NAVSUP Publication 727 

EagleCash Financial System 

Standard Operating Procedures

EagleCash (Navy Cash) 2.0 | Part 3

Ready. Resourceful. Responsive!

March 2024

002-SOPR00
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©2024 Federal Reserve Bank of Kansas City 2

Table of Contents

Introduction...................................................................................................................................... 13

EagleCash (Navy Cash) (NC) Overview .........................................................................................................14

EagleCash (NC) System Device and Procedure Pilots....................................................................................14

Roles and Responsibilities ...........................................................................................................................14

FLEET SUPPORT GROUP (FSG) ROLES AND RESPONSIBILITIES .........................................................................14

TRAINING..........................................................................................................................................................15

EAGLECASH (NC) ROLES AND RESPONSIBILITIES ..............................................................................................18

NAVWAR ACQUISITION INTEGRATED LOGISTICS ONLINE REPOSITORY (SAILOR)............................................19

EagleCash (NC) System ................................................................................................................................19

STANDARD OPERATING PROCEDURE (SOP) MAINTENANCE AND REVIEW PROCESS ......................................19

EAGLECASH (NC) DEPENDS ON SHIP-TO-SHORE SATELLITE COMMUNICATIONS ............................................20

EAGLECASH (NC) SYSTEM MAINTENANCE....................................................................................................20

NOTIFICATIONS.................................................................................................................................................20

EAGLECASH (NC) CARDS ..............................................................................................................................21

GENERAL MESS OPERATIONS ABOARD NAVAL SHIPS...................................................................................21

Cardholder Management .................................................................................................................. 22

EAGLECASH (NC) CARDS ..............................................................................................................................22

EagleCash (NC) .................................................................................................................................................22

MASTERCARD© DEBIT.......................................................................................................................................22

CARD ISSUANCE AND INVENTORY REQUIREMENTS.........................................................................................23

CARDHOLDER AGREEMENTS – TERMS AND CONDITIONS ...............................................................................24

REPLENISHING EAGLECASH (NC) CARD STOCKS............................................................................................25

ORDER INSTANT ISSUE AND/OR CLOSED LOOP REPLENISHMENT STOCK........................................................26

MANAGEMENT OF CARDHOLDER ACCOUNTS ..............................................................................................26

CREATE NEW CARDHOLDER ACCOUNT ............................................................................................................26

SELF-ENROLLMENT...........................................................................................................................................27

CARDHOLDER PIN NUMBERS ...........................................................................................................................27

ENROLLMENT PDF FS FORM 2887 UPLOAD..................................................................................................27

SHIP-ASSIGNED SAILORS AND VISITORS...........................................................................................................27

MARINE ENROLLMENT .....................................................................................................................................28
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VISITORS, GUESTS, AND DEPENDENTS.........................................................................................................29

UPDATING LINKED EAGLECASH (NC) ACCOUNTS TO PERSONAL FINANCIAL INSTITUTIONS...........................29

TIMELINESS OF UPDATES .................................................................................................................................29

CARDHOLDER REQUESTS..................................................................................................................................29

NCAO REQUESTS...............................................................................................................................................30

ISSUING CARD REPLACEMENTS ...................................................................................................................30

HOT LIST FOR LOST, STOLEN OR DAMAGED CARDS .........................................................................................30

CLOSING AN EagleCash (NC) CARD ACCOUNT ..............................................................................................31

RESIDUAL FUNDS ON STORED VALUE CARDS (SVCs)........................................................................................31

CARD EXPIRATION AND CARD CANCELLATIONS...........................................................................................32

EMBOSSED PERMANENT OR INSTANT ISSUE CARDS........................................................................................32

CLOSED LOOP CARDS........................................................................................................................................32

EXPIRED CARDS.................................................................................................................................................33

INACTIVE ACCOUNTS...................................................................................................................................33

MONTHLY AUTOMATED TRANSFER OF DORMANT PROFILES FROM SHIP TO SHORE .....................................34

DESTRUCTION OF EAGLECASH (NC) CARDS ..................................................................................................34

DELIVERY OF CARDS ....................................................................................................................................34

CARDHOLDER TRANSACTIONS.....................................................................................................................34

HOME ACCOUNT TO OPEN OR CLOSED LOOP ACCOUNT TRANSFERS .............................................................34

USE OF CLOSED LOOP FUNDS ASHORE.............................................................................................................34

PIN CHANGES....................................................................................................................................................35

TRANSACTION HISTORY REPORT (RECEIPT) .....................................................................................................36

CARDHOLDER PURCHASES ...............................................................................................................................36

CARDHOLDER FUNDS ..................................................................................................................................37

CARD LIMITS .....................................................................................................................................................37

LOADING FUNDS...............................................................................................................................................37

REFUNDS.....................................................................................................................................................37

NEGATIVE BALANCES...................................................................................................................................38

REPRESENTMENT .............................................................................................................................................39

COLLECTION OPTIONS ......................................................................................................................................39

BLOCKING ACCESS TO FINANCIAL INSTITUTION ACCOUNTS............................................................................40

MERCHANT MANAGEMENT .............................................................................................................. 41
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MERCHANTS................................................................................................................................................41

MERCHANT ACCOUNTS ....................................................................................................................................41

CURRENCY EXCHANGE ONBOARD THE SHIP.................................................................................................42

PREPARATION...................................................................................................................................................43

CLOSEOUT.........................................................................................................................................................43

RECONCILE EAGLECASH (NC) REPORT AND VENDOR LOGS .............................................................................43

MERCHANT AO ENROLLMENT .....................................................................................................................43

AO CARDS .........................................................................................................................................................43

CARDS TURNED IN............................................................................................................................................44

MERCHANT CARDHOLDER LIMITS—AOs......................................................................................................44

CLOSED LOOP AND ACH STANDARD TRANSFER LIMITS ...................................................................................45

MERCHANT ACCOUNT MANAGEMENT ........................................................................................................46

REISSUE A GENERIC PRIVATE, STAFF, AIR WING, OR SQUADRON MERCHANT................................................46

LOA MERCHANTS..............................................................................................................................................46

CONFIRM LINKED ACCOUNT.............................................................................................................................46

MERCHANT SETTLEMENTS ...............................................................................................................................47

SETTLE ONLY TO OPEN LOOP ACCOUNT ..........................................................................................................47

OPTION TO SETTLE TO FINANCIAL INSTITUTION OR OPEN LOOP ACCOUNT ...................................................47

MERCHANT SETTLEMENT REPORTS .................................................................................................................47

MERCHANT TRANSACTIONS ........................................................................................................................47

TIMING OF SETTLEMENT TRANSACTIONS ........................................................................................................47

MERCHANT OPERATIONS MANAGEMENT ...................................................................................................48

GENERAL MESS.................................................................................................................................................48

POS CONFIGURATION.......................................................................................................................................48

SALE OF MEALS.................................................................................................................................................48

POST OFFICE................................................................................................................................................49

RETAIL OPERATIONS....................................................................................................................................50

EOM CLOSEOUT FOR RETAIL OPERATIONS ......................................................................................................50

EagleCash (NC) CIR COLLECTIONS ....................................................................................................................50

TRANSIENT MERCHANTS (VENDORS ACTIVATING MISCELLANEOUS EVENTS)...............................................52

TRANSACTION LOG...........................................................................................................................................52

CLOSEOUT DAY PRIOR TO PAYMENT................................................................................................................53
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DOWNLOAD POS .........................................................................................................................................53

RECONCILE EAGLECASH (NC) REPORT AND VENDOR LOGS .............................................................................53

DISBURSING OPERATIONS................................................................................................................. 53

ESTABLISHING THE EAGLECASH (NC) PROGRAM..........................................................................................53

NC ACCOUNTABLE OFFICER (NCAO) APPOINTMENTS......................................................................................53

INTERNAL PROCEDURES AND CONTROLS ........................................................................................................54

NC DISBURSING APPLICATION (NCDA).............................................................................................................54

MANAGEMENT OF THE EAGLECASH (NC) SYSTEM........................................................................................54

EQUIPMENT CUSTODIAL RESPONSIBILITIES .....................................................................................................54

EagleCash (NC) CARD STOCK............................................................................................................................54

EagleCash (NC) SYSTEMS MOVES.....................................................................................................................54

CUSTODY OF SPARE EQUIPMENT .....................................................................................................................55

MANAGEMENT OF EAGLECASH (NC) ACCOUNTS..........................................................................................56

EAGLECASH (NC) ACCOUNT ENROLLMENTS.....................................................................................................56

EAGLECASH (NC) NEGATIVE BALANCES............................................................................................................56

EAGLECASH (NC) ACH BLOCKS..........................................................................................................................57

EAGLECASH (NC) ACCOUNT SETTLEMENT........................................................................................................61

RECONCILIATION ..............................................................................................................................................62

EagleCash (NC) QUARTERLY CASH VERIFICATION AUDIT.................................................................................63

NC DISBURSING APPLICATION (NCDA) USERS..................................................................................................64

GUIDELINES FOR FRAUD...................................................................................................................................65

RESTITUTION ....................................................................................................................................................68

REQUESTS FOR CARDHOLDER INFORMATION .................................................................................................69

CARDHOLDERS PENDING TRANSFER OR DISCHARGE.......................................................................................70

RECURRING NCAO TASKS .................................................................................................................................70

EagleCash (NC)Support...................................................................................................................... 71

Contact Information....................................................................................................................................71

Technical Support........................................................................................................................................71

Tier 1 Support ...................................................................................................................................................71

Tier 2/3 Support................................................................................................................................................72

Tier 3 Onsite Support........................................................................................................................................72

REMOTE ACCESS With GoToAssist (GTA) .....................................................................................................73
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ONSITE TECHNICAL ASSISTANCE ..................................................................................................................73

POWER/COMMS OUTAGE CONTINGENCY OPERATIONS ..............................................................................73

LONG-TERM OUTAGE ..................................................................................................................................74

CASUALTY REPORTING ................................................................................................................................74

Documentation Resources ................................................................................................................ 75

Correspondence/Templates ........................................................................................................................75

Sample EagleCash (NC) Equipment Transfer Letters........................................................................................75

Checklists..........................................................................................................................................................91

Reports .............................................................................................................................................................97

Forms..............................................................................................................................................................112

Logs, Ledgers, and Rosters .............................................................................................................................124

EagleCash (NC) References.............................................................................................................. 142

EagleCash (NC) RELATED PUBLICATIONS....................................................................................................142

GLOSSARY AND ACRONYMS ......................................................................................................................142

Codes and Descriptions .............................................................................................................................145

ACH Return .....................................................................................................................................................145

ACH Notifications ...........................................................................................................................................146

Deposited Item (Check) Return Reasons.........................................................................................................147

Devices and Software USER GUIDE.................................................................................................. 148

Devices......................................................................................................................................................148

Software ...................................................................................................................................................148

EagleCash 2.0 (NC) Application ......................................................................................................................148

POS Device ................................................................................................................................................149

EagleCash (NC) Server (Tablet) Initial Connection.........................................................................................152

CAD (BEZEL8-S CAD) .......................................................................................................................................152

CAD ................................................................................................................................................. 153

Welcome Screen ........................................................................................................................................153

Normal Operation ......................................................................................................................................153

CAD Out of Service Errors...........................................................................................................................155

EAGLECASH 2.0 (NC) APPLICATION USER GUIDE.............................................................................. 157

KIOSK ........................................................................................................................................................157

Transfer Money ..............................................................................................................................................158
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Pay a Merchant ..............................................................................................................................................158

View Balances/Transactions...........................................................................................................................158

Change PIN .....................................................................................................................................................158

Customer Service ......................................................................................................................................159

Login ...............................................................................................................................................................159

Customer Service Menu..................................................................................................................................160

Daily Cash Transaction Ledger .......................................................................................................................164

Refunds...........................................................................................................................................................166

Payment..........................................................................................................................................................167

Split Pay ..........................................................................................................................................................167

Merchants and Events....................................................................................................................................167

EOM................................................................................................................................................................167

Events .............................................................................................................................................................170

Bulk Refund.....................................................................................................................................................170

EOB .................................................................................................................................................................171

Utilities............................................................................................................................................................171

Safe Bank........................................................................................................................................................172

EagleCash (NC) SOP .......................................................................................................................................172

Break Glass Account.......................................................................................................................................172

View Logs........................................................................................................................................................172

Card Maintenance ..........................................................................................................................................173

Card Issuance..................................................................................................................................................175

Reports .....................................................................................................................................................179

Transaction Reports........................................................................................................................................180

Merchant Settlement Reports........................................................................................................................180

Reconciliation Reports....................................................................................................................................180

Print Reports...................................................................................................................................................181

Review Reports...............................................................................................................................................181

Negative Balances..........................................................................................................................................181

User Management.....................................................................................................................................182

SHIP ROLES .....................................................................................................................................................183

Device Management .................................................................................................................................184
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Registration ....................................................................................................................................................184

Configurations................................................................................................................................................185

POS Configuration ..........................................................................................................................................185

CAD Configuration..........................................................................................................................................186

Remove a Device ............................................................................................................................................186

NCAO Procedures......................................................................................................................................186

Correcting Unmatched Closed Loop-to-Closed Loop Transactions.................................................................186

Restoring Value to a Closed Loop Card...........................................................................................................187

Before Cardholders Leave The Ship For A Pending Transfer Or Discharge.....................................................188

Communications Troubleshooting..................................................................................................................196

Installation Alerts: Installing IAVA and Other Software Patches....................................................................198

EagleCash (NC) System Administration Password Control.............................................................................200

tabletEagleCash (NC) Merchants, Vendors, and Foreign Concessionaires.....................................................200

Outages Support Guidance........................................................................................................................205

Long-Term Outages........................................................................................................................................206

EagleCash (NC) Web Application User Guide ................................................................................... 207

DISBURSING LOGIN ...................................................................................................................................207

SET SECURITY QUESTIONS .........................................................................................................................208

CHANGE PASSWORD .................................................................................................................................209

PROFILES ...................................................................................................................................................210

CARDHOLDER ACCOUNTS..........................................................................................................................211

CARDHOLDER TRANSACTION HISTORY ......................................................................................................212

CARDHOLDER ACH FUNDING.....................................................................................................................213

CARDHOLDER PERSONAL...........................................................................................................................214

CARDHOLDER LOCATION...........................................................................................................................215

OPEN LOOP HISTORY.................................................................................................................................215

CLOSED LOOP/VISITOR CARDS...................................................................................................................216

VISITOR/CLOSED LOOP CARD ACCOUNTS ..................................................................................................217

BULK TRANSFERS SCREEN (MARINES ONLY)...............................................................................................218

ACTIVATE OR SUSPEND MARINE ACCOUNTS IN BULK ...................................................................................218

SHIP PROFILES ...........................................................................................................................................219

SHIP MERCHANTS......................................................................................................................................220
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SHIP CONTACTS.........................................................................................................................................221

ROSTER .....................................................................................................................................................222

MERCHANT PROFILES ................................................................................................................................223

MERCHANT ACCOUNT INFORMATION.......................................................................................................224

Private Merchants.....................................................................................................................................224

LOA Merchants..........................................................................................................................................224

Transient Merchants .................................................................................................................................224

MERCHANT ACCOUNTS .............................................................................................................................225

MERCHANT ACH FUNDING ........................................................................................................................226

MERCHANT SETTLEMENT ..........................................................................................................................227

MERCHANT OPEN LOOP HISTORY..............................................................................................................228

MERCHANT FS FORM 2888 ........................................................................................................................228

REPORTS ...................................................................................................................................................229

SHIP REPORTS.................................................................................................................................................229

CHANGE EAGLECASH (NC) SERVICE CENTER ACCOUNT INFORMATION.......................................................230

CHANGE PASSWORD ......................................................................................................................................230

CHANGE SECURITY QUESTIONS......................................................................................................................231

LOGOUT ....................................................................................................................................................231

EAGLECASH (NC) WITHOUT AN NCAO (DDG 1000 CLASS)................................................................ 232

NO CASH, CHECKS, OR OTHER NEGOTIABLE INSTRUMENTS .......................................................................232

FUNDING EAGLECASH (NC) CARDS.................................................................................................................232

EOM PROCEDURES .........................................................................................................................................232

COLLECT ON NEGATIVE EAGLECASH (NC) BALANCES.....................................................................................233

DISTRIBUTION OF SHIP’S STORE PROFITS TO MWR .......................................................................................234

COLLECTING PAYMENTS USING NEXCOM SHIPS STORE SPECIAL EVENT CREDIT CARD PROGRAM...............234

EagleCash (NC) Barge Move User Guide .......................................................................................... 235

Overview...................................................................................................................................................235

Coordinate with Barge Managers ..............................................................................................................235

Relocate EagleCash (NC) Equipment..........................................................................................................236

Request a Case Number .................................................................................................................................236

Ensure EagleCash (NC) is Fully Operational ................................................................................................236

Vending Machines.....................................................................................................................................236
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Ship-to-Barge Checklist..............................................................................................................................237

CHECKLIST FOR MOVING EAGLECASH (NC) ................................................................................................238

Move Back to Ship.....................................................................................................................................239

Ship-to-Barge Overview..................................................................................................................................239

EagleCash (NC) Communications Troubleshooting Guide ................................................................ 240

3–5 Days ...................................................................................................................................................240

NCTS Review for Ship Logs..............................................................................................................................240

EagleCash (NC) Communications Troubleshooting Guide..............................................................................240

5–7 Days ...................................................................................................................................................240

POD Note to Notify Crew................................................................................................................................240

Troubleshoot, Identify, Resolve ......................................................................................................................241

7–14 Days..................................................................................................................................................241

Troubleshoot, Identify, Resolve ......................................................................................................................241

14–30 Days................................................................................................................................................241

Underway Communications Challenges.........................................................................................................241

Communications Setup Options .....................................................................................................................241

Mitigation Procedures....................................................................................................................................242

30+ Days ...................................................................................................................................................244

Notify Senior Management/Commands ........................................................................................................244

Consider Canceling Automatic Representment Process.................................................................................245

EagleCash (NC) Turnover and Desktop Guide .................................................................................. 246

Introduction ..............................................................................................................................................246

Purpose.....................................................................................................................................................246

References to Locate .................................................................................................................................246

Relief of EagleCash (NC) Duties..................................................................................................................246

NCAO ..............................................................................................................................................................246

EagleCash (NC) Relieving Letters....................................................................................................................246

EagleCash (NC) Internal Procedures and Controls......................................................................................247

EagleCash (NC) Turnover Tips/Requirements.............................................................................................247

EagleCash (NC) Desktop Guide ........................................................................................................ 249

Open Daily Cash Transaction Ledger..........................................................................................................249

Cash-to-Closed Loop .......................................................................................................................................249
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Closed Loop-to-cash .......................................................................................................................................249

Cash-to-Open Loop .........................................................................................................................................249

Check Negative Balances...........................................................................................................................249

Closing Business Each Day .........................................................................................................................249

Close Cash Transaction Ledger.......................................................................................................................249

EOM Closeout ...........................................................................................................................................251

Safe Bank Transaction ....................................................................................................................................251

Distance Support ............................................................................................................................................251

Bulk Card Log..................................................................................................................................................252

Card Issue Log ...........................................................................................................................................252

Quarterly Verification of Cash and Other Assets........................................................................................252

Revision History .............................................................................................................................. 253
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List of Figures

Figure 1: EagleCash (NC) Core Business Process Flow........................................................................................ 14

List of Tables

Table 1: Types of Plastic Cards........................................................................................................................... 21

Table 2: Card Stock Reorder Points................................................................................................................... 25

Table 3: Cards/Forms Prescribed by Guest Type............................................................................................... 29

Table 4: Guidelines for Negative Navy/Marine Cash Open Loop Account Balances......................................... 38

Table 5: EagleCash (NC) Merchant List.............................................................................................................. 42

Table 6: AO Standard Card Limits...................................................................................................................... 45

Table 7: Negative Balance Collection Options................................................................................................... 57

Table 8: Guidelines for Negative EagleCash (NC) Open Loop Account Balances .............................................. 59

Table 9: Summary of ACH Decline Counts......................................................................................................... 60

Table 10: Summary of EagleCash (NC) Transactions........................................................................................... 66

Table 11: Summary of Cardholder Actions.......................................................................................................... 67

Table 12: Remote Support with GTA................................................................................................................... 73

Table 13: Pre-Deployment and Post-Deployment Service Call Checklist............................................................ 91

Table 14: Checklist for Recurring NC Tasks.......................................................................................................... 92

Table 15: NC Pre-Audit/Turnover Checklist......................................................................................................... 94

Table 16: Cash Verification Team (CVT) NC Checklist.......................................................................................... 95

Table 17: Sample Foreign Concessionaire Sales Reconciliation Form............................................................... 112

Table 18: EagleCash (NC) Daily Cash Transaction Ledger.................................................................................. 165

Table 19: Outage Guidance ............................................................................................................................... 205

Table 20: Barge Configuration – YRBM(L) ......................................................................................................... 235

Table 21: Barge Listing....................................................................................................................................... 237

Table 22: Revision History ................................................................................................................................. 253
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INTRODUCTION 

This Standard Operating Procedure (SOP) is a guide for the EagleCash (Navy Cash) (NC) 2.0 program and 

includes:

• Stakeholder roles and responsibilities

• EagleCash (NC) equipment

• The different card types

• Maintenance 

• Policies for daily operations

• Procedures on how to use the program (all versions)

• Guidance for operating and troubleshooting various parts of the system

• Support contact information

For more Information on the:

• 2.0 installation (including upgrades) and integration of EagleCash (NC): Refer to the Navy Cash 

Runbook.

• v1.4.7x topics: Refer to the Navy Cash Financial System Standard Operating Procedure v1.4.7x

document release, September 2023.

The audience for this SOP is as follows:

• Primary audience: The direct operator(s) of the EagleCash (NC) system. 

• Secondary audience: The surrounding community of experts to train, troubleshoot, and audit the use of 

the system. 

The Naval Supply (NAVSUP) Systems Command-EagleCash (NC) Program Office (NAVSUP N4 is responsible for 

this SOP. This SOP:

• Is effective throughout the life of the EagleCash (NC) Financial System, or as long as the system remains 

installed on U.S. Navy ships. 

• Has been assigned NAVSUP publication number 727. 

• Will be reviewed at least semi-annually by the EagleCash (NC) Program Office and revised on an asneeded basis.

Lessons learned and program changes are incorporated using the EagleCash (NC) SOP’s Change Notices and 

EagleCash (NC) Flash on a continuing basis.
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EAGLECASH (NAVY CASH) (NC) OVERVIEW

The EagleCash (NC) program is a joint undertaking between the Department of the Navy and the Bureau of the 

Fiscal Service (BFS) to provide a solution to significantly reduce cash from various environments. This project is 

accomplished by the provision of prepaid Stored Value Cards (SVCs) and supporting systems to issue, fund, 

spend, and settle funds used in the program without additional charge to cardholders.

These cards combine an electronic closed loop within the EagleCash (NC) system and Mastercard® debit open

loop. This method provides a cashless environment within the ship, while also being accepted at 23+ million 

Mastercard acceptance locations and 2+ million ATMs in over 210 countries and territories worldwide. 

Cardholders can:

• Fund their EagleCash (NC) cards through Automated Clearing House (ACH), SplitPay, debit networks, and 

cash. 

• Spend funds at Point-of-Sale (POS) terminals and vending at locations across the ship.

• Spend only the value they have on the card.

Figure 1: EagleCash (NC) Core Business Process Flow

EAGLECASH (NC) SYSTEM DEVICE AND PROCEDURE PILOTS

At times, there may be advancements in technology that allow for upgrades of EagleCash (NC) procedures, 

hardware, or software. During these pilots, an NC Accountable Official (NCAO) may have increased 

responsibilities for communication with development or pilot stakeholders. On occasion, NCAOs may be 

requested to participate in user acceptance and testing activities.

ROLES AND RESPONSIBILITIES

FLEET SUPPORT GROUP (FSG) ROLES AND RESPONSIBILITIES

The primary mission of the EagleCash (NC) Fleet Support Groups (FSGs) is to provide training, and assistance for 

EagleCash (NC) and disbursing operations on board the ships in their areas of responsibility. The FSGs are 

located at the Fleet Logistics Centers (FLCs) in Norfolk, San Diego, and Yokosuka. The FSG representatives also 

provide support to EagleCash (NC) system installations and upgrades, acting as the Government’s onsite

coordinator for the EagleCash (NC) program. For a list of FSG contacts, see Assistance and Support.

General Fleet Support

Provide EagleCash (NC) training and assistance to ships as needed; covering fiscal issues, and general operability, 

maintenance, upkeep, and troubleshooting of EagleCash (NC) equipment.
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Onsite Support

The onsite Support team provides onsite:

• EagleCash (NC), disbursing, and fiscal support as required.

• Assistance with out-of-balance conditions and troubleshooting.

• Advice and conducts training as needed.

TRAINING

Basic and integrated training is done as needed on EagleCash (NC), disbursing, fiscal issues, and general 

operability, maintenance, and upkeep of EagleCash (NC) equipment.

End-of-Month (EOM) Closeouts

• Assist ships with monthly End-of-Month (EOM) closeouts.

• Coordinate with the Treasury Agent settlement group to confirm 100% of ships have closed out each 

accounting period.

Site Visits

Conduct quarterly site visits to ships in areas not serviced by local representatives, provide training and 

assistance to ships as needed.

Assist With Open Trouble Calls

• When requested, work with ships to have open trouble calls resolved as quickly as possible.

• Coordinate with NAVSUP and NC Technical Support (NCTS) to identify higher-priority issues and reprioritize trouble calls as necessary.

• Coordinate with NCTS and field support contractor to assist ships with distance-support efforts to 

troubleshooting and resolve hardware, software, and communications issues.

Certifying Officer

Act as a Certifying Officer for collections of debts associated with negative, open loop account balances.

Pre-Deployment Briefings

Provide EagleCash (NC) pre-deployment briefings that cover the unique situations specific to ships in a deployed 

status by:

• Addressing any questions and concerns from the ships.

• Ensuring that a pre-deployment service call is a part of each ship’s pre-deployment checklist. Predeployment service calls, provided by the EagleCash (NC) field support contractor, include shipboard 

verification of system hardware, software, communications, operations, documentation, spares, and 

ship-specific training.

Post-Deployment Assist Visit

Assist ships returning from deployment, and address any unresolved EagleCash (NC) issues.
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Provide Training for Marine Corps and Support for Military Sealift Command (MSC)

Provide training as needed for Marine Disbursing personnel embarking on Navy ships equipped with EagleCash 

(NC), including:

• Hands-on training prior to deployment.

• Support for Military Sealift Command (MSC) ships equipped with EagleCash (NC).

Basic Qualification Course (BQC) Training

Provide EagleCash (NC) EOM closeout and Fiscal training for the Supply Corps Officer Basic Qualification Course 

(BQC) at the Navy Supply Corps School (NSCS), Newport, RI.

Refresher Training

Coordinate and conduct EagleCash (NC) refresher training courses in conjunction with field support contractor at 

Fleet concentration areas on a regular basis.

Training Support Centers

Provide EagleCash (NC) training at Training Support Centers and Detachments in their areas of responsibility.

Deposit-in-Transit (DIT) Variances

Assist the Defense Financial and Accounting Service (DFAS), Treasury, and ships in resolving Deposit-in-Transit 

(DIT) variances.

Installation Support

Provide support as required for new EagleCash (NC) installations, technical refresh, and other upgrade 

installations for existing EagleCash (NC) systems.

Onsite Installation Coordinator (OSIC)

• Coordinate with and monitor the Alteration Installation Team (AIT) contractor to ensure all:

– Steps in the AIT process are complete.

– Contract requirements are fulfilled and compliant with written quality procedures.

• Participate in daily and weekly production and progress meetings as required.

Quality Assurance

Maintain competency in the AIT Manager’s Quality Assurance Program (AMQAP) to ensure AIT contractor 

compliance with technical and quality requirements for all work conducted on EagleCash (NC) systems.

Preinstallation Support

• Provide executive-level overview briefings on the EagleCash (NC) program and preinstallation planning 

briefings as required.

• Participate in advance planning meetings as required with the AIT contractor and shipyard.
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Regional Maintenance and Modernization Coordination Office (RMMCO) Check-In

Participate in AIT contractor check-in through Regional Maintenance and Modernization Coordination Office 

(RMMCO), which allows AIT contractor to perform work.

Orientation and Enrollment Training

For new EagleCash (NC) installations and reinstallations, coordinate and conduct EagleCash (NC) orientation and 

enrollment training in conjunction with the AIT contractor:

• Collect and process enrollment forms prior to the EagleCash (NC) Go-Live.

• Coordinate with the ship to generate a chart of accounts to collect banking information needed to 

establish EagleCash (NC) merchants prior to the Go-Live on a ship.

Functional Training

• Coordinate functional training with the Field Support Contractor the week prior to the Go-Live for 

EagleCash (NC) operators.

• Participate in On-the-Job Training (OJT) after the EagleCash (NC) Go-Live to provide hands-on training, 

particularly for EOM closeout support.

RMMCO Checkout

Participate in the AIT contractor’s Out-Brief and Installation Sign Off through RMMCO.

Barge Moves

When ships need to move EagleCash (NC) equipment to a barge during an availability, provide assistance to 

coordinate the:

• Requirement with the barge managers for ship-to-barge moves.

• Barge-to-ship moves with the EagleCash (NC) field support contractor as necessary.

Homeport Changes

Assist ships preparing for homeport changes.

Decommissioning Ships

Coordinate support as required for ships decommissioning, which includes the following:

• Shutdown of EagleCash (NC) operations

• Financial closeout

• Suspension of cardholder and merchant EagleCash (NC) accounts

• Removal and disposition of EagleCash (NC) equipment

Disbursing Technical Advisors

Serve as Disbursing technical advisors to the NAVSUP.
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EAGLECASH (NC) ROLES AND RESPONSIBILITIES

NC ACCOUNTABLE OFFICIALS (NCAOs): APPOINTMENT VIA 577

NCAO

The NCAO duties and responsibilities are guided by the NC Manager (NCM)/Disbursing Operations. The NCAO 

will retain the flexibility to receive cash and checks under certain circumstances. When collecting or disbursing 

cash, the existing cash-based disbursing processes and procedures remain in effect.

On most ships equipped with EagleCash (NC), an NCAO is appointed. In this SOP, the term “NCAO” also refers to 

the properly authorized and appointed representatives (e.g., Disbursing Agents, the Deputy NCAO, or the 

EagleCash (NC) Deputy), primarily in their roles as EagleCash (NC) Accountable Officials (AOs) responsible for the 

operation and maintenance of the EagleCash (NC) system.

Because EagleCash (NC) is a financial system and the handling of public and private funds is inherent, a DD Form 

577, Appointment/Termination Record—Authorized Signature shall be signed by the Commanding Officer (CO) 

appointing the NCAO, or other responsible individual, such as the NCAO. This appointment delineates what the 

NCAO‘s accountability and responsibilities include (refer to the Department of Defense Financial Management 

Regulation, Volume 5, Chapters 2 and 10).

The NCAO must ensure that the EagleCash (NC) Deputy:

• Is completely trained on EagleCash (NC) operations and able to fully cover during any absences. 

• Has the knowledge and ability to resolve any EagleCash (NC) technical and/or financial issues that may 

arise. 

• Can recruit the assistance of the ship’s IT personnel for technical issues as needed. 

• Maintain the subsequent DD Form 577s from the NCAO to their deputy, agents, or cashiers (see sample 

DD Form 577s in Documentation Resources).

EagleCash (NC) DEPUTY

The NCAO must appoint an EagleCash (NC) Deputy. The EagleCash (NC) Deputy must be available to perform the 

duties of the NCAO when the NCAO is unavailable (e.g., attending training class, on leave, or on Temporary 

Additional Duty (TAD)), primarily to operate and manage the EagleCash (NC) program and system on the ship. A 

DD Form 577 shall be signed by the NCAO to the responsible individual as the EagleCash (NC) Deputy, 

delineating what their responsibilities include. Training for the EagleCash (NC) Deputy is available upon request 

from the FSGs.

NCAO DUTIES AND RESPONSIBILITIES GUIDED BY DISBURSING OPERATIONS

The NCAO will retain the flexibility to receive cash under certain circumstances. When collecting or disbursing 

cash, the existing cash-based disbursing processes and procedures remain in effect.

NCAO RESOURCES

EagleCash (NC) SOPs, troubleshooting guidance, functional /system training, supporting documentation, and 

“how-to” maintenance videos, are available online at https://fiscal.treasury.gov/navy-cash/. SAIC (an EagleCash 

(NC) contractor) provides a 3-day refresher training in Fleet concentration areas periodically. Contact the 

appropriate EagleCash (NC) FSG at NAVSUP FLC Norfolk, San Diego, or Yokosuka for refresher training 

information and schedule.
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AUTHORIZED MERCHANTS

During the initial installation of EagleCash (NC) aboard ship, and based upon the ship’s class, a chart of accounts 

is used to establish the appropriate merchant accounts used to manage transactions aboard ship. EagleCash 

(NC) merchants are established as part of the process of implementing EagleCash (NC) on board the ship. The 

merchant uses a local financial institution checking account set up in the name of the ship’s merchant account to 

manage operating funds. The merchant provides the Treasury Agent with a checking account number and ABA 

Routing number, the account name printed on the checks (e.g., USS Neversail Merchant Fund), and whether the 

checking account is a business or consumer account. PNC Bank (PNC) can then transfer funds to the merchant 

checking account and the merchant closed loop and open loop accounts whenever the merchant directs a funds 

transfer. All transactions involving funds on NCAO cards shall be reported in appropriate accountability 

statements in accordance with applicable regulations, policies, and procedures. Merchant account management 

procedures are detailed in Merchant Management.

DEPOSITS

CASH TO EAGLECASH (NC) CARD 

As required, the merchant presents cash to the Deputy Disbursing Office for deposit. The NCAO accepts the cash 

from the merchant and executes the cash deposit to the merchant’s closed loop account via the Funds Transfer 

to Chip transaction screen.

Note: Cash to open loop transactions should not be done for any merchant.

END-OF-BUSINESS (EOB) DAY PROCEDURE 

The merchant should review all closed loop, open loop, and settlements via the EagleCash (NC) website. 

NAVWAR ACQUISITION INTEGRATED LOGISTICS ONLINE REPOSITORY (SAILOR)

EagleCash (NC) technical system documentation can be found on SAILOR. SAILOR 2.1 is designed to deploy 

critical logistics, configuration, and technical documentation and provide a single location to obtain systems 

support information for programs of record, including EagleCash (NC). NCAOs should let the ship’s ITs 

supporting EagleCash (NC) operations know that they can find configuration and troubleshooting documents, 

ACAS scanning instructions, HBSS Policy Layout Guides (PLGs), and other supporting documents for the 

EagleCash (NC) system on SAILOR 2.1. The link for SAILOR 2.1 is https://sailor.navy.mil (use DoD ID PKI 

certificate).

EAGLECASH (NC) SYSTEM

STANDARD OPERATING PROCEDURE (SOP) MAINTENANCE AND REVIEW PROCESS

Naval Supply Systems Command, NC Program Office (NAVSUP N4) is responsible for this SOP. This SOP is 

effective throughout the life of the EagleCash (NC) Financial System or as long as the system remains installed on 

U.S. Navy ships. The EagleCash (NC) Financial System SOP has been assigned NAVSUP Publication Number 727. 

This SOP will be reviewed at least semi-annually by the EagleCash (NC) Program Office and FLCs and revised on 

an as-needed basis. Lessons learned and program changes are incorporated using EagleCash (NC) SOP Change 

Notices and EagleCash (NC) Flash on a continuing basis.
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EAGLECASH (NC) DEPENDS ON SHIP-TO-SHORE SATELLITE COMMUNICATIONS

EagleCash 2.0 (NC) was designed to send transactions to shore whenever communications are available.

