SAIC PROPRIETARY

Ver 1.4.7.1

Ver 1.4.7

Disbursing Unit 3:

Cardholder Management

Navy Cash Training
SAIC PROPRIETARY

Ver 1.4.7.1

Objectives

 Demonstrate and discuss various Cardholder 

Account Maintenance functions 

 Discuss Negative Balances and Collection Options

 Discuss how to manage Residual Funds on a Navy 

Cash card

 Explain Expired Navy Cash Cards and Dormant 

Accounts
SAIC PROPRIETARY

Ver 1.4.7.1

Cardholder Account 

Management:

Navy Cash Enrollment
SAIC PROPRIETARY

Ver 1.4.7.1

Bulk Enrollment

 Bulk Enrollment procedures are used when a ship first 

transitions to Navy Cash

 Most of the processing takes place ashore:

– NAVSUP FSG builds enrollment database and pre-populate

– Members complete and sign the pre-populated Navy Cash 

Enrollment Forms (FS Form 2887)

» Reviewed and completed during Orientation and Enrollment

– NAVSUP FSG compiles final enrollment database

– NAVSUP FSG forwards database and original Enrollment 

Forms to Treasury Agent for processing, imaging, and 

storage
SAIC PROPRIETARY

Ver 1.4.7.1

Marine Enrollment

 Long-Term Deployments:

– Marines should be enrolled prior to deployment

» Enroll entire Marine Expeditionary Unit (MEU)

– Enrollments is coordinated by appropriate 

Marine Logistics Group (MLG)

» Follow Bulk Enrollment Procedures

– Enrollment should be completed 4 to 6 weeks 

prior to embarkation
SAIC PROPRIETARY

Ver 1.4.7.1

Marine Enrollment (cont.)

 Replacement Cards

– Instant Issue cards are used to replace lost, 

stolen, or damaged cards

– MLG and MEU

» Responsible for providing date(s) of embarkation and number 

of Marines that will be embarking

– Navy Disbursing Officer

» Before leaving for deployment, signs out a number of Instant 

Issue cards to the Marine Disbursing Officer 

– Marine Disbursing Officer 

» At end of deployment, returns unused Instant Issue cards to 

Navy Disbursing Officer
SAIC PROPRIETARY

Ver 1.4.7.1

Marine Enrollment (cont.)

 Short-Term Deployments:

– Visitor Cards may be issued

» Preferred alternative

» Reusable

– USMC Disbursing Officer

» Coordinates with Navy Disbursing Officer, and 

» Provide number of Marines that will be embarking

– Embarked USMC Personnel

» Returned all Visitor Cards before leaving the ship
SAIC PROPRIETARY

Ver 1.4.7.1

Enrollment Forms

 FS Form 2887 

− Critical element in the 

Navy Cash Program

− A signed enrollment 

must be on file 

(electronic or manual)

− Enforceable 

agreement between 

cardholder and Navy 

Cash program
SAIC PROPRIETARY

Ver 1.4.7.1

Enrollment Forms (cont.)

 Contain sensitive Personally Identifiable 

Information (PII)

 DISBO must establish and monitor procedures 

– Proper handling and safeguarding of PII to ensure 

security and confidentiality

 DISBO shall verify the ABA or Routing Number 

provided

– Cancelled Check

– Deposit Slip

– Master Military Pay Account (MMPA) if available 
SAIC PROPRIETARY

Ver 1.4.7.1

Enrollment Forms (cont.)

 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 Navy 

Cash card

– Authorize the Government to initiate debt collection 

procedures for amounts that remain or become due and 

owing
SAIC PROPRIETARY

Ver 1.4.7.1

Account Enrollment

 General Guidance 

– Use only letters and numbers in all fields 

– Middle Initial – Leave blank when the person being 

enrolled does not have a middle initial

– Address – Enter Ship’s Official Mailing Address

− Bank account info is not required if member does not 

want transfer option

− Cardholder may sign up later in Disbursing Office

 Note: Ship’s Official Mailing Address is also the Billing Address 

when making payments online or by phone
SAIC PROPRIETARY

Ver 1.4.7.1

Account Enrollment (cont.)

