 

does not require full-time communications support, you can continue to use your card just as you normally do to make purchases. The 

card readers in the Ship’s Store, vending machines, etc. are on-line to the Navy Cash server. You can continue to transfer funds at the 

Cashless ATM (kiosk) to your open loop or closed loop, but you should exercise caution. Until communications are restored, your funds 

transfer requests at the kiosk will not be sent to your bank or credit union to actually debit your account—if you check your bank or 

credit union account balance online, it will reflect your old balance not your new balance. In fact, any change to your Navy Cash account 

on the ship won’t be reflected ashore, and any ATM withdrawal or purchase ashore using your Navy Cash card won’t be reflected on the 

ship. 

Until communications are restored, delays in processing end-of-day batches ashore will have the following effects. 

Transfer from bank or credit union to open loop. New balance in open loop account is reflected at the kiosk immediately, and 

you can transfer funds to the closed loop at any time for use on the ship. However, the funds transferred to your open loop account won’t 

be available for use ashore until communications are restored and the ship completes the appropriate end-of-day processing between ship 

and shore. Don’t try to spend the money before it gets there. Only the funds that you staged to your open loop account before the 

communications outage began will be available for use ashore until then. 

Once communications are restored, the Navy Cash server will automatically transmit each end-of-day batch in turn until all the batches 

are sent ashore for processing. All your transfer requests will reach your bank or credit union at about the same time. If your requests 

cannot be completed because of Non-Sufficient Funds (NSF), your bank or credit union may charge a bounced-check fee. Navy Cash 

automatically presents transfer requests returned for NSF up to two more times on successive paydays. With multiple transfer requests 

returned for NSF, bounced-check fees could add up very quickly.

Transfer from open loop to closed loop or from bank or credit union to closed loop. Funds are available for use on the 

ship immediately. 

Transfer from open loop or closed loop back to bank or credit union. Funds won’t be available in your account ashore until 

communications are restored and the appropriate end-of-day processing between ship and shore is completed. 

Transfer from closed loop to open loop. Funds won’t be available for use ashore until communications are restored and the 

appropriate end-of-day processing is completed between ship and shore. 

Use of debit feature ashore. If you use your Navy Cash debit feature ashore, either to get cash at an ATM or to purchase something 

at a restaurant or store, the new balance in your open loop account will be reflected ashore immediately, but won’t be reflected on the 

ship until communications are restored and the appropriate end-of-day processing is completed between ship and shore. If you get back 

to the ship and check your open loop account balance before this processing is completed, the kiosk will show your old balance, not your 

new balance. Don’t try to spend the same money twice. If you transfer money to your closed loop based on your old balance, your open 

loop account may end up with a negative balance once all your transactions ashore and on the ship are fully processed. You won’t be 

charged a bounced-check fee, but it does represent a debt to the U.S. Treasury funds pool, and the Disbursing Officer will require you to 

make good any negative balance in your open loop account. 

PIN change. New PIN will be effective on ship immediately, but will only be effective ashore when communications are restored and 

appropriate end-of-day processing is completed between ship and shore. In the interim, the old PIN is still valid ashore. 

Split pay. Normally processed ashore and posted to your open loop account the day before payday so the funds will be available on the 

ship on payday. Split pay funds are available for use ashore as soon as they are posted to your open loop account. However, if shipboard 

communications are down on payday, the split pay information from shore can’t be received on the ship. A Navy Cash feature called 

“provisional split pay” allows individuals on split pay to continue to transfer funds on the ship from their open loop accounts to the 

closed loop. When communications are restored and the payroll information is received and posted on board ship, these open loop 

accounts will be reconciled and reflect their true balance. 

Your responsibility. A Navy Cash card is a pre-paid debit card, not a credit card. Managing your account is like managing your 

checking account. Making a purchase or obtaining funds at an ATM ashore is like writing a check. You must be sure there are funds 

available in your open loop account to cover the amount of the purchase or ATM withdrawal. You need to keep track of your 

transactions, both what you transfer to your closed loop and open loop and what you spend. This is particularly important while 

communications are down. Requesting a funds transfer when the funds are not available in your bank or credit union may be considered 

fraud. Finally, negative Navy Cash account balances that result represent a debt to the U.S. Treasury, and that debt will be collected.
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SECTION 5J –NAVY CASH TURNOVER AND 

DESKTOP GUIDE

This section contains instructions to help guide prospective 

Disbursing Officers through the turnover processes upon relief of 

the outgoing incumbent.
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Introduction

1. Purpose

The purpose of this guide is to provide a single source of references a Disbursing Officer can use to 

assist in turning over duties for Navy Cash. 

