Ver 1.4.7.4

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Navy Cash Training

Disbursing Unit 1:

Introduction
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Objectives

 Provide an overview of the Navy Cash Program

 Discuss Navy Cash shipboard internal policies, 

procedures, and controls 

 Discuss Navy Cash cards, replenishment of Navy 

Cash Card stock, and managing Navy Cash Spares

 Explain the procedures pertaining to Fraudulent 

and Erroneous Transactions

 Provide an overview of the Password Rotation tool

 Discuss where to obtain Navy Cash Support

 Become familiar with the Navy Cash Websites
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Navy Cash Program 

Overview
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Navy Cash 

 Navy Cash provides a cashless alternative for all 

money-based transactions on board ship

– Reduced workload and accountability for retail operators 

and the Disbursing Officer

– Improved customer service 

– Virtually eliminated cash/coins from circulation

– Cash is maintained to meet routine cash payments or 

contingency operations

» Letter of “Authority to Hold Cash at Personal Risk” is submitted

– The same forms (i.e. DD 2657, DD 2665, DD 1081, SF 

1219, OF 1017-G, etc. ) are used in reporting Navy Cash 

transactions
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Navy Cash Transition

 New Treasury Agents 

– Federal Reserve Bank of Boston (FRBB)

» Designated as the new Operations Manager

» Manage the Help Desk, Technical Support

» Manage the Closed-Loop (Chip) Accounts

– PNC Bank

» Manage the Open-Loop (Strip) Accounts

 Transition took place on Aug 21, 2017
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Cardholders’ Perspective

 Cardholders must keep track of their personal 

account so they don’t incur negative balances (i.e. 

NSF)

 Navy Cash is an offline system 

– Recommend Cardholders stage money to open-loop 

(strip) account at least 24 hours in advance (inport) or 

72 hours (underway)

– Encourage Cardholders to keep a portion of funds on 

their open-loop (strip) account (funds always available)

– Cardholders should keep in mind that shipboard 

connectivity affects: PIN changes, fund transfers, etc.
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Disbursing Officer Perspective

 Perform your balancing procedures on a daily 

basis

 Follow up on any irregularities immediately

 Check the status of round-trips on a regular basis

– If pending batch is not completed within 6 hours, 

engage ships IT to resolve communication issues

– Check latest batch_process_summary log file located in 

F:\files\navydata\log directory

 Become familiar with your Navy Cash system

 Know where your Navy Cash system 

documentation is located
Ver 1.4.7.4

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Cardholder Agreement

 Complies with Federal Consumer Financial Laws 

and Regulations 

 Defines the terms and conditions for use of the 

Navy Cash Card and provides information about 

cardholder rights, responsibilities, and liabilities 

 A copy of the Cardholder Agreement must be 

given to all members who get a Navy Cash Card 

and should be posted outside Disbursing Office

– Note: Appendix U of NC SOP and Treasury Fiscal Service Navy 

Cash website has copies available

– The new Cardholder Agreement is effective August 21, 2017
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Navy Cash E-Receipts

 Required by laws and regulations

– Procedures are found in NC SOP Change 18-001 dated 8 Mar 

2018

 Enables Navy Cash cardholders to opt-in to 

receive electronic receipts via e-mail. 

– Applies only to Electronic Fund Transfers (EFTs) 

initiated at Ship’s Navy Cash Kiosk, and 

– EFT transfers between cardholder’s open-loop account 

and bank or credit union only

 Enrollment campaign started 10 Apr 2018

– Sample POD notes have been provided to all Disbursing Officers
Ver 1.4.7.4

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Navy Cash E-Receipts (cont.)

 Demand Deposit Account 

(DDA)

– Refers to cardholder’s bank or 

credit union

 Open-Loop – Strip Account

 Closed- Loop – Chip Account
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Internal Procedures and 

Controls
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Internal Procedures and Controls 

 Disbursing Officer must:

– Develop and maintain an updated Navy Cash Internal 

Policies, Procedures, and Controls Instruction

– Sample instruction is included in NC SOP, Appendix K

– Outlines internal management controls and specific 

policies and procedures for Navy Cash 

– Must include provisions for proper handling and 

safeguarding of Personally Identifiable Information 

(PII) associated with Navy Cash operations to ensure 

the security and confidentiality of that information
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Internal Procedures and Controls (cont.)

 Disbursing Officer or Navy Cash Deputy:

– Must approve any personal Navy Cash 

transactions made by any Disbursing User

» Add or cash out value on Navy Cash card

» Change a PIN

– Must initial the Cardholder Signature block on 

the Navy Cash Daily Cash Transaction Ledger 

to indicate the transaction was approved
Ver 1.4.7.4

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Internal Procedures and Controls (cont.) 