Transactions are stored on ship until the shore has confirmed receipt of the transaction. Communication is 

ongoing as long as the network is up. When there is no communication with the shore all transactions are stored 

on ship until communications has been re-established.

TRANSACTION DATES AND TIMES

In EagleCash (NC), all transaction 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 EagleCash (NC) tablet as 

changes may cause errors and delays in End-of-Day (EOD) processing. These errors can only be resolved through 

manual intervention guided by technical support personnel ashore.

EAGLECASH (NC) SYSTEM MAINTENANCE

NOTIFICATIONS

The EagleCash (NC) Team distributes two types of bulletins to inform cardholders and NCAOs of planned 

maintenance or operations issues. These bulletins identify the specific audience, define a topic, the effective 

dates of impact and summarize the impacts of affected users:

Planned

Outage bulletins are normally issued within 72 hours of scheduled downtime to perform infrastructure 

upgrades, maintenance, or security updates.

Unplanned

Outage bulletins are issued after the EagleCash (NC) Customer Support team detects impacts reported from 

multiple ships. These Operations Impact Alert bulletins contain a described of the reported impacts, the 

stakeholders involved in troubleshooting and an estimated timeframe for resolution if known.
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EAGLECASH (NC) CARDS

The EagleCash (NC) program issues a number of cards depending on the environment and version of the system. 

Each version of the card is only accepted with the matching version of the system. An easy way to differentiate 

between the versions of the EagleCash (NC) branded card is the white anchor in the upper-left of the front of 

the card. 

If a cardholder visits a location with a different version of the system, the card must be cancelled and a new card 

must be issued with the correct system version. This requirement also applies to EagleCash (NC) and EZpay 

cardholders from basic training and Littoral Combat Ships (LCS).

Table 1: Types of Plastic Cards

Accepted  Not Accepted

EagleCash (NC) 2.0 NC 1.4.7.x EagleCash and EZpay

GENERAL MESS OPERATIONS ABOARD NAVAL SHIPS

Aboard the Navy LCS class ship, there are no retail operations. there are also no merchants other than food 

service. Cardholders are issued an EagleCash card and only fund these cards using the EagleCash laptop. These 

cards cannot be funded using cash or check.

 
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CARDHOLDER MANAGEMENT 

This section covers the enrollment process and describes how the issuance of and the creation of new accounts. 

Also covered is card inventory, loading of funds, management of negative balances, and support of guests and 

visitors.

EAGLECASH (NC) CARDS

EagleCash (NC) cards provide the ability to operate in both the closed loop, offline environment aboard ship and 

the open loop, online environment ashore.

EAGLECASH (NC)

The stored value on an EagleCash (NC) card is used for purchases aboard ship. EagleCash (NC) closed loop can 

only be used on board ship, but it can be used on any ship equipped with the EagleCash (NC) system.

MASTERCARD© DEBIT

The stored value on an EagleCash (NC) 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. All EagleCash (NC) cards in the custody 

of the NCAO shall be safeguarded like blank Treasury checks prescribed in DoD FMR, Volume 5, Chapter 7.

INSTANT ISSUE EAGLECASH (NC) CARDS

Instant issue cards combine the EagleCash (NC) (closed loop) and Mastercard debit (open loop) capabilities and 

can be used both on and off the ship. Instant issue cards are embossed with NAVY CARDHOLDER and a Debit 

Mastercard card number. Instant issue cards are issued on the ship to personnel newly enrolling in EagleCash 

(NC) and as replacements for lost, stolen, damaged, or expiring cards. Issued on the spot, instant issue cards 

provide individuals access to all EagleCash (NC) capabilities. Newly enrolled members will have access upon

successful issuance or activation of the card. For example, cardholders can transfer funds at the Cashless ATM, 

also known as the EagleCash (NC) kiosk or kiosk, on the ship to the closed loop or open loop account from a U.S. 

financial institution account ashore and can access funds in the closed loop account at ATMs ashore or to pay for 

purchases at retail locations ashore.

Instant issue card should be issued to Active Duty, Government Civilians, and Merchants.

CLOSED LOOP EAGLECASH (NC) CARDS

Closed loop cards can only be used onboard the ship. Closed loop cards may be used to pay for purchases on any 

ship equipped with EagleCash (NC), and value can be added at the Disbursing Office on any EagleCash (NC) ship.

EagleCash (NC) closed loop cards will be limited to one-time visitors and foreign nationals who are not 

authorized a regular EagleCash (NC) account/card. 

Contractors are also issued closed loop cards. Unlike Foreign Nationals, contractors are allowed to link a bank 

account and fund the closed loop with ACH transfers.
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When a ship expects a high volume of visitors or transient personnel, contact the appropriate FLC. Specific 

requirements will be handled on a case-by-case basis so that the ship’s inventory of EagleCash (NC) cards is not 

depleted. 

EMBOSSED PERMANENT EAGLECASH (NC) CARDS

Generally, embossed permanent EagleCash (NC) cards are only issued as a part of bulk enrollment when 

EagleCash (NC) is initially implemented on a ship. Embossed permanent cards also combine the closed- and 

open loop capabilities. Embossed permanent cards are embossed with the cardholder’s name and a debit 

Mastercard card number. Produced individually at the card manufacturing facility, they must be delivered to the 

individual on the ship after they are produced. EagleCash 2.0 (NC) does not support ordering Embossed cards for 

Merchants.

CARD ISSUANCE AND INVENTORY REQUIREMENTS

The NCAO is responsible for maintaining a stock of EagleCash (NC) cards. EagleCash (NC) cards shall be 

safeguarded in accordance with the procedures for blank Treasury checks prescribed in DoD FMR, Volume 5, 

Chapter 10. The NCAO may delegate the responsibility for custody of EagleCash (NC) cards to a designated 

agent. All card actions taken must be annotated on either the Bulk EagleCash (NC) Card Log or the EagleCash 

(NC) Card Issue Log. NCAOS must ensure rotation of card stock to ensure oldest cards are issued first.

BULK EAGLECASH (NC) CARD LOG

Maintaining this log is mandatory. This card log contains the EagleCash (NC) card numbers, date, and signature 

of the person to whom a working stock of EagleCash (NC) cards is issued. A sample log is included in 

Documentation Resources. Unused working stock shall be returned to the NCAO or designated representative at 

least monthly for audit. Record return of unused working stock and results of audit/inventory on Bulk Card Log.

All EagleCash (NC) cards shall be accounted for.

INITIAL INVENTORY

An initial inventory shall be completed and recorded using the Bulk EagleCash (NC) Card Log upon receipt of all 

instant issue, embossed permanent, closed loop EagleCash (NC) cards, and even single cards. For bulk 

shipments, any open container shall be inventoried by individual count and sequential serial numbers of the 

cards. All damaged containers, or those bearing evidence of having been tampered with, shall be opened and 

inventoried.

MONTHLY INVENTORY

All EagleCash (NC) cards shall be inventoried at least once each calendar month, and an entry shall be made in 

the Bulk EagleCash (NC) 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 Cash Verification Team (CVT) as an attachment to their quarterly cash verification report. At 

least once during each calendar quarter, the CVT shall conduct a surprise verification of EagleCash (NC) cards to 

include cards received, issued, returned, and on hand.
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EAGLECASH (NC) CARD ISSUE LOG

A separate Card Issue Log shall be maintained for all EagleCash (NC) cards issued from the NCAO. The log 

contains the last four digits of the card number for instant issue and embossed permanent cards. The log also 

must show the entire card sequence number for closed loop cards, name and last four digits of the SSN of the 

cardholder, issue date, signature of the recipient, date returned for closed loop, instant issue, and embossed 

permanent EagleCash (NC) cards, and the name and signature of the issuer. The Card Issue Log also contains 

columns to document destruction of a card when a card is returned or canceled. The NCAO is responsible for 

ensuring a cardholder signs the card issue log to document the destruction of a card. A sample log is included in 

Documentation Resources. The EagleCash (NC) Card Issue Log shall be handled in accordance with the 

requirements for sensitive personal data and MUST be maintained at least five years prior to destruction.

NAVY CARDHOLDER ISSUED CARD REPORT

1. A report can be generated for instant issue cards issued through the NC Disbursing Application (NCDA) 

at any time by clicking the View Reports link > Navy Cardholder Issued Card Report in the Operations 

Reports window.

2. Fill out start and end dates for the inclusive period and click on the Generate button.

The Navy Cardholder Issued Card Report provides a list sorted by operator ID, the last four digits of the 

card numbers, name, last four digits of the SSN of the cardholders, and issue dates for any cards issued 

during the period.

CARDHOLDER AGREEMENTS – TERMS AND CONDITIONS

The EagleCash (NC), and NC Closed Loop Card Cardholder Agreement is a key part of the EagleCash (NC)

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 the 

use of the EagleCash (NC) card and provides information about cardholder rights, responsibilities, and liabilities.

The Cardholder Agreement is included in the envelope with every EagleCash (NC) and Closed loop card. The 

NCAO must ensure each cardholder is aware of and receives a copy of the Cardholder Agreement whenever new 

or replacement EagleCash (NC) cards or EagleCash (NC) closed loop cards are issued at the Disbursing Office. A 

copy of the Cardholder Agreement is available on the U.S. Department of the Treasury, BFS, EagleCash (NC)

resource website (https://fiscal.treasury.gov/navy-cash/resources.html#cardholder).

CARD ACTIVATION FOR EMBOSSED PERMANENT CARDS

For security reasons and to prevent fraud, all embossed permanent EagleCash (NC) cards are delivered to the 

ship in a pendactive status and must be activated before they will work. If a cardholder comes to the NCAO to 

report a card that no longer works, verify that the card has been activated. Pendactive cards can be activated at 

any kiosk by inserting the card and entering the PIN.
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REPLENISHING EAGLECASH (NC) CARD STOCKS

The NCAO is responsible to ensure replacement card inventory remains at standard levels and expiration dates 

exceed 12-months on current card stock inventory.

SPARE EagleCash (NC) CARD STOCK

EagleCash (NC) instant issue stock is identified by ship types in the “Card Stock Reorder Points” table below.

These standard recommendations support operational readiness and should support ship needs for up to 6 

months.

CLOSED LOOP CARD STOCK

Closed loop card stock should be managed carefully, these card types are provided to ships on an as needed 

basis, and orders must be approved by your EagleCash (NC) FLC representative. When issued they should be 

returned at the conclusion of the cardholder’s time onboard ship, any remaining balance refunded or in the case 

of contractors, transferred back to the linked bank account.

EAGLECASH (NC) CARD STOCK: MARINES

MEUs that require EagleCash (NC) cards to issue to their cardholders for upcoming activities will place their 

orders with their SVC Program Management Office or their Marine Disbursing representative (Camp Pendleton, 

Camp Lejeune, or Camp Foster). Shipboard Navy NCAOs manage their card inventory based on ship size but may 

assist with card inventory for Marine NCAOs if needed.

REORDER POINT

Cards will be ordered in quantities of 100. The Accountable Official will place an order when instant Issue cards 

inventory drops near or below the reorder-point indicated in parenthesis in the below table, or when a ship is 

about to change status. Cards are normally shipped within two to three weeks after the order has been 

approved.

Table 2: Card Stock Reorder Points

Card Stock Reorder Points DDG/CG/ESB LPD/LSD/AS/LCC/MSC LHA/LHD/T-AH CVN

Closed Loop Cards (Contractors and Foreign Nationals)

1. Deployment and Local Ops 100 100 100 200

Instant Issue Cards (Navy Cardholder Cards)

1. Deployment 200 300 1000 2000

2. Local Ops 100 100 500 1000
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ORDER INSTANT ISSUE AND/OR CLOSED LOOP REPLENISHMENT STOCK

To order replacement instant issue and/or closed loop cards, the NCAO should send an email request to the 

Customer Support Center (CSC) at navycashcenter@frb.org to obtain a case number. The email request should 

include the following information:

• Current inventory

• Number of cards requested and type of card (instant issue or closed loop)

• If Deployed or away from homeport for an extended period, shipping address if different from 

homeport (cannot use FPO Address)

• Ships status: Please indicate #1 Deployment and #2 Local Ops

If requesting cards above established SOP inventory levels, please provide a brief justification or the special 

circumstances to support the increase.

MANAGEMENT OF CARDHOLDER ACCOUNTS

CREATE NEW CARDHOLDER ACCOUNT

FS Form 2887 is required to issue a card and should be kept on file until electronic signature on the form shows 

in the cardholder’s profile. FS Form 2887 authorizes debits and credits to your financial institution account at 

your request. FS Form 2887 provides your consent to immediate collection from pay (military or civilian DoD 

pay) of any amount that may become due and owed because of use of the SVC. If employed by a contractor or if 

no longer receiving military or civilian DoD pay and amounts remain or become due and owing, FS Form 2887 

authorizes the government to initiate debt collection procedures. The EagleCash 2.0 (NC) system automatically 

captures an electronic FS Form 2887 upon issuance of an instant issue card or when a Cardholder update is 

made. The form is synced to the shore data base and stored there.

• On the FS Form 2887, Civilians and contractors must provide their personal bank account information, 

and provide their employer’s company name, address, and contact information to obtain an EagleCash 

(NC) Instant Issue card. On the paper enrollment form, contactors should enter the following:

– Block 7 - Military Branch: NAVY or contractor company name

– Block 11 - Military Duty Address: In the Disbursing App, enter Co: before the name of the 

company provided on address line 3, for example:

o Address Line 1 – Contractor Company Street Address 1

o Address Line 2 – Contractor Company Street Address 2

o Address Line 3 – Co: [Contractor Company Name]

• Contractors are also required to complete an FS Form 2889. The U.S. Department of the Treasury Stored 

Value Card Contractor Agreement form obligates the cardholder’s company to restore the funds pool if 

their contractors incur negative balances and do not clear these balances within 10 business days of 

receiving notification from Fiscal Service or its Treasury Agent. FS Form 2889 must be uploaded on the 

EagleCash (NC) website along with the FS Form 2887.

– Department of Defense civilians and contractors previously enrolled in EagleCash (NC) must 

complete a new FS Form 2887 and provide a linked personal bank account before a new 

EagleCash (NC) card will be issued.
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SELF-ENROLLMENT

Individuals are encouraged to self-enroll in EagleCash (NC) using the https://www.navycash.com website or 

mobile app, and the Enroll Here link is located below the Login button on the website. NCAOs are required to 

verify members CAC or ID card before issuing an EagleCash (NC) card.

CARDHOLDER PIN NUMBERS

Personal Identification Numbers (PINs). PIN mailers are not created and sent to the ships for instant issue or 

closed loop cards. Instant issue and closed loop cards are always handed out by the NCAO. PIN numbers are set 

at card issuance. PIN mailers will continue to be sent to the ships with embossed permanent cards. Cardholders 

can change the PIN associated with their EagleCash (NC) card at any time using the EagleCash (NC) kiosk by 

following the screen prompts on the kiosk. The PIN number can also be changed at the Disbursing Office.

ENROLLMENT PDF FS FORM 2887 UPLOAD

This feature is only available to the Navy Disbursing or Marine Disbursing role within the EagleCash (NC)

website. A Forms option has been added to the menu. This feature allows searches for cardholders by either 

SSN or first/last name. Matching cardholders will show in the results. Use the Browse button to navigate to the 

.pdf FS Form 2887 file located on your computer. If the upload is successful, user will see a green pop-up 

message indicating that the upload was received. Uploaded forms are available to disbursing and the CSC 

immediately upon upload completion. 

Note: To view existing forms, search for the cardholder’s profile and click the Personal tab. Click View 

Enrollment Form in the File System. Uploaded forms stay with the user’s profile until replaced.

SHIP-ASSIGNED SAILORS AND VISITORS

EAGLECASH (NC) CHECK-IN

The NCAO should verify whether the cardholder previously had an EagleCash (NC) account. If a sailor previously 

had an EagleCash (NC) account, the NCAO will move the profile to their ship via the EagleCash (NC) website.

Validate that all personal contact and financial institution account information is current.

If a sailor did not previously have an account, a new enrollment will be accomplished via the EagleCash 2.0 (NC) 

application or EagleCash (NC) self-enrollment.

EAGLECASH (NC) CHECK-OUT

For all cardholders separating or retiring, zero out the card, cancel the card, return to the cardholder and 

transfer the account to Shore Command. For those transferring and staying in the Service, have them zero out 

the card and transfer the account to the Shore Command

Cash Out Closed Loop Cards

When a cardholder gets ready to leave the ship, the card should be turned in to the NCAO, and any value 

remaining in the closed loop must be cashed out and returned to the cardholder immediately.
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MARINE ENROLLMENT

Deploying and training units leaving Pendleton, Lejeune or Okinawa are required to ensure their Marines are 

enrolled in or have an active EagleCash (NC) card prior to embarking onboard ships. Marine NCAOs can 

accomplish this in the manner described in the following subsections.

BULK ENROLLMENT

Prior to embarking on a deployment, Marines should be enrolled in EagleCash (NC). The Marine Logistics Groups 

(MLGs) – MLG 1 Camp Pendleton, MLG 2 Camp Lejeune, and MLG 3 Okinawa-are responsible for coordinating 

the bulk enrollment of the entire Marine Expeditionary Unit (MEU). This bulk enrollment process, which includes 

training and enrolling the Marines, should be completed about four to six weeks prior to the date of 

embarkation to provide enough lead time to manufacture and deliver the EagleCash (NC) cards for distribution 

just before or just after embarking on the ship. Bulk enrollment support can be obtained from RFF/KCI in Kansas 

City or from Fleet Logistics Center (FLC) EagleCash (NC) representatives of the Marine Embarking Unit (MEU). 

SELF-ENROLLMENT

Marine Corps personnel can self-enroll in the EagleCash (NC) by navigating to https://www.navy cash.com. The 

“Need a Navy Cash Card? Enroll Here” message displays below the Login button on the EagleCash (NC)

homepage. This option is available to all Marine personnel who have not yet registered for or have an EagleCash 

(NC) card. Self-enrolling Marines can choose their local Finance Office or assigned ship as their pickup location 

for their new card.

Marine personnel who have:

• The 1.4.7.x NC card still needs to be issued a new EagleCash (NC) card in addition to moving their 

profiles. 

• The EagleCash (NC) card should contact their Marine NCAO or the CSC at FRBKC to move their EagleCash 

(NC) profile from ashore to their assigned ship.

• Previously had an EagleCash (NC) card but no longer have it in their possession should contact their 

Marine NCAO for a new card or the CSC at FRBKC to activate their profile and be issued a new card 

either at their Finance Office or onboard the ship.

CARD REPLACEMENT INVENTORY

Marine Disbursing will provide card replacements to a ship or FLC EagleCash (NC) representative upon request.

MARINE ONBOARDING

Marine personnel will advise their assigned ship’s NCAO of deployment/training events. Navy NCAOs and FLCs 

will advise the Operations Section in Kansas City of known deployment/training events as they hear of them to 

the general mailbox: RFF-KCIMail@usmc.mil. KC Ops will handle all NCAO/FLC inquiries and info the program 

manager.

Foreign Nationals accompanying Marine/MEUs during the deployment will be issued a closed loop card by the 

Navy NCAO afloat.
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MARINES DISEMBARKING

MEU NCAOs will ensure that all Marines are transferred back to the appropriate MLG upon return from 

deployment. Marines without disbursing support on ship will ensure they notify the ship’s NCAO or call CSC and 

open a case.

VISITORS, GUESTS, AND DEPENDENTS

Under EagleCash (NC), visitors, guests, and dependents who are on the ship for only a few hours or for the day 

can buy things in the ship’s store, such as snacks, drinks, souvenirs, and emblematic items, or pay for meals in 

the General Mess or Wardroom. Cash sales should be the exception to accommodate visitors that are only going 

to be on the ship for a short time, e.g., less than 72 hours.

The EagleCash (NC) card should be returned to the NCAO and the value cashed out.

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. 

Table 3: Cards/Forms Prescribed by Guest Type

Guest Required Card and Forms 

One-Time Visitors and/or Distinguished Visitor (DV); Foreign Riders Closed Loop Card 

Contractor 

Closed Loop Card (FS Form 2887 and FS Form 

2889)

Government Civilian Instant Issue Card (FS Form 2887)

Aircrew or Other Personnel on Board Instant Issue Card (FS Form 2887)

UPDATING LINKED EAGLECASH (NC) ACCOUNTS TO PERSONAL FINANCIAL INSTITUTIONS

When an EagleCash (NC) cardholder or merchant registers an account or makes changes to the financial 

institution account linked to EagleCash (NC), use the EagleCash (NC) website to confirm the change has taken 

effect before attempting an ACH transfer request to or from the new account at an EagleCash (NC) kiosk.

TIMELINESS OF UPDATES

Updates made within the NCDA need to be validated by the cardholder on the EagleCash (NC) website before 

any ACH transactions at the kiosk. Updates done through the EagleCash (NC) Disbursing Website do not go into 

effect on board the ship until a sync is completed between shore and ship. Updates made by calling the CSC do 

not go into effect on board the ship until the CSC receives the information, processes the request, and a sync is 

completed between shore and ship. 

CARDHOLDER REQUESTS

If EagleCash (NC) cardholders need to update their EagleCash (NC) account information to change financial 

institution account information, change last name or update an email address, follow the procedures in this 

section.
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ACCOUNT PROFILE UPDATE REQUESTS

To request account profile changes, see the NCAO or call CSC (see Contact Information for phone numbers and 

emails). The Customer Service representative will ask the caller a series of questions to verify their identity 

before making any updates. The following data is required for CSC representatives to fulfill the request for 

changes:

• First and last name

• Date of birth

• Mother’s maiden name (or keyword)

• Last four of SSN 

Cardholders will receive confirmation via email from the CSC when their accounts have been updated. 

ACCOUNT BANKING UPDATE REQUESTS

If cardholders want to change the financial institution account information associated with their EagleCash (NC)

account, direct them to the NCAO. Cardholder’s can present the NCAO with a cancelled check or deposit slip 

when requesting changes. After validating cardholder identity, the NCAO can then make changes to banking 

information for cardholders.

NCAO REQUESTS

Cardholders can update their account information by visiting the NCAO or their authorized representative, who 

may contact the CSC using the phone, email, or the EagleCash (NC) website. The NCAO shall verify the ABA 

routing number and account number for new accounts. Guidelines for using the Disbursing Website are included 

in the EagleCash (NC) Web Application User Guide.

ISSUING CARD REPLACEMENTS

When a card expires or will be expiring at the end of a month, a cardholder must report to the NCAO where they 

will be issued an instant issue EagleCash (NC) card upon request. Instant issue cards have every capability that 

embossed permanent cards have, including the Debit Mastercard, immediate access to any funds in the closed 

loop account associated with the expiring card, and the ability to access Split Pay option. Once a new instant 

issue card is assigned, the card will be useable on the ship immediately, and ashore after the next sync is 

executed by the ship. Funds on the closed loop of the old card will normally post to the open loop of the new 

card within 24–72 hours.

HOT LIST FOR LOST, STOLEN OR DAMAGED CARDS

To limit a cardholder’s loss, cardholders must report lost, stolen, or damaged cards to the NCAO or EagleCash 

(NC) CSC immediately.
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CLOSING AN EAGLECASH (NC) CARD ACCOUNT

If there is no linked financial institution account or the account information is not valid, funds will remain in the 

open loop account. If possible, the individual cardholder should be contacted and asked to provide a financial 

institution account number, ABA routing number, and their name as it appears on the account, so the positive 

balance can be pushed back to that account. The NCAO shall then request the EagleCash (NC) CSC push any 

funds remaining in the open loop account back to the designated financial institution account. 

As a last resort, and after every effort to identify and locate the individual cardholder and return the residual 

funds has been exhausted, the NCAO must cash out any value remaining on the card and do a collection for the 

amount using a DD 1131 in accordance with DoD FMR, Volume 5, Chapter 8, Paragraph 0806, and Chapter 10, 

Paragraph 100505. These funds will be credited to one of two accounts at the Treasury, Account 20X6133, 

Payment of Unclaimed Moneys, for amounts of $25 and greater, and Account 17R1060, Forfeitures of 

Unclaimed Money and Property, for amounts of less than $25. Cardholders retain the right to submit a claim for 

a refund to the U.S. Department of the Treasury, BFS. Any claim must include enough facts to validate the 

accuracy of the claim and justify the refund.

RESIDUAL FUNDS ON STORED VALUE CARDS (SVCS)

The Treasury Financial Manual (TFM), Vol 1, Part 6, Chapter 3000 prescribes procedures for all departments and 

agencies of the federal government that handles unclaimed moneys belonging to individuals, businesses, and 

other entities. Unclaimed moneys are moneys held for rightful owners whose whereabouts are unknown.

Residuals that remain on an EagleCash (NC) SVC are credited to two specific Treasury accounts, Treasury 

Unclaimed Monies (Greater than $25) or Navy Forfeiture (Less than $25) accounts when a systematic return is 

not possible, and when the agency and Fiscal Service have attempted good faith efforts to locate and return 

these funds to the individual. 

The majority of residuals on EagleCash (NC) cards are primarily from closed loop cards or merchant cards and 

very few will involve actual cardholder accounts that are linked to a home bank account.

Any residuals will be credited to one of two merchants in the EagleCash (NC) System for credit to the Treasury, 

Account 20X6133, Payment of Unclaimed Moneys, for amounts of $25 and greater, or Account 17R1060, 

Forfeitures of Unclaimed Money and Property, when amount is less than $25. NCAOs and CSC will manage these 

funds following the guidelines outlined in this FLASH.

ACTION

For documentation purposes, the NCAO will initiate an email request to navycashcenter@frb.org for assistance 

in transferring funds from merchant or closed loop cards to the ship’s Navy Disbursing merchant card, when 

individual or merchants are not present. The date on the NCAO email will start the official six-year clock for 

claims against Navy unclaimed fund. Requests older than six years will not be approved, IAW TFM regulations. 

Emails should include: Ship’s name, NCAO/DO/DDO Name, amount of funds to be transferred and originating 

card number (if available). NCAO will send copy to, NAVSUP PMO (navsup_hq_navycash@navy.mil) and DFAS 

Automation Team (dfas.cleveland-oh.jfm.mbx.disbursing-automation@mail.mil) for audit purposes.
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CUSTOMER SUPPORT CENTER (CSC) ACTIONS

If needed, CSC will move closed loop card or merchant card balances to the open loop account for the Navy 

Disbursing card, as requested by the NCAO. CSC will also open a case for the issue and assign a case number for 

tracking purposes, and handle all cardholders not assigned to a ship. 

EOM PROCESSING

After the EagleCash (NC) EOM is indicated, the Unclaimed funds will appear on the ship’s EagleCash (NC) EOM 

Summary Report. 

This action will NOT be posted on the daily DD Form 2665 via DDS consolidated DSSN 8851. 

Note: Errors can be corrected in the EagleCash (NC) Disbursing Application prior to EagleCash (NC) EOM. If 

corrections are needed for prior months, initiate an email request to CSU, NAVSUP PMO and DFAS 

Automated disbursing group at the emails above.

CARDHOLDER CLAIMS FOR “UNCLAIMED MONIES”

Cardholder “unclaimed monies” requests will be directed to FRBKC/CSU for management and tracking.

• NAVSUP EagleCash (NC) PMO, Fiscal Service and FRBKC/CSU will adjudicate all claims presented 

against EagleCash (NC) Unclaimed monies.

• NAVSUP EagleCash (NC) PMO will forward the requests for unclaimed monies payments with 

the appropriate supporting documentation to DFAS for processing.

CARD EXPIRATION AND CARD CANCELLATIONS

When an EagleCash (NC) card expires, the closed loop on the card stops functioning. 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 and the date printed on the back of the closed loop card. For embossed permanent 

and instant issue cards, any funds remaining in the closed loop account are automatically transferred to the 

open loop account associated with the card.

EMBOSSED PERMANENT OR INSTANT ISSUE CARDS

Cardholders whose embossed permanent or instant issue cards have expired or are expiring at the end of a 

month must report to disbursing where they will be issued instant issue EagleCash (NC) cards as replacements.

Instant issue cards have every capability that embossed permanent cards have, including the Debit Mastercard 

open loop account, immediate access to any funds in the open loop account associated with the expiring card, 

and the ability to access the Split Pay option. Once new instant issue cards are assigned, the cards will be usable 

on the ship immediately and ashore after the ship syncs with shore.

CLOSED LOOP CARDS

Cardholders whose closed loop cards have expired or are expiring must report to the NCAO. After a closed loop

card expires, the closed loop can no longer be read on the ship, so any value remaining in the closed loop

account on the card cannot be cashed out and returned directly. NCAO will open a case to have the EagleCash 

(NC) CSC push the remaining funds to the Navy Disbursing card. 
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EXPIRED CARDS

When closed loop cards are turned in to disbursing and cashed out, the NCAO should check the expiration dates 

on the cards. Cards can be destroyed by cutting them up or shredding them. Document destruction of the cards 

using the EagleCash (NC) Card Issue Log (see example in Documentation Resources).

EAGLECASH (NC) CARDHOLDER DECEASED, INJURED, OR AN UNAUTHORIZED ABSENTEE

If an EagleCash (NC) card is found in the personal effects of a cardholder who is deceased, missing, injured, or an 

unauthorized absentee, a designated officer, or an inventory board appointed by the Commanding Officer, 

should present the card to the NCAO.

IF CASUALTY ASSISTANCE CALLS OFFICER (CACO) IS ASSIGNED

Requests for sailor identification, EagleCash (NC) Account details and corrections to linked bank account 

information are worked through the NCAO or FLC.

CANCEL CARD

The NCAO will cancel the card in the EagleCash (NC) website. The EagleCash (NC) system automatically transfers 

any remaining closed loop balance to the open loop account.

OPEN CASE WITH CSC

The NCAO opens a case with the CSC requesting any remaining funds in the cardholder’s account be pushed 

back to the cardholder’s linked bank account. Upon receiving the request, the CSC process requires a 24-hour 

wait period to ensure all pending transactions are processed before pushing the funds back to the cardholder’s 

account. Upon confirmation of a zero balance, the CSC closes the cardholder’s account.

IF CACO IS NOT ASSIGNED

All requests for EagleCash (NC) Account residual funds for retired or separate sailors should be directed to CSC 

(see Contact Information for phone numbers and emails). Requestors needing funds transferred will be required 

to provide valid forms of identification, powers of attorney and death certificates.

IF CARD DOES NOT HAVE A LINKED BANK ACCOUNT

Contact your FLC for specific procedures.

INACTIVE ACCOUNTS

In order to decrease the amount of residual funds and unclaimed monies when a Navy Cash card is activated or 

issued an expiration date is written to the closed loop of the card. This date is 90 days from the date of 

activation or issuance. Every time a Navy Cash card is seen at a disbursing workstation or a kiosk a new 90-day 

expiration is written to the closed loop of that card. The expiration date is synced to the shore database and 

stored.

If a card is not seen at a kiosk for 90 days an automatic transfer of funds occurs moving the balance of the closed 

loop to the open loop. At 120 days of inactivity the balance of the open loop is moved to the linked bank 

account.
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After 90 days if a card is seen at a kiosk upon PIN entry the closed loop is reactivated, and a new expiration date 

is written. Funds can then be transferred from the linked bank account back to the closed and open loop and 

card use can resume.

MONTHLY AUTOMATED TRANSFER OF DORMANT PROFILES FROM SHIP TO SHORE

To assist in maintaining a current EagleCash (NC) 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 EagleCash (NC) accounts (closed loop, split pay option, or ACH transfer activity) in the past 

365 days.

RESTORAL USING SHIP CHECK IN

If a cardholder attached to the ship has not used their EagleCash (NC) card in the past year and is transferred to 

the Shore Command in error, they can use their card at a kiosk to check in.

DESTRUCTION OF EAGLECASH (NC) CARDS

Cardholders are responsible for destroying their own cards when no longer needed. If the NCAO must destroy 

any EagleCash (NC) cards, destruction should be documented in the EagleCash (NC) Card Issue Log. Examples of 

destruction documentation needed would be cards in inventory about to expire discovered during inventory, 

unclaimed permanent cards or cards found/turned-in should be destroyed and documented.

DELIVERY OF CARDS

For security reasons and to prevent fraud, embossed 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, the individual cards are sent 

via the U.S. Postal Service (USPS) directly to the individual cardholders. 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.

EagleCash (NC) cards shipped via FedEx should arrive at the NAVSUP Fleet Logistics Center (FLC) or Defense 

Logistics Agency (DLA) about 10 business days after the Treasury Agent receives the enrollment data 

electronically. Contact the ship’s local FLC representative to check on the status of card shipments. 

CARDHOLDER TRANSACTIONS

HOME ACCOUNT TO OPEN OR CLOSED LOOP ACCOUNT TRANSFERS

If cardholders transfer money from their home financial institution account to their open loop or closed loop

accounts at the EagleCash (NC) kiosk, the funds are available for use on the ship immediately. The funds will 

generally be available ashore within 72 hours. NCAOs may refer cardholders to the EagleCash (NC) Cardholder 

Basics tri-fold prior to going ashore.

USE OF CLOSED LOOP FUNDS ASHORE

Use of closed loop funds are not available ashore.
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PIN CHANGES

PIN changes aboard ship are effective immediately.

QUESTIONS OR DISPUTES ABOUT FRAUDULENT OR ERRONEOUS TRANSACTIONS

Cardholders should report fraudulent transactions as soon as they become known. A cardholder has every right 

to dispute an ATM withdrawal or purchase ashore if they suspect fraudulent or erroneous activity on their 

Mastercard debit account.

Fraudulent Transactions

A fraudulent transaction is one in which the cardholder did not authorize, participate in, or benefit from.

Erroneous Transactions

An erroneous transaction is one in which the cardholder believes was in error and was not fraudulent, e.g., a 

dispute with a merchant or an ATM that does not dispense the amount of money requested.

Visit the website at www.navycash.com and see Contact Information for CSC phone numbers and emails. The 

mailing address is as follows:

FRB-KC Omaha Branch

Attention: Disputes

2201 Farnam St.

Omaha, NE 68102

In the event of a fraudulent transaction, a cardholder should stop using their card and immediately notify 

Customer Service.

NOTIFICATION

In case of a question or dispute about the Mastercard debit (open loop) account on their EagleCash (NC) card, 

cardholders should contact EagleCash (NC) Customer Service as soon as the cardholder notices an error or has a 

question (see Contact Information for phone numbers and emails).

DOCUMENTATION

To dispute a fraudulent or erroneous transaction, a cardholder must complete a dispute form and forward the 

form to the EagleCash (NC) Treasury Agent: FRB (see Documentation Resources for copies of the dispute forms 

and more detailed procedures).

OPEN A CASE

The cardholder must fill out all applicable information on the form, providing as much information as possible 

about the transactions in question. The preferred and most efficient transmission of the form is to scan and 

email it to the CSC on the same day that the fraudulent or erroneous activity was discovered. The CSC will open 

a case in the ticketing system and forward the case to the Treasury Agent’s transactions processor. Complete 

and send the dispute form to the Treasury Agent’s customer service facility.
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FRAUDULENT INVESTIGATION FOLLOW-UP

The transaction processor will investigate the dispute and respond directly to the cardholder via letter or 

through the CSC. Depending on the disposition of the dispute case, the CSC will return the funds to the 

cardholder’s Mastercard debit open loop account. Fraud cases may take up to 120 days to process.

TO REQUEST STATUS OF DISPUTE CLAIM

Any questions from the cardholder or NCAO about the status of the dispute case should be directed to the CSC.

TRANSACTION HISTORY REPORT (RECEIPT)

The last 10 transactions to the closed loop are stored on the closed loop of the card and can be viewed at a 

kiosk.

