SAIC PROPRIETARY

Ver 1.4.7.1

Navy Cash Training

Disbursing Unit 4:

Merchant Management
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Ver 1.4.7.1

Objectives

 Explain how to administer various merchant 

accounts

 Demonstrate how to create and maintain Operator 

IDs

 Discuss requirements for Rules of Behavior

 Demonstrate how to program an IPA 280 for 

various merchant accounts

 Explain merchant operations and procedures
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Ver 1.4.7.1

Merchant Account 

Administration
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Ver 1.4.7.1

Definitions

 Merchant - refers to Navy Cash Merchants. They 

are accountable officials authorized to use Navy 

Cash in official capacity. Examples of merchants 

are:

– Ship’s Store

– MWR 

– Miscellaneous Events

– Private One

– SQDN1 CPO Mess Dues 

 Operator - is a person enrolled in Navy Cash and 

assigned an operator ID who can then sign-in to a 

POS and use it in retail operations
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Ver 1.4.7.1

Navy Cash Merchants

 Merchants 

– Set up for each retail location on the ship as 

part of the initial implementation process

– Reports at the end of each day confirms receipts 

from Sales for the day

– Funds are settled electronically on a daily, 

weekly, or monthly basis
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Ver 1.4.7.1

Navy Cash Merchants (cont.)

 Navy Cash Merchant Cards

– Must be kept in a safe or secure container when not in use

– Merchant cards not assigned must be in the custody of the 

Disbursing Officer

 Merchant Turnover (Relief)

– Merchants (including Disbursing Officer) should ensure 

the Merchant Card has zero amounts on closed-loop and 

open-loop accounts

– Relieving Official must sign a FS 2888 (if applicable)

– Relieving Official must change the PIN number of the 

Merchant Card
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Ver 1.4.7.1

Navy Cash Merchants (cont.)

 Merchant Turnover (Relief) 

– DO must change the linked bank account 

number to all “9’s” (enter the number 9, 17 

times in the “Bank Account Number” field)

» By using the Disbursing Application, or

» Via the Navy Cash Disbursing Website, or

» By sending a request to the CSU by phone or e-mail
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Ver 1.4.7.1

Navy Cash Merchants (cont.)
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Ver 1.4.7.1

LOA Merchants 

 Merchants who settle to Line of 

Accounting (LOA) 

 Receipts from Sales are sent ashore as 

part of EOD 

 Sales are held within Navy Cash until 

EOM

 Sales are settled to the appropriate LOA 

through the DO’s monthly returns
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Ver 1.4.7.1

Private Merchants

 May settle either to bank or open-loop 

account

 Settles Daily (default)

 Funds settled to open-loop account are 

available as soon as EOD is completed

 Funds settled to Bank is not immediately 

available for use

– Could take 48 – 72 hours before funds are 

posted and available
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Ver 1.4.7.1

Transient Merchants

 Used on as-needed basis to pay a vendor or 

concessionaire without delay for services or 

goods provided 

 Settle to the Disbursing Office Merchant 

open-loop account on a Daily basis

 Does not settle to Bank 

 DO provides Ex-Cash Check or Cash for 

total transactions collected by the vendor
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Ver 1.4.7.1

Transient Merchants (cont.)

 Transient Merchants refers to the following:

– Husbanding Agent (for Foreign Currency 

Exchange)

– Foreign Concessionaire

– College Courses, College Books

– Miscellaneous Events (for Fund-Raising 

Events)
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Ver 1.4.7.1

Generic Private Merchants

 Used to activate a Merchant not specifically 

named in the Navy Cash Merchant Listing

– Example: Family Support Group or Cruise Book Sales

 Set up to Settle Daily to the Merchant’s open-loop 

account 

 Merchant Card must be returned to the Disbursing 

Officer

– Funds in Merchant Card must be zero before returning
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Ver 1.4.7.1

Staff, Air Wing, and Squadron

 Staff, Air Wing, and Squadron Merchants

– Set up to Settle Daily to the Merchant’s openloop account

– Merchant Card must be returned to the 

Disbursing Office

» Funds in Merchant Card must be zero out before 

returning 
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Ver 1.4.7.1

FS Form 2888

 FS 2888 – Accountable Official Application 

Form for U.S. Department of the Treasury 

Stored Value Card (SVC)

– Must be completed and signed by accountable 

merchants before being issued a Merchant Card

– DO forwards the original FS 2888 to Treasury Agent

– Maintain copy of completed and signed FS 2888 

onboard 

» Kept on board ship for 3 years from date of signature 
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Ver 1.4.7.1

FS Form 2888 (cont.)
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Ver 1.4.7.1

Forwarding of FS 2888

 Ensure each FS 2888 is signed by 

accountable official

 Forward completed FS 2888 to Treasury 

Agent at least once every 30 days (separate 

from other forms)

 Must be sent via traceable means (contains 

PII info)

 Send e-mail to Treasury Agent for each 

package sent
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Ver 1.4.7.1

Forwarding of FS 2888 (cont.) 