2. References to Locate

• Department of Defense Financial Management Regulation (DODFMR), Volume 5 

• COMNAVSURFOR Instruction 4400.1, Surface Force Supply Procedures (SURFSUP) 

• COMNAVAIRFOR INST 4440.2D, Air Force Supply Procedures

• NAVSUP PUB 727, Navy Cash Standard Operating Procedure (SOP) 

• NAVSUP P-485, Navy Disbursing Operations

• Field Examination Group Checklist

• Navy Cash Communications Troubleshooting Guide

3. Relief of Navy Cash Duties

3.1. Navy Cash Accountable Officer. The actions required for transferring Navy Cash 

responsibilities and custody of Navy Cash equipment are specified in Ref (s) b and c. Navy 

Cash Fleet Support Group will provide additional guidance not covered in this guide as 

necessary. 

A pre-audit and turnover checklist is available in Section 5B, Documentation Resources.

3.2. Navy Cash Relieving Letters. A sample of Letters of Authority and DD577s is available in 

Section 5B, Documentation Resources.

4. Navy Cash Internal Procedures and Controls 

4.1. The following instructions are required. A sample Navy Cash instruction is available in Section 

5B, Documentation Resources. This instruction is generic and must be tailored to your ship.

4.2. Ship’s instructions should include:

• Operating and security procedures. 

• Internal procedures and controls. 

• Custody of Navy Cash cards.

• Custody of spare POS devices and CADs. 

• Access control for Navy Cash Disbursing application. 

• Policy on ACH transfer requests returned for NSF or other reasons, to include limits on 

the number and size of returned transactions (similar to check cashing policy). 

• Policy on proper handling and safeguarding of PII in Navy Cash operations.

5. Navy Cash Turnover Tips / Requirements.
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5.1.1. Change all passwords and gain access to the following systems:

5.1.1.1. Navy Cash Secured Website. (Outgoing Disbursing Officer opens case with CSC

to create an account)

5.1.1.2. Navy Cash Disbursing Application Software (Outgoing Disbursing Officer 

provides access).

5.1.1.3. Navy Cash Server (Outgoing Disbursing Officer provides access. Operating 

system)

5.2. Locate the following:

5.2.1. The Disbursing Merchant Navy Cash card. 

5.2.2. The most recent FEG audit. 

5.2.3. Review last audit as part of turnover. Take note of all Navy Cash discrepancies or errors 

and corrective action taken. It is very important to rectify all errors before another 

inspection. Repeat items of error will result in additional deductions in your score, even 

if the initial error happened before your arrival.

5.2.4. Copies of last four quarters CVT audit reports. 

5.2.5. Review audit procedures as part of your turnover. A sample of the Navy Cash 

Verification Team checklist is available in Section 5B, Documentation Resources.

5.3. Complete a physical inventory of the following: 

5.3.1. All blank Navy Cash cards (put an entry in the Bulk Card Log). 

5.3.2. All Navy Cash equipment (utilize turnover checklist—attach copy to the relieving letter). 

5.3.3. Introduce yourself to the following people either in person, phone or email immediately 

upon reporting to your ship (personnel may rotate, but office numbers should remain the 

same). 

TYCOM Force Disbursing Phone Numbers:

SURFLANT SURFPAC

(757) 836-3174 (619) 556-5748

AIRLANT AIRPAC

(757) 445-6600 ext. 439 (619) 545-1035
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Navy Cash Fleet Support Group (NFSG) Representatives:

FLC Norfolk FLC San Diego FLC Yokosuka

Mr. Hugh Chin Mr. Andy Yager Mr. Restituto Herrera

hugh.o.chin.civ@us.navy.mil w.a.yager.civ@us.navy.mil restituto.c.herrera.civ@us.navy.mil

(757) 443-1189 Tel: (619) 556-6493 Tel: +81 (46) 816-7324 

Navy Cash Customer Service Center (CSC) 1-866-662-8922 navycashcenter@frb.org
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6. Pre-Deployment Readiness

6.1. Contact local Navy Cash FSG for pre-deployment guidance 90 days in advance of schedule 

deployment. 

6.2. The Navy Cash Pre-Deployment Checklist is available in Section 5B, Documentation 

Resources. This guide provides basic guidance in getting the Navy Cash system ready for an 

extended overseas deployment.

NAVY CASH DESKTOP GUIDE

The Checklist for Recurring Navy Cash Tasks is available in Section 5B, Documentation Resources. 

This guide provides a tool for the NCAO to monitor tasks that must be performed on a regular basis to 

properly manage Navy Cash operations. 

1. Open Daily Cash Transaction Ledger 

Each day, prepare the Daily Cash Transaction Ledger for the day’s business in the disbursing office. 