EagleCash (NC) cardholders may also access their transaction history on the EagleCash (NC) website 

(https://www.navycash.com). Receipts for all kiosk transactions are available at the Disbursing Office during 

normal business hours.

CARDHOLDER PURCHASES

RECURRING PAYMENTS/WEB AND TELEPHONE PURCHASES

Although the EagleCash (NC) card can be used for recurring payments, it is not recommended. If a cardholder 

has used an EagleCash (NC) card for a recurring payment and, for some reason, a merchant continues to submit 

the recurring payment after the cardholder notified them to cancel their service, the cardholder must first 

contact the merchant to work out the problem. If the cardholder is unable to settle the issue, they may contact 

CSC for help in resolving the dispute with the merchant. The Fraud/Claims Group will contact the merchant and 

work to halt the recurring payment and restore the funds to the EagleCash (NC) account.

The EagleCash (NC) open loop debit Mastercard:

• Can be used to pay for things ordered over the phone or from a website. Items ordered can be shipped 

to almost any address, but, when the merchant asks for a billing address, the correct address is the 

ship’s mailing address because that’s the billing address that’s been entered in the Mastercard data base 

for the EagleCash (NC) cards. To protect against fraudulent use of lost and stolen debit and credit cards, 

many merchants and their financial networks compare the billing address given by the customer against 

the billing address registered in the data base. These addresses may need to be the same before they 

will approve the transaction.

• Is a prepaid debit card, not a credit card or a check card. It does not provide a line of credit or access to 

the pay deposited automatically in a checking account. Normally, the amount of money that can be 

spent is limited by the amount of money a cardholder loads onto the card. If a cardholder forgets to add 

money to the open loop account, a recurring payment that exceeds the available balance will be 

declined, but only if the merchant tries to get authorization first. If the merchant is “force posting” the 

transaction without getting prior authorization, a recurring payment that exceeds the available balance 

will result in a negative balance. The negative balance will be reported the next day, and the NCAO must 

notify the cardholder to come to the NCAO to clear the negative balance. 
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CARDHOLDER FUNDS

CARD LIMITS

These pre-set limits may prevent AOs from making large purchases on the ship in a single payment. In a situation 

like this, the AO can elect to make more than one payment with the organization’s EagleCash (NC) merchant 

card.

INDIVIDUAL CARDHOLDERS STANDARD CLOSED LOOP LIMIT

No more than $1,000 can be loaded on or debited from the EagleCash (NC) closed loop.

INDIVIDUAL CARDHOLDERS STANDARD ACH TRANSFER LIMIT

A $400 daily maximum limit has been pre-set on funds transfers from a financial institution account to the 

closed loop and/or open loop accounts.

LOADING FUNDS

EagleCash (NC) KIOSK

Funds transfers can be accomplished on board ship at an EagleCash (NC) kiosk. Funds can be transferred 

between the EagleCash (NC) closed loop and open loop accounts and the financial institution account that was 

associated with the EagleCash (NC) accounts during enrollment.

SPLIT PAY OPTION (CHANGE OR INITIATE) ONLY AVAILABLE FOR ACTIVE-DUTY NAVY PERSONNEL

Split Pay Option (SPO) is processed via the Personnel Office onboard and posted to their open loop account the 

day before pay day so the funds are available on the ship on pay day. SPO funds are available for use ashore as 

soon as they are posted to their open loop account. Sailors should visit the Personnel Office onboard the ship to 

start, stop or change split pay.

CASH-TO-CARD

Loading a card using cash is discouraged. Use the Load Cash function when it is the only option available to the 

card holder.

REFUNDS

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 from the merchants, or a designated representatives on a standard, 

serialized, EagleCash (NC) refund chit. The cardholder will then take the refund chit to the NCAO. See sample of 

the refund chit in Documentation Resources.
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NEGATIVE BALANCES

For a cardholder with a negative balance, a funds transfer directly to their open loop account provides an 

additional option to clear the negative balance (see Negative EagleCash (NC) Balances). The cardholder can 

provide cash to the NCAO in an amount sufficient to return the open loop account balance to zero or a positive 

amount.

Table 4: Guidelines for Negative Navy/Marine Cash Open Loop Account Balances

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 NCAO

has discretion to unblock 

access 

Options:

• Counseling from NCAO on 

managing EagleCash (NC)

accounts more effectively 

• NCAO has discretion to 

reduce daily max limit down 

from $400 for 30 days4. 

• If willful negligence or fraud 

suspected, Non-Judicial 

Punishment (NJP) or courtmartial under Article 92 of 

Uniform Code of Military 

Justice (UCMJ)

System temporarily blocks access 

to DDA until negative balance is 

corrected.3 NCAO has discretion to 

unblock access

Options:

• Counseling from NCAO on 

managing EagleCash (NC)

accounts more effectively

• Notify member of second 

occurrence via member’s chain 

of command

• NCAO 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 NCAO has 

discretion to unblock access

Options:

• Notify member of third 

occurrence via member’s 

chain of command

• Block (suspend) EagleCash 

(NC) accounts indefinitely 

• Confiscate EagleCash (NC)

card; provide closed loop

card funded only via cash or 

SPO

• If willful negligence or fraud 

suspected, NJP or courtmartial under Article 92 of 

UCMJ 

ATM and 

Point-of-Sale 

Purchases 

Ashore 5

Options:

• Counseling from NCAO on 

managing EagleCash (NC)

account more effectively 

• If willful negligence or fraud 

suspected, NJP or courtOptions:

• Counseling from NCAO on 

managing EagleCash (NC)

accounts more effectively

• Notify member of second 

occurrence via member’s chain 

of command

Options:

• Notify member of third 

occurrence via member’s 

chain of command

• Block (suspend) EagleCash 

(NC) account 60 days

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.
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Reason for 

Negative 

Balance

Guidelines1for Negative Navy/Marine Cash Open Loop Account Balances

First Occurrence Second Occurrence Third Occurrence

martial under Article 92 of 

UCMJ 

• Block (suspend) EagleCash (NC)

account 30 days

• If willful negligence or fraud 

suspected, NJP or court-martial 

under Article 92 of UCMJ 

• Confiscate EagleCash (NC)

card: provide closed loop

card funded only via cash or 

SPO

• If willful negligence or fraud 

suspected, NJP or courtmartial under Article 92 of 

UCMJ 

REPRESENTMENT

If a cardholder’s ACH transfer request at the EagleCash (NC) kiosk is returned for NSF and is $5.00 or more, the 

ACH transaction will automatically be presented up to two more times on successive pay days. If the account still 

shows a negative balance, access to the cardholder’s financial institution account will be blocked until the 

negative balance is cleared. If representment is successful, funds will be applied to the negative balance five 

working days after payday. Remind cardholders that sufficient funds must be available in their financial 

institution account to cover any representment. Representment has two reports—one for negative open loop

and closed loop.

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 on a daily basis and collect on 

any negative balances not covered by representment. If a cardholder’s open loop account balance has gone 

negative for a reason other than NSF, the transaction returned for NSF is under $5, or there have been two 

representments since the account went negative, the NCAO is responsible for collecting on that debt within 10 

calendar days. 

NOTIFICATIONS TO CARDHOLDER

NCAO will advise cardholders of negative balances.

NEGATIVE BALANCE FOR SEPARATING OR SEPARATED SERVICE MEMBERS

If a member leaves the service before settling a negative account balance, the NCAO can immediately submit a 

DD Form 139/DS01. If unable to collect, responsibility for debt collection belongs to DFAS and Treasury.

OTHER MILITARY CARDHOLDERS OR CIVILIANS

NCAO will move cardholder profile to an MLG or Shore Command if debt is uncollectible.

COLLECTION OPTIONS

The NCAO must ensure that the cardholder’s access to their home financial institution account remains blocked 

until the negative balance is cleared. Do not unblock access until the cardholder’s open loop account balance is 

zero or positive.
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Deposit Cash to Open loop Account

The NCAO can have the cardholder provide cash at the NCAO and transfer the value directly to the cardholder’s 

open loop account. This is commonly known as a “cash to open loop” transaction. 

Closed- to Open Loop Account Transfer

The NCAO can have the cardholder transfer any value in the closed loop on their EagleCash (NC) card to the 

open loop account by escorting the cardholder to the kiosk and verifying that the funds are transferred to the 

open loop.

Change or Initiate Split Pay Option (SPO)

The cardholder can get a form to begin split pay at the Personnel Office to change or initiate the split pay payroll 

amount, which is transferred directly to the cardholder’s open loop account on payday, to cover the amount of 

the negative balance.

Immediate Collection From Pay

The NCAO can initiate an immediate collection from pay to clear the amount of any negative balance by 

producing a DD 139 Pay Adjustment Authorization. The NCAO will present the DD 139 to the Personnel Officer 

on board, who will then have a DS01 Format Identifier posted to in the sailor's pay account at DFAS. The 

Company Code for EagleCash (NC) is D411179. When DFAS-CL receives the information from the DMO system, 

the debt will be reconciled with the Treasury Agent via a collection from the cardholder’s military pay account. 

This process can take up to 30-60 days to clear a negative balance. 

Automated Controls

To prevent cardholders from abusing the system, EagleCash (NC) automatically blocks EagleCash (NC) access to a 

financial institution account when ACH transactions are returned for NSF and the open loop account balance 

goes negative. With automatic representment, a single ACH transfer request returned for NSF could result in a 

cardholder’s EagleCash (NC) ACH access being blocked if representments are also returned for NSF. These 

controls do not go into place until the transactions are processed. NOTE: The cardholder could create multiple 

NSF transactions before these automated controls are implemented.

Manual Controls

Manual controls provide additional options to prevent abuse of the system or to discipline a cardholder who 

continues to have problems with negative account balances. Manual controls can be put into effect through 

either the EagleCash (NC) website (see Navy Cash Web Application User Guide) or the NCDA. The NCAO can 

reduce the daily ACH limit as needed.

BLOCKING ACCESS TO FINANCIAL INSTITUTION ACCOUNTS

The NCAO is the only individual who can unblock a cardholder’s account. Cardholders may not request that 

access to their home financial institution accounts be blocked or unblocked.
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UNCLAIMED FUNDS

Cardholders retain the right to submit a claim for a refund to the U.S. Department of the Treasury, BFS, all claims 

must be validated. NCAO should direct the cardholder to the CSC for unclaimed funds. 

MERCHANT MANAGEMENT 

This section describes the different types of merchant accounts; merchant cards; merchant account creation; 

merchants – AO enrollments; and merchant account management activities.

MERCHANTS

The NCAO is responsible for the merchant management requirements in this section. 

MERCHANT ACCOUNTS

In EagleCash (NC), there are four different types of merchants in EagleCash (NC): 1) Private Merchants; 2) 

Generic Private Merchants; 3) Line of Accounting (LOA) Merchants; and 4) Transient Merchants.

A set of standard merchants has been established within Navy upon implementation of EagleCash (NC) on each 

ship, specific merchants are set up based on the class of ship.

PRIVATE MERCHANTS

Merchants are created for shipboard organizations such as, Wardroom and MWR (see the EagleCash (NC)

Merchant List table for a complete merchant list). These merchants are created with a connection to a private 

commercial financial institution for the purpose of supporting an organization using an EagleCash (NC) card for 

financial transactions in the sale of goods.

GENERIC PRIVATE

These merchant accounts are used for short-term situations by various organizations. Generic private merchant 

names cannot be changed to accommodate a short-term need on a ship. For example, if the generic merchant 

PRIVATE ONE has been assigned to Cruise Book Sales for a particular deployment, PRIVATE ONE will appear on 

the POS screen and in EagleCash (NC) reports related to Cruise Book Sales.

LINE OF ACCOUNTING (LOA) MERCHANTS

LOA merchants, such as the General Mess, Navy Disbursing, Marine Disbursing, Retail Operations, Unclaimed 

Monies, and SSPN to MWR EagleCash (NC) transactions are settled or “registered” to the appropriate lines of 

accounting at the end of each month through the NCAO’s monthly returns.

LOA Merchants usually do not require the issuance of a Navy Cash card since they settle to lines of accounting.
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TRANSIENT MERCHANTS

Transient merchants are used when EagleCash (NC) 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 (identified in the table below) are designed to settle to the NCAO merchant open loop account daily 

and not to a financial institution account. The NCAO then provides an ex-cash-remittance check or cash to the 

vendor in the amount of the EagleCash (NC) transactions collected by the vendor.

Table 5: EagleCash (NC) Merchant List

LOA Merchants Generic Private Merchants

NAVY DISBURSING 

*MARINE DISBURSING 

GENERAL MESS – FOOD 

GENERAL MESS – SURCHARGES 

SHIP STORE 

SHIP STORE #1 

SHIP STORE #2 

SSPN to MWR

BEVERAGE BAR 

HANGAR BAY SALES 

VENDING STORE ITEMS 

VENDING SODA 

PRIVATE ONE

PRIVATE TWO

PRIVATE THREE

PRIVATE FOUR

PRIVATE FIVE

*PRIVATE SIX

*PRIVATE SEVEN

*PRIVATE EIGHT

*PRIVATE NINE

*PRIVATE TEN

*PRIVATE ELEVEN

*PRIVATE TWELVE

*PRIVATE THIRTEEN

*PRIVATE FOURTEEN

*PRIVATE FIFTEEN

Private Merchants Flag, Air Wing & Squadron Merchants

NAVY MWR 

*MARINE MWR 

POST OFFICE – METERED MAIL 

WARDROOM MESS – FOOD 

WARDROOM MESS – DUES 

CPO MESS – DUES 

FLAG MESS – FOOD 

FLAG MESS – DUES 

1ST CLASS ASSN 

2ND CLASS ASSN

CVW CPO MESS DUES 

CVW WARDROOM DUES 

CVW 1ST CLASS DUES 

CVW MWR FUND 

*SQDN CPO MESS DUES (1-9) 

*SQDN WARDROOM DUES (1-9) 

*SQDN 1STCLASS DUES (1-9) 

*SQDN MWR FUND (1-9)

Transient Merchants

FOREIGN CONCESSIONAIRE 

HUSBANDING AGENT 

COLLEGE COURSES 

COLLEGE BOOKS 

MISC EVENTS 

*Generally assigned to large-deck ships only.

CURRENCY EXCHANGE ONBOARD THE SHIP

During port visits in foreign ports, currency exchange can be provided on board ship through the local 

husbanding agent, and this service can be requested as a part of the LOGREQ sent prior to a port visit. EagleCash 

(NC) Point of Sale (POS) devices will be available to the husbanding agent so that EagleCash (NC) cardholders can 

use the closed loop account on their EagleCash (NC) cards to purchase currency.
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PREPARATION

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. The 

vendor will maintain a currency exchange log and record each transaction.

CLOSEOUT

Closeout the day prior to payment. At the end of each day, the vendor will bring the POS and the currency 

exchange logs back to the NCAO for verification and POS recharging.

To close out at the end of the port visit, download POS and Copy Logs. The NCAO or Deputy shall make copies of 

the logs. 

RECONCILE EAGLECASH (NC) REPORT AND VENDOR LOGS

If the transaction reports and Currency Exchange Logs agree, pay the vendor. If they do not agree, the NCAO 

and the husbanding agent must reconcile the differences. Payments follow existing payment policies with DoD 

FRM Volume 5.

If the analysis reveals that NCAO cash (currency) was lost, misplaced, or stolen, it should be handled in 

accordance with Chapter 6 of DoD FMR Volume 5 and existing procedures.

The NCAO shall maintain the Merchant Transactions Reports and any reconciliation worksheets associated with 

currency exchange must be retained with the NCAO’s returns.

MERCHANT AO ENROLLMENT

As AOs, EagleCash (NC) merchants must complete and sign an FS Form 2888, Application Form for U.S. 

Department of the Treasury AO SVC, prior to being issued an EagleCash (NC) merchant card. A sample of FS 

Form 2888 is included Documentation Resources. The form is also available on the Treasury Fiscal Service 

EagleCash (NC) website (https://www.navycash.com). At turnover, the relieving merchant AO must complete 

and sign a new FS Form 2888 and set a new PIN. NCAO keeps the original FS Form 2888s, uploads a copy via the 

EagleCash (NC) website, and destroys the old hard copy of FS Form 2888.

AO CARDS

EagleCash (NC) merchant cards must only be issued to AOs who are authorized to use EagleCash (NC) in an 

official capacity. EagleCash (NC) AO cards are not for personal use. The personal funds of merchant cardholders 

must not be loaded onto the cards. The funds loaded onto the cards must be limited to money held by the 

merchant cardholders in their official capacity as AOs. Each merchant cardholder is responsible and accountable 

for all funds loaded onto their AO card and may be held pecuniary liable for the loss or misuse of such funds. All 

transactions involving funds on EagleCash (NC) AO cards shall be reported in appropriate accountability 

statements in accordance with applicable regulations, policies, and procedures.
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EagleCash (NC) MERCHANT CARDS

Merchant cards must be kept in a safe or secure container when not in use. All merchant cards not currently 

assigned to an EagleCash (NC) merchant must be in the custody of the NCAO. Any merchant card in the NCAO’s 

custody must have a zero balance and be properly accounted for.

EAGLECASH (NC) MERCHANT CARD PINS

The Personal Identification Numbers (PINs) for the AO merchant cards must be changed by the relieving 

accountable individual at turnover.

MANAGING PRIVATE MERCHANT CARDS

When the need for a private merchant is over, the account will no longer be used. A private merchant can be 

reused when a new requirement emerges by contacting the NCAO and providing the new account information.

The PINs for the merchant cards must be changed by the new merchant when the cards are reissued.

CARDS TURNED IN

When a card is turned back in, the NCAO must change the linked bank/credit union account number for each 

merchant to all 9 digits by entering the 9 digit 17 times in the Bank Account Number field using the EagleCash 

(NC) website (preferred), the NCDA, or by sending a request to the CSC by phone or email.

CASH OUT MERCHANT CARDS

The account balance (both closed loop and open loop) for all merchant cards in the custody of the NCAO and not 

currently in use must be zero. When a merchant card is turned in, the NCAO must verify that any value left in 

the closed loop account has been cashed out and returned to the merchant prior to accepting custody of the 

card.

MERCHANT CARDHOLDER LIMITS—AOS

The NCAO can modify the closed loop load and debit limit, and the ACH transfer limit for merchant cardholders 

on board that ship through the NCDA (see Documentation Resources); daily maximums are set according to ship 

class (see the “AO Standard Card Limits” table below). For any amount above the maximum limits, the NCAO 

must contact the CSC, and request that a merchant cardholder limit be modified, but only up to the standard 

limits previously listed.

Any updates to card limits done through the NCDA are effective immediately on board the ship and will regulate 

any subsequent funds transfer requests the individual or merchant cardholder attempts at the EagleCash (NC)

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 is synced between ship and shore.
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CLOSED LOOP AND ACH STANDARD TRANSFER LIMITS

The transfer limits shown in the below table do not apply to LOA EagleCash (NC) merchants (Disbursing, Sales, 

and Food Service), who settle through the NCAO at EOM, or to the transient merchants (Foreign Concessionaire, 

Husbanding Agent, College Courses, College Books, Miscellaneous Events), who settle to the Navy NCAO

merchant open loop account on a daily basis.

Table Legend:

• AS: Application System

• CG: Cruiser, Guided

• CVN: Carrier, Volplane, Nuclear

• DDG: Destroyer, Guided Missile

• LCC: Local Communication Center

• LHA: Landing Helicopter Assault

• LHD: Landing Helicopter Dock

• LPD: Landing Platform Dock

• LSD: Landing Ship Dock

• MSC: Military Sealift Command

• T-ESB: Transfer dock-Expeditionary Sea 

Base

Table 6: AO Standard Card Limits

Closed Loop Limits

Large Decks: CVNs, LHAs, and LHDs Small Decks: ASs, CGs, DDGs, LPDs, LSDs, and LCCs

• $10,000:

– All AOs

• $50,000:

– MWR 

– Wardroom Mess–Food 

– Navy NCAO

• $10,000:

– Rest of AOs

ACH Transfer Limits

Large Decks: CVNs, LHAs, and LHDs

• $50,000:

– Navy MWR 

– Wardroom Mess–Food 

• $5,000:

– Rest of AOs—excludes LOA and transient

Small Decks: ASs, CGs, DDGs, LCCs, LPDs, LSDs, MSCs, and 

T-ESBs

• $10,000:

– Navy MWR 

– Blue: Navy MWR

– Gold: Navy MWR

– Wardroom Mess–Food

– Blue: Wardroom Mess—Food

– Gold: Wardroom Mess—Food 

• $2,500:

– Rest of AOs—excludes LOA and transient

MODIFYING CARD LIMITS

The NCAO can modify the closed loop limit and the ACH transfer limit through the EagleCash (NC) application, or 

via the EagleCash (NC) website in accordance with established limits.
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TEMPORARY TRANSACTION INCREASE AUTHORIZATION FOR RETAIL SPENDING

Open loop transactions for certain Merchants are currently limited to $25K per single transaction and/or a grand 

total of $50K over a 2-day period. An override may be requested to increase the limit to $50K per single 

transaction over a 48-hour period and/or a grand total of $100K over a 2-day period with the following 

stipulations: 

• NCAO opens a case with FRBKC CSC. Requesting merchant must ensure the FS Form 2888 on file reflects 

the current AO is complete and signed prior to the override being approved. Overrides are granted only 

if the FS Form 2888 is complete and current. 

Note: No new overrides may be granted until the 48-hour period closes. The clock starts on the first 

transaction, there are no exceptions. 

• FRBKC will increase the limit after receiving Fiscal Service approval, coordinate with PNC for the increase 

and notify the NCAO of the approved increase before resolving the case.

All requests are subject to Fleet Logistics Center (FLC) review and approval from the EagleCash (NC) Program 

Management Team, NAVSUP, and Treasury (via FRB).

MERCHANT ACCOUNT MANAGEMENT

REISSUE A GENERIC PRIVATE, STAFF, AIR WING, OR SQUADRON MERCHANT

To reissue a merchant who settles to a financial institution checking account ashore or to an EagleCash (NC)

merchant card open loop account on the ship, the NCAO must issue a new instant issue card to the merchant 

and change banking information on the Customer Service application in Cardholder Maintenance. When the 

need for a generic private merchant is over, the merchant account will no longer be used, and the merchant 

account can be issued a new card when a new requirement emerges. It is critical that all the funds on the 

EagleCash (NC) merchant card (if one was provided to the merchant) be removed and that the balance for both 

the closed- and open loop accounts be zero when the generic merchant account is no longer needed. The 

EagleCash (NC) merchant cards must be returned to Disbursing when the need for the generic merchant is over.

The turned in card should be cancelled in card holder update.

LOA MERCHANTS

LOA merchants are preset for each ship class. LOA Merchants tend to not need cards issued to them. The 

Disbursing Merchant may have a card issued. Since the electronic form requires banking information to issue an 

instant issue card enter the 9 digit 17 times into the Bank Account number field. 

CONFIRM LINKED ACCOUNT

The NCAO must ensure newly assigned private and generic private, staff, air wing, or squadron merchants use 

the ACH Funding screen on the EagleCash (NC) website (https://www.navycash.com) to confirm that the Linked 

Bank Account information associated with their EagleCash (NC) merchant card reflects the correct financial 

institution information. This account information screen is also where the merchant can verify account 

information prior to requesting any transfers at the EagleCash (NC) kiosk to or from their open loop or closed 

loop account and financial institution account.
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MERCHANT SETTLEMENTS

All merchants settle daily except LOA and Postal merchants. Postal accounts settle on a weekly basis. LOA 

accounts settle monthly.

SETTLE ONLY TO OPEN LOOP ACCOUNT

To simplify the reconciliation and settlement process, these merchants by default settle only to the merchant's 

open loop account. If a merchant that settles to the open loop does not have a card issued settlements to the 

open loop will fail. 

OPTION TO SETTLE TO FINANCIAL INSTITUTION OR OPEN LOOP ACCOUNT

A mess treasurer may choose to settle EagleCash (NC) transactions to the mess financial institution account or to 

the mess merchant open loop account. Funds may be transferred among the mess merchant EagleCash (NC)

card closed loop and open loop accounts and the financial institution checking account.

MERCHANT SETTLEMENT REPORTS

Merchant settlement reports list all EagleCash (NC) deposits made to the specified bank or credit checking 

account or merchant open loop account and can be used to assist in reconciling the account. These shore 

reports are generated automatically at the completion of each EOD and placed into a shore reports directory by 

date (see Documentation Resources for an example).

MERCHANT TRANSACTIONS

TIMING OF SETTLEMENT TRANSACTIONS

All merchants must understand that funds settled to financial institution accounts ashore are not immediately 

available for expenditure. EagleCash (NC) transactions are sent to the Treasury Agent daily, but deposits are not

made immediately. Automated Clearance House (ACH) transactions are only processed Sunday through Friday at 

10:00 PM Eastern Time (8:00 PM on Sunday) by the Federal Reserve System. Transactions will generally be 

posted to financial institution accounts within 48 hours, and funds are normally available the next business day 

after the transactions are posted. Funds settled to non-general mess merchant open loop accounts are available 

approximately 24-72 hours after the transactions are downloaded.
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MERCHANT OPERATIONS MANAGEMENT

GENERAL MESS

The general mess is established as an EagleCash (NC) merchant during installation. Two merchants are set up for 

the general mess: General Mess–Food to record standard meal prices and General Mess–Surcharges to record 

meal surcharges. General Mess-Food and General Mess Surcharge EOM totals showing on the NAVSUP 1359 

must match the EagleCash (NC) End of Month Summary Report. This is the requirement of the Food Service 

Officer and not the NCAO. The exception would be any cash or check transactions outside of EagleCash (NC)

reference NAVSUP Publication 486, Volume 1, Food Service Management – General Messes.

Note: Mess merchants aboard LCS ships use EagleCash (NC) (a separate Treasury SVC program like 

EagleCash (NC)) to support mess operations.

POS CONFIGURATION

A POS device will be configured for each mess. When the Afloat Wardroom Mess operates with two EagleCash 

(NC) merchant accounts of Food and Dues to maintain the separation of funds described above, the mess 

treasurer will be able to indicate Food and/or Dues as appropriate by selecting the appropriate merchant at 

time of sale. See User Guides for instruction on operating the POS.

SALE OF MEALS

When meal sales transactions are being collected, the cashier will be able to indicate General Mess–Food and 

General Mess–Surcharges as appropriate by selecting the merchants from the Merchant Selection screen during 

the process of entering purchase transactions. A meal sale with surcharge is entered as two separate amounts 

on the POS.

WITH EAGLECASH (NC) CARD

• The FSO has the option to have visitors pay for meals in advance or as-they-go or upon departure from 

the ship. 

• The visitor, guest, or dependent can use their EagleCash (NC) card to purchase meal(s) from the general 

mess.

• The visitor reports to the FSO/cashier to purchase the meal.

• The FSO keys in the meal price and the surcharge (if applicable) as two separate amounts.

• The POS deducts the total amount from the closed loop’s EagleCash (NC) card and records the 

transaction for download to the EagleCash (NC) system. The EagleCash (NC) reports will also record the 

collection, as if a cash collection had occurred, and the sales proceeds for the day were deposited in 

disbursing. General Mess Food and General Mess Surcharges will each be reported separately. 

WITH LARGE GROUPS

For large groups of visitors, guests, and dependents it may not be feasible to issue instant issue or closed loop

EagleCash (NC) cards, for example, a dependent’s cruise or tiger cruise on board an aircraft carrier. For these 

special events the Commanding Officer (CO) may assign a cruise coordinator to plan for the accounting for and 

payment of meals consumed from the general mess by the guests.
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MEMBERS OF THE WARDROOM THAT SUBSIST FROM THE GENERAL MESS

Shipboard messes may include the Wardroom, CO, or Unit Commander (Flag), depending on the size of the ship.

If the monthly mess invoice is $10,000 or less ($50,000 or less for the wardroom mess treasurer on CVNs, LHAs, 

and LHDs), the mess treasurer can pay the FSO with the Officer’s mess EagleCash (NC) card. If greater than the 

authorized limit, the wardroom can make multiple payments.

PAYMENT OF MESS EXPENSES

ABOARD SHIP

Aboard ship, the treasurer makes purchases with the private mess merchant EagleCash (NC) card closed loop 

feature in the same manner that individual crewmembers purchase items on the ship.

ASHORE

Ashore, the treasurer uses the private mess merchant EagleCash (NC) card debit function (open loop account) to 

make purchases in the same manner as any debit card procedure.

HANDLING OF OFFICIAL REPRESENTATION FUNDS (ORF)

In situations where the ship sponsors a special event, such as a reception during a port visit, the private mess 

may receive ORF under a special LOA to reimburse the mess for expenses incurred for hosting the special event. 

EagleCash (NC) does not affect the existing ORF handling procedure but provides an option to the treasurer. The 

treasurer can then use the EagleCash (NC) card to pay some or all the special event expenses. Please contact the 

FSG at the supported FLC as needed. 

Note: Refer to SECNAV’s Financial Management Services publications for any questions related to ORF 

funds.

GENERAL MESS REFUNDS

These refunds shall be conducted like any other refund process within EagleCash (NC).

POST OFFICE

The ship’s post office is established as an EagleCash (NC) merchant. The post office uses the Post Office–

Metered Mail EagleCash (NC) merchant. The Treasury Agents, the Federal Reserve Bank (FRB) and PNC, and the 

NAVSUP Postal Policy Division will work with the United States Postal Service (USPS) Postal Financial Officer to 

set up the appropriate bank account number for the settlement account for postal transactions. NAVSUP Postal 

Division will provide EagleCash (NC) Team with appropriate SFA numbers for each ship. EagleCash (NC) Refunds 

for the Post Office merchants should never be processed. Refunds must be requested directly from the USPS.

Notes:

• EagleCash (NC) does not affect non-monetary postal procedures, which will continue to have their 

full force and effect. Nor does it eliminate the need for maintaining existing money-handling 

procedures for contingency operations in the unlikely event that EagleCash (NC) experiences a 

catastrophic failure and no longer functions.

• The term Postal Officer used throughout this SOP refers to the Postal Officer and individuals that 

have been properly authorized and appointed as his/her agents.
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RETAIL OPERATIONS

Retail operations EOM totals showing on the DD Form 1149 must match the EagleCash (NC) End of Month 

Summary Report. This is the responsibility of the Sales Officer and not the NCAO. The exception would be any 

cash or check transactions outside of EagleCash (NC).

Note: The purpose of this SOP is to provide guidance for use of EagleCash (NC) for purchases in the ship’s 

store and vending machines. It is provided as an addendum to existing policy and procedures outlined in 

NAVSUP P485.

EOM CLOSEOUT FOR RETAIL OPERATIONS

Prior to initiating an EOM inventory and closeout each month, the Sales Officer and NCAO will coordinate 

specific start and end dates when Sales and EagleCash (NC) activities will be closed out. It is common practice, 

especially on larger ships, to specify different EOM closing dates for different vending machines. To assist in 

closing out each month, the EagleCash (NC) application allows different EOM closing dates to be specified for 

each vending machine.

EAGLECASH (NC) CIR COLLECTIONS

EagleCash (NC) CIR collections will be automated on the back end to CIR. EagleCash (NC) collections and 

disbursements for General Mess, General Mess-Surcharges, Retails Operations, and Ship Store Profit Navy 

(SSPN) to MWR Transfers that are recorded and reported by the EagleCash (NC) system, will no longer need to 

be posted on the ship’s DD Form 2665 or entered into DDS. Special rules/procedures apply for the DDG 1000 

class ships. The preparation of the collection voucher (DD Form 1131), public voucher (SF Form 1034), and 

Voucher Control Log (DD Form 2659) are covered in the BQC Course at the NSCS. Assistance can be provided 

from the TYCOM/FLC.

NC MANAGER (NCM)/DISBURSING OPERATIONS

1. The NCM-NCAO is responsible for coordinating EOM for all EagleCash (NC) operations. Each month, the 

NCM-NCAO, Sales Officer (SALESO), Food Service Officer (FSO), and Marine NCM-NCAO should coordinate 

to establish a closeout date and time for the month.

2. Once available the EagleCash (NC) EOM Summary Report will be provided to Marine Disbursing, Food 

Service, and Retail Operations Divisions. The NCM-NCAO will no longer provide Food Service a printed copy 

of the monthly SF215 (deposit ticket).

3. The NCM-NCAO will no longer post the EagleCash (NC) Deposit Tickets/Debit Vouchers and Collection 

Vouchers or Public Vouchers for Food Service, Retail Operations, or SSPN to MWR on the DD Form 2665, 

DDS. The exception is for daily DD Form 1131s for cash/check or credit card sales.

4. The NCM-NCAO will still post the EagleCash (NC) Disbursing transactions (cash to closed loop, closed loop

to cash, and cash to open loop) on the DD Form 2665, DDS.

5. The NCM-NCAO no longer includes the Deposit Tickets/Debit Vouchers and Collections Vouchers for Food 

Service, Retail Operations, and SSPN to MWR Transfers in with the NCAO Returns and Retains. The 

exception is for daily DD Form 1131s for cash/check or credit card sales.
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6. Cash/checks deposited with Disbursing from Food Service or Retail Operations must have a corresponding 

DD Form 1131 with each deposit and will be posted daily on the DD Form 2665, DDS. The same rules apply 

or the NEXCOM Credit card transactions. NCM-NCAO will assign the CV numbers to DD Form 1131 from 

cash/check collections. A signed copy will be provided to FSO and SALESO.

7. The NAVSUP Form 1359, DD Form 1149, DD Form 1131, and SF Form 1034 will only be signed by the NCMNCAO if they are reported on NCM-NCAO Statement of Accountability and match the cash/checks/SF215s 

for credit card sales turned into Disbursing. Incorrect vouchers must be returned for correction.

FOOD SERVICE OPERATIONS

1. FSO must verify that all EagleCash (NC) devices have been downloaded before EagleCash (NC) EOM.

2. In advance of indicating EOM, the FSO must request a copy of the merchant sales summary report showing 

General Mess Food and Surcharge and validate all transactions.

3. The NCM-NCAO will provide the EagleCash (NC) EOM Summary Report to the FSO once available. In lieu of 

the Deposit Ticket (SF215), the EagleCash (NC) EOM Summary Report will contain this information under 

Voucher Description. The Voucher # represents the SF215 and will be recorded in the NAVSUP 470.

4. The EagleCash (NC) EOM Summary Report will not be changed to match the NAVSUP Form 1359 from FSM.

5. The FSO will maintain a DD Form 2659 (Voucher Control Log) and will enter in a new voucher number and 

total for each month. The Food Service collection voucher number will be assigned using the MM/YR 

(1021- OCT 2021) format. If two NAVSUP Form 1359s are used in one month, an A and B will be added to 

the end of the voucher numbers

6. The FSO will go into FSM and enter the total amount collected via the EagleCash (NC) EOM Summary 

Report for both General Mess Food and General Mess Surcharge on the NAVSUP Form 1359. Any 

EagleCash (NC) transactions downloaded after EagleCash (NC) EOM is completed will be entered in the 

current month as Undeposited Sales.

7. If cash/checks are turned into Disbursing with no EagleCash (NC) transactions for the month, the FSO will 

provide the NCM-NCAO the DD Form 1131 matching the total amount of cash turned into Disbursing. 

NCM-NCAO will assign a CV# to the DD Form 1131, sign and return a copy.

8. NCAO will no longer sign the NAVSUP Form 1359 Certifying cash collected as it will not be reported on the 

Statement of Accountability.

9. If checks are received by the FSO for general mess payments, the FSO will prepare a DD Form 1131 and the 

original check and DD Form 1131 will be mailed to DFAS Cleveland. 

RETAIL OPERATIONS

1. The SALESO should verify that all EagleCash (NC) devices have been downloaded before EagleCash (NC)

EOM.