 At least once each quarter, the Cash 

Verification Team (CVT):

– Conduct a surprise verification of cash and other assets

– Verify that both closed-loop (chip) and open-loop 

(strip) balances of the following cards show Zero:

» Disbursing Merchant Card

» All Generic Private, Staff, Air Wing, and Squadron Merchant 

Cards that are not assigned or used

– Review the disposition of deposits, withdrawals, and 

transfers on Disbursing and Generic Merchant cards
Ver 1.4.7.4

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Internal Procedures and Controls (cont.) 

 Each quarter, the Cash Verification Team: 

– Generates card reports for all NC Disbursing Application 

users to verify any unauthorized transactions made

» Transactions should also be reviewed on the Navy Cash website

– Verify all Navy Cash card stock against the Bulk Card Log

» This audit shall be documented as the next entry on the Bulk Card 

Log

– Verify the Expiration dates on the cards

 CVT Navy Cash Checklist is included in the NC SOP 

and NC Resource CD
Ver 1.4.7.4

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Internal Procedures and Controls (cont.) 

 Access to the Disbursing Application

– Passwords must be a minimum of 14 characters 

and less than 16 characters in length

» Begins with alphabetic character

» Should use 3 of 4 sets (i.e., upper-case, lower case, 

numbers, and special characters)

» Changed every 6 months 

» Maintain a record of password changes in a locally 

generated log
Ver 1.4.7.4

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Internal Procedures and Controls (cont.) 

 Log off the Disbursing Application when not in use

– Each operator must use his/her own user ID and 

password when operating the Navy Cash System

 Navy Cash operating system administration 

passwords must be changed every 60 days

– Use Password Rotation Password tool on Node 1

 Completed DD Form 577s must be on file

– Disbursing Officer/Navy Cash Accountable Officer

– Deputy Disbursing Officer/Navy Cash Deputy
Ver 1.4.7.4

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Navy Cash Cards 
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Navy Cash Cards

 Embossed Permanent Navy Cash Cards

– Provide access to all Navy Cash capabilities

– Embossed with the Cardholder’s name and Master Card Number

– Normally issued as part of bulk enrollment

– Issued on an exception basis

 Instant Issue Navy Cash Cards

– Provide immediate access to all Navy Cash capabilities

– Pre-embossed with “NAVY CARDHOLDER” and Master Card 

Number 

– Issued on the spot to new enrollees 

– Issued to replace lost, stolen, damaged, or expired cards
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Navy Cash Cards (cont.)

 Visitor Navy Cash Cards

– Chip-only cards

– Used to make purchases on board Navy Cash ships 

only

– Primarily issued to visitors

– Reusable and should be cashed out and turned in to 

Disbursing when Visitor is done with the card
Ver 1.4.7.4

SAIC PROPRIETARY

New Navy Cash Card

 As part of re-carding efforts, embossed Permanent 

Cards are issued starting Oct 2017

OLD NAVY CASH CARD NEW NAVY CASH CARD
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Navy Cash Accounts

 Navy Cash (Closed-Loop) Account

– the stored value on a Navy Cash Card (Chip) 

used for purchases on a ship

 MasterCard Debit (Open-Loop) Account

– the stored value on a Navy Cash Card (Strip) 

used for purchases off the ship
Ver 1.4.7.4

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Closed-Loop Account

 Closed-Loop Account – previously referred to as the Chip 

Account
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Open-Loop Account

 Open-Loop Account – previously referred to as the Strip 

Account
Ver 1.4.7.4

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Replenish Navy Cash Card 

Stock 
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Spare Navy Cash Cards (cont.)

 The standard recommendation for spare Navy 

Cash card stock is based on type of ship and 

operational readiness status

– Lasts the ship 6-8 months

 Cards must be ordered when the inventory of 

spare cards drops down to the specified reorder- point numbers 

– Note: DODFMR Vol 5 and NC SOP require a monthly 

inventory of all Navy Cash Visitor and Instant Issue cards

 Cards must be ordered when the ship is about to 

change status (i.e., homeport/local operations to 

pre-deployment/pre-surge operations)
Ver 1.4.7.4

SAIC PROPRIETARY

Spare Navy Cash Cards (cont.)

 When a ship expects a high volume of visitors or 

transient personnel, contact CSU and order cards

 Visitors should turn-in their Visitor cards before 

departing the ship 

 Periodically, DO should check expiration date on 

back of all Visitor cards and on the front of all 

Instant Issue cards in inventory to ensure they are 

not expired or soon to expire 
Ver 1.4.7.4

SAIC PROPRIETARY

Spare Navy Cash Cards (cont.)