New mailing address

& new e-mail address
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Ver 1.4.7.1

Accountable Official Card Limits
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Ver 1.4.7.1

Standard Navy Cash Merchants List

 The Disbursing Officer is required to track:

– Individuals assigned as Accountable Officials 

– Accountable Officials who have signed a FS 2888 and 

issued a Navy Cash Merchant Card

 Sample rosters were developed to:

– Show Merchants who have no need for a Navy Cash 

card (not required to sign FS 2888)

– Help track Accountable Officials who have been issued 

cards and signed a FS 2888

 Updated roster is retained by DO

– Subject to inspection
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Ver 1.4.7.1

Navy Cash Standard Merchants 

(CG, DDG, FFG, LPD, LSD, AS)
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Ver 1.4.7.1

Navy Cash Standard Merchants 

(LHA, LHD, LCC) 

1 of 2 
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Ver 1.4.7.1

Navy Cash Standard Merchants 

(LHA, LHD, LCC) - continued 

2 of 2 
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Ver 1.4.7.1

Navy Cash Standard Merchants 

(CVN) 

1 of 3 
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2 of 3 Ver 1.4.7.1

Navy Cash Standard Merchants 

(CVN) - continued
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Ver 1.4.7.1

Navy Cash Standard Merchants 

(CVN) - continued

3 of 3 
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Ver 1.4.7.1

Operator ID 

Maintenance
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Ver 1.4.7.1

Operator ID Maintenance

 Each Navy Cash operator must be identified by a 

unique Operator ID and registered at the 

Disbursing Office

 The four-digit Operator ID must not begin with 

zero (0)

 To be assigned an Operator ID, an individual must 

be a Navy/Marine Cash cardholder 

 Every Navy Cash operator must sign the Navy 

Cash Rules of Behavior (ROB)
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Ver 1.4.7.1

Operator ID Maintenance (cont.)

 Allows Disbursing Officer 

to add or delete Operators 

(i.e. Merchants)

 Allows Disbursing Officer 

to add or delete Disbursing 

App users (i.e. DO and 

Agents)
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Ver 1.4.7.1

Operator ID Maintenance (cont.)

 Note: The list of configured operators must be 

reviewed at least once a month. Navy Cash 

operators who are no longer involved in Navy 

Cash operations, e.g., individuals who have been 

relieved, transferred, separated, or discharged, 

must be deleted 
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Ver 1.4.7.1

Creating Operator IDs

8

6

2

3

7

4

5

1

MARINE DISBURSING

For USMC, Select:
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Ver 1.4.7.1

Creating Operator IDs (cont.)

9
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Ver 1.4.7.1

Creating Operator IDs (cont.)

 Step 1: Select “Operator ID Maintenance” from 

DA menu.

 Step 2: Click “List Configured Operators” to 

verify operators.

 Step 3: Search using First Name, Last Name, and 

SSN

– For generic operators (i.e. foreign merchants) search by 

entering ship’s name under “First Name” field (i.e. 

USS ENTERPRISE)
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Ver 1.4.7.1

Creating Operator IDs (cont.)

 Step 4: Press “Search” button to display a list of 

possible matches.

 Step 5: Highlight correct name

 Step 6: Assign four-digit Operator ID number

 Step 7: Select Navy Disbursing or Marine 

Disbursing and “Add as Disbursing User” as 

applicable

 Step 8: Press “Submit”

 Step 9: Sign Rules of Behavior (ROB)
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Ver 1.4.7.1

Re-activate an Operator

1

2

1

3

4

5

6
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Ver 1.4.7.1

Rules of Behavior
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Ver 1.4.7.1

Rules of Behavior

 Navy Cash is U.S. Government 

information system that is provided to 

authorized users only

 Navy Cash operators:

– Must only conduct official business on the Navy Cash 

system

– Must not introduce or use any unauthorized software or 

hardware

– By their signature, they indicate that they have read, 

understand, and agree to abide by the Rules of Behavior
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Ver 1.4.7.1

Rules of Behavior (cont.)