2. The NCM-NCAO will provide the EagleCash (NC) EOM Summary Report to the SALESO once available. The 

EagleCash (NC) EOM Summary Report will not be changed to match the DD Form 1149 from ROM.

3. The SALESO will maintain a DD Form 2659 (Voucher Control Log) and will enter in a new voucher number 

and total for each month. The Retail Operations collection voucher number will be assigned using the 

MM/YR (1021 for OCT 2021) format. 

4. The SALESO will go into ROM and enter the total amount collected via the EagleCash (NC) EOM Summary 

Report for Retail Operations on the DD Form 1149. Any EagleCash (NC) transactions downloaded after 

EagleCash (NC) EOM is completed will be entered in the next month’s DD Form 1149.

5. If cash/check is deposited with Disbursing, it must have a corresponding daily DD Form 1131. NCM-NCAO 

will assign a CV# to the DD Form 1131, sign and return a copy.
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6. NCAO will no longer sign the DD Form 1149 certifying cash collected as it will not be reported on the 

Statement of Accountability.

7. If checks are received by the SALESO for retail operations, the SALESO will prepare a DD Form 1131 and the 

original check and DD Form 1131 will be mailed to DFAS Cleveland. 

SSPN TO MWR TRANSFERS

1. The SF Form 1034 transfer from SSPN to MWR will be processed as normal. Once approved by the 

Commanding Officer the SF Form 1034 will be given to the NCAO.

2. The NCM-NCAO will process refund using the SSPN Transfer to MWR merchant with the Navy MWR card 

in the EagleCash (NC) POS device in Disbursing.

3. The SALESO will enter a Public Voucher number in the DD Form 2659 (Voucher Control Log). The Retail 

Operations public voucher number will be assigned using the MM/YR (1021 for OCT 2021) format. The 

NCM will give the completed SF Form 1034 to the SALESO.

4. NCM-NCAO will continue to record all Cash and NEXCOM Card Acquiring Service collections and 

disbursements in the onboard Disbursing System (DDS) once the solution is implemented. This still 

includes all Cash-to-Closed Loop and Closed Loop-to-Cash transactions associated with the loading and 

unloading of the EagleCash (NC) cards.

TRANSIENT MERCHANTS (VENDORS ACTIVATING MISCELLANEOUS EVENTS)

The following provides basic procedures for vendors using the transient merchant to collect payments on board 

ship. 

EagleCash (NC) transactions must be settled on an as-needed basis to pay a vendor for goods or services 

provided, transient merchants are ordinarily only needed for a short time and are commonly settled to a 

different vendor each time they are used. Within EagleCash (NC), the standard transient merchants are: 

Husbanding Agent, Foreign Concessionaire, College Courses, College Books, and Miscellaneous Events. Transient 

merchants are included in the merchants set up for every EagleCash (NC) ship. Examples are Family Readiness 

Group bake sale or the Navy Marine Corps Relief Society (NMCRS) annual active-duty fund drive.

The standard EagleCash (NC) transient merchant names cannot be changed to accommodate a short-term need 

on a ship. For example, if the generic merchant MISC EVENTS has been assigned to the NMCRS annual fund 

drive, MISC EVENTS will appear on the POS screen and in EagleCash (NC) reports related to the NMCRS fund 

drive.

TRANSACTION LOG

The vendor is required to maintain a separate log and record each transaction. IF a POS is lost or destroyed 

before the payment transaction data stored in the POS is downloaded to the tablet, NCTS personnel may be able 

to reconstruct the payment transactions using the documented transactions recorded in the log or from copies 

of sales receipts.
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CLOSEOUT DAY PRIOR TO PAYMENT

At the end of the business day or at the end of the event, the vendor must bring the POS device and the 

transaction logs back to the NCAO for, download, closeout and payment. The vendor must close out at the end 

of the business day prior to the day that payment is desired. EagleCash (NC) payment transactions collected by 

transient merchants are settled to the NCAO merchant open loop account, normally within 24 to 72 hours, but 

the amount is not actually transferred to the account, or the new balance reflected until an Indicate End of Day 

(IEOD) function between the ship and shore are completed.

DOWNLOAD POS

The NCAO will ensure all POS transactions are downloaded in a timely manner.

RECONCILE EAGLECASH (NC) REPORT AND VENDOR LOGS

If the Merchant Sales Summary Report generated by the EagleCash (NC) system and the vendor's transaction 

logs agree, the NCAO is ready to pay the vendor for the EagleCash (NC) transactions collected by the merchant.

If they do not agree, the NCAO and the vendor must reconcile the differences. If needed, NCAO will make copies 

of logs. To simplify settlement and payment, this reconciliation should be completed before initiating the IEOD 

function.

For either a shortage or overage out of balance condition, the NCAO shall use the NCDA 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. 

DISBURSING OPERATIONS 

ESTABLISHING THE EAGLECASH (NC) PROGRAM

NC ACCOUNTABLE OFFICER (NCAO) APPOINTMENTS

On most ships equipped with EagleCash (NC), the Deputy NCAO is appointed as the NCAO.

DD FORM 577

A Department of Defense (DD) Form 577, Appointment/Termination Record—Authorized Signature, shall be 

signed by the Commanding Officer appointing the NCAO, or other responsible individuals, as the NCAO. The 

form delineates what their accountability and responsibilities include (see the Department of Defense Financial 

Management Regulation (DoD FMR), Volume 5, Chapters 2 and 10). Subsequent DD Form 577s from the NCAO

to their deputy, agents, or cashiers shall also be maintained (see sample DD Form 577s in Documentation 

Resources).
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EagleCash (NC) DEPUTY

The NCAO must appoint an EagleCash (NC) Deputy. If the NCAO is not available, e.g., attending training class or 

on leave or Temporary Additional Duty (TAD), the EagleCash (NC) Deputy must be available to perform the 

duties of the NCAO, primarily to operate and manage the EagleCash (NC) program and system on the ship. A DD 

Form 577 shall be signed by the NOCA to the responsible individual as the EagleCash (NC) Deputy, delineating 

what their responsibilities include.

The NCAO must ensure the EagleCash (NC) Deputy is properly trained on EagleCash (NC) operations and able to 

fully cover during any absences. The EagleCash (NC) Deputy should have the knowledge and ability to resolve 

any EagleCash (NC) technical and/or financial issues that may arise. The EagleCash (NC) Deputy can recruit the 

assistance of the ship’s IT personnel for technical issues as needed.

Additional training for the EagleCash (NC) Deputy is also available on request from the FLC.

INTERNAL PROCEDURES AND CONTROLS

To facilitate effective management and administration of EagleCash (NC) operations, each ship should develop a 

ship’s instruction that provides a framework for associated duties and responsibilities and lays out internal 

management controls and specific policies and procedures for EagleCash (NC). A sample instruction is included 

in Documentation Resources.

NC DISBURSING APPLICATION (NCDA)

See EagleCash (NC) Web Application User Guide.

MANAGEMENT OF THE EAGLECASH (NC) SYSTEM

EQUIPMENT CUSTODIAL RESPONSIBILITIES

EAGLECASH (NC) CARD STOCK

The NCAO is responsible for maintaining a stock of EagleCash (NC) cards. EagleCash (NC) cards shall be stored

like blank US Treasury check stock. Storage and security requirements for blank US Treasury check stock are 

described in DoD FMR Chapter 7. The NCAO may delegate the responsibility for custody of EagleCash (NC) cards 

to a designated representative.

EAGLECASH (NC) SYSTEMS MOVES

Ships undergoing availabilities in shipyards often use barges as temporary office, messing, and berthing spaces.

To relocate EagleCash (NC) 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 EagleCash (NC) equipment sustained during the 

move. Please contact CSC to open a case to track the barge move. See EagleCash (NC) Barge Move User Guide

for the Barge Move Guide and EagleCash (NC) diagram.
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CUSTODY OF SPARE EQUIPMENT

SPARE Point-of-Sale (POS)

The NCAO is responsible for control of all spare POS devices. The POS devices checked out for these periodic 

functions should be signed out on a locally generated and maintained custody log. When a POS has been used in 

the offline mode and transactions have been recorded (stored) but have not yet been downloaded to the 

EagleCash (NC) tablet, it should be kept in a safe or in a secure storeroom or space on the ship that is locked 

when not occupied and has limited access. All efforts should be pursued to download the device’s transactions, 

POS left off-line for a while are susceptible to internal battery failure. Spare POS devices not being held in 

reserve for periodic functions (and without transactions store on them) should be maintained as stock items in a 

secure storeroom.

SPARE Card Accepting Devices (CADS)

The Sales Officer is responsible for all spare Card Accepting Devices (CADs). When a CAD has been removed from 

a vending machine, and still has transactions recorded (stored) on it that have not yet been downloaded to the 

EagleCash (NC) tablet, it should be kept in a secure location (see Software & Devices User Guide for procedures 

for recovering transactions from the USB drive backup in a CAD). CADs that do not have transactions stored on 

them should be kept in a safe or in a secure storeroom or space on the ship that is locked when not occupied 

and has limited access. In general, CADs should be maintained as stock items in a secure storeroom.

INVENTORY CONTROL

Failure to maintain inventory control over EagleCash (NC) items can result in missing items, especially during 

turnover of key personnel. Inventory of EagleCash (NC) equipment must be completed twice annually and upon 

turnover of the NCAO.

CUSTODY OF EagleCash (NC) CARD CARDSTOCK

The CVT shall verify all blank EagleCash (NC) card stock by count against the Bulk Card Log, and the audit shall be 

documented as the next entry in the Bulk Card Log. The NCAO shall collect and destroy any cards that have 

expired.

RESPONSIBILITIES FOR FAILED EQUIPMENT

Report failed equipment to CSC. When directed to return failed equipment to the EagleCash (NC) depot (CADs 

and POS devices with stuck transactions are sent to SAIC to include their SD card/USB drive and SAM closed 

loop), retain the email from the CSC with the traceable tracking number and date shipped. A copy of the email 

with the case number assigned by the CSC and the equipment serial number should be included with all 

EagleCash (NC) equipment returns. 

SHIPPING ADDRESS AND CERTIFIED 

MAILING ADDRESS NAVY CASH DEPOT

SAIC

ATTN: Navy Cash Depot 

7580 Metropolitan Drive, Suite 207 

San Diego, CA 92108 

Phone: (619) 881-5408 (Shipment related issues only)
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MAILING OR SHIPPING EQUIPMENT WITH BATTERIES CONTAINED IN THE EQUIPMENT

• Hazardous Materials Regulations. Batteries must be disposed of locally via shipboard HAZMAT 

procedures and must never be mailed or shipped.

• Bluebird MT280: The Bluebird POS (on ships with release v1.4.7.3/1.4.7.4) uses a rechargeable lithiumion battery to provide power when used in the portable mode. In preparing a Bluebird for mailing or 

shipping, the rechargeable lithium-ion battery must be removed from the device. The Bluebird also 

contains a backup battery (button cell) to prevent data loss during exchange of the rechargeable 

battery. This backup battery (button cell) is not user replaceable.

• Packaging POS Devices for Shipment. Packages prepared for shipment (by USPS, UPS, FedEx, etc.) are 

likely to travel by air for at least one flight segment and must be treated as air shipments. Do not ship 

batteries with POS devices to SAIC.

MANAGEMENT OF EAGLECASH (NC) ACCOUNTS

EAGLECASH (NC) ACCOUNT ENROLLMENTS

NEW ENROLLMENTS

Prospective cardholders can enroll in EagleCash (NC) via self-enrollment on http://www.navycash.com or at the 

NCAO on the ship (a sample EagleCash (NC) enrollment form is included in Documentation Resources).

Personnel newly enrolling in EagleCash (NC) are normally issued an instant issue EagleCash (NC) card.

EAGLECASH (NC) NEGATIVE BALANCES

The amount of any negative open loop account balance represents a debt to the U.S. Treasury’s EagleCash (NC)

funds pool. The NCAO is responsible for collecting on that Government debt.

NCAO’S RESPONSIBILITIES

When a cardholder’s open loop account balance is negative, the NCAO is responsible for management of 

negative balance collections in accordance with the ship’s internal procedures and this SOP. 

HOW NEGATIVE BALANCES OCCUR

• A negative balance occurs when cardholder requests to transfer funds at an EagleCash (NC) kiosk are 

rejected from cardholders’ financial institution. ACH Codes for Returned Transactions can be found in 

EagleCash (NC) References.

• Transaction timing issues can result in negative balances on debit card purchases or ATM withdrawals 

ashore when there are not sufficient funds in cardholders’ open loop accounts at the time of 

reconciliation. Possible causes include merchant holds, merchant without online authorization 

capability, shipboard EagleCash (NC) kiosk transactions, network unavailable, etc. 

• When cardholders use their EagleCash (NC) debit feature ashore, the new balance in their EagleCash 

(NC) open loop accounts will be reflected ashore immediately but will not be reflected on the ship 
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EAGLECASH (NC) ACH BLOCKS

The EagleCash (NC) system automatically blocks EagleCash (NC) access to a cardholder’s financial institution 

account when an Automated Clearing House (ACH) transaction return is received, and the cardholder’s open

loop account goes negative. If the reason for ACH rejection is NSF, once the negative balance is cleared, the ACH 

block removal must be actioned by the NCAO. The NCAO should work with the cardholder to update any invalid 

financial institution account information, so EagleCash (NC) ACH access can be unblocked.

REPRESENTMENT

This is a method for collections of negative balances. 

1. ACH Transfer Requests Returned for NSF. If a cardholder’s request at the EagleCash (NC) kiosk to 

transfer funds from a financial institution account is returned for NSF, the ACH transaction will 

automatically be represented up to two more times on successive military paydays.

2. Representment Process. Military payday is on the 1st and 15th of each month. The EagleCash (NC)

system ashore will create an ACH representment file one day prior to payday, so the receiving banks or 

credit unions can debit the accounts first thing on payday.

3. Specific Characteristics of Representment.

4. Funds Held for Five Business Days. When a returned transaction is represented, the funds will not be 

posted immediately, but will be held for five business days to ensure the cardholder does not use those 

funds until it is certain the represented transaction will not be returned for NSF as well.

COLLECTING ON NEGATIVE BALANCES

It is the NCAO’s responsibility for management of negative balances. With automatic representment, the 

majority of returned ACH transactions and resulting negative balances will be handled automatically. If 

representment fails for two paydays (30 days), the following are alternative options for collections by the NCAO.

Table 7: Negative Balance Collection Options

Navy Marines

Kiosk transfer (closed to open loop) Kiosk transfer (closed to open loop)

Collection of cash at NCAO Collection of cash at NCAO

Split Pay Not Applicable

DD Form 139 (Navy Company Code: D411179) Marine equivalent
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NEGATIVE BALANCE REPORT

Review and manage the negative balance report daily. Cardholders with negative balances greater than 10 days 

without representment will result in an audit discrepancy by the CVT and FEG team, and a report filed with CO 

and TYCOM.

• Representment Pending. If within 48 hours of payday, the NCAO should not take any collection action 

on negative accounts because representment actions are pending. If the ACH REPRESENTMENT COUNT 

is:

– 0: The ACH request is scheduled to be represented for the first time on the date.

– 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.

– 2: the ACH request was represented a second time on the date and is in the five-day waiting period.

• EagleCash (NC) Website. Assists in researching causes of negative balances via the ACH tab on the 

cardholder’s profile.

NOTIFY CARDHOLDER

Immediately notify cardholder and their chain of command. Once notified, cardholder shall report immediately 

to the NCAO to resolve the negative balance.

DISCIPLINARY ACTION

The NCAO should notify the commanding officer if willful negligence or fraud is suspected.

BLOCK CONDITION DURATION

The NCAO must ensure the cardholder’s EagleCash (NC) access to a financial institution account ashore remains 

blocked until the negative balance is resolved, and the balance is zero or positive.
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COMMAND POLICY

The Commanding Officer is responsible for establishing an EagleCash (NC) internal procedures for the command 

to include policy on negative balance collections and disciplinary actions. Refer to the sample provided in 

Documentation Resources.

Table 8: Guidelines for Negative EagleCash (NC) Open Loop Account Balances

Reason for 

Negative 

Balance

First Occurrence Second Occurrence Third Occurrence

Rejected 

Financial 

Institution 

Transaction 

Requests

System temporarily blocks access to 

ACH until negative balance is 

corrected. NCAO has discretion to 

unblock access 

Options:

• Counseling from NCAO on 

managing EagleCash (NC) accounts 

more effectively and recommend 

SPO

• NCAO has discretion to reduce 

daily max limit down from $400 for 

30 days. 

• If willful negligence or fraud 

suspected, Non-Judicial 

Punishment (NJP) or court-martial 

under Article 92 of Uniform Code 

of Military Justice (UCMJ)

System temporarily blocks access to 

ACH until negative balance is corrected. 

NCAO has discretion to unblock access

Options:

• Counseling from NCAO on managing 

EagleCash (NC) accounts more 

effectively and recommend SPO

• Notify member of second 

occurrence via member’s chain of 

command

• NCAO has discretion to reduce daily 

max limit from previous limit for 60 

days

• If willful negligence or fraud 

suspected, NJP or court-martial 

under Article 92 of UCMJ 

System permanently blocks access 

to ACH NCAO has discretion to 

unblock access

Options:

• Notify member of third 

occurrence via member’s chain 

of command

• Block (suspend) EagleCash (NC)

account indefinitely 

• Suspend ACH from EagleCash 

(NC) card, recommend start 

SPO

• If willful negligence or fraud 

suspected, NJP or court-martial 

under Article 92 of UCMJ 

ATM and 

Point-of-Sale 

Purchases 

Ashore

Options:

• Counseling from NCAO on 

managing EagleCash (NC) accounts 

more effectively and recommend 

SPO

• If willful negligence or fraud 

suspected, NJP or court-martial 

under Article 92 of UCMJ 

Options:

• Counseling from NCAO on managing 

EagleCash (NC) accounts more 

effectively and recommend SPO

• Notify member of second 

occurrence via member’s chain of 

command

• 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) EagleCash 

(NC) account 60 days

• Suspend ACH from EagleCash 

(NC) card, recommend start 

SPO

• If willful negligence or fraud 

suspected, NJP or courtmartial under Article 92 of 

UCMJ 
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BLOCKING AND UNBLOCKING ACCESS TO HOME ACCOUNTS

An authorized NCAO or Deputy can block or unblock a cardholder’s ACH access to their home financial 

institution account through either the NCDA or the EagleCash (NC) disbursing website.

1. When an EagleCash (NC) cardholder’s ACH access privileges are blocked, the account information is 

updated as follows on the EagleCash (NC) disbursing website.

a. The ACH Allowed flag is set to N.

b. The ACH Decline Count is set to 99.

c. The 99 code indicates that the ACH privileges on the account were deliberately blocked by 

either a Customer Service Representative (CSR) or authorized disbursing personnel. Even if the 

account balance returns to $0 or greater, the blockage is not removed.

d. This 99 account blockage can only be removed by authorized disbursing personnel or by the CSR 

at the request of authorized disbursing personnel. 

2. When an ACH transaction is returned with a code other that R01/R09/NSF, the account is automatically 

blocked, and account information is updated as follows on the website:

a. The ACH Allowed flag is set to N.

b. The ACH Decline Count is set to 98.

Note: The 98:

– Indicates that the ACH privileges were blocked automatically due to an ACH return 

other that NSF.

– Account blockage can only be removed by authorized disbursing personnel or by the 

CSR at the request of authorized disbursing personnel. The request should include 

new or updated home financial institution account information that has been 

validated by the NCAO so that any errors in the account information on file can be 

corrected. 

Table 9: Summary of ACH Decline Counts

0,1,2,3 Number of 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 financial institution 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 financial institution account and 

ABA numbers updated 

99 Manually blocked by disbursing Allow unblock 

Blocking access only prevents EagleCash (NC) 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 individual can still use the value in the closed loop account for purchases on the ship.
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COURT ORDERS AND LEVIES AND SUBPOENAS ON EagleCash (NC) ACCOUNTS

On occasion, the Treasury Agent for EagleCash (NC), receives Court Orders and Levies (COAL) and Subpoenas on 

accounts with deposits in the bank. Subpoenas are court orders to provide specific information about customer 

accounts and transactions against accounts. COAL are specific instructions received from the courts for search 

and investigative requirements about accounts and for holds, debits, and credits on accounts. The Treasury 

Agent must carry out these directives based on the specific instructions received from the courts. The EagleCash 

(NC) backend ashore now has automated capabilities to respond to instructions received from the courts. 

Any hold, debit, or credit action that results from COAL instructions will always be applied to the open loop 

account. The value in the closed loop account is not affected by this process and can still be used for purchases 

on the ship. 

• If a hold is placed on an open loop account that does not have sufficient funds to cover the hold, the 

available balance on the account will go negative, and the closed loop load limit will be set to zero. As a 

result, all transfers to the closed loop, including ACH transfers, funds transfers to load cash at NCAO, 

closed loop-to-closed loop transfers, and open-to-closed loop transfers, are blocked. When the open

loop account is replenished up to or beyond the amount of the negative balance, the closed loop load 

limit will be reset to the limit set prior to the hold, and funds can again be transferred to the closed loop

account.

• Any negative balance resulting from a hold will not be reflected on the EagleCash (NC) Daily Negative 

Balance Report, since the report only reflects negative balances on the account’s “ledger balance,” while 

holds are applied to the account’s current available balance.

The shore to ship syncing process will reflect any holds on an account in the available balance returned to the 

ship. Debit and/or credit transactions are processed and posted to EagleCash (NC) accounts daily in accordance 

with instructions provided. Any hold, debit, or credit action is logged and reported on the EagleCash (NC)

Cardholder Website (https://www.navycash.com). To log in to the website, cardholders need a username and 

password. The first-time cardholders access the website, they use their 16-digit Mastercard card number and 

PIN. They are then asked to set up a username and password and set up answers to two security questions. A 

detailed transaction history is available to review all closed- and open loop transactions for the current month 

and the last six months.

If EagleCash (NC) cardholders have questions about a hold, debit, or credit on their account that resulted from 

COAL instructions, NCAOs should direct them to call the Cardholder CSC (see Contact Information for phone 

numbers and emails).

EAGLECASH (NC) ACCOUNT SETTLEMENT

MISCELLANEOUS PAYMENTS TO EAGLECASH (NC) CARD

The NCAO will follow existing procedures to pay laundry claims, travel reimbursements, or other miscellaneous 

payments. The value can be added to the cardholder’s or merchant’s EagleCash (NC) card (for other details and 

miscellaneous payments see paragraph 8300 of the Ship’s Store Afloat Manual (P-487)).
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COLLECTIONS FROM PORTABLE POINT OF SALE (POS) DEVICES

When a LAN drop is not accessible, the NCAO will issue the merchant a hand-held battery-operated POS device 

in accordance with this SOP. If the POS is expected to be used remotely for an extended period, the NCAO

should use the docking station to maintain POS charge. The merchant will be accountable for this device and use 

it to collect value from the cardholders’ EagleCash (NC) cards. The user will be required to sign out the POS on a 

locally generated and maintained custody log. Since a portable POS stores the value of sales transactions, it 

should be protected like a cash box. The merchant is required to maintain a separate log and record each 

transaction.

1. At the end of each business day, the merchant will upload the information from the POS to the 

EagleCash (NC) tablet by simply plugging the POS into any EagleCash (NC) LAN drop. The information will 

be uploaded automatically.

2. At the end of the current business day, the EagleCash (NC) shore process will generate a report showing 

the name of the merchant account to which the money will be settled, the number of transactions, and 

total dollar value (currently at 2am EST).

3. NCAO and responsible individual must compare report to the merchant’s transaction log to verify that 

the amounts reported by the EagleCash (NC) report are correct.

4. When the daily files are sent ashore as a part of the end-of-day process, the Treasury Agent will settle 

the appropriate amount of money from the funds pool to the appropriate account.

RECONCILIATION

DIFFERENCE IN EOM SUMMARY REPORT AND MONTHLY TRANSACTION DETAIL REPORTS

Differences in the EagleCash (NC) totals reported in the EOM Summary Report from shore and the Monthly 

Transaction Detail Reports from shore for Navy Disbursing, Sales, Food Service, or Marine Disbursing, the NCAO

must be reported. Report these discrepancies by sending an email to the appropriate FSG at the NAVSUP Fleet 

Logistics Center (FLC) in Norfolk, San Diego, or Yokosuka to alert them and request assistance as needed in 

resolving them. Because the SF 215 Deposit Ticket data, and SF 5515 Debit Voucher data for the month for Navy 

Disbursing, Sales, Food Service, and Marine Disbursing (when embarked), were automatically sent ashore when

EOM indicators were received and processed, the EOM Summary Report must be used to report EagleCash (NC)

numbers for the month. Any difference must be resolved, and necessary adjustments must be made in the next 

month’s business.

DIFFERENCE IN EAGLECASH (NC) EOM SUMMARY REPORT AND ROM OR FSM REPORTS

Differences in the EagleCash (NC) totals reported in the EOM Summary Report from shore and the totals 

reported in the Disbursing Activity, ROM, or FSM, the basic business rule is the EagleCash (NC) figures reported 

in the EOM Summary Report are always correct. The NCAO, Sales Officer, Food Service Officer, and Marine 

NCAO (when embarked) must use the EagleCash (NC) EOM Summary Report to report their EagleCash (NC)

numbers for the month. The out-of-balance condition must be researched. Report these discrepancies by 

sending an email to the appropriate FSG at the NAVSUP Fleet Logistics Center (FLC) in Norfolk, San Diego, or 

Yokosuka to alert them and request assistance as needed in resolving them. If needed, the RS and CS personnel 

should contact the Fleet Assist Team (FAT), Navy Food Management Team (NFMT), and/or Afloat Training Group 

(ATG) for assistance in getting ROM and FSM updated to show the correct EagleCash (NC) EOM totals.
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The Documentation Resources, End-of-Month Procedures Worksheet includes basic guidelines for reconciliation 

and determining the cause of any out-of-balance condition. Any differences must be resolved, and any 

necessary adjustment must be made in the next month’s business.

Shore Reports Available on EagleCash (NC) 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 EagleCash (NC) Disbursing Website (https://www.navycash.com—see EagleCash (NC)

Web Application User Guide).

EAGLECASH (NC) QUARTERLY CASH VERIFICATION AUDIT

All funds collected, disbursed, or maintained by the NCAO, Deputies, and Agents are 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, EagleCash (NC) card stock, and the like, will be verified in the 

same manner as prescribed within the DoD FMR Volume 5 Appendix A. 

The Cash Verification Team (CVT) shall use the EagleCash (NC) Transaction Ledger as well as the NCAO’s 

Disbursing Accountability Reports, to include the daily, weekly, and monthly shore reports for Navy Disbursing, 

to substantiate all funds. A sample Cash Verification Team EagleCash (NC) Checklist is included in 

Documentation Resources. For ships with DDS, substantiate funds posted on line 31 of the DD Form 2665, and 

contact TYCOM if there are any questions.

REQUIRED EAGLECASH (NC) ACCOUNTABILITY DOCUMENTATION

The CVT shall verify that the Daily Cash Transaction Ledger(s) and daily, weekly, or monthly disbursing shore 

report (sorted by operator) are retained with each DD Form 2665, EOM Summary Report, and complete DD 

Form 2665 packages for each day of month are retained as part of monthly financial returns. For ships with DDS, 

substantiate funds on the DD Form 2665/DD Form 1081, and contact TYCOM if there are any questions.

DISPOSITION OF FUNDS ON SELECTED EAGLECASH (NC) MERCHANT CARDS

NAVY DISBURSING MERCHANT CARD

The CVT shall confirm that the Navy Disbursing merchant card balance is zero (both closed and open loop) and 

review the disposition of deposits, withdrawals, or transfers made with the Navy Disbursing merchant card since 

the last quarterly cash verification using the EagleCash (NC) website https://www.navycash.com. If needed, the 

NCAO may contact the EagleCash (NC) CSC or the EagleCash (NC) FSGs for assistance.

Generic Private, Staff, Air Wing, Squadron Merchant EagleCash (NC) Cards 

The CVT shall verify that all generic merchant cards not currently assigned to, and in use by an EagleCash (NC)

merchant, are in the custody of the NCAO. NCAO must confirm that the account balance for the generic 

merchant cards in custody is zero (both closed- and open loop); and review the disposition of deposits, 

withdrawals, or transfers made with those generic merchant cards since the last quarterly cash verification.

1. Generic private, staff, air wing, squadron merchant EagleCash (NC) cards are used to activate a merchant not 

specifically named in the EagleCash (NC) merchant listing. There are fifteen generic private merchants within 

EagleCash (NC), PRIVATE ONE through PRIVATE FIFTEEN. PRIVATE SIX through PRIVATE FIFTEEN are 

generally assigned to large-deck ships only.
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2. Generate and Print Transaction Histories. The CVT shall go to the EagleCash (NC) Cardholder website 

(www.navycash.com) and generate and print the Transaction History information for each of the selected 

EagleCash (NC) merchant cards (NCAO and Generic Private, Staff, Air Wing, and Squadron Merchants) to 

cover the period from the date and time of the last quarterly cash verification to the present date and time.

To log in to the website, merchants need a username and password. The first time merchants access the 

website, they use their 16-digit Mastercard card number and PIN. They are then asked to set up a username 

and password and set up answers to two security questions. The CVT shall obtain the Transaction History 

information for each of the selected EagleCash (NC) merchant cards in turn, i.e., the NCAO merchant card 

and the generic merchant cards in custody.

3. Confirm Closed Loop and Open Loop Balance is Zero. The Transaction History lists both closed- and open

loop transactions. Any balance other than zero in the closed- and/or open loop account in any of the 

selected EagleCash (NC) merchant cards (NCAO and Generic Private, Staff, Air Wing, and Squadron 

Merchants) shall be noted in the CVT report sent to the Commanding Officer, and this same discrepancy 

shall again be reviewed during the next quarter’s cash verification.

4. Review Disposition of Funds. The CVT shall review the Transaction History to ensure any remaining balances 

other than zero in the selected EagleCash (NC) merchant cards closed- and/or open loop accounts (NCAO

and Generic Private, Staff, Air Wing, and Squadron Merchants) agree with the transactions in the respective 

Transaction History reports. The CVT shall also review the Transaction History to verify that no unauthorized 

deposits, withdrawals, or transfers were made using the NCAO merchant EagleCash (NC) card closed- and 

open loop accounts or the generic merchant card closed- and open loop accounts since the last quarterly 

cash verification.

5. Include Transaction Histories in CVT Report. The CVT shall include a copy of the Transaction History reports 

for the NCAO merchant card and each of the generic merchant cards reviewed as an enclosure to the CVT 

report sent to the Commanding Officer.

NC DISBURSING APPLICATION (NCDA) USERS

The CVT shall generate card reports for the EagleCash (NC) cards of all NCDA users. The card reports will be used 

to verify that no unauthorized deposits were made to their closed loop accounts since the last quarterly cash 

verification.

1. To generate a Card Report, select Card Report in the Card Maintenance menu.

2. Insert the cardholder’s card into the POS.

3. Click the Get Chip Info button.

4. Select the Start and End Dates for the report.

5. Click the Generate button.

6. This produces a report on the screen that displays a breakdown of all transactions that have occurred on 

the closed loop. If a hardcopy printout is required, click the Print button and a paper report will be 

generated.

RETAIN COPY OF EagleCash (NC) CVT CHECKLIST

The NCAO shall retain a copy of the completed EagleCash (NC) CVT checklist in accordance with TYCOM 

requirements.
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GUIDELINES FOR FRAUD

An EagleCash (NC) cardholder, either an individual or a merchant, who suspects there has been unauthorized 

activity on their EagleCash (NC) card open or closed loop account, you should stop using the card and report the 

incident to the NCAO and/or the EagleCash (NC) CSC (see Contact Information for phone numbers and emails).

Specific guidelines for reporting and handling problems with suspected fraudulent activity depend on the type of 

transaction involved. Information about cardholder rights, responsibilities, and liabilities can be found in the 

EagleCash (NC) card and EagleCash (NC) Closed Loop Card Cardholder Agreement.

If the NCAO or cardholder elects to notify the CSC via email, they must restrict the Personally Identifiable 

Information (PII) they provide in the email. They should simply state either that they believe the card has been 

lost or stolen or that someone has transferred, or may transfer, money from the account without permission.

Dispute Form

To dispute a fraudulent or erroneous transaction, an individual must fill out, sign, and date a dispute form. There 

are two separate dispute forms, the Fraud Transaction Dispute Form, and the Non-Fraud Transaction Dispute 

Form. The NCAO can provide a cardholder the appropriate form. The form must be emailed to FRBKC CSC.

Copies of the two dispute forms are included in Documentation Resources. For fraud investigations, processing 

may take up to 90 days. 

Cardholders should include only the name, email address, and last four digits of the SSN to help the CSC in 

identifying the correct EagleCash (NC) cardholder account and in responding to their email. They should also Cc

the NCAO on the email they send to the CSC. A cardholder’s full SSN, MASTERCARD number, or PIN should never 

be included in an email to the CSC.

For closed loop-to-closed loop fraud, cardholders should notify FRBKC CSC, the NCAO, and the ship’s Master at 

Arms immediately. Any loss of funds would need to be pursued via Navy investigative and judicial processes. The 

Commanding Officer (CO) may appoint an investigating officer/board to conduct a formal investigation or 

request a criminal investigation if one is warranted. See www.navycash.com and CSC Contact Information for 

phone numbers and emails.
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The below table’s transactions are grouped into four categories: Debit transactions onshore, funds transfers at 

the EagleCash (NC) kiosk, closed loop transactions, and home financial institution account transfers. The actions 

a cardholder should take for suspected fraudulent activity with each category of transactions are discussed in 

turn. 

Table 10: Summary of EagleCash (NC) Transactions

Debit Transactions Onshore Funds Transfers At Kiosk 

1.ATM withdrawal – PIN required 

2.PIN-based purchase – PIN required 

3.Signature-based purchase – PIN not required 

4.Open loop to home account – PIN required 

5.Open to closed loop – PIN required 

6.Closed to open loop – PIN required 

7.Closed loop to home account – PIN required 

Closed Loop Transactions Home Account Transfers 

8.POS purchase – PIN required 

9.Vending purchase – PIN not required 

10.Closed-loop-to-closed loop transfer – PIN required 

11.Home account to closed loop – PIN required 

12.Home account to open loop – PIN required

1. Funds Transfers at the kiosk on the ship. Funds transfer requests at the kiosk from the open loop or 

closed loop account to a home financial institution account require a PIN.

2. Closed Loop Account Transactions on the ship. The closed loop on the EagleCash (NC) card replaces cash 

for purchases on the ship. Funds in the closed loop account are considered cash. Any loss of funds is 

similar to the loss of cash and may not be recoverable.

3. Home Account Transfers at the kiosk on the ship. Funds transfer requests at the kiosk from the home 

financial institution account to the closed or the open loop are debited from the cardholder’s financial 

institution account.
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Table 11: Summary of Cardholder Actions

Transaction Types Cardholder Actions

Debit Transaction Onshore

1.ATM withdrawal 

2.PIN-based purchase 

3.Signature-based purchase

Call CSC immediately so a case can be opened (see Contact 

Information for phone numbers and emails; also printed on back 

of EagleCash (NC) card). 

Fill out, sign, and date appropriate dispute form (available at 

Disbursing) and mail to: 

Address:FRB-KC Omaha Branch

Attention: Disputes 

2201 Farnam 

Omaha, NE 68102 

Funds Transfers at Kiosk on Ship

4.Open loop to home account 

5.Open loop to closed loop

6.Closed loop to open loop 

7.Closed loop to home account

Call CSC immediately so a case can be opened (see CSC Contact 

Information for phone numbers and emails).

Closed Loop Transactions on Ship

8.POS purchase 

9.Vending purchase 

10.Closed loop-to-closed loop transfer 

Notify Master at Arms and Disbursing immediately. 