 To order replacement cards, the Disbursing 

Officer sends an e-mail request to CSU, 

navycashcenter@frb.org to obtain a case number. E- mail includes:

– How many cards are needed?

– How many cards are currently in stock?

– What is the ship’s operational readiness status, e.g. 

Homeport, Pre-Deployment, or Deployed?

– Will additional personnel be embarking during 

deployment? If so, how many?

– Note: Normally, cards are shipped 1-2 weeks after the order is 

approved.
Ver 1.4.7.4

SAIC PROPRIETARY

Spare Navy Cash Cards (cont.)

Reorder 

Point 

Number 

(in italics)
Ver 1.4.7.4

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Fraudulent or Erroneous 

Transactions
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Fraudulent Transactions

 Fraudulent Transaction – a transaction which a 

cardholder did not authorize, participate in, or 

benefit from.

 If cardholder suspects a fraudulent transaction, 

he/she

– Should stop using card immediately

– Immediately notify Disbursing Officer and Navy Cash 

Customer Service Center

– Submit a Navy Cash Fraud Transaction Dispute Form
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SAIC PROPRIETARY

Erroneous Transaction

 Erroneous Transaction – a transaction which the 

cardholder believe was in error and was not 

fraudulent.

 Examples: 

– Dispute with a merchant

– ATM does not dispense amount of money requested

 In the event of an erroneous transaction, 

cardholder should notify Navy Cash Customer 

Service Center immediately

 Fill out and submit a Non-Fraud Dispute Form 
Ver 1.4.7.4

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Notification

 In case of suspected fraudulent transaction or 

erroneous transaction, notify Navy Cash Customer 

Service Center (CSC):

Phone: 1-866-3NAVYCASH

1-866-362-8922

Website: www.navycash.com

E-mail: navycash@frb.org
Ver 1.4.7.4

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Fraud Transaction Dispute Form

 To submit a claim for fraudulent

transactions, a member must complete

and mail or fax a Dispute Form to:

– FRB-TCC

Attention: Disputes

3913 Riga Blvd

Tampa, FL 33619

– Fax: 1-617-619-8945

 Most current Dispute Form can be 

found in NC SOP change 18-002 

dated 3 Apr 2018.
Ver 1.4.7.4

SAIC PROPRIETARY

Non-Fraud Transaction 

Dispute Form

 To submit a claim for fraudulent

transactions, a member must complete

and mail or fax a Dispute Form to:

– FRB-TCC

Attention: Disputes

3913 Riga Blvd

Tampa, FL 33619

– Fax: 1-617-619-8945

 Most current Dispute Form can be 

found in NC SOP change 18-002 

dated 3 Apr 2018
Ver 1.4.7.4

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Cardholder Actions
Ver 1.4.7.4

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Managing 

Navy Cash Spares
Ver 1.4.7.4

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Navy Cash Spares

 Selected spares are available on board the ship to 

replace failed equipments:

– The second node on the server is an onboard spare for the first 

node 

– Spare NCR Cashless ATM is also an onboard working spare

– Spare MT-280s and CADs are provided during initial 

outfitting

– Navy Cash Laptop is the Spare for the Navy Cash workstation 

– Spare SAM Chips and Secure Digital (SD) cards are also 

provided during initial outfitting or Tech Refresh
Ver 1.4.7.4

SAIC PROPRIETARY

Navy Cash Spares (cont.)

 Inventoried twice a year

 Accounted for in the same manner as other repair 

parts

 Inventory control ensures correct inventory level 

is maintained at all times

– Failure to maintain inventory control can result in 

missing items during turnover of key personnel

 Transfer custody of Navy Cash Equipment and 

Spares during Disbursing Officer turnover 

– A separate relieving letter is required
Ver 1.4.7.4

SAIC PROPRIETARY

Custody of Navy Cash Spares

 SPARE POSs

– The Disbursing Officer is responsible 

– POSs checked out for periodic functions should be signed out 

on locally generated and maintained custody log 

– POSs that have transactions and have not been downloaded to 

the Navy Cash Server should be kept in the safe

 SPARE CADs

– The Sales Officer is responsible

– CADs that have transactions and have not been downloaded to 

the Navy Cash Server should be kept in the safe
Ver 1.4.7.4

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Password Rotation Tool
Ver 1.4.7.4