When not in use, the ledger should be kept in the safe. Use it to record all Navy Cash card monetary 

transactions in the disbursing office: 

1.1. Cash-to-chip. When a cardholder presents cash to add value to his or her chip, enter date of 

transaction in column 1 and amount of value added in column 2. 

1.2. Chip-to-cash. When a cardholder converts electronic value from his or her chip to cash, enter 

date of transaction in column 1 and amount of value subtracted in column 3, and have the 

cardholder print and sign his or her name for the amount of cash received in columns 5 and 6. A 

cardholder’s signature is required only for chip-to-cash transactions. 

1.3. Cash-to-strip. When a cardholder presents cash to add value to his or her strip (Navy Cash) 

account, enter date of transaction in column 1 and amount added in column 4.

2. Check Negative Balances 

2.1. Each day, the NCAO must review the Negative Balance Reports. If an account is negative, use

the options available to collect on that debt. See Ref (d) for additional guidance. 

3. Closing Business Each Day

3.1. Close Cash Transaction Ledger. At the end of each day, the Daily Cash Transaction Ledger for 

the day’s business in the disbursing office should be closed out. 

3.1.1.1. Total column 2; enter sum in Total Cash-to-Chip block. 

3.1.1.2. Total column 3; enter sum in Total Chip-to-Cash block. 

3.1.1.3. Total column 4; enter sum in Total Cash-to-Strip block. 

3.1.1.4. In Net Sum for Cash Transactions block, enter the difference between the sum of 

the [Total Cash-to-Chip and Total Cash-to-Strip] and the [Total Chip-to-Cash]. 
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• Difference value recorded as an increase/decrease to the DD Form 2665

Statement of Accountability.

3.1.1.5. To document the Disbursing Officer’s Navy Cash accountability each day, a copy 

of the completed Daily Cash Transaction Ledger(s) and the Disbursing 

Transactions Detail Report sorted by operator shall be retained on file with the DD 

Form 2665 

• Unused stock shall be returned to the NCAO at the end of each day or at a 

minimum once a week as specified in Deputy/Agent DD Form 577. 

• The Navy Cash Bulk Card Log contains the card numbers and name, date, 

and signature of the person to whom a working stock of Navy Cash cards 

is issued.

• The card numbers of returned cards and the name, date, and signature of 

the Disbursing Officer, or designated representative, shall be recorded on 

the Navy Cash Bulk Card Log.

3.1.1.6. DD 2665 This form must be prepared in accordance with Ref (b) for each day 

business is transacted. 

• Deputies, agents, and cashiers maintain their daily accountability on the 

DD Form 2665, Daily Agent Accountability Summary. 

• If the cash-to-chip and cash-to-strip transactions for the day were greater 

than the chip-to-cash transactions, the NCAO will enter an increase in 

cash and a decrease Navy Cash. 

• If the chip-to-cash transactions for the day were greater than the cash-tochip and cash-to-strip transactions, the NCAO will enter a decrease in cash 

and an increase in Navy Cash.

• Disbursing Agents will record the transaction on the DD 2665 as an 

increase to line 17, US Currency on Hand, and an opposite entry to line 

31, Other. 

Successful processing of the EOD batch round trip sends a series of reports to the 

ship from the shore side.

3.1.1.7. Access/Verify Server (Ship) Reports. At the end of each day, the end-of-day Merchant 

reports should be reviewed by the responsible individual. The NCAO may provide 

reports which can be printed or emailed and distributed upon request from merchant. 

See Ref (d) for sample of reports. 

Successful processing of the EOD batch on the ship generates a series of reports that 

can be accessed by clicking on the “View Reports” link on the Navy Cash application 

menu. 

• In the “Application Reports” box, click on the “Merchant Sales Summary” 

for total sales figures or the “Non-Vending Sales Report”, “MSO 
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Summary Report”, or “MSO Detail Report” for more detailed sales 

information. 

• Enter the correct start and end dates and click on the “Generate” button (In 

Navy Cash, all dates and times are recorded and reported in Greenwich 

Mean Time (GMT) (Coordinated Universal Time (UTC)). 

• Selected report is displayed for view and print. 

• Report will be displayed using WordPad software. Print in landscape 

format and 8 font.

4. EOM Closeout 

4.1.1. Procedures for Navy Cash End-Of-Month (EOM) closeout and reporting for Disbursing, 

Sales (Vending and Ship’s Store), and Food Service is available in, Section 5B, 

Documentation Resources.