Funds in closed loop account are considered cash and may not be 

recoverable if lost, so disputes must be pursued via Navy 

investigative/judicial processes.

Home Account Transfers at Kiosk on Ship

11.Home account to closed loop 

12.Home account to open loop

Contact financial institution directly to dispute any unauthorized 

transactions.

Safeguard EagleCash (NC) Card and PIN

Remember, a cardholder is responsible for all debits they authorize using the card. Therefore, a cardholder must 

take precautions to always safeguard the card and PIN. A cardholder must not give their card or PIN, or make 

the card or PIN available, to any other person. If a cardholder permits other persons to use their card, the 

cardholder is responsible for any transactions they authorize from the cardholder’s closed loop or open loop 

account.

NCAO

If unauthorized activity on an EagleCash (NC) card or account is suspected in the NCAO, the guidelines described 

above for cardholders for debit transactions onshore, funds transfers at the kiosk, closed loop transactions, and 

home financial institution account transfers apply.

Article 0814, U.S. Navy Regulations (1990), requires COs to recommend or convene an investigation under the 

provisions of the Manual of the Judge Advocate General (JAGMAN) into the circumstances of all losses or 

excesses of public funds or property in the custody of persons under their command, unless properly excused by 

higher authority.
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In accordance with the JAGMAN, section 0249, Loss or Excess of Government Funds or Property, a consultation 

with an appropriate assist team and a prompt audit to verify the existence and amount of a loss of funds should 

normally precede the decision to convene a JAGMAN investigation. Criminal law enforcement investigations are 

required if there is any indication that the loss of funds was caused by fraud, embezzlement, theft, or other 

criminal act. In accordance with section 0201 of the JAGMAN, any such investigation should be coordinated with 

the Naval Criminal Investigative Service (NCIS).

RESTITUTION

A court martial has no power to adjudge civil remedies. For example, a court martial may not adjudge the 

payment of damages, collect private debts, order the return of property, or order a criminal forfeiture of seized 

property.

When the U.S. Government, e.g., the Treasury’s EagleCash (NC) funds pool (see paragraph 2.a), has suffered any 

loss of money through unlawful acts, e.g., larceny, fraud, etc., for which persons, other than accountable officers 

as defined in DoD FMR Volume 5, Chapter 2, section 0203, have been convicted by court-martial or competent 

authority has determined that the loss occurred through fraud, forgery, or other unlawful acts, the amount of 

such loss constitutes an indebtedness to the U.S. Government. That indebtedness will be set off against the final 

pay and allowances due such persons at the time of dismissal, discharge, or release from active duty, if 

necessary, without the member’s consent, to make the Treasury’s EagleCash (NC) funds pool whole. Immediate 

recovery action against current pay may be instituted without the member’s consent if such recovery is 

authorized by statute (see DoD FMR Volume 7A, Chapter 50) or on the basis of a voluntary offer from the 

member, i.e., with the member’s consent, to make restitution of all or part of any indebtedness to the 

Government to make the Treasury’s EagleCash (NC) funds pool whole. The voluntary offer constitutes 

assumption of pecuniary responsibility for the loss and, as such, is sufficient to authorize checkage of current 

pay. (See JAGMAN, section 0167, Setoff of Indebtedness of a Person Against Pay.)

For accountable individuals, the ideal method for resolving a loss of funds is recovery from the beneficiary of the 

loss, e.g., recovery of missing cash from the finder. In cases where the accountable individual is denied relief of 

liability, collection from the accountable individual (see DoD FMR Volume 7A, Chapter 50) to make the 

Treasury’s EagleCash (NC) funds pool whole. When losses cannot be recovered (including those instances where 

relief of liability has been denied and recoupment cannot be made from the accountable individual) or relief of 

liability is granted to the accountable individual, appropriated funds shall be made available to remove the 

deficiency from the NCAO’s Statement of Accountability, i.e., the Navy shall identify the appropriation and 

funding necessary to resolve the loss (see DoD FMR Volume 5, Chapter 6) and to make the Treasury’s EagleCash 

(NC) funds pool whole. 

When an individual cardholder has suffered any loss of money, Article 139, Uniform Code of Military Justice 

(UCMJ), can be a valuable tool for COs (see JAGMAN, Chapter IV, Article 139 Claims—Redress of Damage to 

Property). Article 139 provides an opportunity to force the wrongdoer to compensate victims for property 

damage or destruction. A wrongful taking is essentially theft. Claims for property that was taken through 

larceny, forgery, embezzlement, misappropriation, fraud, or similar theft offenses are normally payable.

Command emphasis is required to ensure these investigations are completed quickly. Article 139 claims operate 

independently of any criminal action and should not be delayed pending the outcome of adverse criminal or 

administrative initiatives. The claim must be submitted to the CO within 90 days of the incident. However, the 

CO can extend this time period if there is good reason for the delay.
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In addition, since respondents are often pending separation, it is crucial that Article 139 claims be filed and 

processed as quickly as possible to ensure valid claims are paid before the respondent is separated and no 

longer subject to military pay withholding (see DoD FMR Volume 7A, Chapter 50). Once the offender is no longer 

receiving military pay, the claimant may have no effective remedy for his loss.

REQUESTS FOR CARDHOLDER INFORMATION

EagleCash (NC) ACCOUNT STATEMENTS

Individual EagleCash (NC) cardholders do not need to submit a written request to obtain their own account 

information. Cardholder can access their account information on the EagleCash (NC) Cardholder Website at any 

time (www.navycash.com). Users are asked to set up a username and password and set up answers to two 

security questions. Once a cardholder has logged in to the website, they can view account information, list both 

ship and shore transactions, and print an account statement for the current month and the last six months.

REQUESTED BY CARDHOLDER OR INDIVIDUAL WITH A CURRENT POWER OF ATTORNEY

If an EagleCash (NC) cardholder, or an individual who provides the Treasury Agent with an appropriate and 

current power of attorney form, submits a request for account information, transaction history, or any PII 

concerning their own EagleCash (NC) account, the Treasury Agent may provide such information. This 

information may NOT be provided to anyone other than the cardholder, or an individual who provides the 

Treasury Agent with an appropriate and current power of attorney form, without prior written approval from 

the U.S. Treasury. To authorize disclosure of account information, transaction history, or any PII concerning a 

cardholder’s own EagleCash (NC) account information (e.g., to a military or civilian law enforcement agency) the 

cardholder, or an individual who provides a current power of attorney form, must fill out, sign, and date an FS 

Form 5752, Authorization to Disclose Information Related to Stored Value Account.

REQUESTED BY OTHER THAN CARDHOLDER WITHOUT A SUBPOENA

If someone other than the EagleCash (NC) cardholder submits a request for account information, transaction 

history, or any PII concerning EagleCash (NC) accounts, e.g., Chain of Command, Legal Officer, designated 

Investigating Officer, NAVSUP, NCIS investigators, other state, or police agencies; the Treasury Agent nor the 

NCAO is authorized to provide such information. This information may not be provided to anyone other than the 

cardholder without prior written approval from the U.S. Treasury. Provide the requestor with the standard 

Fraud-related Requests for EagleCash (NC) Account or Cardholder Information memorandum (see 

Documentation Resources). When approval is received, the Treasury Agent will provide such information to the 

U.S. Treasury or an approved agent of the Treasury for further distribution.

1. The U.S. Treasury may grant release of account information, transaction history, or other PII concerning 

EagleCash (NC) accounts to DoD law enforcement agencies for a civil or criminal law enforcement 

activity under the following conditions. When the activity is authorized by law and is requested in 

writing by the head of the agency specifying the particular information desired and the law enforcement 

activity for which the information is sought.

2. In a single exception to this procedure, the U.S. Treasury has granted approval for the Treasury Agents 

to provide account information, transaction history, or PII to an NCAO who is acting as an agent of the 

U.S. Treasury in collecting and clearing negative balances. This approval has been granted under 

exemption (b)(1) of the Privacy Act, and that information can be provided routinely without written 

approval from the U.S. Treasury.
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REQUESTED BY A SUBPOENA

If account information, transaction history, or any PII concerning an EagleCash (NC) account is requested by a 

valid subpoena, such information may only be provided after the Treasury Agent receives confirmation of the 

validity of the subpoena from internal legal counsel. Upon confirmation of the validity of the subpoena, The 

Treasury Agent will notify the U.S. Treasury of the information requested in the subpoena.

DISPUTING FRAUDULENT OR ERRONEOUS TRANSACTIONS

For guidance on disputing fraudulent or erroneous transactions, see Guidelines for Fraud.

CARDHOLDERS PENDING TRANSFER OR DISCHARGE

Before EagleCash (NC) cardholders leave the ship, the NCAO must ensure any negative account balances have 

been cleared. Any remaining funds in EagleCash (NC) closed loop and Mastercard debit open loop accounts have 

been zeroed out. Any Split Pay Option (SPO) has been stopped at least 30 days prior. Accounts will be moved to 

Shore Command. Cancel and destroy any cards turned in/found after cardholder leaves the ship.

• Cardholder PCS Transfers: No action required.

• Cardholder Retires or Separates: Card will be cancelled. Disbursing does not keep the card.

Monitor Cardholder Transfer Dates 

To track cardholders who will be leaving the ship, the NCAO must work closely with the personnel office (refer 

to the Prospective Losses Report) to monitor individuals who are scheduled to transfer within the next 30, 60, 

and 90 days.

RECURRING NCAO TASKS

See Documentation Resources for the Checklist for Recurring EagleCash (NC) Tasks. This checklist covers daily, 

weekly, and monthly tasks with references to specific procedures within this SOP and other guides or 

instructions.

 
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EAGLECASH (NC)SUPPORT 

This section contains points of contact information to support maintenance, and operation of the EagleCash 

(NC) system, and provides a brief overview of how to obtain distant and onsite support.

The EagleCash (NC) system is a highly automated system that is designed to continue to operate at the highest 

level, even in the face of component failures. However, if you run into issues, there is a community of people 

ready to help you.

When EagleCash (NC) 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 EagleCash (NC) (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 

EagleCash (NC) Central Support Center (CSC) for technical assistance.

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 if unable to resolve. All trouble calls, whether by phone or 

email, must be directed to the CSC. Email trouble calls can include the appropriate NCTS personnel as additional 

addresses; however, support personnel cannot take action until a case number has been assigned.

The EagleCash (NC) 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.

CONTACT INFORMATION

To contact the CSC:

• Phone: 

– Cardholders: 866-3NAVYCASH (866-362-8922)

– NCAOs: 866-6NAVYCASH (866-662-8922)

• Website: www.navycash.com

• Email: navycashcenter@frb.org

TECHNICAL SUPPORT

The EagleCash (NC) maintenance concept specifies distance support for initial technical support efforts.

Technical personnel ashore will provide troubleshooting guidance by phone, email, or remote session.

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 

solving. Trouble calls not resolved with basic troubleshooting are handed off to Tier 2 - NCTS.
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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 tablet configuration/networking issues.

Tier 2/3 support provides troubleshooting guidance to the Fleet via phone, email, or remote session as soon as 

contact with 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 oncall NCTS/Infrastructure representative through menu options of the normal CSC phone number above. Critical 

issues include, but are not limited to: 

• All NC kiosks are offline.

• Any full set of devices (i.e., Surface tablets/kiosks, POS devices, or CADs) are offline.

• Communications: shore sync if a ship has not had communications in 3 or more days and a case has not 

already been opened.

• EOM: If a ship has indicated EOM and no EOM reporting has populated in the Reports menu in 3 or 

more days and a case has not already been opened(note EOM processed on shore once a day around 

2am EST).

• 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 NCAO

cannot resolve.

TIER 3 ONSITE SUPPORT

Tier 3 onsite support is provided by SAIC personnel for hardware, software, or communications issues beyond 

the repair or troubleshooting capability of the ship. Tier 3 onsite support is available from SAIC - Monday 

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

Norfolk and San Diego

In Norfolk and San Diego, SAIC provides onsite technical assistance to the Fleet the next business day or as soon 

as possible given the extent of the impact of any failure on EagleCash (NC) operations. 

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 EagleCash (NC) 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 onsite technical assistance with the ship, 

the program office, and technical support personnel to determine the best support solution in the shortest time 

possible.
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REMOTE ACCESS WITH GOTOASSIST (GTA)

GoToAssist (GTA) is a live user support service that enables the Treasury agent’s NCTS members to:

• Remotely access and control the EagleCash (NC) system

• Troubleshoot and resolve issues that previously required an onsite technical assistance visit 

• Provide other technical support

All remote support sessions can only be initiated through action of an NCAO and are recorded for later analysis 

by personnel ashore.

Table 12: Remote Support with GTA

Step Responsible Party Action

1 NCTS Technician Sends a secure email to the NCAO email account on file with a generated remote 

support session key code and instructions on how to proceed.

2 NCAO Accesses the email and records the key code.

3 NCAO Logs into the machine and launches the approved support application via a 

Desktop shortcut. For details, see Break Glass Account.

Note: This step depends on what machine needs support.

4 NCAO Enters the key code into the support application, which initiates the session back to 

the NCTS technician. This step is critical because the NCTS technician cannot 

initiate the session from their end.

5 NCAO Grants the NCTS/Infrastructure/SAIC technician access to control the machine once 

they are connected. Because the technician may need to log into other systems

depending on the particular issue, the NCAO should remain available.

6 NCAO or NCTS Technician Collaborates on any repair action(s). They may terminate the session at any time,

which immediately removes NCTS’s access to the machine until a new session is 

started with this process.

ONSITE TECHNICAL ASSISTANCE

After all other distance support troubleshooting efforts have been exhausted, onsite technical assistance may be 

available to resolve EagleCash (NC) specific problems that cannot be resolved through GTA, phone, or email.

POWER/COMMS OUTAGE CONTINGENCY OPERATIONS

In the event of power interruption. POS devices have a battery and can accept sales and collect transactions. The 

dock must be supplied power to have network capability. If there is loss of network communications the POS will 

continue to store transaction until the network has been restored. 

CADs must have power to function as their power is reliant on the vending machine. CADs will also store 

transactions in the case of a network outage.
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The Microsoft Surface tablet that operates the kiosk and Customer Service software will run on an internal 

battery. However, the docking station and all of its ports require power to function. There will be no loss of data 

in the event of power failure, but power is needed to operate the card readers and network connections. The 

EagleCash 2.0 (NC) system is designed to operate even with no network connectivity. Transactions and card 

functions will continue to work as long as power is supplied. Network outages will affect the ability to send and

receive messages and transactions from POS devices and shore. When connectivity is restored the transactions 

and messages will be sent to shore for settlement and processing.

LONG-TERM OUTAGE

In the unlikely event that connectivity to the EagleCash (NC) tablet 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. For more details, 

see Outages Support Guidance.

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 EagleCash (NC) 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 EagleCash (NC) depot.

 
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DOCUMENTATION RESOURCES 

This section contains the majority of quick references used throughout the previous sections of this SOP. It 

contains sample memorandum, letters, emails; forms, reports, checklists, and other important tools for 

maintaining EagleCash (NC) operations. Each reference category has its own table of contents for quick 

reference.

CORRESPONDENCE/TEMPLATES

SAMPLE EAGLECASH (NC) EQUIPMENT TRANSFER LETTERS

TRANSFER OF EAGLECASH (NC) EQUIPMENT AND RESPONSIBILITIES

The following letter is the outgoing NCAO transferring responsibility to the incoming NCAO.

1 December 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

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 EagleCash (NC) Customer 

Support Center (CSC) on 26 November 202X.

b. 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 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-sf-Sale (POS) devices and CADs listed in enclosure (2) have been downloaded to the 

Navy Cash tablet and do not contain any stored transactions, with the exception of the CAD listed above with stuck transactions.

NORMAN H. DANAS

LTJG, SC, USNR

Copy to: Commanding Officer

 Supply Officer
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TRANSFER OF NAVY CASH RESPONSIBILITIES AND CUSTODY OF NAVY CASH EQUIPMENT

The following letter is the first endorsement that the incoming NCAO is acknowledging/accepting the transfer of 

responsibility.

1 December 20XX

FIRST ENDORSEMENT

From: ENS Joseph L. Gonzalez, SC, USNR 

To: LTJG Norman H. Danas, SC, USNR 

Subject: 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 Pre-Audit/Turnover Checklist and Custody of Navy Cash Equipment 

Checklist will be retained on file in the NCAO 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 tablet so any vending sales can be recorded 

and reported. 

JOSEPH L. GONZALEZ

ENS, SC, USNR
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Fraud-Related Requests for EagleCash (NC) Account or Cardholder Information

To Whom It May Concern:

This disclosure is in response to your request for records related to the EagleCash (NC) program. Navy Cash is a payments 

and collections service provided to Department of Defense (DoD) Agencies by the United States Department of the 

Treasury, BFS (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

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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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 AO 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 NCAO where they will be replaced with an instant issue Navy Cash 

card.

c. Closed Loop EagleCash (NC) Cards. Closed loop cards are closed loop-only cards only used on board Navy 

Cash 2.0 ships. Closed loop cards are reusable and must be cashed out and turned in to NCAO when the 

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

i. If a closed loop 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. 

ii. 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. 
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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 closed loop cards are turned in to NCAO 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 closed loop 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

i. Standard Closed Loop Limit. No more than $1,000 can be loaded on or debited from the closed 

loop. 

ii. 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 — AOs 

i. Standard Closed Loop Limit. No more than the following maximum amounts can be loaded on or 

debited from the closed loop. 

1. On CVNs, LHAs, and LHDs. $50,000 for Navy Disbursing, MWR Officers, and Wardroom 

Mess Officers, and $10,000 for all other AOs. 

2. On All Other Ships. $10,000 for all AOs.

ii. 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. 

1. On CVNs, LHAs, and LHDs. $50,000 for MWR Officers and Wardroom Mess Treasurers, 

and $5,000 for all other AOs. 

2. All Other Ships. $10,000 for MWR Officers and Wardroom Mess Treasurers, and $2,500 

for all other AOs.

iii. 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.

These pre-set limits may prevent AOs from making large purchases on the ship in a single 

payment. In a situation like this, the AO 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

i. 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.

ii. AO 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. 

iii. 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 and processes the request.
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6. CUSTODY OF NAVY CASH CARDS.

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

Cash cards shall be safeguarded in accordance with the procedures for blank Treasury checks prescribed 

in Chapter 7, of reference (a). 

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 NCAO, 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 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-of-Sale (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 tablet, 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 tablet as soon as possible. Spare POS devices 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 NCAO 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 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 roles and responsibilities. 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 NCAO, e.g., to add or cash out value or change a PIN, should contact the NCAO or Navy 

Cash Deputy.
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e. Each calendar quarter, the Cash Verification Team (CVT) 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 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 SVC Program, either electronically or manually 

(hard copy). 

b. AOs. Navy Cash merchant cardholders who use Navy Cash as AOs 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. 

i. When the FS Form 2887 is available on the Navy Cash tablet on that ship, and the Navy 

Cash Disbursing website will indicate that a copy of the individual cardholder's FS Form 

2887 is available in the document storage system ashore. The FS Form 2887 can be viewed 

on the website, the NCAO can also contact the CSC and request a copy if needed. 

ii. For individual cardholders who appear on the monthly missing 2887 report the NCAO 

must follow the steps in this section. If a copy of the cardholder's signed FS Form 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 (FS 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, AO

enrollment form (FS 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 (FS 

Form 2887) and merchant cardholders (FS Form 2888s, and FS Form 2889 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, and 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.
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i. 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

ii. 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 Documentation Resources. 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 Form 2887 and/or FS Form 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 AO and a copy MUST be uploaded 

via the Navy Cash website. When a copy is confirmed to be uploaded, only purge hard copy of the FS 

Form 2888 once card is returned to NCAO and/or when there is a turnover on the merchant AO position 

with a new form 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 

NCAO. 

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.

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 NCAO will work closely with the personnel office to keep track of members who will be leaving the 

ship within 30 days. 

i. The NCAO/ NCAO 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. 
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ii. 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 card for use on the 

ship until the member leaves the ship. 

iii. If a member is within the final 30 days of being discharged from the Navy and has a negative 

balance, the NCAO/ NCAO’s only option is to have a DS01 indebtedness, Company Code 

D411179, posted to the member’s military pay account prior to the member’s separation date 

by submitting a DD 139 to the Personnel Office on board the ship. 

iv. 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 Closed Loop Cards. Closed loop 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: 

i. When ACH transactions are returned from an individual’s home bank or credit union 

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

ii. 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. 

iii. 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. 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. 
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d. NCAO Actions

i. Review Reports Daily. Review Negative Balance Report and Returned Items Detail Report 

on a daily basis and take the necessary actions. 

1. Daily Negative Balance Report. Lists all Navy Cash Mastercard debit open loop 

accounts with negative balances. 

a. ((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 NCAO 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. 

b. ((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. 

c. ((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.

2. 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.

ii. 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. 

iii. Disciplinary Action. NCAO will notify Chain of Command for appropriate actions.
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iv. 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 

cardholder within 10 calendar days after the date of receipt of the pertinent negative 

balance report, the NCAO 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.

1. 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. 

2. 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. 

a. If the claim has been processed and approved, the negative balance should 

clear shortly and drop off the negative balance report. 

b. If the claim has been denied, the cardholder must be notified to report to 

NCAO to clear the negative balance. If the dispute is still in process, the NCAO

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

then must repeat the process. 

c. 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 (open loop) account balance is zero or positive. 

3. 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). 

v. 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. 

1. Deposit Cash to Open Loop Account. NCAO can have the cardholder provide cash at the 

NCAO and transfer the value directly to the cardholder’s open loop account. 

e. 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. 

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

amount of any negative Navy Cash balance. The NCAO 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. 

h. 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 NCAO’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. 

i. 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, BFS, 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 

NCAO. Cash received in exchange for electronic credit on the Navy Cash card will be treated as public funds and 

maintained in the NCAO’s safe. All transactions will be recorded automatically on the Navy Cash tablet and added 

to the daily reports. In accordance with reference (c), all transactions will be manually recorded on the Daily 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 NCAO and present it to the NCAO 

or the Navy Cash Deputy. 

b. The NCAO will retain one copy of all approved chits and the EOM 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 NCAO.

Transactions will be recorded automatically on the Navy Cash tablet 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 closed loop card (e.g., checking off ship) the card shall be turned in 

to the NCAO, 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 closed loop card spare stock for reissue. 
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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 NCAO

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 NCAO accountability. 

16. END-OF-DAY. Transactions aggregate onshore as a ship has connectivity. Transactions that have been collected 

will process in an automated End of Day function that runs at 02:30 Eastern Standard Time. Settlement reports are 

available when the EOD settlement job completes.

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 NCAO 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 EOM 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 FLC FSG points of contact for any assistance needed in clearing 

the discrepancy.

19. NETWORK OPERATIONS CENTER (NOC) SELECTION 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 tablet 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 Navy Cash Communications Troubleshooting Guide. 
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i. 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 username and password for that IP address. 

ii. To monitor the syncing process, log on to the Navy Cash tablet and check the Dashboard 

under customer service, you will see pending shore syncs, if this is a large number, it’s likely

the tablet lacks connectivity. If these errors exist, the ship’s IT should open a COMSPOT with 

the UARNOC or PRNOC, i.e., per the IP address the tablet is displaying at the top of the 

dashboard 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 any errors. Look for Navy Cash 

traffic, and see if there are errors or TCP resets causing the file to terminate transmission. 

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

terminate transmission. for Navy Cash traffic, and see if there are errors or TCP resets 

causing the file to terminate transmission. Look for Navy Cash traffic, and see if there are 

errors or TCP resets causing the file to terminate transmission. 

iii. 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 tablets, , 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 tablets, and devices are owned, operated, and 

maintained by the NCAO (NCAO) and the Navy Cash Deputy. 

iv. 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. 
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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 open

loop 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

a. Money Exchange by Vendors in a Foreign Port

i. 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. 

ii. 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 NCAO. The NCAO or Deputy will download the 

information contained on the POS to the Navy Cash tablet. 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

i. 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.

ii. 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 tablet. 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 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.
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c. All Navy Cash funds collected and reported as deposits on the SF 1219 can be substantiated by the EOM

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 EOM 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 

made 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 NCAO 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 NCAO

merchant card and those generic private merchant cards since the last quarterly cash verification.

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

Pre-Deployment and Post-Deployment Service Call Checklist

Table 13: Pre-Deployment and Post-Deployment Service Call Checklist

POS Devices and CADs

How many POS devices (including spares) do you have?

How many of that number are spares?

How many CADs (including spares) do you have?

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

EagleCash (NC) Cards

How many instant issue cards do you have in stock?

How many closed loop cards do you have in stock?

System Administration

What version of the EagleCash (NC) SOP do you have?

Please list any EagleCash (NC) 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, pier side)

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

the ship.
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Exceptions

EagleCash (NC) 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.

Checklist for Recurring NC Tasks

Table 14: Checklist for Recurring NC Tasks

Task SOP Daily Weekly Monthly As 

Required

Opening Business Each Day

Log On. Log on to NC Customer Service application S5E X

Check EOD. Use NC Website to check the status of 

previous End of Day (EOD) Report 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 NC Transactions Ledger. Maintain ledger 

for cash transactions in NCAO 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 NC 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

Verify tablet Reports. Review EOD merchant reports 

from tablet. Distribute copies as needed. S5E X

Log Off. Log off the NC Customer Service Application. S5E X
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Task SOP Daily Weekly Monthly As 

Required

Opening Business Each Day

Review Unmatched Closed Loop to Closed Loop. Review 

Automated Closed Loop to Closed Loop Corrections Report 

on a daily basis and restore value to closed loop 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 NC Card Log.

S5B & S2 X X

Review Personnel Transfers. Review pending 

transfers/discharges with Personnel. Settle NC accounts.

S4, S5B, S5E X

EOM Closeout. Initiate EOM closeout and reporting for 

Vending, Ship’s Store, Disbursing, Food Service, and Marine 

Disbursing (if embarked). (Start process at least five working 

days prior to end of the month.)

S3 & S5J X X

Safe Bank Transactions. Conduct Safe Bank Transaction. S5E X X5

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

(note shore only processes these at 2am EST once a day). 

S3 & S5E X X5

Review Users.

Website IDs. Log in to CIR, and NC websites monthly to keep 

accounts active. S5J X

Bulk Card Log. Maintain Bulk NC Card Log. S2 X X

Card Issue Log. Maintain NC Card Issue Log. S5B & S2 X

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

Quarterly Cash Verification. Audits NC 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
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NC Pre-Audit/Turnover Checklist

Table 15: NC Pre-Audit/Turnover Checklist

Tasks SOP 

Reference Yes No

Letters of Authority

Has an NC Accountable Officer been appointed? S4 1.1

Has the NC Accountable Officer appointed NC Agent/Deputy on a DD Form 577 

delineating what their responsibilities? S4 1.1.2

Internal Procedures and Controls

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

Custodial Responsibilities

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

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

Is the Bulk NC 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 NC 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 

(closed loop/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

Is there an Application Form FS 2888 on file for each AO issued an NC merchant card 

with a linked bank account. S3 3.0

Custody of Spare POS Devices and CADs

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

Are POS devices 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

NC Disbursing Application

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

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

weekly, and monthly shore reports for Navy Disbursing and Disbursing Transactions 

Detail Report (sorted by operator)? 

S5E 16d(4)
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Cash Verification Team (CVT) NC Checklist

Table 16: Cash Verification Team (CVT) NC Checklist

Tasks SOP 

Reference Yes No

Funds

NC funds by actual count: $

Ensure funds agree with Daily, weekly, and monthly shore reports for Navy Disbursing S5E 16e

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

to the daily, weekly, and monthly shore reports for Navy Disbursing 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 NCAO merchant card and generic 

merchant cards using cardholder website to confirm open loop and closed loop

balances are zero. Review disposition of funds since last CVT. 

S4 2.3.2.1B4

Generate card reports for all NC Disbursing Application users (see Disbursing 

Application User Guide, Card Report) and verify that no unauthorized deposits were 

made to their accounts since the last quarterly cash verification

S4 2.3.3

NC Cards

Inventory all unissued NC cards (bulk and working stock to ensure that custody of 

cards is properly maintained

Ensure Bulk NC 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 AO who has been issued 

an NC merchant card with a linked bank account S3 3.0

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

Check random sample of turned-in closed loop 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

Spare POS Devices

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

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

NC Accountable Officer’s (NCAO) safe, all attempts should be made to off load the 

transactions or turn them into SAIC in a reasonable time.

S4 2.1.3.1

NC Disbursing Application

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

Ensure refunds processed in NCAO are being authorized by Sales/MWR/Food Service 

Officer. 

S5E 17a(6)

S5E 18b
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Tasks SOP 

Reference Yes No

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. 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 NCAO 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)
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REPORTS

Daily MWR Transaction Detail Report
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Daily Ship’s Store Transaction Detail Report
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Daily Wardroom Mess Transaction Detail Report
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Daily Vending Soda Transaction Detail Report
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Daily Refund Report by Sales Activity
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Daily Transaction Summary Report
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Daily Blocked Account Report – Shore Report
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Monthly Transaction Detail Report
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Monthly MWR Transaction Detail Report
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Monthly Wardroom Mess Transaction Detail Report
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Monthly EOM Summary Report
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Merchant Sales Summary Report and Daily/Weekly Meter Register Report 
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Ship’s Store Profits Transfer to MWR EagleCash (NC) EOM Summary Report
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Disbursing Accountability Detail Report
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SPO Payroll Report – Ship Report
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FORMS

Sample Foreign Concessionaire Sales Reconciliation Form

Table 17: Sample Foreign Concessionaire Sales Reconciliation Form

Foreign Concessionaire Sales Reconciliation Form

Ship Name:

Vendor:

NEX/Ship Commission: %

EagleCash (NC) Sales: $

Cash Sales: $

Credit Card Sales: $

Check Sales: $

Sub Total: $

Less Commission NEX/Ship: $

Net Due Vendor: $
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Sample DD Form 577, EagleCash (NC) Accountable Officer
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Sample DD Form 577, EagleCash (NC) Deputy
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Sample SF Form 1034 to Support Transfer of Funds from Ship’s Store Profits to MWR
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Split Pay Option Enrollment/Disenrollment Form

EagleCash (NC) 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 EagleCash (NC) 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 EagleCash (NC). I understand that the amount indicated above 

is a per payday amount and not a monthly amount.

SIGNATURE DATE

NCAO 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
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Authorization to Disclose Information Related to Stored Value Account
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FS Form 2887 - Application Form for U.S. Department of the Treasury SVC Program
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FS Form 2888 - Application Form for U.S. Department of the Treasury AO SVC
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FS Form 2889 - U.S. Department of the Treasury SVC Contractor Agreement
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EagleCash (NC) Fraud Transaction Dispute Form
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Sample Cash Collection Voucher
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LOGS, LEDGERS, AND ROSTERS

Bulk EagleCash (NC) Card Log

CARD TYPE _____________________

(Instant Issue, Embossed Permanent, or Closed Loop)

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
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EagleCash (NC) Daily Cash Transaction Ledger

DATE

CLOSED LOOP

OPEN 

LOOP PRINT

CARDHOLDER 

NAME

LAST FOUR OF 

SSN

CARDHOLDER

SIGNATURE CASHTO-CLOSED

CLOSEDTO-CASHCASHTO-OPEN

TOTAL CASH-TOCLOSED LOOP

TOTAL CLOSED LOOP TO-CASH TOTAL CASH-TO-OPEN LOOP

NET SUM FOR CASH 

TRANSACTIONS
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EagleCash (NC) Refund Chit

EagleCash (NC) REFUND CHIT

MERCHANT NAME: SERIAL NUMBER:

ISSUED TO: DATE ISSUED:

REASON FOR REFUND:

REFUND AMOUNT: SIGNATURE OF APPROVAL AUTHORITY:

DATE PAID: SIGNATURE OF NCAO:

DATE RECEIVED: SIGNATURE OF RECIPIENT:
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EagleCash (NC) Merchant Refund Log

Serial Number Name

Date 

Issued Amount

Reason For 

Refund

Date 

Cleared
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EagleCash (NC) Card Issue Log

I agree to be bound by the provisions of the EagleCash (NC), Marine Cash, and EagleCash (NC) Closed Loop Card Cardholder Agreement.

Issue

Date 

Card 

Number Name SSN 1 Signature Issued By /Destroyed By

Return

Date 

Destruction

Witnessed By Date

1 Enter last four digits of SSN. Enter last four digits of card number for instant issue/embossed cards and entire card sequence number for closed loop cards.
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Sample Rosters of EagleCash (NC) Merchants Activated

EagleCash (NC) Standard Merchants—AS, CG, DDG: AOs, Cards, and Enrollment Forms 

Merchant Name AO Phone Email Address Name on Account Routing Number Account Number AO Enrollment Form and Merchant 

Card

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 Open Loop account only Card not required - not issued

COLLEGE COURSES Settles to Navy Disbursing Open Loop account only Card not required - not issued

FOREIGN CONCESSIONAIRE Settles to Navy Disbursing Open Loop account only Card not required - not issued

HUSBANDING AGENT Settles to Navy Disbursing Open Loop account only Card not required - not issued

MISC EVENTS Settles to Navy Disbursing Open Loop account only Card not required - not issued

Private Merchants
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Merchant Name AO Phone Email Address Name on Account Routing Number Account Number AO Enrollment Form and Merchant 

Card

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?____
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Sample Rosters of EagleCash (NC) Merchants Activated

EagleCash (NC) Standard Merchants—ESB: AOs, Cards, and Enrollment Forms 

MERCHANT NAME AO PHONE EMAIL ADDRESS NAME ON ACCOUNT ROUTING NUMBER ACCOUNT NUMBER AO ENROLLMENT FORM AND 

MERCHANT CARD

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 Open 

Loop account only

Card not required - not issued

COLLEGE COURSES Settles to Navy Disbursing Open 

Loop account only

Card not required - not issued

FOREIGN CONCESSIONAIRE Settles to Navy Disbursing Open 

Loop account only

Card not required - not issued

HUSBANDING AGENT Settles to Navy Disbursing Open 

Loop account only

Card not required - not issued

MISC EVENTS Settles to Navy Disbursing Open 

Loop account only

Card not required - not issued
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MERCHANT NAME AO PHONE EMAIL ADDRESS NAME ON ACCOUNT ROUTING NUMBER ACCOUNT NUMBER AO ENROLLMENT FORM AND 

MERCHANT CARD

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
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EagleCash (NC) Standard Merchants—MSC: AOs, Cards, and Enrollment Forms

MERCHANT NAME AO PHONE EMAIL ADDRESS NAME ON ACCOUNT ROUTING NUMBER ACOUNT NUMBER AO ENROLLMENT FORM AND 

MERCHANT CARD

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 Open Loop account only Card not required - not issued

COLLEGE COURSES Settles to Navy Disbursing Open Loop account only Card not required - not issued

FOREIGN CONCESSIONAIRE Settles to Navy Disbursing Open Loop account only Card not required - not issued

HUSBANDING AGENT Settles to Navy Disbursing Open Loop account only Card not required - not issued

MISC EVENTS Settles to Navy Disbursing Open Loop account only Card not required - not issued
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MERCHANT NAME AO PHONE EMAIL ADDRESS NAME ON ACCOUNT ROUTING NUMBER ACOUNT NUMBER AO ENROLLMENT FORM AND 

MERCHANT CARD

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?____

PRIVATE NINE Yes. Signed?____ Issued?____

PRIVATE TEN Yes. Signed?____ Issued?____
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EagleCash (NC) Standard Merchants—LCC, LHA, LHD: AOs, Cards, and Enrollment Forms

MERCHANT NAME AO PHONE EMAIL ADDRESS NAME ON ACCOUNT ROUTING NUMBER ACCOUNT NUMBER AO ENROLLMENT FORM AND 

MERCHANT CARD

LOA MERCHANTS

NAVY DISBURSING Settles to LOA only Yes. Signed?____ Issued?____

MARINE DISBURSING 1Settles 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 1Settles 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 Open Loop account only Card not required - not issued

COLLEGE COURSES Settles to Navy Disbursing Open Loop account only Card not required - not issued

FOREIGN CONCESSIONAIRE Settles to Navy Disbursing Open Loop account only Card not required - not issued

HUSBANDING AGENT Settles to Navy Disbursing Open Loop account only Card not required - not issued

MISC EVENTS Settles to Navy Disbursing Open Loop account only Card not required - not issued
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MERCHANT NAME AO PHONE EMAIL ADDRESS NAME ON ACCOUNT ROUTING NUMBER ACCOUNT NUMBER AO ENROLLMENT FORM AND 

MERCHANT CARD

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 1Yes. 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
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MERCHANT NOT CONFIGURED ON LCC CLASS SHIPS

MERCHANT NAME 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?____
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EagleCash (NC) Standard Merchants—LPD, LSD: AOs, Cards, and Enrollment Forms

MERCHANT NAME AO PHONE EMAIL ADDRESS NAME ON ACCOUNT ROUTING NUMBER ACCOUNT NUMBER AO ENROLLMENT FORM AND 

MERCHANT CARD

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 Open Loop account only Card not required - not issued

COLLEGE COURSES Settles to Navy Disbursing Open Loop account only Card not required - not issued

FOREIGN CONCESSIONAIRE Settles to Navy Disbursing Open Loop account only Card not required - not issued

HUSBANDING AGENT Settles to Navy Disbursing Open Loop account only Card not required - not issued

MISC EVENTS Settles to Navy Disbursing Open Loop account only Card not required - not issued
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MERCHANT NAME AO PHONE EMAIL ADDRESS NAME ON ACCOUNT ROUTING NUMBER ACCOUNT NUMBER AO ENROLLMENT FORM AND 

MERCHANT CARD

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?____
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EagleCash (NC) Standard Merchants—CVN: AOs, Cards, and Enrollment Forms

MERCHANT NAME AO PHONE EMAIL ADDRESS NAME ON ACCOUNT ROUTING NUMBER ACCOUNT NUMBER AO ENROLLMENT FORM AND 

MERCHANT CARD

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 Open Loop account only Card not required - not issued

COLLEGE COURSES Settles to Navy Disbursing Open Loop account only Card not required - not issued

FOREIGN CONCESSIONAIRE Settles to Navy Disbursing Open Loop account only Card not required - not issued

HUSBANDING AGENT Settles to Navy Disbursing Open Loop account only Card not required - not issued

MISC EVENTS Settles to Navy Disbursing Open Loop account only Card not required - not issued

PRIVATE MERCHANTS
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MERCHANT NAME AO PHONE EMAIL ADDRESS NAME ON ACCOUNT ROUTING NUMBER ACCOUNT NUMBER AO ENROLLMENT FORM AND 

MERCHANT CARD

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?____
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EAGLECASH (NC) REFERENCES 

This section contains a listing of known acronyms, terms, definitions, error codes (with descriptions) and other 

reference information useful to working in the EagleCash (NC) environment.