 Disbursing Officer and Deputy:

– On a new install (including Tech Refresh), DO 

and Deputy will not be able to log in to the 

Navy Cash system until they have signed the 

Rules of Behavior form 

– If Rules of Behavior form have been signed 

previously on another ship, they will not be 

required to sign the form again
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Ver 1.4.7.1

Rules of Behavior (cont.) 

If Disbursing Officer or Deputy have not signed a Rules of 

Behavior form electronically, the following message will be 

displayed when they attempt to log in
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Ver 1.4.7.1

Rules of Behavior (cont.) 

 For all Navy Cash System users:

– The Disbursing Officer must ensure every 

Navy Cash system user assigned an Operator 

ID has signed the Rules of Behavior 

» The Navy Cash POS device will not be able to 

determine if a Navy Cash operator has signed the 

Rules of Behavior

– The Rules of Behavior form is signed 

electronically in the disbursing office
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Ver 1.4.7.1

Rules of Behavior (cont.) 

 The “Rules of Behavior Form” screen will be 

displayed, pre-populated with the user’s name and 

current date 

 If the information on the form is correct, click the 

“Capture Signature” button 

 The main screen of the POS device connected to the 

Disbursing Application workstation/laptop will 

display a signature pad 
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Ver 1.4.7.1

Rules of Behavior (cont.) 
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Ver 1.4.7.1

Rules of Behavior (cont.) 

 After you read and agree to abide by the Rules of 

Behavior, use a stylus to sign the form 

electronically 

 If the signature is satisfactory, touch the “I 

Accept” button on the POS device

 If the signature is not satisfactory, touch the 

“Clear” button on the POS device to discard the 

signature 

– Click on “Re-Capture Signature” button

– Use the signature pad to re-sign the Rules of Behavior 

form 
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Ver 1.4.7.1

Rules of Behavior (cont.) 
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Ver 1.4.7.1

Rules of Behavior (cont.) 

 To print the form, click on Print Document button

 Once an electronic signature has been embedded, 

the document is sealed and can no longer be altered 

 To complete the process, click the Submit button

 A message screen displays “Rules of Behavior 

Form submission completed successfully” to 

indicate the process is complete

 The completed Rules of Behavior will be filed 

electronically in the document storage system 

ashore 
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Ver 1.4.7.1

Rules of Behavior (cont.) 

 Under Operations Menu

– Select Operator ID Maintenance 

– Click the “List Configured Operators” button to display 

all operators 

– Select the correct name in the list of configured 

operators

– If the operator has not signed Rules of Behavior, the 

“Sign ROB” button is displayed 

» Note: The Disbursing Officer must contact operator to sign 

ROB

– If the operator has signed Rules of Behavior, the 

“View ROB” button is displayed
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Ver 1.4.7.1

Rules of Behavior (cont.) 
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Ver 1.4.7.1

Rules of Behavior (cont.) 
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Ver 1.4.7.1

Event Processing
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Ver 1.4.7.1

Event Maintenance

 Enables Disbursing 

Officer to establish and 

update Events for any 

Merchant on the ship

– Allows merchants to 

report transactions by 

event

 To facilitate bulk refunds
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Ver 1.4.7.1

Event Processing (cont.)

 Allows a merchant to make a collection for 

specific events, report transactions by event, and 

make bulk refunds 

 DO sets up event name and event description and 

create an event code

 Event Codes 

– allows reporting of sales transaction by event

– allows DO to perform bulk refund if event is canceled

– Are not reusable... each event code must be unique

– Up to 10 event codes can be programmed in each POS
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Ver 1.4.7.1

Creating an Event 

 Step 1: On Disbursing Application, Select “Event 

Maintenance” 

 Step 2: Choose a Merchant from drop down menu

 Step 3: Enter a unique Event description 

– Shore description of the event, 20 Characters

 Step 4: Enter a long description of the event

 Step 5 : Default Expiration date is 30 days from 

current date

 Step 6: Click “Add”
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Ver 1.4.7.1

Creating an Event (cont.)