 To enroll a person in the Navy Cash 

program, 

– Select “Account Enrollment” in the “Account 

Maintenance” 

– The “New Account Enrollment” screen is 

displayed

– Disbursing Officer enters the enrollment 

information into the on-screen enrollment form 
SAIC PROPRIETARY

Ver 1.4.7.1

Account Enrollment (cont.)

Note: 

Full Date of 

Birth is 

required
SAIC PROPRIETARY

Ver 1.4.7.1

Account Enrollment (cont.)

 NFCU Savings 

Account - not used 

for ACH transfers
SAIC PROPRIETARY

Ver 1.4.7.1

Retention of Enrollment Forms

 The signed Electronic Enrollment Form is 

uploaded automatically to the document storage 

system ashore

 Navy Cash Disbursing Website:

– Personal Information Section displays the status of the 

Enrollment Form (FS 2887)

– Enrollment Form can not be viewed on the website

– A copy of Enrollment Form can be requested via CSU

 Navy Cash Server on the Ship:

– Enrollment Form can be viewed or printed via the DA, 

Account Information Update menu
SAIC PROPRIETARY

Ver 1.4.7.1

Retention of Enrollment Forms (cont.)

 Electronic enrollment forms will be retained on 

the Navy Cash server on the ship for 3 years

 All enrollment forms (electronic and manual) 

will be retained in the document storage system 

ashore for 7 years past the termination of the 

U.S. Treasury Agent (TA) Agreement 
SAIC PROPRIETARY

Ver 1.4.7.1

Retention of Enrollment Forms (cont.)

 Hardcopy enrollment forms, signed by new 

enrollees, are no longer required to be sent to 

Treasury Agent

– Note: Disbursing Officers are still required to investigate 

missing enrollment forms and forward signed enrollment forms 

to Treasury Financial Agent 

» list is provided monthly via Shore Reports

 Hardcopy enrollment forms will still be produced 

during the bulk enrollment process

– Digitally scanned by Treasury Agent and stored in the 

document storage system ashore 
SAIC PROPRIETARY

Ver 1.4.7.1

Status of Enrollment Forms 

(Disbursing Application)

Can be viewed 

or printed via 

the Disbursing 

Application 

(DA)
SAIC PROPRIETARY

Ver 1.4.7.1

Cardholder Account 

Management:

Lost, Stolen, and Damaged

Cards
SAIC PROPRIETARY

Ver 1.4.7.1

Lost/Stolen/Damaged Cards

 Embossed Permanent and Instant Issue 

Cards

– Cardholders must report to the Disbursing 

Officer immediately

– Disbursing Officer updates card status 

» Card becomes “hotlisted” on the ship

– Disbursing Officer issues a replacement card

» Normally, an Instant Issue Card
SAIC PROPRIETARY

Ver 1.4.7.1

Lost/Stolen/Damaged Cards (cont.)

 Visitor Cards

– Cardholder must report to Disbursing Office 

immediately

– Disbursing Officer will change card status

» Ask cardholder for Card Sequence Number, or

» Refer to Navy Cash Issue Log for Card Sequence 

Number

– Initiate Change Card Status via the Disbursing 

Application
SAIC PROPRIETARY

Ver 1.4.7.1

Lost/Stolen/Damaged Cards (cont.)

 Enter Visitor Card 

Sequence Number 

 Click on Card Search
SAIC PROPRIETARY

Ver 1.4.7.1

Cardholder Account 

Management:

Assign Replacement Cards
SAIC PROPRIETARY

Ver 1.4.7.1

Assign Replacement Card

 Used to assign a replacement 

card for lost, stolen, or 

damaged cards

 Note: As a general rule, an Instant 

Issue card is used when issuing 

replacement cards
SAIC PROPRIETARY

Ver 1.4.7.1

Assign Replacement Card (cont.)

 Once new Instant Issue card has been 

assigned, it can be used on the ship 

immediately:

– Funds in open-loop account can be transferred 

to the closed-loop account and used in the ship

immediately

– Funds in the closed-loop account will be moved 

to the open-loop account after a “round-trip” is 

completed
SAIC PROPRIETARY

Ver 1.4.7.1

Assign Replacement Card (cont.)