EAGLECASH (NC) RELATED PUBLICATIONS

• NAVSUP P-487 – Ships Store Afloat Operational Forces S-3 Procedures; September 2019

• NAVSUP P-485 – Operational Forces Supply Procedures 

GLOSSARY AND ACRONYMS

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 an EagleCash (NC) card used for purchases on a ship. Also known as 

Navy Cash or NC, the closed loop can only be used on board ship, but it can be used on any 

ship equipped with the EagleCash (NC) system. 

CO Commanding Officer

COPE Custodian of Postal Effects

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

FSO Food Service Officer

GMT Greenwich Mean Time (EagleCash (NC) “clock” is set to GMT/UTC)

Hotlist List of EagleCash (NC) cards (accounts) that have been reported lost or stolen to the 

EagleCash (NC) 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 EagleCash (NC)

cardholders to perform various financial transactions and manage their EagleCash (NC)

(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 an EagleCash (NC) 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 EagleCash (NC) 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 an EagleCash (NC) card used for purchases on a ship. Also, the 

EagleCash (NC) closed loop can only be used on board ship; but it can be used on any ship 

equipped with the EagleCash (NC) system. 

NCAO NC 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 an EagleCash (NC) 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

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 (EagleCash (NC) “clock” is set to UTC/GMT)
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CODES AND DESCRIPTIONS

ACH RETURN

Codes 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)
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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

ACH NOTIFICATIONS

Codes 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
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DEPOSITED ITEM (CHECK) RETURN REASONS

Codes Reason

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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DEVICES AND SOFTWARE USER GUIDE 

DEVICES

The following lists the EagleCash (NC) 2.0 devices:

• EagleCash 2.0 (NC) Point of Sale (POS). The POS is a portable, handheld device that is used to record sales 

transactions in the EagleCash 2.0 (NC) system. It can be operated online or offline and has a battery backup 

for use in the portable mode or in the event of power failure.

• EagleCash 2.0 (NC) CAD. The CAD is installed in vending machines and can read the closed loop account on 

the EagleCash (NC) card. The CAD allows cardholders to purchase items from the vending machines and 

records the sales transactions in the EagleCash (NC) system.

• EagleCash 2.0 (NC) Kiosk/Customer Service Tablet. The kiosk allows cardholders to move funds between 

their bank and credit union accounts ashore and their EagleCash (NC) closed loop and open loop accounts, to 

change their Personal Identification Numbers (PINs), and pay Merchant Events that are available to the kiosk.

Any tablet can collect sales from device (not just the Customer Service tablets).

• The Customer Service Application allows access to disbursing functions and is responsible for the 

collection of transactions from POS devices, issuance and modification of cards, and administrative 

management of the EagleCash 2.0 (NC) system.

SOFTWARE

EAGLECASH 2.0 (NC) APPLICATION

The EagleCash 2.0 (NC) application was designed to reduce the equipment footprint of EagleCash (NC) by 

eliminating the need for ship side servers and work stations, combining the disbursing works station and kiosk 

functions onto a single device (tablet) and eliminating the need for a fixed POS.

A Microsoft Surface tablet runs the application in a kiosk mode allowing for touch screen operation of kiosk

functions. The Windows operating system is only accessible through a break glass procedure that auto rotates a 

randomized password.

The application also contains disbursing functions and allows access without a special configuration of the 

software. Access to the disbursing functions is controlled by use of the authorized user’s personal EagleCash 

(NC) card and PIN. User permissions are granted to the card and the NCAO can access disbursing functions from 

any tablet that is running the EagleCash 2.0 (NC) application.

Each tablet connected to the ship network has shore connectivity. POS and CAD devices connect to the tablets 

on the local network receive their configurations from the application and upload the transactions to a flat file 

database nested within the application. When shore connectivity is available the application sends all ship side 

data to shore for processing and retention.

In EagleCash (NC), all dates and times are recorded and reported in Greenwich Mean Time (GMT) (Coordinated 

Universal Time (UTC)).
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POS DEVICE

Introduction

The POS:

• Hardware used for EagleCash 2.0 (NC) is the Bluebird MT280.

• Must be registered to a Surface tablet running EagleCash 2.0 (NC) software. After it is registered, it will 

appear in the Device Management menu and can be configured.

Prior to making sales on a POS the device must be registered to the ship server (tablet). See section 3 of the 

Runbook.

The POS displays an “Out of Service Not Configured” message until a configuration file has been created from 

the EagleCash 2.0 (NC) software. For instruction on configuring a POS, see EagleCash 2.0 (NC) software user 

guide Device Management.

Once the POS has been configured it will have a list of Authorized Users, Merchants, list of servers (tablets) with

which it can connect, and latest hotlist.

A POS will collect transactions and hold them until it is placed on a dock with connectivity and power. When a 

POS has connectivity it will attempt to send transactions in batches of 10 or once every 10 minutes if fewer than

10 transactions are stored on the device. Although the transactions do not go up if not configured, it is on the 

agenda to fix this in a future release.

If it is unable to reach the first server (tablet) in its list it will attempt to make connection to the next host in its 

data base until one is reached and the transactions are sent to the EagleCash 2.0 (NC) software.

The Status Bar at the bottom of the screen displays the date and time in GMT, the transaction count 

(Internal)/(SD Card), and icons for the Diagnostics Menu and Function Menus. 

The Network Settings can be Accessed by pressing F, 1, 3, 9 on the keypad and entering the password. This 

function is generally only necessary for initial set up. See section 3 of the Runbook.

EagleCash 2.0 (NC) devices do not need an external SAM card.
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Login

1. A configured POS will boot to a screen asking for login.

2. Insert an EagleCash (NC) card with appropriate permissions and enter the PIN.

3. Roles permissioned to login are

• SALES

• NC SHIP SUPPORT

• NAVY DISBURSING

• MARINE DISBURSING

See EagleCash 2.0 (NC) software user guide User Management.

Sales

Once logged in, a cashier may conduct sales. 

1. Press Enter or insert an EagleCash (NC) card to begin the sale.

2. Choose the merchant you want to perform the sale against. The device only lists the merchants you

have configured in the disbursing application for this device.

3. Follow the prompts on the screen to process the sale.

The POS defaults back to the last merchant a sale was processed against when the POS is configured for 

more than one merchant.

Sales that have not synced to the EagleCash 2.0 (NC) application are shown in the bottom-left corner. 

1/1 indicates there is 1 transaction stored in the Internal database, and 1 transaction stored in the 

external database on the SD card. When the transactions are synced to a tablet running the EagleCash 

2.0 (NC) application, the counts will show 0/0. 
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Diagnostics Menu

The Diagnostics menu displays system information on the POS. The menu includes:

• Sales for the open EOB

• System 

• Network settings

• Queue of transaction data on the POS

• List of server (tablet)s the POS can connect to

• Application version and time of last update

Features

• To access the Diagnostics menu: Press the function key in the upper-left of the keypad.

• To navigate the menu: Scroll up or down with the keypad, or swipe up or down on the touch screen.

• To exit: Press Back.

Function Menu

To access the function menu, press the function key in the upper right of the keypad. This menu allows the user 

to access to the following functions:

• Logoff: Logs out the current user.

• Reprint Receipt: Reprints the receipt of the last sale.

• Power Off: Shuts down the POS without requiring the removal of the battery.

• Refund: Refunds the last sale. The cardholder must represent the card in the device. If the card number 

does not match the last sale, the refund will not go through.

• Closeout: Sends an End-of-Business (EOB) marker generating a report for the sale conducted on that 

POS. See EagleCash 2.0 (NC) software user guide Merchants and Events for EOB.
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EAGLECASH (NC) SERVER (TABLET) INITIAL CONNECTION

1. For initial connection to the EagleCash (NC) server(s) (tablets), at least one server (tablet) needs to be 

setup on the device. To setup this connection, create a text file named server.cfg and place it in the base 

directory of the SD card. This file should contain the fully qualified domain name (FQDN) or IP address of 

the EagleCash (NC) server (tablet) to which it should initially connect (e.g., c1-r123456.ddg00.navy.mil

would be the entire contents of the server.cfg file.

2. After installing the SD card and replacing the battery, restart the device. 

The device will then read and validate the server configuration file. Once the file is read by the device, it 

will be deleted. The device will use this address of this server (tablet) to complete its registration and 

configuration. Upon receipt of its configuration from the server (tablet), the device will be updated with 

the list of other available EagleCash (NC) servers (tablets).

CAD (BEZEL8-S CAD)

Introduction

The CAD hardware used for the EagleCash 2.0 (NC) is the UTC Bezel 8S CAD. The CAD must be registered to a 

Surface tablet running EagleCash 2.0 (NC) software. After it is registered, it will appear in the Device 

Management menu and can be configured.

Prior to making sales on a CAD, the device must be registered to the ship server (tablet). See section 3 of the 

Runbook.

The CAD displays an “Out of Service” message until a configuration file has been created from the EagleCash 2.0 

(NC) software. For instruction on configuring a POS see EagleCash 2.0 (NC) software user guide Device 

Management.

Once the CAD has been configured it will have a list of Authorized Users, list of servers (tablets) with which it can 

connect, and latest hotlist. EagleCash 2.0 (NC) CADs operate without a merchant assigned in the configuration.

All CAD transactions are sent to shore with the CADs MAC address. CAD transactions are assigned to a merchant 

when an EOM is performed by the NCAO.

A CAD will collect transactions and hold them as long as it has power. When a CAD has network connectivity it 

will attempt to send transactions in batch of 10 or once every 10 minutes if fewer than 10 transactions are 

stored on the device.

If it is unable to reach the first server (tablet) in its list it will attempt to make connection to the next host in its 

data base until one is reached and the transactions are sent to the EagleCash 2.0 (NC) software.

EagleCash (NC) cards are used at 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 ($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 their EagleCash 

(NC) card into a kiosk 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. 

EagleCash 2.0 (NC) devices do not need an external SAM card.
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CAD 

WELCOME SCREEN

This is the screen that users will see when looking at the device, and where you will access the Admin screen.

NORMAL OPERATION

1. Insert the card and follow the prompts to complete a sale.

Messages

Startup Messages

After device registration and configuration is complete, the CAD will be available to process sales. If the CAD 

does not have a config or is not registered it displays an “Out of Service” message until a configuration has been 

downloaded from the EagleCash 2.0 (NC) application. When the CAD displays Insert Card, it is ready to start 

processing transactions.

CAD OPERATIONS

The CAD sends messages to the EagleCash 2.0 (NC) application. A recovery process using the USB flash drive 

makes it possible for messages from inoperable CADs to reach the EagleCash (NC) server (tablet) by removing 

the USB flash drive from the inoperable device and inserting it into an operable device. 

EOB Reporting 

EOB is activated using a card with Sales or Navy Disbursing roles. CAD must have network connectivity to in 

order to perform EOB reporting. Complete the following to indicate EOB.

1. Press the Enter button repeatedly until Admin menu appears.

2. Insert the Sales or Navy Disbursing card.

3. Navigate through the menu and click Closeout This sends a message to the EagleCash 2.0 (NC) 

application to mark the EOB, close the count, and send shore a message to generate the EOB report.

The CAD generates a new EOB with the first new transaction. The transaction continues to count and 

total until the next EOB is indicated. 

 
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Transaction Recovery 

Each transaction is stored in a backup queue on the USB flash drive until transactions are successfully uploaded 

to the EagleCash (NC) server (tablet). 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.

Error Messages

This section describes the error messages that the CAD may display.

Out of Service –SD 

This message displays 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. 

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.

CAD Disabled 

This message displays if there are problems with the Multi-Drop Bus (MDB) interface, or no communication

between the CAD and the MDB

Out of Stock 

This message displays 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.

System Error 

This message displays if there is an internal error with a four-digit hexadecimal number displayed. Restart the 

vending machine. If the problem persists, contact EagleCash (NC) CSC (see Contact Information for phone 

numbers and emails) or www.navycashcenter.com.
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CAD OUT OF SERVICE ERRORS 

Error Message Description or Corrective Action

OOS: D1 Error creating database. Device will block until database error resolved.

OOS: D2 Error opening database. Device will block until database error resolved.

OOS: D3 Application out-of-date with database Device will block until database error resolved.

OOS: D4 Error updating database Device will block until database error resolved.

OOS: D5 Database version mismatch Device will block until database error resolved.

OOS: D6 Error getting database version Device will block until database error resolved.

OOS: D7 General database init error (exception) Device will fail to initialize until database error 

resolved.

OOS: DF database queue capacity full Device will block new transactions until there is 

available capacity in database queue.

OOS: B1 Error creating backup database Device will fail to initialize until database error 

resolved.

OOS: B2 Error opening backup database Device will fail to initialize until database error 

resolved.

OOS: B3 Application out-of-date with backup 

database

Device will fail to initialize until database error 

resolved.

OOS: B4 Error updating backup database. Device will fail to initialize until database error 

resolved.

OOS: B5 Backup database version mismatch Device will fail to initialize until database error 

resolved.

OOS: B6 Error getting backup database version Device will fail to initialize until database error 

resolved.

OOS: B7 General backup database init error 

(exception)

Device will fail to initialize until database error 

resolved.

OOS: BF backup database queue capacity full Device will block new transactions until there is 

available capacity in database queue.
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ADMIN MENU

1. Admin mode provides information describing the status of the device. This mode also provides the 

ability to activate End of Period (EOP) and define the type of vending machine to which the CAD is 

attached. 

a. To access Admin mode, press the Enter key repeatedly until the message “Insert Card to Enter Admin” is 

displayed. 

b. An authorized user card must be successfully validated in order to proceed to Admin mode (a card with 

a Disbursing or Sales role.)

2. The Admin menu provides access to user configurable items. Some items are not configurable via the 

Admin mode and are described in the Network Setup and EagleCash (NC) Tablet Initial Connection

sections. For details of the various pieces of information available from the Admin menu, see the CAD 

Device Admin Menu Selections and Flow diagram. 

3. The diagnostic and configuration information available from the Admin menu is grouped into the 

following categories:

• End of Business – EOB

– EOB Pending displays when EOP is presently pending.

– Choosing Closeout triggers EOB processing and sets the EOB time/date values.

• General

• Network

• Machine Type

• Servers (Tablets): Select the server (tablet) to set as the priority from the list of available servers

(tablets). At runtime, if the priority server (tablet) is not available a new priority server (tablet) is 

chosen at random by the program.

• Queue

• Backup

• Exit

 
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EAGLECASH 2.0 (NC) APPLICATION USER GUIDE 

KIOSK

The EagleCash 2.0 (NC) kiosk allows the funding both the closed and open loop of EagleCash (NC) cards, card to 

card transfers, paying merchant events, changing PINs, and viewing transaction history. 

To access the kiosk menus, insert your EagleCash (NC) card into the card reader and enter the PIN on screen. A 

correct PIN entry will allow access to the kiosk menu. After three incorrect PIN entries, the card will lock and the 

cardholder will need to see the NCAO to reset the PIN.

Every cardholder will see the following options on the kiosk menu:

• Transfer Money: Allows for the transfer of funds on and off the card.

• Pay a Merchant: Allows closed loop transactions to merchants that have set up events.

• View Balances/Transactions: Displays the open and closed loop balance as well as the last 10 closed 

loop transactions.

• Change PIN: Allows a new PIN to be selected.
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TRANSFER MONEY 

When selecting Transfer Money, it is important to note the following:

• If the cardholder has a linked bank account and has not had the ACH transfer blocked due to negative 

balances, the open and closed loop of the card can be funded with an ACH transfer from the linked bank 

account.

• The cardholder can also transfer funds from either the open or closed loop or the closed loop of another 

card.

• Contractor and Foreign National cards are closed loop only cards and do not have access to transfer 

funds to an open loop.

• The application restricts the amount of an ACH transfer to the Daily Download Limit.

• To transfer funds simply follow the on-screen prompts and enter the amount of money you want to 

transfer.

PAY A MERCHANT

A merchant may request the NCAO set up an event that cardholders can pay unattended at a kiosk. 

1. When Pay a Merchant is selected, a list of merchants will populate that have events set up to receive 

payment.

2. When a merchant has been selected, a list of events affiliated with that merchant will appear. 

3. The amount of the event may be fixed or it may be available to enter a custom amount. This is 

configured when the event is set up.

4. The cardholder will select the merchant and the event and follow the onscreen prompts to complete the 

transaction. All Pay at Kiosk Merchant transactions process from the closed loop.

VIEW BALANCES/TRANSACTIONS

• The cardholder can view the currently closed loop balance which is recorded on the card and the last 

known open loop balance on the card. 

• Because the open loop may have balance updates from shore the system displays the date and time of 

the last known open loop balance. 

• The EMV closed loop on the EagleCash (NC) card possesses the ability to store the last 10 transactions 

made to the closed loop or ACH transfers to the open loop on the closed loop of the card. These are 

always visible on screen at the KIOSK.

• When View Balances/Transactions is selected the application checks for shore connectivity and if there 

is connectivity the kiosk will display the last 30 days of transactions. If there is no connectivity to shore 

the transactions stored on the card are still visible but the cardholder will need to visit the EagleCash 

(NC) Portal to view transaction history.

CHANGE PIN

A cardholder can change the PIN on the EagleCash (NC) card by entering the current PIN then selecting a new 

PIN and confirming it. The new PIN is then written to the card and the old PIN ceases to function. If a cardholder 

does not remember their PIN, they can see the NCAO and have the PIN reset.
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CUSTOMER SERVICE

LOGIN

The NCAO will have their personal EagleCash (NC) card assigned with a role that allows access to the Customer 

Service application from the KIOSK Menu.

A cardholder with an assigned role of Navy Disbursing or Marine Disbursing will have access to the Customer 

Service button the Kiosk menu. 
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CUSTOMER SERVICE MENU 

The first time a user with this role accesses the Customer Service application, they will sign the electronic Rules 

of Behavior on the screen, which is then synced to shore and stored. The Customer Service menu provides 

access to all disbursing functions.

To access Customer Service, insert a permissioned EagleCash (NC) card into the card reader and select Customer 

Service. The permissioned card must remain in the card reader the entire time the Customer Service portion of 

the application is being accessed. Removing the card will automatically log the NCAO out of the system and 

return the application to the Welcome Screen.
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Dashboard

The dashboard contains system information:

• Network Status/Connected or Not Connected: Connected status is confirming there is not only local 

network connection, but connection to the shore.

• IP Address and network settings

• Application Version 

• Sync to Shore: Shows the number of messages and the status of those messages. These are items on 

that tablet that are waiting to sync to shore. The application will attempt to sync messages as long as 

there is shore connectivity. By selecting View Details, you are able to view the messages that are waiting 

to sync and the number of attempts to sync they have made. If a particular message fails 60 times the 

data will populate in a table onshore to be investigated and the record is removed from the database.

• Sync From Shore: Shows the messages coming from Shore to update the ship database. Clicking View 

Details displays the status and date/time of the sync.

Money Movement

The Money Movement menu allows the NCAO to perform transactions for a cardholder whose card is present.

1. Without removing the NCAO card from a card reader, instruct the cardholder to insert their card into 

the customer facing card reader.

2. The cardholder must either validate their PIN or the NCAO can perform a PIN Reset with proper ID. The 

options in this section are presented for Money Movement.

Load Cash

Load Cash is primarily used for a Foreign Nation closed loop card to fund the closed loop of the card. Cash loads 

of the card are automatically recorded in the Safe Bank and transactions.
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Clear a Negative Open Loop Account Balance

For a cardholder with a negative balance, a funds transfer directly to their open loop account provides an 

additional option to clear the negative balance (see Negative EagleCash (NC) Balances). The cardholder can 

provide cash to the NCAO in an amount sufficient to return the open loop account balance to zero or a positive 

amount.

Cash Out

This function is used to unload the closed loop balance and return the amount of the closed loop to the 

cardholder in cash. This transaction is recorded automatically in the Safe Bank. An open loop cannot be cashed 

out. If a cardholder needs to cash out the open loop, they must first use the kiosk function to move the funds 

from the open to closed loop. Then the cardholder can return to the NCAO and cash out the balance of the 

closed loop.

Residual Funds on Closed Loop Cards

After a visitor has left the ship, even if the closed loop 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 closed loop card issued, the card sequence number, 

which is printed on the back of the closed loop card, should be listed on the log. 

If the Cardholder Can Be Identified

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. 

If the Cardholder Cannot Be Identified 

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. 

Collect and Destroy Expired Closed Loop Cards

When closed loop cards are turned in to NCAO and cashed out, the NCAO should check the expiration dates on 

the cards. Any expired EagleCash (NC) cards must be collected, cancelled on the EagleCash (NC) 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.

Availability of Cash in Port

Cardholders can obtain the cash they need in homeport and during port visits in a number of ways. 

 
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Local ATMs Ashore 

Cardholders can obtain cash (local currency) from ATMs that are available in the local area by using their 

EagleCash (NC) cards or their bank or credit union ATM debit cards. EagleCash (NC) cardholders can access funds 

in their open loop accounts at over 1,000,000 ATMs in over 120 countries worldwide using their EagleCash (NC)

cards. Overseas, these local ATM transactions generally provide the best exchange rate for foreign currency. 

Cardholders who use their EagleCash (NC) 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. 

EagleCash (NC) Card Open Loop Debit Feature

Cardholders can purchase gifts and souvenirs and pay for meals in restaurants using the EagleCash (NC) card. 

This open loop 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 EagleCash (NC) cards ashore. 

Currency Exchange on Board Ship

During port visits in foreign ports, currency exchange can be provided on board ship through the local 

husbanding agent, and this service can be requested as a part of the LOGREQ sent prior to a port visit. EagleCash 

(NC) POS devices will be available to the husbanding agent so that EagleCash (NC) cardholders can use the 

closed loop account on their EagleCash (NC) cards to purchase currency (see Currency Exchange by Vendors in a 

Foreign Port). 

Cash Out EagleCash (NC) Card

Cardholders can also cash out the value in the closed loop account on their EagleCash (NC) cards at the NCAO. 

However, because cardholders can transfer value from the closed loop to the open loop on the card themselves 

using the EagleCash (NC) kiosk on the ship and obtain cash (local currency) from ATMs that are available in the 

local area using their EagleCash (NC) cards, cashing out the EagleCash (NC) card should be the exception rather 

than the rule. There is little or no need to cash out EagleCash (NC) cards in homeport. There may be more of a 

need prior to and during port visits but cashing out EagleCash (NC) cards should still be the exception. Local ATM 

transactions generally provide the best exchange rate for foreign currency.
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DAILY CASH TRANSACTION LEDGER

Note: A cardholder’s signature is required only for a closed loop-to-cash transaction.

If a cardholder:

• Uses cash to put monies into their closed loop account, in blocks:

– 1: Enter the date of the transaction.

– 2: Enter the amount of the cash value added to the closed loop.

• Converts electronic value into their closed loop account to cash, in blocks:

– 1: Enter the date of the transaction.

– 3: Enter the amount of the cash value removed from the closed loop.

– 5 and 6: Have the cardholder print and sign their name for the amount of cash received.

• Uses cash to put monies into their open loop account, in blocks:

– 1: Enter the date of the transaction.

– 4: Enter the amount of the cash value added to the open loop.

Close out the Daily Cash Transaction Ledger as follows:

• Total Column 2, and enter the amount in Block 7, Total Cash to Closed Loop.

• Total Column 3, and enter the amount in Block 8, Total Closed Loop to Cash.

• Total Column 4, and enter the amount in Block 9, Total Cash to Open Loop

• In Block 10, Net Sum for Cash Transactions, enter the difference between the sum of Blocks 7 and 9 and 

Block 8.

This value should be the value recorded on the DD Form 2665 .
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Each individual operator (e.g., NCAO, EagleCash (NC) Deputy, agent cashier, etc.) 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. 

Table 18: EagleCash (NC) Daily Cash Transaction Ledger

DATE

CLOSED LOOP OPEN 

LOOP

PRINT CARDHOLDER NAME LAST FOUR 

OF SSN

CARDHOLDER 

CASH TO SIGNATURE 

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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REFUNDS

This selection issues individual refunds. (For bulk refunds see Merchants and Events.)

If there is connectivity to shore exact transaction can be searched and selected. If there is no connectivity it may 

be necessary to issue a miscellaneous refund.

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, EagleCash (NC) 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 Documentation Resources.

The cardholder will then take the refund chit to the NCAO and present it to the NCAO or EagleCash (NC) 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 NCAO.

Miscellaneous Refund

The NCAO and other responsible individuals, for example, Sales Officer or MWR Officer, should verify that the 

amounts reported 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 EagleCash (NC) open

loop account) match the total collections (for example, ship’s store or MWR) for that day. 

For all refunds processed in the NCAO, the NCAO shall retain one copy of the approved chit, an updated Refund 

Log, and the EOM 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 EOM reports summarizing all 

refunds.

DISTRIBUTION OF SHIP STORE PROFITS TO MWR

The EagleCash (NC) system has the capability to allow NCAOs the ability to transfer Ship’s Store profits to MWR 

and eliminate the use of cash or checks.

REFUND PROCEDURES (TO COMPLETE PAYMENT TO THE MWR TREASURER)

1. Upon receipt of signed voucher by the Commanding Officer, the NCAO will complete the payment. 

2. MWR Treasurer will report to NCAO with the Navy MWR Merchant card.

3. MWR Treasurer will sign the SF1034 as follows:

Payee: Name of MWR Treasurer

Per: Receipted signature

Title: Treasurer 

4. Click Refund.

5. For Merchant, click SSPN transfer to MWR—not MWR Merchant.

6. Enter the refund amount.

The transaction is created and will be picked up in the settlement to MWR.
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7. Confirm refund by verifying Merchant Sales Summary Report (MSSR). This completes payment to MWR 

Treasurer.

8. Return completed SF1034 to the Sales Officer.

PAYMENT

A merchant may request the NCAO set up an event (for setting up an event, see Merchants and Events below).

1. When Payment is selected a list of Merchants will populate that have events set up to receive payment.

2. When a Merchant has been selected a list of events affiliated with that merchant will appear. 

3. The amount of the event may be fixed or it may be available to enter a custom amount. This is 

configured when the event is set up.

4. The Cardholder will select the merchant and the event and follow the onscreen prompts to complete 

the transaction. All Pay a Merchant transactions process from the closed loop.

SPLIT PAY

Individuals who elect SPO can have a portion of their military paycheck sent directly to their EagleCash (NC)

open loop account each payday. 

Enrolling in EagleCash (NC) and signing up for SPO are two separate actions. Signing up for SPO does not 

automatically enroll an individual in EagleCash (NC); conversely, enrolling in EagleCash (NC) 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 

EagleCash (NC) and their EagleCash (NC) 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 EagleCash (NC) enrollment form.

Should the EagleCash (NC) backend be forced to reject SPO payroll payments, e.g., for individuals who do not 

have EagleCash (NC) 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.

MERCHANTS AND EVENTS

The Merchants and Events menu performs tablet functions around Merchant Management. This menu will be 

covered by topic rather than by items listed on the menu.

EOM

As a part of the EOM process, the NCAO is responsible for coordinating all Navy/Marine Cash collections that 

must be registered to an LOA through the DD Form 2665 Daily Agent Accountability Summary (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 NCAO (when embarked) must coordinate to establish 

a closeout date and time each month.

For LOA Merchants that settle with a voucher monthly, an EOM request needs to be sent from ship to shore.

The EOM settlement job on the shore runs at 2:30 EST. All transactions onshore at time of the request will be 

settled and reports produced when the shore job completes. 
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Unlike legacy EagleCash (NC) Bezel 8S CAD devices do not need an end of period to perform an EOM. This 

process happens automatically. The CADs do however need to be associated with the Merchant. Transactions in 

the back office from CADs are not assigned a merchant until EOM is requested. If a CAD is not assigned to a 

merchant the transaction from that CAD will not be settled. Review the CAD assignment prior to every EOM. To 

associate CAD transactions to a merchant, complete the following steps.

1. Click the Merchants tab.

2. Filter the Merchants to LOA.

3. Review the Unassigned CADs column.

4. Any Unassigned CADs need to be associated with a merchant.

a. Select a merchant.

b. Click the plus (+) icon on the unassigned CAD.

This should move the CAD to the selected merchant.

5. When all of the CADs have been assigned, click the End of Month tab.

6. Review the list of merchants in the EOM screen. By selecting the menu, you can see the CADs assigned 

to the individual merchants. 

TIP: The CADs in this screen display the date and time of the last transaction seen onshore. This 

information can be useful in identifying a CAD that has not synced transactions. The last transaction 

onshore should be fairly close to the time you are indicating EOM. If a transaction looks dated it is 

indicative that CAD has connectivity issues.
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7. If your CAD assignments look correct. Click the Request EOM button.

The settlement request is sent to shore. When the shore processes the EOM request, the EOM 

Settlement Shore Reports will be available (see the Reports section).

1. Note EOD/EOM are processed on shore at 2am EST, you will typically have to wait until the next 

day to see your reports if CONUS.
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EVENTS

This menu manages the events for all merchants on a ship.

1. Select a merchant. 

2. All active events are displayed for a merchant. The NCAO can add an event, configure the amount, set a 

date the event will expire, or hide an existing event. 

When an event is added or modified, a configuration change will generate and sync to shore and modify 

the POS and KIOSK events.

3. Follow the on-screen prompts to add or modify an event.

BULK REFUND

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 closed 

loop cards, which do not have an open loop account associated with them, must be refunded individually in the 

Money Movement menu.

1. Click the Event tab to access the Bulk Refunds.

2. Locate the merchant you want to issue the refund against.

3. Select the event.

4. Select bulk refund.

5. Select the date range you want to issue the refund (bulk refunds can be issued for up to 60 days from 

today’s date).
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EOB

EOB is a reporting function that allows for the totaling of sales on a given device. EOB does not affect settlement 

processing and is not tied to EOD/EOM settlement reporting. An EOB marker is tied to each transaction created 

by a POS or CAD. This keeps a running count of transactions since the last EOB on a given device. The POS and 

the CAD will show on screen the count and amount of transaction performed on an open EOB. 

TIP: The total count and sum of sales displayed on a POS or CAD can be compared to ROM or an inventory 

count prior to closing the EOB.

The End of Business tab displays all of the open EOB markers on the ship. When a vending machine is counted,

the EOB should be closed out by entering into the Admin menu with a Sales role and selecting Closeout. Also,

when a cashier has finished issuing sales, the open EOB on the POS should be closed out by pressing the 

Closeout button in the function menu.

When EOB has been closed from a POS or CAD that EOB will be removed from the Open EOB list and a shore 

report will be generated (see Reports).

If a device has been damaged or is not recoverable the NCAO can indicate a partial EOB. This means that the 

EOB will stay open but a report on the known transactions will be generated. If the device later is recovered and 

EOB is indicated those transactions will be accounted for and close the EOB.

EOB discrepancies occur when shore does not see all of the transactions in the EOB. If and EOB shows up in the 

Discrepancies list it is indicative that transactions may be stuck on a tablet. If all tablets on ship have connectivity 

contact CSC and open a case.

UTILITIES

Utilities contains auxiliary tools for the EagleCash 2.0 (NC) application.
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SAFE BANK

The Safe Bank Transactions functionality enables the NCAO to make adjustments to the cash amount. It 

includes the ability to credit and debit the safe bank and generate a Safe Bank report. The Safe Bank report 

includes all cash loads and cash outs performed in Money Movement.

EAGLECASH (NC) SOP

The latest version of the SOP can be viewed on the screen in this menu.

BREAK GLASS ACCOUNT

Break Glass eliminates the need for a password rotation tool to access the Windows operating system. If 

instructed by technical support the NCAO can check out a password and log in to NC-Admin-Local windows 

account. The password automatically rotates after the tablet is restarted. The date, time, and user are logged 

when the password is checked out. If you believe you need access to the Windows operating system on 

EagleCash 2.0 (NC) tablets, please contact Customer Service.

When the checkout password button is clicked the Password is displayed on screen. Record the password, press 

Ctrl, Alt, Delete and switch users to NC-Admin-Local. Enter the password that was checked out and follow 

technical supports instruction on initiating a remote session.

VIEW LOGS

System logs for the tablet are available in case technical support requests them. The send to shore button allows 

the logs to be synced on demand and visible in the back-office form technical support. 
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CARD MAINTENANCE

In Card Maintenance, the NCAO can perform enrollment and issuance as well as update cardholder information, 

cancel a card, and block ACH.

1. To update or view information, instruct the cardholder to insert the EagleCash (NC) card and verify the 

PIN. The screen will display:

• Card Serial Number

• Cardholder Name

• Card Expiration Date

• Card Status

• Closed and Open loop balance

• Open loop last modified date and time

• ACH Status

• Previous Close loop expiration date

Several tabs are available to update or modify cardholder data.
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Update information

1. To update an existing cardholder’s information, instruct the cardholder to insert their card in the card 

reader and validate PIN or perform a PIN reset.