SAIC PROPRIETARY

SysAdmin Password Changes

 Local Administrator Accounts

– Password changed every 60 days

– Directed by Navy Cyber Forces

» Communication Task Order 13-15

» To comply with Navy Cybersecurity (CS) and Information 

Assurance (IA) requirements

 Navy Cash Administrator Accounts

– Password Rotation Tool 

» Used to generate and change all NC Administrative passwords 

automatically
Ver 1.4.7.4

SAIC PROPRIETARY

Password Rotation Tool

 SysAdmin Passwords 

– use the Password Rotation tool on Node 1

– changed every 60 days

– changed immediately upon relief, transfer, 

separation, or discharge of Navy Cash 

Accountable Officer or Deputy

– changed whenever passwords are provided to 

Navy Cash Technical personnel during on-site 

visits or remote-access sessions
Ver 1.4.7.4

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Password Rotation Tool - New
Ver 1.4.7.4

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Password Rotation Tool - Old
Ver 1.4.7.4

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Navy Cash Support
Ver 1.4.7.4

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Navy Cash Support

 Navy Cash Customer Service Call Center (CSC)

– Responsible for answering Navy Cash Cardholder questions

» Phone: 1-866-3NAVYCASH (1-866-362-8922)

» Website: www.navycash.com

» E-mail: navycash@frb.org

» Fax: (617) 619-8945

 Navy Cash Central Support Unit (CSU)

– Responsible for answering disbursing office and merchant 

questions

» Phone: 1-866-6NAVYCASH (1-866-662-8922)

» Website: www.navycashcenter.com

» E-mail: navycashcenter@frb.org

» Fax: (617) 619-8945
Ver 1.4.7.4

SAIC PROPRIETARY

Navy Cash Support

 Navy Cash Fleet Support Groups

– Provides technical support, advice, and assistance for 

disbursing operations in general and for Navy Cash 

operations and fiscal procedures in particular

» NAVSUP Fleet Logistic Center (FLC) San Diego

» NAVSUP Fleet Logistic Center (FLC) Norfolk

» NAVSUP Fleet Logistic Center (FLC) Yokosuka

 Navy Cash Depot

– Located in Norfolk and San Diego

– Provides on-site technical assistance to the fleet

– Maintains replacement spares
Ver 1.4.7.4

SAIC PROPRIETARY

Navy Cash Service Calls

 Pre- and -post deployment Service Calls are provided to 

ensure the overall health of your Navy Cash system 

– Verification of System Hardware

– Software updates, communications, operations, 

documentation, spares, and training

– Should be part of your pre and post deployment checklist 

– Service Call procedures including scheduling are provided in 

the Navy Cash SOP, Appendix Q
Ver 1.4.7.4

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Alterations and Upgrades

 Navy Cash alterations and hardware 

upgrades

– Carried out by SAIC

– Upon completion, alteration becomes part of 

the ship’s configuration

 Barge Support/Moves

– May be completed by Ship or SAIC

– Procedures are found in NC SOP, Appendix O
Ver 1.4.7.4

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Navy Cash Websites
Ver 1.4.7.4

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Navy Cash Websites

 Navy Cash Cardholder Website

– www.navycash.com

 Navy Cash Disbursing Website

– www.navycash.com

 Treasury Navy Cash Website

– www.navycash.gov 
Ver 1.4.7.4

SAIC PROPRIETARY

Navy Cash Cardholder Website

 Developed to help cardholders and merchants 

manage their Navy Cash accounts

 Help Screen provides answers to most questions

 Provides Summary Account Information

– Account Balances on closed-loop (Chip) and open-loop 

(Strip) Accounts

– Linked Bank Account or Credit Union

 Shows detailed transaction history for current 

month plus 24 months
Ver 1.4.7.4

SAIC PROPRIETARY

Navy Cash Cardholder Website

For first time users:

- Click on “Do you need 

a username?”
Ver 1.4.7.4

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Navy Cash Cardholder Website (cont.)
Ver 1.4.7.4

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Navy Cash Disbursing Website 

 Enables DOs to review and update Navy Cash 

cardholder and merchant information

 Shows cardholder transaction history for current 

month plus 24 months

 Allows Disbursing Officer to:

– Update cardholder location

– Review all cardholders and merchants assigned to ship

– Review Round-Trip history, Update Ship’s contact 

information, and Ship and Shore Reports
Ver 1.4.7.4

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Navy Cash Disbursing Website (cont.)
Ver 1.4.7.4

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Navy Cash Disbursing Website (cont.)
Ver 1.4.7.4

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Treasury Navy Cash Website

 Good source of information on Navy Cash

 Provides overview of Navy Cash program 

– Provides answers to most questions about how Navy 

Cash works

– Updates and Newsletters

– Functional training materials

– Videos on selected maintenance procedures

– Navy Cash SOPs and SOP Change Notices

– Navy Cash Bulletins and Flashes
Ver 1.4.7.4

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Treasury Navy Cash Website (cont.)
Ver 1.4.7.4

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Questions