 Disbursing Officer guidance:

– shall only give out one card, either by issuing 

an Instant Issue card or by requesting an 

Embossed Permanent card

– If there is a need to request an Embossed 

Permanent card, a Visitor card can be issued 

until the Embossed Permanent card is received 

on the ship
SAIC PROPRIETARY

Ver 1.4.7.1

Assign Replacement Card (cont.)

 This message 

appears if an 

Embossed 

Permanent 

card was 

requested
SAIC PROPRIETARY

Ver 1.4.7.1

Assign Replacement Card (cont.)

 Note: An error message will 

pop up if you attempt to 

assign a replacement card to 

an account with an ACTIVE 

or PENDACTIVE (not 

active) card
SAIC PROPRIETARY

Ver 1.4.7.1

Cardholder Account 

Management

Account Information Update
SAIC PROPRIETARY

Ver 1.4.7.1

Account Information Update

 Used to update account 

information

– Member Name

– Transfer Info

– Bank Account Info

– Block/Unblock ACH 

Access

 Print processed 

Enrollment Form
SAIC PROPRIETARY

Ver 1.4.7.1

ACH Decline Codes

 List of ACH decline codes (not 

inclusive) 

− 95 - Funding information not supplied

− Allow unblock if bank account & ABA 

changed.

− 96 - Unacceptable NFCU account 

supplied

− Allow unblock if bank account & ABA 

changed

− 97 - Technical error while processing 

account

− Allow unblock if error connected

− 98 - Invalid Account Number

− Allow unblock if bank account number 

changed

− 99 - Manually blocked

− Allow unblock
SAIC PROPRIETARY

Ver 1.4.7.1

Updating Member or Merchant 

Accounts

 3 ways to update: 

– Account Information Update on Disbursing Application

» Personal Information, Bank Information, Chip-load limit

– Log on to Disbursing Website

» Change ACH transfer(withdrawal) or Chip-load limits

» Change Linked bank account, ACH status, and NSF counts

» Personal Information and Location

– Contact Navy Cash Central Support Unit (CSU)

» Manually block or suspend a cardholder or merchant account
SAIC PROPRIETARY

Ver 1.4.7.1

Suspending a Navy Cash Account

 DISBO shall suspend a Navy Cash Account when 

a cardholder is:

– Transferring to another activity

 Cardholders Actions:

– Keep their Navy Cash Card

» Note: Navy Cash Card does not expire until 5 years from date of issue

– Zero-out their open-loop and closed-loop accounts

– Alternatively, move all funds from the open-loop 

account to the close-loop account and “cash out” the 

chip at the Disbursing Office
SAIC PROPRIETARY

Ver 1.4.7.1

Suspending a Navy Cash Account (cont.)

 DISBO Actions:

– On the DA, DISBO blocks Navy Cash ACH Access

– On the Disbursing Website, Suspend the cardholder’s 

Navy Cash Account

– Ensure any Negative Balances have been cleared

– Any remaining funds on open-loop and closed-loop 

accounts have been zeroed-out

– Any Split Pay Option (SPO) have been stopped 30 days 

prior to transfer
SAIC PROPRIETARY

Ver 1.4.7.1

Closing a Navy Cash Account

 DISBO shall close Navy Cash Account 

when cardholder is:

– Leaving military service

– Cardholder no longer desires to have a Navy 

Cash Account
SAIC PROPRIETARY

Ver 1.4.7.1

Closing a Navy Cash Account (cont.)

 Cardholders Actions:

– Before going to Disbursing, cardholders should 

zero-out their open-loop and closed-loop accounts

» Use the Kiosk to move funds from their open-loop 

and/or closed-loop accounts to their home bank

– Alternatively, move all funds from the open-loop 

account to the closed-loop account and “cash out” 

the chip at the Disbursing Office

– Report to disbursing and check-out

– Turn-in Navy Cash card

– Stop SPO 
SAIC PROPRIETARY

Ver 1.4.7.1

Closing a Navy Cash Account (cont.)