2. Clicking the Update Information tab updates the enrollment form.

3. Follow the on-screen prompts and enter all required fields.

4. After the form is complete, have the cardholder sign on the screen. This ensures an updated electronic 

enrollment form file is on file every time an update to the cardholder’s information occurs.

The system will attempt to pull enrollment data from the shore database if there is a connection to 

shore it will populate the form with data from the identity record of the cardholder.

Change Card Status

The Change Card Status is used to cancel a card. The card must be inserted into a card reader to cancel. Pressing 

the Cancel button will change the status of the card to canceled, and the card will no longer be able to be used.

A canceled card cannot be reissued.

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 their card.

Prior to reporting to the NCAO, 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. Alternatively, they 

may move all the funds in the open loop to the closed loop and “cash out” the closed loop at the NCAO. 

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-EagleCash (NC)

transfer on the ship to restore the value on the closed loop.

Block/Unblock Transfers

When a card is present the NCAO has the ability to block or unblock ACH Transfers. When transfers are blocked 

the cardholder will no longer be able to move funds from the linked bank account. When transfers are 

unblocked, the system will force an FS Form 2887 to be updated to ensure banking information is current. 

Notes

The Notes tab allows the NCAO to make text notes regarding the cardholders account. The notes are restricted 

to 1000 characters.

A “Note” is a memo internal to EagleCash (NC) that is stored in a cardholder’s member profile. On board the 

ship, the Note function enables the NCAO 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 NCAO to clear negative balances and to document those actions for the chain of command or auditors.

Card Report

The Card Report show the last 10 transactions stored on the closed loop of the card and the current balances of 

the open and closed loop.
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CARD ISSUANCE

Enrolling in the EagleCash (NC) Program

To enroll in EagleCash (NC), an individual must report to the NCAO to fill out and sign an enrollment form (i.e., 

FS 2887, FS 2888, and FS 2889) electronically. 

Importance of Enrollment Forms

Enrollment forms are a critical element in the EagleCash (NC) program. A signed enrollment form must be on file 

for every EagleCash (NC) cardholder. By signing the FS Form 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 EagleCash (NC) card, 

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

and owing. The signed FS Form 2887 is the enforceable agreement between the individual cardholder and the 

EagleCash (NC) program. 

Consent to Immediate Collection from Pay

All authorized military personnel who request EagleCash (NC) privileges and enroll in EagleCash (NC) consent in 

writing, using the EagleCash (NC) enrollment form, to immediate collection against their pay for the face value 

of or resulting negative EagleCash (NC) 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 the DoD FMR, Volume 5, Chapter 4). 

Cardholder Agreement 

The EagleCash (NC), Marine Cash, and EagleCash (NC) Closed Loop Card Cardholder Agreement is a key part of 

the EagleCash (NC) 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 EagleCash (NC) 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. 

Since both new and replacement EagleCash (NC) cards and EagleCash (NC) closed loop cards are issued at the 

NCAO, 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 closed loop cards, because they are reusable, they 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 NCAO. 

A copy of the Cardholder Agreement is available on the BFS website (https://fiscal.treasury.gov/navycash/resources.html#cardholder). 
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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 EagleCash (NC) operations to ensure the security and confidentiality of that information. 

Account Enrollment

To enroll a person in the EagleCash (NC) program or issue a new card, the NCAO selects the enrollment type in 

the Card Maintenance menu.

If the personal has self-enrolled or already has a Navy Cash card, the system will attempt to pull enrollment data 

from the shore data base if there is a connection to shore it will populate the form with data from the identity 

record of the cardholder.

In the case that the identity information is not available because of no network connectivity, an enrollment 

record will be created and allow the card to be issued and used. The shore will update the record based on SSN

of the cardholder when connectivity is reestablished.

When issuing a card to an existing Navy Cash cardholder there is no need to cancel the old card. When the new 

card is issued, the record is sent to shore and automatically places the old card number on the hotlist and moves 

any funds to the open loop of the new card.

The type of enrollment will select the appropriate enrollment forms and guide the NCAO through the card 

issuance flow. Required fields will be highlighted and the system prevents progression through the issuance flow 

until the required fields are properly filled out. A CAC may be used in the issuance process. The entry of the CAC 

PIN will electronically sign the enrollment form. Three failures to enter the CAC PIN correctly will lock the CAC. If 

a person does not have a CAC, the NCAO will verify ID and proceed to issue the card without the CAC. At the end 

of the form the cardholder will use the touch screen to sign the enrollment form.

If a cardholder’s EagleCash (NC) card is lost, stolen, or damaged, they must report to the NCAO immediately so 

that the status of the old card can be reported appropriately as Lost, Stolen, or Damaged when a new card is 

issued.
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1. To begin the enrollment flow, select from one of the following on screen options and click Continue.

• Active Duty/Government Civilian Cards: Requires filling out FS Form 2887 with banking 

information. Use instant issue cards for this type of enrollment.

• Contractor Cards: Requires filling out FS Form 2889 with banking information. Use closed loop card

to issue cards for this type of enrollment.

• Merchant Cards: Requires filling out FS Form 2888 with banking information. Use instant issue 

cards for this type of enrollment.

• Foreign Nation Card: Requires filling out FS Form 2887, but with limited required fields. NCAO 

should attempt to get as much personal data as possible. No linked banking information is available 

for this type of card holder. Use closed loop card to issue cards for this type of enrollment.

• Alt Token Card: Should be issued with Instant Issue cards. (See user management for more details 

on Alt Token cards).
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Account Enrollment 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 EagleCash (NC) 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 EagleCash (NC) cards. If you use an 

EagleCash (NC) 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. 

The below 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). 

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 EagleCash (NC) is at or near complete mission failure.
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REPORTS

Reports for the EagleCash 2.0 (NC) system are synced from shore. Since no central ship tablet reports are 

generated from the data that is collected onshore. Each tablet will hold 6 months of reports that have been sent 

to the ship from shore.

The search bar at the top of the menu enables you to filter the report list based on the search entry. Quick filters 

are available for reports from the last 7,30, and 60 days or a custom date range can be selected. Clicking View

will pull the report up on screen.

Reports have been named using the <UIC>_<REPORT TYPE>_<REPORT

NAME>_<D/M>_yyyymmdd_HHMMSS.txt convention, 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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TRANSACTION REPORTS

These reports are available for all ship merchants, for example: 

• Wardroom

• CPO Mess Dues

• General Mess

• Flag Mess

• Commanding Officer’s Mess

• First Class Petty Officer Association 

• MWR

• Post Office — Metered Mail

• Ship’s Store

• Foreign Vendors

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

• Vending Soda

• Transaction Summary

• Negative Balances

• Returned Items Detail Report

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. 

Merchant daily and monthly reports will group sales transaction data by event codes if one or more have been 

created (and used) for any “events” within a merchant’s sales, for example, a concert, golf tournament, cruise 

book, flower sales. If no event codes were indicated during sales, all sales transactions will be reported together.

Since CAD transactions do not have a Merchant affiliated until EOM is performed. Daily Merchant reports for 

vending merchants will not have transactions listed. The Daily CAD Transaction report can be used to see all 

transactions reported by CADs. EOB reports can also be used when EOB has been performed on a CAD to track 

the transactions performed during an EOB.

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. 
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PRINT REPORTS

NCAO can view and print reports at any time by accessing the Report Menu. A printer is not provided with the 

EagleCash (NC) system. The NCAO must print reports sharing an already existing printer local in the NCAO. 

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 EagleCash (NC) 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 EagleCash 

(NC) collection totals shown on General Mess Food and General Mess Surcharges Daily Transaction Detail 

Reports plus any checks or cash (currency) collected. An EagleCash (NC) 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. 

NEGATIVE BALANCES

The NCAO shall review the Negative Balance Report and the Returned Items Detail Report on a daily basis.
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USER MANAGEMENT

EagleCash 2.0 (NC) does not have username and password to authenticate into the system. Access to the 

disbursing functions is controlled in the User Management menu.

The EagleCash (NC) card of cardholders provides Multi Factor Authentication (MFA) into the disbursing system 

by meeting something you have (the card) and something you know (the PIN).

Logging in is done by entering the permissioned card into the card reader and entering the PIN. The system will 

log the user data from the card.

Ship Roles that allow access into the EagleCash 2.0 (NC) system are not tied to roles for the Navy Cash Portal.

The only way to log into the Customer Service Menu or into a POS or CAD is to be provisioned in the User 

Management menu. 

The NCAO must be given access using their personal EagleCash (NC) card with a Navy Disbursing role. Deputies 

must also be assigned to this role. It is required to have two NCAOs assigned with Navy Disbursing role per ship.

This will provide a backup user that will be able to perform a PIN reset or card issuance. 
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SHIP ROLES

• Navy Disbursing: Assigned to NCAO allows access to full Customer Service Menu, POS login and CAD 

admin menus.

• Marine Disbursing: Assigned to Marine personnel fulfilling NCAO duties for Marines. Access is granted to 

Customer Service Menu but with no ability to indicate EOM, POS login and CAD admin menus.

• Sales: Assigned to users who will operate POS and CAD devices.

• EagleCash (NC) Ship Support: A special role used during the initial install process for EagleCash 2.0 (NC) 

NCAO may be initially permissioned by a cardholder with this role. This role cannot be removed from the 

ship by deleting the user.

• ALT TOKEN: This user is a special card issuance (see Card Maintenance for issuance). An ALT Token card

provides access to the system should something happen to the NCAOs card. The ALT Token provides 

access only the Customer Service menu and User Management, and cannot be used for funds. The 

NCAO is responsible for creating an ALT TOKEN card, recording the PIN and storing the card and PIN in 

the Ship safe. In the event that the NCAO does not have access to the EagleCash 2.0 (NC) system, the 

ALT TOKEN can be used to permission another card holder to Navy Disbursing. The Navy Disbursing role 

can then be used to issue the NCAO a new card and permission that card as Navy Disbursing. 

Note: Do not assign system access to merchant or closed loop cards. 

Adding a User

1. To add a user to the EagleCash 2.0 (NC) click the Add User button.

2. Insert the cardholder’s card and have them validate the PIN.

3. Assign the role needed.

4. Click Create User, and the user is added to the list of users on the ship.

Users are synced to shore and across the devices on the ship.

Removing a User

1. To remove a user, find the user in the list.

2. Select the Trashcan icon next to the user’s name.

3. Confirm the deletion, and the user is removed from the list.

When the sync to shore is complete, deleted users will be removed from the devices on the ship.
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DEVICE MANAGEMENT

All of the POS and CAD devices on ship are managed from this menu. Devices on ship are listed in this menu and 

can be sorted by device type. The device name can also be changed to designate what the device is being used 

for or where it is located on the ship. 

REGISTRATION

In order for a POS or CAD to be recognized by the EagleCash 2.0 (NC) application, it must be registered in the 

system and passed a configuration over the network. When the IP information has been configured on the POS 

or CAD, click the Enable Device Registration button. This allows a device to register within 30 minutes. The 

device will appear in the list of devices when it completes registration.
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CONFIGURATIONS

Configurations contain Users, Merchants, Events, Reprint Receipt functions (POS), Auto Refund (CAD) Hotlist, 

Certificates, and tablet IP addresses.

POS CONFIGURATION

In order to operate a POS, it must have a configuration from the EagleCash 2.0 (NC) software. To manage the 

configuration, select the gear icon on the POS that is to be configured. Select the merchants that the POS is 

going to operate process sale for so they show in the selected merchants area.
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CAD CONFIGURATION

When CADs register, they will automatically download a configuration after registration. A CAD configuration 

can be changed by cycling the Auto Refund toggle button.

Tips:

• Auto Refund will detect if a vend has failed and automatically create a transaction to credit the 

open loop of a card holder. Because of the variance in vending machines enabling auto refund 

should be based on how the machine responds to the feature. If auto refund does not respond 

correctly on given vending machine it should be turned off for that machine.

• To force an updated configuration file to be generated for a device toggle the auto refund or 

duplicate receipt toggles for a given device. This will inform the system of a new configuration and 

when the device checks in it will pick up a new config.

REMOVE A DEVICE

To remove a device from the ship, select the device you wish to remove and press the Trashcan icon. This will 

remove the device from the ship. All transaction data and record of the device are still stored onshore. A device 

can be re added by performing the registration process.

NCAO PROCEDURES

CORRECTING UNMATCHED CLOSED LOOP-TO-CLOSED LOOP TRANSACTIONS

Two cardholders can transfer electronic value from the closed loop account on one cardholder’s EagleCash (NC)

card to the closed loop account on the other cardholder’s card. Cardholders conduct these transactions at the 

EagleCash (NC) kiosks following the instructions presented on the kiosk screen. 

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). 
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RESTORING VALUE TO A CLOSED LOOP CARD

The NCAO should take the Navy Disbursing merchant card to the EagleCash (NC) 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 closed loop 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 closed loop-to-closed loop transfer from the Navy Disbursing merchant card closed 

loop account to the closed loop account on the cardholder’s closed loop card. 

If a closed loop 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. 

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 closed loop cardholder.

If for some reason, an unmatched closed loop-to-closed loop 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 closed loop 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.

Contact CSC to Move Funds to Navy Disbursing Merchant Open Loop Account 

The NCAO must provide CSC the closed loop card sequence number (from the lower right corner of the back of 

the card or from the EagleCash (NC) Card Issue Log). CSC can then debit the closed loop account and credit the 

Navy Disbursing merchant open loop account. The NCAO takes the Navy Disbursing merchant card to the kiosk, 

and moves 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 closed loop 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 closed loop card. 

Unclaimed or Returned EagleCash (NC) 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.

The action taken should be annotated on either the Bulk EagleCash (NC) Card Log or the EagleCash (NC) 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 NCAO when they receive the cards to have the 

PIN reset using the Disbursing Application. 
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Unclaimed or Returned EagleCash (NC) 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 NCAO, 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

BEFORE CARDHOLDERS LEAVE THE SHIP FOR A PENDING TRANSFER OR DISCHARGE

Before EagleCash (NC) cardholders leave the ship, the NCAO must ensure that any: 

• Negative account balances have been cleared.

• Remaining funds in EagleCash (NC) closed loop and Mastercard debit open loop accounts) have been 

zeroed out. 

• Split Pay Option (SPO) has been stopped at least 30 days prior. 

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 EagleCash (NC) instant issue and embossed permanent cards 

(EagleCash (NC) closed loop and Mastercard debit open loop accounts) and closed loop cards (EagleCash (NC)

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. 

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. 

Transfer to Shore Command

The transfer dates in member profiles will also be used to pull accounts of cardholders off the ship’s EagleCash 

(NC) roster and transfer these accounts to a “shore command” roster. 

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 EagleCash (NC) 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. 
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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 EagleCash 

(NC) ACH access to a bank or credit union account is blocked automatically. Blocking ACH access only prevents 

EagleCash (NC) 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 card for signature-based purchases ashore, even when the open loop account balance is negative, as

merchants process these transactions in an offline mode.

Monthly Automated Transfer of Dormant Accounts from Ship to Shore 

To assist in maintaining a current EagleCash (NC) roster on the ship, a monthly automated process detects and 

transfers member Ship profiles , if there has been no activity on cardholder EagleCash (NC) accounts (closed 

loop, split pay, or ACH transfer activity) in the past 365 days. After 365 days of no activity, if there is a valid bank 

or credit union account linked to the EagleCash (NC) 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 used their EagleCash (NC) card in the past 365 days and is transferred to the Shore Command in error, they 

can use the EagleCash (NC) card at a kiosk.

Marine Bulk Transfer

The Marine NCAO 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 EagleCash (NC) CSC. 

Collect on Negative Balances

The amount of any negative balance in an EagleCash (NC) 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. After a cardholder has left the ship, it can be much more difficult for the 

EagleCash (NC) debt collection process ashore to collect on a negative balance. Ultimately, if a cardholder does 

not respond or cannot be located, the BFS 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. 

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 EagleCash (NC) 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.
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©2024 Federal Reserve Bank of Kansas City 190

Options and detailed procedures for collecting on negative balances are in Disbursing Operations. 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 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 EagleCash (NC) negative balances can be obtained from 

your servicing FLC, EagleCash (NC) Team. A DS01 debt collection against pay will be processed as long as the 

person is still in the Navy. 

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 EagleCash (NC)

system. To help prevent an unrecoverable debt from being posted to EagleCash (NC), the NCAO may decide to 

suspend a cardholder’s Mastercard debit open loop account and block ACH access manually.

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 

EagleCash (NC) access to their bank or credit union manually, the NCAO can use either the EagleCash 2.0 (NC) 

application or the EagleCash (NC) Disbursing website or send a request to the CSC by phone or email. Any 

updates to EagleCash (NC) card access done through the EagleCash 2.0 (NC) 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 CSC do not go into effect onboard the ship until the CSC 

receives the information and processes the request. 

If necessary, the NCAO can issue a closed loop-only card for use on the ship until the cardholder leaves the ship.

Zero Out Any Funds Remaining on Card

When a cardholder is transferring to an activity that does not have EagleCash (NC) or is being discharged from 

the Navy, they should move all the funds on the EagleCash (NC) card from the closed-and open loop accounts 

back to their home bank or credit union account using the EagleCash (NC) kiosk. Alternatively, they can move all 

the funds in the open loop to the closed loop and “cash out” the closed loop at the NCAO. When a cardholder 

reports to the NCAO as a part of the checkout process, the NCAO must verify that the cardholder’s EagleCash 

(NC) card is empty (zero balance in the closed- and open loop accounts). Similarly, the NCAO must make every 

effort to cash out and recover closed loop cards from anyone leaving the ship.

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.

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 their EagleCash (NC) FSG representatives at the NAVSUP Fleet 

Logistics Center (FLC) in Norfolk, San Diego, or Yokosuka. 
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©2024 Federal Reserve Bank of Kansas City 191

These FSGs are available on request to provide support, advice, training, and assistance for Disbursing 

operations and fiscal procedures in general and for EagleCash (NC) operations and procedures in particular:

• NAVSUP FLC Norfolk: Provides support to ships in Norfolk, Little Creek, Mayport, Rota, Gaeta, and 

Bahrain:

Hugh Chin

hugh.o.chin.civ@us.navy.mil

757-443-1189

DSN: 646-1189

FLC distribution: flcn_navycash@us.navy.mil

• NAVSUP FLC San Diego: Provides support to ships in San Diego, Pearl Harbor, Bremerton, and Everett:

Andy Yager

w.a.yager.civ@us.navy.mil

619-556-6493 

DSN: 526-6493

FLC distribution: flcsd_navycash.fct@us.navy.mil

• NAVSUP FLC Yokosuka: Provides support to ships in Yokosuka, Sasebo, and Guam:

Resty Herrera

restituto.c.herrera.civ@us.navy.mil

+81 (46) 816-7324 DSN: (315) 243-7324

FLC distribution: mailto:flcsd_navycash.fct@us.navy.mil

The FSG representatives will ask the cardholder for the information they need to verify their identity. The 

cardholder can then provide a bank or credit union account number, ABA routing number, and their name 

as it appears on the account, and the FSG representative will contact the EagleCash (NC) CSC to authorize 

the CSC to transfer any remaining balance to that account. 

Funds in Closed Loop of Foreign National Card 

If a cardholder contacts the CSC to recover funds left in the closed loop account of a Foreign National card, the 

CSC has no way to verify a cardholder’s identity or ownership of a card, because a Foreign National 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 EagleCash (NC) system. In order to verify the 

cardholder’s identity, the CSC will direct the cardholder to contact the EagleCash (NC) 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 their identity. The cardholder can 

then provide a bank or credit union account number, ABA routing number, and their 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. 
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©2024 Federal Reserve Bank of Kansas City 192

PCS Transfer

Cardholders transferring PCS should keep their EagleCash (NC) cards and accounts when they leave the ship. An 

EagleCash (NC) 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 EagleCash (NC) equipped and their card is still 

valid, they can quickly get access to all EagleCash (NC) capabilities by inserting their card in a kiosk and entering 

the PIN.

Transfer Cardholder’s Member Profile to Ship Using NC Website 

If necessary (e.g., if a cardholder reports to the ship, their EagleCash (NC) card has expired, and they cannot 

complete a “Ship Check In” at an EagleCash (NC) kiosk), the NCAO can transfer a cardholder’s member profile 

from the shore command to the ship using the Location tab in the Cardholders screen on the EagleCash (NC)

disbursing website (see NC Web Application User Guide). Once the ship has completed a sync 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 EagleCash 

(NC) ACH access to a home bank or credit union (see paragraph f.(2) directly above) and restores (unsuspends) 

the account automatically. 

Discharge from Service

Cardholders being discharged from the Navy are required to report to the NCAO to close their EagleCash (NC)

accounts. Before reporting to NCAO, they must transfer any remaining funds from both the closed loop and 

open loop accounts back to their home bank or credit union account using the EagleCash (NC) 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 

NCAO.

When a cardholder reports to NCAO as a part of the checkout process, the NCAO must verify that the 

cardholder’s EagleCash (NC) card is empty (zero balance in the closed- and open loop accounts).

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. 

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. 

Close an EagleCash (NC) Account 

To close an EagleCash (NC) account, a cardholder must first transfer any remaining funds from both the closed

loop and open loop accounts back to their home bank or credit union account using the EagleCash (NC) kiosk

before reporting to the NCAO. 

As a part of the checkout process, the cardholder must report to the NCAO to close their EagleCash (NC)

account. 

After verifying that the cardholder’s EagleCash (NC) card is empty (zero balance), the NCAO must change the 

card status to Canceled and transfer account to Shore Command (see Change Card Status). 
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Disposition of EagleCash (NC) Foreign National Cards

The NCAO must make every effort to recover and cash out closed loop cards from anyone leaving the ship, so 

they can be reissued to another visitor. When closed loop cards are turned in to NCAO and cashed out, the 

NCAO should check the expiration dates on the cards. Any closed loop 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 EagleCash (NC) Card Issue Log.

Monthly Reports on Missing Enrollment Forms

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 (FS Form 2887) on file 

electronically in the document storage system ashore. 

Ship/MLG Report

Generated ashore as part of the EOM process, the Ship/MLG EagleCash (NC)/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. 

The report lists the last name, first name, middle initial, SSN (last four digits), service branch, and date the 

EagleCash (NC) account was opened. Each ship/MLG will receive its own report. 

Each month, the Ship/MLG Report can be found in the shore reports directory by date after successful 

completion of the EOD sync process at EOM.

Comprehensive Report

Generated ashore on the second day of each month, the monthly Comprehensive EagleCash (NC)/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.

The report is sorted by ship, MLG, and EagleCash (NC) 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 

EagleCash (NC) account was opened. 

The Comprehensive Report is intended for NAVSUP, Marine Corps Disbursing Operations and Systems Section

(MCDOSS), NAVSUP FLC Norfolk, San Diego, and Yokosuka, and BFS, so they can monitor the progress of 

individual ships and MLGs in meeting the goal of a signed FS Form 2887 on file for every EagleCash (NC)/Marine 

Cash cardholder. The report is also available on the EagleCash (NC) Disbursing Website on the Shore Reports 

screen using the Reports tab (see EagleCash (NC) Web Application User Guide, EagleCash (NC) website at 

https://www.navycash.com.

Review Ship/MLG Report Monthly

The NCAO must ensure the Ship/MLG EagleCash (NC)/Marine Cash Missing 2887 Report is reviewed each month 

and verify a signed enrollment form (FS Form 2887) has been or will be forwarded to the Treasury Agent for 

every cardholder whose name is listed on the report. 
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©2024 Federal Reserve Bank of Kansas City 194

NC Card Limits

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. 

For AO 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 NCAO must contact the CSC (see Assistance and Support) and request that a merchant cardholder 

limit be modified.

Any updates to these card limits done through the EagleCash 2.0 (NC) 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 and processes the 

request. The NCAO cannot change closed loop load (and debit) limits or ACH transfer limits using the EagleCash 

(NC) Disbursing Website, navycash.com.

For Individual Cardholders with Negative Open Loop Account Balances

EagleCash (NC) 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.

Blocking Access to Bank and Credit Union Accounts Ashore

Blocking EagleCash (NC) 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 EagleCash (NC) 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 the Block Account Request button. 

Guidelines for Negative Balances

The Negative Balance Collection Options table provides recommendations for taking action in the case of a 

cardholder whose EagleCash (NC) 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.

 
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©2024 Federal Reserve Bank of Kansas City 195

ACH Decline Count 

The ACH decline count is used to prevent cardholders from abusing the system and would not normally be reset. 

EagleCash (NC) has established returned transaction thresholds. Every time a cardholder posts an NSF 

transaction to the EagleCash (NC) system, a “counter” records the event. When a cardholder reaches a limit of 

three NSFs, the ability to access their DDA account from the EagleCash (NC) system is permanently blocked. 

Once EagleCash (NC) 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 EagleCash (NC) Disbursing Website 

or by sending a request to the CSC.

The following summarizes ACH decline counts. For a more complete description of ACH Allowed and ACH 

Decline Count flags and codes, see Disbursing Operations, 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 

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.

Again, any updates to EagleCash (NC) 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 CSC do not go into effect on board the ship until the CSC receives the information and

processes the request, and shore has synced the information back to the ship. 

Neither blocking EagleCash (NC) access to bank and credit union accounts nor suspending an open loop account 

disables the closed loop account on an EagleCash (NC) card; the individual can still use the value on the closed 

loop to purchase things on the ship. 
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©2024 Federal Reserve Bank of Kansas City 196

COMMUNICATIONS TROUBLESHOOTING

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 EagleCash (NC) (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 EagleCash (NC) files, the 

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

engage the NCTS team for further troubleshooting. 

Failed EagleCash (NC) 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 EagleCash (NC) account or when the name or SSN in the payroll file from DFAS does not match the name 

or SSN in EagleCash (NC) or when the EagleCash (NC) backend ashore does not know that someone is assigned 

to a particular ship.

If an Individual’s Payroll Payment Has Failed 

Before Contacting the CSC 

Check the EagleCash (NC) Payroll Report. The report is sent to the ship after the EagleCash (NC) backend posts 

the split pay payroll amounts to the individual accounts. In the report, CLOSE_PND or CLOSED indicates the 

EagleCash (NC) account has been closed, and Account Invalid indicates the EagleCash (NC) backend ashore 

could not match the person’s name, SSN, or ship to an EagleCash (NC) account. 

Verify the following:

• Person’s name in their EagleCash (NC) 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 EagleCash (NC). 

• Person’s SSN, which is probably correct in MMPA, is correct in EagleCash (NC). 

• The HM FID to start split pay was posted by the Transaction Service Center (TSC) 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. 

• When the FID was posted by TSC. 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). 

• Any pay being held in MMPA. 

Contact the CSC 

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 click Reply to All, and having too 

many addressees creates confusion as to who is responsible for resolving the problem. Also see Contact 

Information for phone numbers and emails.

Be prepared to tell the CSC what troubleshooting steps you have taken and what you were able to discover 

during troubleshooting. 
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©2024 Federal Reserve Bank of Kansas City 197

If an error was detected by going through the troubleshooting steps above, provide the correct SSN, name, ship, 

or enrollment status to the CSC. 

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. 

Otherwise, CSC Will Email Ship a Failed Split Pay Notice 

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. 

If the CSC does not hear from the ship or if the individual is not going to enroll in EagleCash (NC), the Treasury 

Agent must return the funds to DFAS Cleveland to be credited back to the individual’s MMPA. 

If a Squadron or Staff Element Doesn’t Receive Their Split Pay 

Verify squadron or staff element UIC is located under the ship’s UIC in Table 133 in MMPA via the EagleCash 

(NC) Team at the appropriate FLC. 

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. 

Split Pay Roles

Ship 

Submit SPO enrollment forms to the TSC. SPO is a pay function, and the TSC is responsible for entering the 

Format Identifier (FID) into DMO. 

Troubleshoot split pay failures using the recommended steps above prior to contacting the CSC.

TSC will process the HM13 to release funds back to member’s account and funds will be included to the next 

available DDS payday. 

Defense Financial and Accounting Service (DFAS) Cleveland 

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. 

Although DFAS Cleveland cannot update Table 133, they coordinate the initial changes required. 

DFAS Cleveland makes sure that, when a ship transitions to TSC Afloat or comes online with EagleCash (NC), 

updates are made to the applicable systems and tables.

Treasury Agent 

Posts the split pay payroll amounts from DFAS Cleveland to the appropriate EagleCash (NC) open loop accounts. 

Monitors failures from payroll file and contacts DFAS Cleveland to have money put back into proper accounts. 

The Treasury Agent cannot access DMO or MMPA.
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©2024 Federal Reserve Bank of Kansas City 198

NAVSUP 

NAVSUP notifies DFAS Cleveland of any upcoming changes for ships, e.g., changes in ADSN, transition dates to 

TSC Afloat (which are set by the ship), and go-live dates for EagleCash (NC). 

When contacted by CSC, NAVSUP helps troubleshoot split pay problems using MMPA records or EagleCash (NC)

transaction history on the EagleCash (NC) website. 

NAVSUP cannot update systems or tables in DMO or MMPA. 

Provisional Split Pay

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.

Even when the EagleCash (NC) system cannot communicate with the shore side, DFAS Cleveland will still send 

the actual Navy split pay file to the EagleCash (NC) back end ashore for processing. When communications are 

restored, the Navy/Marine Cash system synchronizes EagleCash (NC) accounts between ship and shore and 

reconciles EagleCash (NC) accounts on the Ship, so they reflect the correct balances. 

INSTALLATION ALERTS: INSTALLING IAVA AND OTHER SOFTWARE PATCHES 

Information Assurance Vulnerability Management (IAVM) is an important step in maintaining the security 

posture of the EagleCash (NC) system. To effectively safeguard the EagleCash (NC) system against internal and 

external cyber threats, all known vulnerabilities must be patched effectively in a timely manner. 

Installation alerts provide an automated mechanism for applying software updates to the EagleCash (NC) 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 shipside EagleCash (NC) database, and application patches applied to the EagleCash (NC) system. 

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 EagleCash (NC) 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. 

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. 

The status of each patch will be transmitted back to shore automatically via a log. These log files will show a 

summary of the activity that occurred during the installation of a patch. 

IAV patches in particular require Navy-wide compliance monitoring to ensure mitigation of security 

vulnerabilities. For each IAVA/B, the EagleCash (NC) 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. 
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©2024 Federal Reserve Bank of Kansas City 199

Endpoint Security Systems (ESS) Security Point Products and Definitions

The latest version of the ESS Trellix Agent (formally HBSS McAfee) and Trellix security point products should be 

loaded on all Navy Cash Windows assets by Navy IT personnel. ESS should be installed and configured according 

to the latest Navy Cash Policy Layout Guide (PLG) that is published to SAILOR. ESS Trellix agents and products are 

controlled by a centralized ePO tablet that is managed and maintained by Ship IT and ESS Fleet Ops. ESS 

software and definition updates are approved routinely or automatically by ESS Fleet Ops processes and 

procedures. ESS agents should be monitored regularly by Navy IT personnel to ensure they are actively reporting 

to the centralized ePO tablet and receiving regular software and definitions updates.

IT-21 Security Practices

NCAO should follow IT-21 security practices (e.g., auditing event logs, physical security, etc.) in addition to all 

EagleCash (NC) information security requirements, EagleCash (NC) Custodial Responsibilities; and para 27 in this 

Section - Access Editor–Access Control for Disbursing Application.

Monthly Vulnerability Scans 

The ship’s ITs are now responsible for scanning the EagleCash (NC) system as part of their required monthly 

vulnerability scans and entering the results in VRAM each month. It is important that all EagleCash (NC) system 

assets are scanned each month to help ensure that a 100 percent integrity scan has been achieved in VRAM.

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 EagleCash (NC) system can be found on Node 1 of the EagleCash (NC) tablet.

Occasionally, a scan conducted on the ship may reveal a security vulnerability on the EagleCash (NC) system that 

requires a patch or update. As described above in paragraph e.(1), the EagleCash (NC) Program Office at 

NAVSUP manages all vulnerabilities and patches with the assistance of FRBKC Infrastructure and SAIC. Security 

vulnerability patches and updates are reviewed, tested, and approved in the EagleCash (NC) lab to ensure that 

any patch or update applied will not damage the operation of the EagleCash (NC) 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 EagleCash (NC) system without the direct assistance of NCTS or SAIC.

Any patch or update applied to the EagleCash (NC) system without FRBKC Infrastructure SAIC assistance is 

considered unauthorized and may be subject to investigation. The EagleCash (NC) 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 EagleCash (NC) system on the ship from the approved baseline of its ODAA 

type accreditation. 

If the ship's ITs or other personnel have questions regarding this matter or an NCAO is notified by ship ITs or 

other personnel that a patch or other software (HBSS, ESS, etc.) must be installed on the EagleCash (NC) system, 

please contact the NAVSUP EagleCash (NC) 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 EagleCash (NC) operations on the ships if it is configured incorrectly in any way. 
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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 EagleCash (NC). Ship’s ITs supporting EagleCash (NC)

operations can find configuration and troubleshooting documents, ACAS scanning instructions, and other 

supporting documents for the EagleCash (NC) system on SAILOR 2.1. The link for SAILOR 2.1 is 

https://sailor.navy.mil/sailor/Home.cfm (use email PKI certificate).

EAGLECASH (NC) SYSTEM ADMINISTRATION PASSWORD CONTROL

Passwords are an important aspect of security for the EagleCash (NC) 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. 

When responding on site to trouble calls that cannot be resolved by phone, e-mail, or other distance support 

troubleshooting efforts like remote access, NCTS 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 EagleCash (NC) Manager or 

EagleCash (NC) Deputy when they report to the ship. 

TABLETEAGLECASH (NC) MERCHANTS, VENDORS, AND FOREIGN CONCESSIONAIRES 

A detailed discussion of EagleCash (NC) merchants is included in Merchant Management. Merchants are AOs 

authorized to use EagleCash (NC) in an official capacity. As AOs, EagleCash (NC) merchants must complete and 

sign an FS Form 2888 AO enrollment form prior to being issued an EagleCash (NC) merchant card.

TRANSIENT MERCHANTS—VENDORS AND FOREIGN CONCESSIONAIRES

Transient merchants are generally used when EagleCash (NC) 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 NCAO 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 EagleCash (NC) transactions collected by the vendor. Within EagleCash (NC), 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. 

The procedures in this section 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. 
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CURRENCY EXCHANGE BY VENDORS IN A FOREIGN PORT

EagleCash (NC) 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. 

Preparation

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. 

The vendor will maintain a currency exchange log and record each transaction. A sample Currency Exchange Log

is included in Documentation Resources. The vendor may use their own log as long as the information recorded 

includes the basic information in the sample log. 

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. POS devices checked out for these periodic 

functions should be signed out on a locally generated and maintained custody log. Following the procedures in 

Software & Devices User Guide, each POS will be set to one of the transient merchants (Foreign Concessionaires

is generally used for the currency exchange vendor) and each operator will have their card given permission as a 

sales role. The vendor will use the POS(s) to record transactions and collect value from the cardholders using 

their EagleCash (NC) cards to exchange for foreign currency. If the POS devices are expected to be used remotely 

for an extended period, the NCAO should provide the operator with additional batteries. 

Closeout

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 NCAO for closeout and payment. 

Generally, the vendor must close out at the end of the business day prior to the day that payment is desired. 

EagleCash (NC) transactions collected by transient merchants are settled to the NCAO 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 between the ship and the shore are completed. This may take up to 72 hours. 

Generate Ship Report 

As soon as the sales information on the POS is uploaded to the tablet on the ship, the NCAO shall use the 

EagleCash application to generate and print a Merchant Sales Summary Report that shows the total amount of 

EagleCash (NC) transactions collected by the vendor. 