1

2

5

3

6

4
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Ver 1.4.7.1

iPA 280 Programming
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Ver 1.4.7.1

POS Screen Layout

Header 

Main Screen

Status Bar
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Ver 1.4.7.1

Status Bar Indicators

POS is Offline

SD Card is missing

There are messages in the 

Internal queue

There are messages in the

SD Card queue
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Ver 1.4.7.1

Programming an IPA 280

 Access the Admin Menu

– Allows a user that knows the admin password 

to view and configure device settings

– The following options are available:

» Change Password

» Terminal ID

» Diagnostic

» State

» IP Address
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Ver 1.4.7.1

Admin Menu Screen
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Ver 1.4.7.1

Proxy Mode vs Normal Mode
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Ver 1.4.7.1

Proxy Mode

 POS is connected to a Navy Cash 

Workstation in Disbursing Office 

 The Navy Cash Proxy application handles 

communication between POS and Navy 

Cash Server

 POS must be online to send and receive 

messages to and from the Disbursing 

Application
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Ver 1.4.7.1

Normal Mode

 Normal Mode (Online)

– POS is connected to the ship’s LAN via 

Ethernet connection to communicate with the 

Navy Cash Server

 Normal Mode (Offline)

– POS is not connected to a designated LAN drop 

(i.e. MWR, money changers, foreign vendors)

– Powered by battery 

– POS must be connected to LAN: 

» To download transactions

» To log on/off the POS
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Ver 1.4.7.1

Normal Mode Set-up
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Ver 1.4.7.1

Normal Mode

 Power on the POS

 Connect POS to Navy Cash Network drop

 Once communication with the Navy Cash 

Server is established (offline indicator 

disappears), access the Admin Menu

 From Admin Menu, touch “State”

 From Device State Screen, select “Normal 

Mode”
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Ver 1.4.7.1

Normal Mode Menu

 Normal Mode

– DO can configure Merchants, 

Events, Amounts

– At least one Merchant should 

be configured on the POS

» If no merchant is configured, 

“Error initializing device 

state, no configured merchant” 

is displayed
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Ver 1.4.7.1

Merchants

 To configure Merchant:

– Step 1: Touch Merchant from 

Normal Mode Screen

– Step 2: Select one or more 

Merchants from the list of current 

Merchants

– Step 3: Touch OK button to add 

the new Merchant(s)

– Note: You can add up to ten (10) 

Merchants on the POS 
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Ver 1.4.7.1

Events

 To configure Events: – Step 1: Select a Merchant 

and touch ok

– Step 2: After Merchant is 

set, select Events » Events are created in the 

Disbursing Application

– Step 3: Events list is 

displayed for the selected 

Merchant 

– Step 4: Select the Event(s) » Up to 10 Events – Step 5: Touch Add button – Step 6: Touch Done button 
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Ver 1.4.7.1

Amount

 To configure Amounts:

– Step 1: After the Merchant and 

Events are configured, Touch 

Amounts on Normal Mode Menu

– Step 2: Touch keypad button

– Step 3: Enter the Amount

– Step 4: Touch OK

Note: The POS can be configured 

with up to ten(10) pre-defined 

amounts for each Event.
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Ver 1.4.7.1

POS Custody

 Disbursing has the responsibility of 

verifying that all IPA 280s (POS) 

are correctly programmed

 Disbursing maintains a locally 

prepared iPA 280 (POS) custody log
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Ver 1.4.7.1

POS User Log Off

 If POS is Online:

– Step 1: Provided there are no messages in the queue, 

touch the Logoff option on the header bar

– Step 2: Touch the “Yes” button when prompted to 

Logoff

 If POS is Offline:

– Step 1: Connect POS to a LAN drop 

– Step 2: Power on the POS 

– Step 3: Wait until the Offline Indicator disappear

– Step 4: Wait until the and Message Indicators disappear 

– Step 5: Continue with the Online steps above
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Ver 1.4.7.1

Short-Term Outage

 If connectivity to the server is expected to 

be a problem, an operator should remain 

logged on to the POS at the end of the day

– This will allow operator to conduct business the 

next day

– A POS in normal mode operating offline can 

store up to 10,000 messages in the internal and 

SD Card message queues
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Ver 1.4.7.1

Merchant Operations
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Ver 1.4.7.1

Daily Business

 Normal Mode

– Step 1: Connect POS to a LAN drop 

– Step 2: Power on the POS

– Step 3: Key in Operator ID when prompted

– Step 4: POS can now be used Online or Offline 

– Note: When operating POS Offline, ensure battery is 

fully charged before disconnecting POS from the LAN
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Ver 1.4.7.1