• The NCAO is responsible for coordinating EOM for all Navy Cash 

operations, including collections that must be registered to a Line of 

Accounting (LOA). For example, the sale of meals in the General Mess 

and the sale of merchandise in the Ship’s Store and vending machines, and 

Marine disbursing operations (if a Marine Disbursing Officer is 

embarked). 

• Navy Cash records and reports all dates and times in Greenwich Mean 

Time (GMT).

• Navy Cash must be closed out prior to 2100Z on the 27th of each month 

(if the 27th falls on a weekend or holiday, close out the business day 

prior). 

• Each month the NCAO must coordinate with the Sales Officer, Food 

Service Officer (FSO), and Marine Disbursing Officer to establish a 

closeout date and time for the month.

• The EOM process generally begins in the Sales Division as much as five 

days before 27th of the month to accommodate the inventory of all 

vending machines.

An early start in S-2, S-3, and S-4 ensures that the Disbursing monthly returns are 

submitted on time.

4.1.2. Safe Bank Transaction. Used primarily during EOM process to reset Disbursing 

Accountability Summary Report (DASR) to zero balance for next month’s business. 

• Click on the “Safe Bank Transaction” link on the Navy Cash application 

menu. 

• Enter amount needed to zero out or balance the system and select 

appropriate “Transaction Type”—“Deposit to Safe” to add an amount and 

“Deposit to Bank” to subtract an amount. 

• Click the “Submit” button to adjust the system value. 

• All Safe Bank transactions will be identified on the DASR for that day.
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4.1.3. PMS 

• Preventive maintenance for the Navy Cash system should be performed in 

accordance with the Planned Maintenance System (PMS) schedule. PMS 

information for Navy Cash is available from the ship’s Maintenance and 

Material Management (3-M) Coordinator. 

• Maintenance Index Page (MIP) number 6541/081 series applies to Navy 

Cash 1.4.7. MIP 6541/089 applies to Navy Cash 2.0 6541/089 is No 

Maintenance Required (NMR).

• Proper cleaning of the card readers can significantly reduce the incidence 

of card readers failing to read the Navy Cash card. MRC PM27 applies to 

the Ingenico POS. MRC PM28 applies to the ITC CAD. MRC PM29 

applies to the NCR cashless ATM.

• All POS devices contain a lithium battery with an estimated life span of 

two years. The ship NCAO is responsible for replacing these batteries, 

which are available through the supply system. If the lithium battery dies 

at a time the POS device is holding transactions, those transactions will be 

lost and cannot be verified without a written log. A Maintenance 

Requirement Card (MRC) has been established.

4.1.4. Distance Support. When the Navy Cash system experiences a hardware, software, or 

communications failure, the NCAO is responsible for the initial efforts to troubleshoot, 

isolate, and correct the problem. This may require a coordinated effort from Ship Force 

and Navy Cash Technical Support (NCTS)/SAIC Personnel. 

• In general, if a device fails, the ship is responsible for installing a spare in 

its place. 

• If unable to isolate the problem or affect the necessary repair, the ship can 

contact the Navy Cash Central Support Center (CSC) for technical 

assistance. All trouble calls, whether by phone or email, must be directed 

to the CSC. The CSC will assign a case number and forward the trouble 

call to technical support as appropriate. 

• Prior to calling CSC to report hardware, software, communications, or 

operational problems, review Troubleshooting Manual and provide CSC 

with details on troubleshooting efforts.

4.1.5. Bulk Card Log. A Navy Cash Card Log shall be maintained for all Navy Cash cards 

received, issued, returned, and on hand. See Section 5B for sample of log. 

• All Navy Cash cards shall be individually counted and sequential serial 

numbers verified. An initial inventory shall be completed and recorded on 

receipt of all Permanent, Instant Issue and Navy Cash Visitor cards, even 

single cards. 

• For bulk shipments, any open or damaged container shall be inventoried 

by individual count and sequential serial numbers of the cards. 
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• All Navy Cash cards shall be inventoried at least once each calendar 

month, and an entry 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, will be retained in the disbursing 

office, and a copy given to the Cash Verification Team (CVT) as an 

attachment to their quarterly verification report.

5. Card Issue Log 

A Navy Cash Card Issue Log shall be maintained for all Navy Cash cards issued from the disbursing 

office. When a card is issued, the name and signature of the Disbursing personnel and of the card 

recipient should be recorded on the log. When a card is turned in and cancelled, the card should be 

destroyed and signature of the Disbursing personnel should be recorded on the log to document the 

destruction of the card.

6. Quarterly Verification of Cash and Other Assets

In accordance with Ref (s) a thru c, the Cash Verification Team (CVT) will perform a surprise 

verification of cash and other assets, to include Navy Cash at least once during each calendar 

quarter.