Reconcile EagleCash (NC) Report and Vendor Logs 

If the Merchant Sales Summary Report generated by the EagleCash (NC) system and the vendor’s currency 

exchange logs agree, the NCAO is ready to pay the vendor for the amount of the EagleCash (NC) 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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The NCAO shall use the EagleCash (NC) 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. 

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.

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 their EagleCash (NC) 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. 

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.

Compare the EagleCash (NC) Merchant Transactions Report 

For either out of balance condition, the NCAO must compare the EagleCash (NC) Merchant Transactions Report 

for the currency exchange vendor, which lists every EagleCash (NC) 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.

Condition 1 

The Merchant Transactions Report shows an EagleCash (NC) 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 EagleCash (NC) collection by issuing a 

refund to the member in the amount of the original erroneous collection in EagleCash (NC) or currency as 

appropriate.

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 

EagleCash (NC) 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 

EagleCash (NC) or currency as appropriate. 
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Condition 3 

The currency exchange log shows a collection transaction occurred on the day of reconciliation but a 

corresponding transaction was not recorded in the Merchant Transactions Report. Corrective Action: NCAO will 

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 EagleCash (NC) or currency as appropriate.

If incorrect, the currency exchange vendor will reverse (cancel) the entry in the currency exchange log.

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 

EagleCash (NC)).

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 EagleCash (NC) (see the next section). 

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. 
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Payment

Once the sync 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 

Documentation Resources for a sample report), the NCAO shall transfer value from the open loop to the closed 

loop account in the amount of the EagleCash (NC) 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 EagleCash (NC) transactions collected Shore Reports Available on EagleCash (NC) 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 EagleCash (NC) Disbursing website (www.navycash.com) (see EagleCash 

(NC) Web Application User Guide). 

The Reports page is used to manage Ship Reports.

1. To locate the EOM Summary Report, click the Reports tab, and select the appropriate report in the 

Report Name list (e.g., EOM_VOUCHER_SUMMARY_REPORT_M).

2. Select the appropriate ship (UIC) from the Location list. 

3. Once an appropriate location has been selected, a batch ID number can be selected from the Batch list, 

or, alternatively, an appropriate Start Date and End Date can be entered. 

4. Once the appropriate search criteria have been entered, click the Search button. 

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.
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6. Click the report name to display the report information. 

7. 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.

8. Right click the file name and select Open with > WordPad or Microsoft Word.

9. Use the Page Setup window to change the Orientation to Landscape and set all the Margins to 0.5 

inches.

10. Change the font size to 8.

OUTAGES SUPPORT GUIDANCE

Although EagleCash (NC) is designed to be resilient to multiple failures, some of these failures may require 

operational workarounds. For Support contacts, see Assistance and Support.

Table 19: Outage Guidance

Example Scenario Components/Processes 

Affected Recommended Action

Network and/or power loss to 

a single POS location

Transaction download • It will hold up to 10,000 messages. 

• Transactions will automatically download when 

connection restored.

Network loss to any number 

of CADs

Transaction download CADs will hold up to 10,000 messages.

Power loss to the CADs Vending in the space CADs receive their power from the vending machine. If 

power is lost, then the vending machine is also down.

Network loss to the kiosk Kiosk will not synchronize to 

shore

• Any transactions collected by the kiosk will not 

reflect on reports/settle until the network is 

restored.

• Tablets can be brought to any working network, and 

then they will synchronize automatically.

Power loss to the kiosk • Any CADs/POS download 

drops running through 

that location will be offline

• Receipt printer will be 

Offline

• If all kiosks are down, this is a critical incident.

• If power will be out for an extended time, turn off 

the tablet and power switch.

Network loss to disbursing 

tablets

Tablets will not synchronize 

to shore, and enrollments 

will not be processed

Tablets can be brought to any working network, and 

then they will synchronize automatically.

Power loss to disbursing 

tablets

Tablets can run on battery 

power for a limited time

Find a source of power (the tablets are portable).

Off-ship network loss Tablets will not synchronize, 

and enrollments/settlement 

will not be processed in the 

back office

If this persists for more than 5 days without a ticket, it is 

a critical incident.
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LONG-TERM OUTAGES

Due to the portability of the tablet system on a 2.0 ship, a Surface tablet can be:

• Set up or brought to the ship’s store or any other location without network connectivity.

• Used to download a POS or CAD by connecting to the same network switch.

• Taken to a working network location to be downloaded.

To accomplish the above, we recommend that all card readers, the dock, and power supplies are brought with 

the system.

 
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EAGLECASH (NC) WEB APPLICATION USER GUIDE 

This section contains screen captures of the EagleCash (NC) Web Application to orient users of its features.

DISBURSING LOGIN 

Displayed when you enter www.navycashcenter.com, the login page provides access to the EagleCash (NC)

Service Center website with a link to cardholder self-enrollment. 

1. Log in using your username and password. If you do not have a username and password, contact the 

EagleCash (NC) CSC (see Contact Information for phone numbers and emails). 
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SET SECURITY QUESTIONS

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 EagleCash (NC) Service Center website. 

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? 

Remember your answers to the security questions you select. You will be asked these questions each time you 

log in to the EagleCash (NC) Service Center website. 
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CHANGE PASSWORD

1. The first time you log in to the new website, you will be asked to change your password. 

2. Enter your current password. The new password must be at least 12 characters in length, with at least 1

uppercase character, 1 lowercase character, 1 number, and 1 special character. Confirm your new 

password by retyping it in the box provided. 

When you have changed your password successfully, you will enter the EagleCash (NC) Service Center 

website. 
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PROFILES 

The Cardholders page is used to manage cardholder accounts. 

1. To locate a particular cardholder profile, select the appropriate search criteria in the 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. 

2. To narrow the search criteria, select the appropriate Location from the list. 

3. To pull up all cardholders with the same last name, enter the last name only in the First and Last Name

search criteria. 

4. 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. 

5. 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. 

6. 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 list. 

7. Enter the appropriate information and click the Search button. 

8. Click a cardholder’s name to display the cardholder’s profile information. 

9. Note Under Ship you will find a roster tab with all assigned personnel, this may be quicker method to 

find specific personnel.
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CARDHOLDER ACCOUNTS 

The Accounts tab displays both Open Loop and Chip account information (Mastercard debit open loop and 

EagleCash (NC) closed loop account information). 

1. Enter changes to EagleCash (NC) ACH withdrawal or closed loop-load limits. 

2. Click the Save button to save any changes. A Saved Successfully message is displayed on the page to 

indicate the account update was completed. 

3. If an error message is displayed, update any fields highlighted in red. 

Only the Central Support Center (CSC) can close or suspend a merchant account. 
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CARDHOLDER TRANSACTION HISTORY 

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 open loop is selected, only payroll load 

open loop transactions are displayed per EagleCash (NC) privacy policy. 

The transaction history records displayed are shore-side records and may not include transactions performed 

offline, either on the ship or on the shore.
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CARDHOLDER ACH FUNDING 

The ACH Funding tab displays Linked Bank Account and ACH Funding History information. 

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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CARDHOLDER PERSONAL

The Personal tab displays a cardholder’s personal information.

1. 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. 
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2. If an error message is displayed, update any fields highlighted in red. 

The Personal Information section also displays the status of a cardholder’s EagleCash (NC) enrollment 

form (FS Form 2887). 

The messages:

– “Enrollment Form Not Available” indicates the cardholder’s FS Form 2887 is not found in the 

document storage system ashore. 

– “View ENROLLMENT Form in File System” indicates the cardholder signed the FS Form 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. 

CARDHOLDER LOCATION 

The Location tab displays the current location of a cardholder’s member profile. 

To transfer a cardholder’s member profile from one EagleCash (NC) location to a new EagleCash (NC) location, 

select the appropriate new location in the Location list. 

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. 

Transferring a cardholder's member profile from the shore command to the ship using the disbursing website 

automatically unblocks the cardholder’s EagleCash (NC) ACH access to a home bank or credit union and 

unsuspends the EagleCash (NC) account. EagleCash (NC) 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 EagleCash (NC) ship). 

If an error message is displayed, update any fields highlighted in red. 

OPEN LOOP HISTORY

Displays cardholder open loop account number and the Visa open loop available balance which is provided by 

Visa DPS.
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Visa Transaction History displays transactions made with the open loop account. Only 34 days’ worth of 

transactions can be searched at a time.

CLOSED LOOP/VISITOR CARDS 

The Visitor Cards page is used to manage closed loop cards. 

To locate a closed loop card, enter the Card ID number, and click the Search button. The Card ID number is on 

the back of the closed loop card.
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VISITOR/CLOSED LOOP CARD ACCOUNTS 

The Accounts tab displays the Chip account summary information. 

Click the Save button to save any changes. A “Saved Successfully” message is displayed on the page to indicate 

the change was completed. 

If an error message is displayed, update any fields highlighted in red. 

For the VISITOR CARD 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. 

• Transaction history records displayed are shore-side records and may not include transactions 

performed offline on the ship.
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BULK TRANSFERS SCREEN (MARINES ONLY) 

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. 

Under the Marine Expeditionary Unit list, select the appropriate MEU. 

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.

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. 

Transferring Marines' member profiles from a MEU in bulk automatically suspends the accounts and blocks 

EagleCash (NC) ACH access to banks and credit unions. 

ACTIVATE OR SUSPEND MARINE ACCOUNTS IN BULK

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 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.
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SHIP PROFILES 

The Ships page is used to manage Ship Profiles information. 

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. 

Click on the ship’s name to display the ship’s profile. 
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SHIP MERCHANTS 

The Merchants tab displays Enrolled Merchants information. 

Enter changes to Merchants information. 

Click the Save button to save any changes. A “Saved Successfully” message is displayed on the page to indicate 

the update was completed. 

If an error message is displayed, update any fields highlighted in red. 
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SHIP CONTACTS 

The Contacts tab displays basic contact information for the Disbursing Office, LSR (Logistics Support 

Representative) Contact, Ship Address and Bulk Mailing Address. 

After NCAO turnover, enter changes to Contacts information. 

Click the Save button to save any changes. A “Saved Successfully” message is displayed on the page to indicate 

the update was completed. 

If an error message is displayed, update any fields highlighted in red. 
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ROSTER

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, Open Loop Account, and Branch. 

The Search Roster lookup can be used to filter the roster by First and Last Name, Branch, or Last 4-digits of SSN. 

When clicking the Transfer button, if the cardholder is:

• Navy: Their location will automatically be updated to Shore Command after clicking Save, and they will 

no longer be displayed on this ship’s roster.

• Marine: Their location will automatically be updated to a camp based on their MEU after clicking Save, 

and they will no longer be displayed on the ship’s roster.
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MERCHANT PROFILES 

The Merchants page is used to manage merchant accounts. 

To locate a particular merchant account, select the appropriate search criteria in the list: Merchant Name, 

Merchant Number, Merchant TIN, Card Number, or Closed Loop Account. 

To narrow the search criteria, select the appropriate Location from the list. 

Enter the appropriate information and click the Search button.

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 list. 

Click on a merchant’s name to display the merchant’s account information. 
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MERCHANT ACCOUNT INFORMATION 

There are three different types of merchants in EagleCash (NC):

• Private merchants

• LOA merchants

• Transient merchants

See Merchant Management for a more detailed discussion of EagleCash (NC) merchants. 

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. 

LOA MERCHANTS

LOA merchants will only display the Accounts tab. 

TRANSIENT MERCHANTS

Transient merchants will only display the Accounts and Settlement tabs. 
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MERCHANT ACCOUNTS 

The Accounts tab displays both Open loop and Chip account information. 

Enter changes to EagleCash (NC) ACH withdrawal or closed loop-load limits. 

Click the Save button to save any changes. A “Saved Successfully” message is displayed on the page to indicate 

the account update was completed. 

If an error message is displayed, update any fields highlighted in red. 

Only the Central Support Center (CSC) can close or suspend a merchant account.

For the 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. 

• The transaction history records displayed are shore-side records and may not include transactions 

performed offline, either on the ship or on the shore.
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MERCHANT ACH FUNDING 

The ACH Funding tab displays Linked Bank Account and ACH Funding History information. 

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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MERCHANT SETTLEMENT 

The Settlement tab displays a merchant’s Settlement Type and Settlement History information. 

To change the Settlement Type, select the appropriate type in the list. 

Click the Save button to save any changes. A “Saved Successfully” message is displayed on the screen to indicate 

the account update was completed. 

If an error message is displayed, update any fields highlighted in red. 
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MERCHANT OPEN LOOP HISTORY

Displays Merchant’s open loop account number and the Visa open loop available balance which is provided by 

Visa DPS.

Visa Transaction History displays transactions made with the open loop account. Only 34 days’ worth of 

transactions can be searched at a time.

MERCHANT FS FORM 2888

NCAO can upload a FS Form 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 Windows 

Explorer.

After choosing the file and clicking Upload the PDF will display.

Double-clicking on an uploaded FS Form 2888 PDF will open and display the form in a default web browser.
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REPORTS

The Reports page is used to manage Ship Reports. 

SHIP REPORTS 

To locate a particular ship report, select the Report Name in the list. 

Select the appropriate ship or shore location from the Location list. 

Once an appropriate Location has been selected, a batch ID number can be selected from the Batch list.

Alternatively, an appropriate Start Date and an End Date can be entered. 

Once the appropriate search criteria have been entered, click the Search button.

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. 

Click on the report name to display the report information. 
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CHANGE EAGLECASH (NC) SERVICE CENTER ACCOUNT INFORMATION 

The My Account page is used to change account information. 

CHANGE PASSWORD To change your password, enter your current password. 

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. 

Confirm your new password by retyping it in the box provided. 
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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. 

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?

Remember your answers to the security questions you select. You will be asked these questions each time you 

log in to the EagleCash (NC) Service Center website. 

LOGOUT To prevent others from viewing EagleCash (NC) account information, click Logout in the upper-right 

corner of the screen to end the current session, and exit your browser when done using the EagleCash (NC)

Center website. 

For security purposes, you are required to logout after every session. Never leave a workstation unattended 

while logged in to the EagleCash (NC) Center website. 

 
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EAGLECASH (NC) WITHOUT AN NCAO (DDG 1000 CLASS) 

This section contains important information for operating EagleCash (NC) aboard the DDG 1000 Class ships 

without a Deputy NCAO on board.

NO CASH, CHECKS, OR OTHER NEGOTIABLE INSTRUMENTS

Without a Deputy NCAO on board, no cash, checks, or other negotiable instruments can be processed on the 

ship. The NCAO cannot accept cash, checks or other negotiable instruments to fund EagleCash (NC) 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.

FUNDING EAGLECASH (NC) CARDS

LINKED BANK OR CREDIT UNION ACCOUNT IS MANDATORY

Everyone will receive an EagleCash (NC) instant issue card, and everyone must link a bank or credit union 

account, so they can fund the card using the EagleCash (NC) kiosks on the ship. 

INSTANT ISSUE CARDS

Instant issue cards provide individuals access to all EagleCash (NC) 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 sync is completed between ship and shore (normally within 24 to 48 hours), the card can 

be used at EagleCash (NC) kiosks on the ship to transfer funds to the closed loop or open loop account from 

bank or credit union accounts ashore. The card can also be used to access funds in the open loop account at 

ATMs ashore or to pay for purchases at retail locations ashore. 

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, closed loop card issuance is not permitted.

ENROLL PRIOR TO REPORTING TO THE SHIP

Sailors and civilian riders, who have not been enrolled in EagleCash (NC) before (i.e., new enrollees) must be 

enrolled upon arrival to the ship. This can be accomplished via the EagleCash (NC) Self Enrollment on the main 

page of the EagleCash (NC) website.

EOM PROCEDURES

At the end of each month, the NCAO is responsible for coordinating all EagleCash (NC) collections (electronic 

sales receipts) that must be registered to an LOA, including Food Service and Sales (Ship’s Store and vending 

machines).
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CLOSE-OUT ON TIME

In accordance with the EagleCash (NC) SOP, EagleCash (NC) 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 

EagleCash (NC) between the 20th and 25th of each month.) The NCAO, 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.

INITIATE EOM

When the NCAO initiates EOM close-out, the close-out indicators for Sales and Food Service are sent to the 

EagleCash (NC) backend ashore. As soon as the EOM close-out indicators are received and processed by the 

EagleCash (NC) 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 Disbursing Operations). 

EOM SUMMARY REPORT

The EOM shore reports are sent to the ship, including the EagleCash (NC) EOM Summary Report. The EOM 

Summary Report details the EagleCash (NC) 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.

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 EagleCash (NC). 

EagleCash (NC) does not match Food Service and Retail Operations.

Any adjustments/corrections necessary must be made in the next month's business.

NO SAFE BANK TRANSACTIONS REQUIRED

For ships without a Deputy NCAO, there is no need to use the Safe Bank Transactions functionality.

COLLECT ON NEGATIVE EAGLECASH (NC) BALANCES

Any negative EagleCash (NC) account balance represents a debt to the U.S. Treasury funds pool, and the NCAO is 

responsible for collecting on that debt.

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 NCAO 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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SPLIT PAY OPTION (SPO)

The primary method to clear negative balances on ships without a Deputy NCAO is to have a crewmember who 

goes negative prepare and sign a split pay request to cover the amount of the negative balance. 

PAY ADJUSTMENT

The secondary method to clear negative balances is to have the NCAO 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 TSC (for a sample DD 139, contact appropriate FSG representative using contact information listed 

above). 

CIVILIAN RIDERS

In the event a civilian rider’s EagleCash (NC) account goes negative, the NCAO can use the information in the FS 

Form 2889 to contact the individual, or their company, if necessary, to clear the negative balance (see above).

DISTRIBUTION OF SHIP’S STORE PROFITS TO MWR

See Merchant Management for detailed instructions.

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. 

Ships without a Deputy NCAO shall use the Fiscal Servicing TSC DSSN 8371.

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. 

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 EagleCash 

(NC) sales receipts.
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EAGLECASH (NC) BARGE MOVE USER GUIDE 

This section contains instructions for NCAOs moving the EagleCash (NC) system to a Barge who are not approved 

for support from SAIC to assist with the move of the equipment.

OVERVIEW

Ships undergoing availabilities in shipyards often use barges as temporary offices and messing and berthing 

spaces. If desired by the ship, the EagleCash (NC) equipment (such as the tablet, workstations, EagleCash (NC)

kiosk and router, and POS devices) may be relocated from the ship to the barge. To accommodate EagleCash 

(NC) 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 EagleCash (NC) operations. For example, the 

table below lays out the typical configuration for YRBM(L) size barges.

Note: Barge LAN and internal EagleCash (NC) Cable configurations will vary.

Table 20: Barge Configuration – YRBM(L)

Serial/ LAN Drops To Support

3 Vending Machines

2 Tablet

1 Disbursing Workstation

1 Sales Office

1 Download Box

2 Ship’s Store

1 Post Office

1 K80 and Router

1 Post Office

COORDINATE WITH BARGE MANAGERS

If it becomes necessary to move EagleCash (NC) to the barge, this requirement must be communicated to the 

Barge Managers along with the ship’s other requirements. 
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RELOCATE EAGLECASH (NC) EQUIPMENT

To relocate EagleCash (NC) 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 EagleCash (NC) equipment sustained during the 

move. 

There are two scenarios for relocating the equipment:

Ship-to-Barge allows ship’s force to perform all of the work necessary to move the EagleCash (NC) equipment 

from the ship to the barge without any assistance from SAIC, and then establish EagleCash (NC) operations on 

the barge. Communications, configuration and operation of the EagleCash (NC) system on the barge is the sole 

responsibility of the ship. 

Note: If the ship experiences challenges moving the EagleCash (NC) operation from ship-to-barge, remote 

assistance will be provided via NCTS. 

Barge-to-Ship allows the SAIC to perform all of the work necessary to move EagleCash (NC) equipment from the 

barge to the ship, including the configuration and restoration of the EagleCash (NC) 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 EagleCash (NC) Team at your supporting FLC.

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 Assistance and Support) so that a case number can be generated for tracking purposes. 

ENSURE EAGLECASH (NC) IS FULLY OPERATIONAL

The ship must ensure that the EagleCash (NC) system is fully operational prior to the relocation. Any hardware, 

software, communications, or operational issues should be reported to the CSC (see Assistance and Support). It 

will be much easier to resolve any issues before an equipment move in either direction has started. 

VENDING MACHINES

To operate with EagleCash (NC), any vending machines on the barge must be compatible with EagleCash (NC). 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 EagleCash (NC). 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 EagleCash (NC) by turning on the coin 

acceptor. If the EagleCash (NC) tablet 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 Disbursing Application User Guide, CAD Failure). Any 

cash collections will be handled in accordance with existing procedures. 
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SHIP-TO-BARGE CHECKLIST

The checklist below has been developed to lay out the ship’s responsibilities to relocate EagleCash (NC)

equipment to the barge.

Table 21: 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 Kitsap-Bremerton

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

**APL 67 Yokosuka YRBM(L) 45 Norfolk/Mayport

**APL 70 Norfolk YRBM(L) 46 Norfolk/Mayport

**APL 71 Norfolk YRBM(L) 49 Pearl Harbor

YRBM(L) 51 San Diego

*YRB 30 Yokosuka YRBM(L) 52 Pearl Harbor

YRB 34 Kitsap-Bremerton YRBM(L) 53 Pearl Harbor

YRBM(L) 55 San Diego

YRBM(L) 20 San Diego

YRBM(L) 23 Norfolk/Mayport

YRBM(L) 24 Norfolk/Mayport

YRBM(L) 26 San Diego

*Two sets of EagleCash (NC) infrastructure on each barge.

** Will be getting Navy Cash installed in FY24.
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CHECKLIST FOR MOVING EAGLECASH (NC)

SHIP:

BARGE:

EAGLECASH (NC) 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 tablets 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 EagleCash (NC) 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 

EagleCash (NC) components that are intended to be moved to 

the barge.

5 Ensure access to all necessary spaces on the barge.

6

Ensure that EagleCash (NC) 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 EagleCash (NC) equipment have 

not been used for other equipment.

Power

8 Ensure power is currently supplied to the barge. 

9

Ensure that power outlets for EagleCash (NC) equipment have 

not been used for other equipment. 
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MOVE BACK TO SHIP

At some point near the end of the availability, the EagleCash (NC) 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. Refer to the EagleCash (NC) Barge Move User Guide.

2. Prior to ship’s network being secured:

a. Download all transactions from POS devices and vending CADS.

b. Conduct an EagleCash (NC) EOM, if needed. 

c. Perform proper shutdown of Microsoft Surface tablets (see Quick Info sheet).

d. Shut down the ATMs.

e. Secure power to the EagleCash (NC) 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.

1. Determine the extent of activity for EagleCash (NC) onboard the barge. Ships will usually move and 

install the following equipment:

a. Disbursing Microsoft Surface tablet (with keyboard, mouse, card readers and dock).

b. Switches (which mounts behind ATM and the APC700 UPS that provides power to this 

equipment) sufficient for barge operations.

c. Sufficient POS devices and bases to support barge operations.

d. CADs if vending will be operational on the barge.

4. Move and install EagleCash (NC) system.

• Install switches and kiosks and connect kiosks to switches.

• Install POS devices POS bases, and CADs.

5. Energize and verify equipment is operational.

a. Perform proper startup of Microsoft Surface Tablets.

b. Verify all devices are logged on and connected.

c. Perform an end of day.
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EAGLECASH (NC) COMMUNICATIONS TROUBLESHOOTING GUIDE 

This section:

• Contains instructions to help NCAOs troubleshoot EagleCash (NC) systems when experiencing 

failures/errors.

• Is an escalation guide for communications problems affecting EagleCash (NC).

3–5 DAYS 

NCTS REVIEW FOR SHIP LOGS

NCTS reviews database and system files to determine if they are receiving logs and transactions ashore from 

ships. If they are receiving logs, ship communications are less likely to be the issue. NCTS will create a pro-active 

case for 2.0 Ships that have not sent transactions in 3 days.

EAGLECASH (NC) 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. NCTS will email to provide the NCAO steps 

necessary to engage a ship’s ITs and troubleshoot EagleCash (NC) 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’d 

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. 
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Sample POD Note

Heads Up, Shipmates! 

The ship is experiencing communications problems. EagleCash (NC) has not been able to sync to shore 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, EagleCash (NC) will process the backlog of transactions, 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, EagleCash (NC) 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 EagleCash (NC) 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 to troubleshoot, identify, and resolve any communications issues. Cases will be 

escalated to Infrastructure or SAIC if unable to resolve.

7–14 DAYS 

TROUBLESHOOT, IDENTIFY, RESOLVE

NCTS continues to work with the ship to troubleshoot, identify, and resolve any communications issues. 

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 EagleCash (NC), 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 Navy-directed 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. 
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b. Establish set times for each Division/system to do its uploads and downloads, e.g., EagleCash 

(NC), 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. 

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 tablet 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 tablet from the NOC altogether during River City above. 

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 EagleCash (NC). NAVSUP will send an email message to the 

ship reminding them about the mitigation procedures. 

Keep the Crew Informed

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 EagleCash (NC) 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 EagleCash (NC) 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.,

• $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 the 

report name in the Operations Reports field in 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.
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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 their EagleCash (NC)

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 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 EagleCash (NC). 

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 NCAO 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. 

2. Already Enrolled. If already enrolled in EagleCash (NC), a newly reporting individual can load funds on the 

closed loop on her or his EagleCash (NC) card at the NCAO in exchange for cash and use the card on the 

ship immediately. However, a cardholder must complete a “Ship Check In” at the kiosk so the EagleCash 

(NC) backend knows the cardholder is now assigned to the ship and the cardholder’s account information 

(member profile) can be posted on the ship. Because the cardholder’s EagleCash (NC) 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 EagleCash (NC) 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 EagleCash (NC) website (see the Emphasize the Split Pay Option section below).

Emphasize the Split Pay Option (SPO)

Individuals who elect split pay have a portion of pay sent directly from DFAS Cleveland to their EagleCash (NC)

(open loop) account each payday. When a ship is having communications problems, the Provisional Split Pay

function in EagleCash (NC) 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. 
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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 have an open EagleCash (NC) account 

or when the EagleCash (NC) backend ashore does not know that someone is assigned to a particular ship. 

New Enrollments

A new EagleCash (NC) account cannot be established ashore or reflected on the ship (member profile) until the 

next sync is completed between ship and shore. To avoid failed split pay payroll payments, NCAOs must ensure a 

person’s enrollment in EagleCash (NC) is completed and their EagleCash (NC) 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.

Already Enrolled

If a cardholder is enrolled in EagleCash (NC) before they report to the ship, their EagleCash (NC) 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 EagleCash (NC) website 

(see New Personnel Reporting on Board During Deployment above) and the cardholder’s EagleCash (NC)

account be restored (unsuspended). The cardholder who is already enrolled will be able to access the split pay 

payroll amount sent to their EagleCash (NC) (open loop) account each payday at ATMs ashore or to pay for 

purchases at retail locations ashore. 

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 EagleCash (NC) 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. 

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. 
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CONSIDER CANCELING AUTOMATIC REPRESENTMENT PROCESS

When EagleCash (NC) processes the backlog of transactions/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, EagleCash (NC)

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 EagleCash (NC) account balances that result, because these transactions will not be 

covered by automatic representment. Negative EagleCash (NC) account balances represent a debt to the U.S. 

Treasury, and that debt will be collected.

 
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EAGLECASH (NC) TURNOVER AND DESKTOP GUIDE 

INTRODUCTION

This section contains instructions to help guide prospective NCAOs through the turnover processes upon relief 

of the outgoing incumbent.

PURPOSE

The purpose of this guide is to provide a single source of references a NCAO can use to assist in turning over 

duties for EagleCash (NC).

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

RELIEF OF EAGLECASH (NC) DUTIES

NCAO

The actions required for transferring EagleCash (NC) responsibilities and custody of EagleCash (NC) equipment 

are specified in Ref (s) b and c. EagleCash (NC) Fleet Support Group will provide additional guidance not covered 

in this guide as necessary. 

A pre-audit and turnover checklist is available in Documentation Resources.

EAGLECASH (NC) RELIEVING LETTERS

A sample of Letters of Authority and DD577s is available in Documentation Resources.
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EAGLECASH (NC) INTERNAL PROCEDURES AND CONTROLS

The following instructions are required. A sample EagleCash (NC) instruction is available in Documentation 

Resources. This instruction is generic and must be tailored to your ship.

Ship’s instructions should include:

• Operating and security procedures. 

• Internal procedures and controls. 

• Custody of EagleCash (NC) cards.

• Custody of spare POS devices and CADs. 

• Access control for EagleCash (NC) 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 EagleCash (NC) operations.

EAGLECASH (NC) TURNOVER TIPS/REQUIREMENTS

1. Change all passwords and gain access to the following systems:

• EagleCash (NC) Secured Website. (Outgoing NCAO opens case with CSC to create an account)

• EagleCash (NC) Disbursing Application Software (Outgoing NCAO provides access).

• EagleCash (NC) Tablet (Outgoing NCAO provides access. Operating system)

1. Locate the following:

• The Disbursing Merchant EagleCash (NC) card. 

• The most recent FEG audit. 

• Review last audit as part of turnover. Take note of all EagleCash (NC) 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.

• Copies of last four quarters CVT audit reports. 

• Review audit procedures as part of your turnover. A sample of the EagleCash (NC) Verification 

Team checklist is available in Documentation Resources.

2. Complete a physical inventory of the following: 

• All blank EagleCash (NC) cards (put an entry in the Bulk Card Log). 

• All EagleCash (NC) equipment (utilize turnover checklist—attach copy to the relieving letter). 
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• 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:

o SURFLANT SURFPAC: (757) 836-3174(619) 556-5748

o AIRLANT AIRPAC: (757) 445-6600 ext. 439(619) 545-1035

– EagleCash (NC) Fleet Support Group (NFSG) representatives:

FLC Norfolk

Mr. Hugh Chin

hugh.o.chin.civ@us.navy.mil 

757-443-1189

FLC San Diego

Mr. Andy Yager

w.a.yager.civ@us.navy.mil

619-556-6493

FLC Yokosuka

Mr. Restituto Herrera

restituto.c.herrera.civ@us.navy.mil

+81 (46) 816-7324

– See Contact Information for CSC phone numbers and emails

3. Do pre-deployment readiness by contacting the local EagleCash (NC) FSG for pre-deployment guidance 

90 days in advance of schedule deployment. The EagleCash (NC) Pre-Deployment Checklist is available in 

Documentation Resources. This guide provides basic guidance in getting the EagleCash (NC) system 

ready for an extended overseas deployment.

 
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EAGLECASH (NC) DESKTOP GUIDE 

The Checklist for Recurring EagleCash (NC) Tasks is available in Documentation Resources. This guide provides a 

tool for the NCAO to monitor tasks that must be performed on a regular basis to properly manage EagleCash 

(NC) operations. 

OPEN DAILY CASH TRANSACTION LEDGER 

Each day, prepare the Daily Cash Transaction Ledger for the day’s business in the NCAO. When not in use, the 

ledger should be kept in the safe. Use it to record all EagleCash (NC) card monetary transactions in the NCAO.

CASH-TO-CLOSED LOOP

When a cardholder presents cash to add value to their closed loop, enter date of transaction in column 1 and 

amount of value added in column 2. 

CLOSED LOOP-TO-CASH

When a cardholder converts electronic value from their closed loop to cash, enter date of transaction in column 

1 and amount of value subtracted in column 3, and have the cardholder print and sign their name for the 

amount of cash received in columns 5 and 6. A cardholder’s signature is required only for closed loop-to-cash 

transactions. 

CASH-TO-OPEN LOOP

When a cardholder presents cash to add value to their open loop (EagleCash (NC)) account, enter date of 

transaction in column 1 and amount added in column 4.

CHECK NEGATIVE BALANCES 

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.

CLOSING BUSINESS EACH DAY

CLOSE CASH TRANSACTION LEDGER

At the end of each day, the Daily Cash Transaction Ledger for the day’s business in the NCAO should be closed 

out.

1. Total column 2; enter sum in Total Cash-to-Closed Loop block. 

2. Total column 3; enter sum in Total Closed Loop-to-Cash block. 

3. Total column 4; enter sum in Total Cash-to-Open Loop block. 

4. In Net Sum for Cash Transactions block, enter the difference between the sum of the [Total Cash-toClosed Loop and Total Cash-to-Open Loop] and the [Total Closed Loop-to-Cash]. 

5. Difference value recorded as an increase/decrease to the DD Form 2665 Daily Agent Accountability 

Summary.
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To document the NCAO’s EagleCash (NC) 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 EagleCash (NC) Bulk Card Log contains the card numbers and name, date, and signature of the 

person to whom a working stock of EagleCash (NC) cards is issued.

• The card numbers of returned cards and the name, date, and signature of the NCAO, or designated 

representative, shall be recorded on the EagleCash (NC) Bulk Card Log.

Form 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-closed loop and cash-to-open loop transactions for the day were greater than the closed 

loop-to-cash transactions, the NCAO will enter an increase in cash and a decrease EagleCash (NC). 

• If the closed loop-to-cash transactions for the day were greater than the cash-to-closed loop and cash-toopen loop transactions, the NCAO will enter a decrease in cash and an increase in EagleCash (NC). 

• 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. 

Access/Verify Tablet (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. 

1. Successful processing of the EOD batch on the ship generates a series of reports that can be accessed 

by clicking the View Reports link in the EagleCash (NC) application menu. 

2. In the Application Reports section, click Merchant Sales Summary for total sales figures or the NonVending Sales Report, MSO Summary Report, or MSO Detail Report for more detailed sales 

information. 

3. Enter the correct start and end dates and click on the Generate button (In EagleCash (NC), all dates 

and times are recorded and reported in Greenwich Mean Time (GMT) (Coordinated Universal Time 

(UTC)).

4. Selected report is displayed for view and print. 

5. Report will be displayed using WordPad software. Print in landscape format and 8 font.
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EOM CLOSEOUT 

Procedures for EagleCash (NC) EOM closeout and reporting for Disbursing, Sales (Vending and Ship’s Store), and 

Food Service is available in Documentation Resources.

• The NCAO is responsible for coordinating EOM for all EagleCash (NC) operations, including collections 

that must be registered to an 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 

NCAO is embarked). 

• EagleCash (NC) records and reports all dates and times in Greenwich Mean Time (GMT).

• EagleCash (NC) 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 

NCAO 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.

SAFE BANK TRANSACTION

Used primarily during EOM process to reset the daily, weekly, and monthly shore reports for Navy Disbursing to 

zero balance for next month’s business. 

1. Click the Safe Bank Transaction link on the EagleCash (NC) application menu. 

2. 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. 

3. Click the Submit button to adjust the system value. 

4. All Safe Bank transactions will be identified on the daily, weekly, and monthly shore reports for Navy 

Disbursing for that day.

DISTANCE SUPPORT

When the EagleCash (NC) 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 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 EagleCash (NC)

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.
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BULK CARD LOG

An EagleCash (NC) Card Log shall be maintained for all EagleCash (NC) cards received, issued, returned, and on 

hand. See Documentation Resources for sample of log.

• All EagleCash (NC) 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 EagleCash (NC)

Closed loop 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. 

• All EagleCash (NC) cards shall be inventoried at least once each calendar month, and an entry made in 

the Bulk EagleCash (NC) 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 NCAO, and a copy given to the Cash Verification Team (CVT) as an 

attachment to their quarterly verification report.

CARD ISSUE LOG 

An EagleCash (NC) Card Issue Log shall be maintained for all EagleCash (NC) cards issued from the NCAO. 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.

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 EagleCash (NC) at least once during each calendar quarter. 

 
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REVISION HISTORY 

Table 22: Revision History

Version Changes Release Date

002-SOPR00 Initial release for 2.0. 03/08/24