End of Day Procedures

 All operators must log-off the system

 If POS is offline:

– Plug POS into any operating Navy Cash POS 

connection point or download box (Disbursing 

Office, General Mess, Private Mess, MWR, 

Post Office)

– When POS is connected to the server, the 

transaction will download automatically
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Ver 1.4.7.1

Merchant Operations

Illustrated
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Ver 1.4.7.1

NAVY MWR

 Settles daily to the open-loop account

– Has option to settle through bank daily or weekly

 MWR Officer must complete a FS Form 2888

 MWR Card Maximum Chip Load and Debit Limit

– Smaller Ships = $10,000

– CVN, LHD, LHA = $50,000

 MWR Card Standard ACH Transfer Limit

– $5,000
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Ver 1.4.7.1

NAVY MWR (cont.)

 Daily Business

– MWR Officer or designated assistant signs out 

POS from the Disbursing Office

– DO sets up POS for Navy MWR, including 

Events and/or Amounts

– MWR conducts business in Normal Mode

– Large Ships

» MWR conducts business Online or Offline

– Small Ships

» MWR conducts business offline
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Ver 1.4.7.1

NAVY MWR (cont.) 

 End of business day, MWR Officer:

– Downloads POS transactions to the Navy Cash 

Server

» POS transactions can be downloaded at any Navy Cash 

LAN drop

– Logs off the Navy Cash System

– Obtains and reviews a copy of the daily Navy Cash 

Merchant Sales Summary Report for accuracy

– Compares Report Total with Sales Receipts (e.g. 

Record Log) and Refund Log
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Ver 1.4.7.1

NAVY MWR (cont.)

 End of business day, MWR Officer:

– Obtains a copy of the MWR Daily Transaction 

Report for reconciliation and management 

purposes

– Validates that the total sales less refunds for the 

day equals the total reported on the Daily 

Transaction Report

» Any difference must be investigated and resolved

– Reviews the Monthly Transaction Detail Report

– Reviews the Merchant Settlement Report
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Ver 1.4.7.1

Transient Merchants 

Foreign Vendors and Concessionaires 

 DO sets up POS with a appropriate Transient 

Merchant and issues an Operator ID

(Generic USER Accounts, i.e. USER ONE, USER TWO, 

etc)

 DO issues POS using a locally generated log

 DO is responsible for training vendors on how to 

conduct Sales using the portable POS device

 DO ensures POS battery is fully charged. For 

extended periods, additional batteries may be 

provided
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Ver 1.4.7.1

Transient Merchants

Vendors and Foreign Concessionaires – cont. 

 End of business day/port visit:

– DO downloads transactions into Navy Cash Server

– Vendor logs off from the POS

– DO prints Merchant Sales Summary Report and 

compares it with the Vendor Log 

– If total amount matches, DO pays the vendors 

– Differences must be resolved prior to payment

» Generate Merchant Transaction Report and compare it 

with Vendor Log

» Keep the Reports and Logs for 12 months
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Ver 1.4.7.1

Post Office 

 There are three (3) Post Office Merchants 

– Stamps, Money Orders, and Metered Mail

 Currently, only PO Metered Mail merchant is 

being used

– Stamps and Money Orders are no longer sold in the 

post office

 Stamps are sold in the Ship’s Store IAW 

NAVSUP P487

 Refunds are processed through USPS only, using 

PS Form 3533

– Post Office is the only merchant onboard that does not process 

refunds through Navy Cash 
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Ver 1.4.7.1

Post Office (cont.)

 End of business day, the Postal Officer or 

designated assistant:

– Get a printout of Merchant Sales Summary Report from 

Disbursing Office

– Totals of the following reports must match:

» Daily/Weekly Postage Meter Report 

» Merchant Sales Summary report

– Differences must be investigated, resolved, and 

corrected before reports are submitted to the servicing 

Postal Financial Officer

– Reports are kept on file for four years
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Ver 1.4.7.1

Questions
SAIC PROPRIETARY

Ver 1.4.7.1

DISBURSING UNIT 4 REVIEW

1. Name two LOA Merchants?

2. By default, how often are Private Merchant accounts settled?

3. How long are FS-2888’s retained onboard the ship?

4. What is the closed-loop account limit for a large deck MWR 

Merchant?

5. How often should you review and update your list of configured 

users with operator IDs?

6. What is the maximum number of events you can program on a POS 

device?