 DISBO Actions:

– Ensures card has zero balance upon member’s check-out

– Blocks ACH access via the Disbursing Application

– May issue a Visitor Card until member leaves the ship

– Reviews Negative Balance Report and clear all negative 

balances (via DS01)

» Note: If member is within 30 days of discharge and has a 

negative balance, DO must request a DS01 be processed to 

collect the debt prior to separation

– Stops SPO
SAIC PROPRIETARY

Ver 1.4.7.1

Closing a Navy Cash Account (cont.)

 DISBO Actions (continued):

– Changes card status to “Canceled” on the Disbursing 

Application

– Closes the account via the Navy Cash Website

– Notifies CSU via phone/e-mail to close account

– Cuts up (destroy) the card in the presence of cardholder

» Note: Cardholder should sign the card issue log to document 

destruction
SAIC PROPRIETARY

Ver 1.4.7.1

Monitor Transfer Dates

 Monitor Cardholder Transfer Dates 

– DISBO must work closely with the Personnel Office

– Monitor cardholders who are scheduled to transfer 

within the next 30, 60, and 90 days

– DISBO updates the cardholder’s profile 

» via the Disbursing Application, Account Information Update 

menu

» must update the Projected Transfer Dates and Transfer Type
SAIC PROPRIETARY

Ver 1.4.7.1

Monitor Transfer Dates (cont.)

Transfer Type and 

Transfer Date
SAIC PROPRIETARY

Ver 1.4.7.1

Monitor Transfer Dates (cont.)

 Advantages of updating Transfer Dates 

– Deletes the member off the Ship’s Navy Cash 

Roster report

– Ensures member’s profile is transferred ashore

– Open-loop account is suspended 

» prevents ATM withdrawals and online PIN-based 

or signature-based purchases ashore

– ACH access is blocked 

» prevents access to bank or credit union from the 

ship

– Value on closed-loop account can still be used 

on the ship
SAIC PROPRIETARY

Ver 1.4.7.1

Monitor Transfer Dates (cont.)

 Shore Report

– Generated when a cardholder’s transfer is 

within 30 days 

– Shows account balances 

– Serves as a notice to clear any negative 

balances before cardholders leave the ship 

– Cardholders transferred to a shore command 

will continue to appear on the report for 2 

weeks
SAIC PROPRIETARY

Ver 1.4.7.1

Monthly Member Transfer Report
SAIC PROPRIETARY

Ver 1.4.7.1

Ver 1.4.7

Note Maintenance
SAIC PROPRIETARY

Ver 1.4.7.1

Note Maintenance

 Enables Disbursing Office to view 

and add notes to a member’s profile

– Note is a memo internal to Navy 

Cash stored in member’s profile

– Log actions to clear negative 

balances, i.e. for auditors and chain 

of command

– All notes are permanent, it follows 

the member 

 View Disbursing Notifications

– If checked, it displays replication 

conflicts

– If unchecked , it displays all notes
SAIC PROPRIETARY

Ver 1.4.7.1

Adding a Note
SAIC PROPRIETARY

Ver 1.4.7.1

Adding A Note (cont.)

 Comments

– Retained 

Permanently

– Limited to 1,000 

characters

– Proofread before 

saving note
SAIC PROPRIETARY

Ver 1.4.7.1

View Disbursing Notifications

 Check box - View 

Disbursing Notifications

 Start Date 

– Defaults to the last time the 

Operator logged on 

 End Date

– If no end date, all notes up to 

the current login will be 

displayed

– Most recent note is listed

 Note: Disbursing Notification 

notes are retained permanently as 

part of the member’s profile
SAIC PROPRIETARY

Ver 1.4.7.1

Replication Conflict Notes

 Account Information Update

– Opens the Account 

Information Update screen and 

displays the record

 Cancel

– Returns to Note Maintenance 

Screen

 Help

– Displays options for 

Replication Conflict Notes
SAIC PROPRIETARY

Ver 1.4.7.1

Cardholder Account 

Management:

Negative Balances
SAIC PROPRIETARY

Ver 1.4.7.1

Negative Balances

 Negative Navy Cash account can occur due 

to: 

– Non-Sufficient Funds

– Closed Personal Account

– Incorrect Bank Information:

» Routing number

» Account number

– Debit Card purchases or ATM withdrawals 

when there are no sufficient funds in open-loop 

account
SAIC PROPRIETARY

Ver 1.4.7.1

Negative Balance Notification

 At the Kiosk

– A message is displayed on the Kiosk after cardholder 

enters PIN 

– Prompts cardholder to report to Disbursing and clear 

negative balance

 Notification in writing

– Include Cardholder’s Chain of Command for 2nd or 3rd

occurrences

– Once notified, cardholder shall report to DISBO within 

2 working days and establish payment plan
SAIC PROPRIETARY

Ver 1.4.7.1

Daily Negative Balance Report

 Reviewed Daily

 Lists all Navy Cash open-loop accounts 

with negative balances

– Automatic Representment Pending

» Details of pending representment are listed 

immediately below line of account data

» DISBO does not take any collection action

» Follow ACH representment procedures

– No representment Pending

» DISBO should take collection action immediately
SAIC PROPRIETARY

Ver 1.4.7.1

Daily Negative Balance Report (cont.)
SAIC PROPRIETARY

Ver 1.4.7.1

Returned Items Detail Report

 Reviewed Daily

 Assists in investigating negative balances

 Provides details for returned items due to NSF 

 Provides details of returned items because of 

incorrect bank information

– Note: DISBO should contact cardholders who appear 

on the report so that they can update their bank 

information
SAIC PROPRIETARY

Ver 1.4.7.1

Returned Items Detail Report (cont.)
SAIC PROPRIETARY

Ver 1.4.7.1

Automatic Representment

 Reduced the workload with managing and collecting 

negative balances

 If transaction is returned due to NSF, it will be 

presented two more times in successive paydays

– No collection action is required until after the second ACH 

Representment is returned

 Details of the ACH Represenment are listed below the 

account data

– ACH Representment Count 

– Date and amount of the Representment
SAIC PROPRIETARY

Ver 1.4.7.1

Automatic Representment (cont.)

 The cardholder’s access to a bank or credit union 

remains blocked until the negative balance is resolved 

and the balance is zero or positive

 The ACH representment file will be created one day 

prior to pay day, so the receiving banks or credit 

unions can debit the accounts first thing on payday

 The Disbursing Officer is directed to initiate collection 

after the second ACH representment (Code 2)
SAIC PROPRIETARY

Ver 1.4.7.1

Automatic Representment (cont.)

 When a returned transaction is represented, the 

funds are not posted immediately but are held for 

five business days

 To avoid the potential for multiple bounced check 

fees for small transactions, automatic representment 

will proceed only if the value of the returned 

transaction is $5 or more 
SAIC PROPRIETARY

Ver 1.4.7.1

Collection Options

 The following options can be used to collect 

on negative balances: 

– Transfer funds

» Closed-loop account to open-loop account transfer

» Deposit Cash or Check to open-loop account

– Split Pay Option

» Initiate or change SPO amount

– Immediate collection from pay 

» Submit a DD 139 to PSD via the Personnel Office
SAIC PROPRIETARY

Ver 1.4.7.1

Collection Options (cont.)

 If a member has transferred or is within 30 days 

of Separation Navy or Marine Corps:

– Prepare a Pay Adjustment Authorization (DD 139)

– Attach a copy of Negative Balance Report

– Send DD 139 and Negative Balance Report to PSD

– PSD processes a DS01 debt collection action against 

member’s pay

– The Company Code for Navy Cash is D411179
SAIC PROPRIETARY

Ver 1.4.7.1

Collection Options (cont.)

 Disciplinary Action

– If willful negligence or fraud is suspected on a 

negative balance

» Disbursing Officer may recommend disciplinary 

action via the individual’s chain of command

 Accomplished within 5 working days of receiving Negative 

Balance report

 Negative balances (without representment 

pending) must be resolved within 10 working 

days
SAIC PROPRIETARY

Ver 1.4.7.1

Cardholder Account 

Management:

Residual Funds
SAIC PROPRIETARY

Ver 1.4.7.1

Residual Funds

 On all Navy Cash Cards

– Remaining value must be cashed out and 

returned to cardholder immediately

 Notes:

– DO must ensure that the “card balance is zero” on any 

Navy Cash Card (including Merchant Cards) that has 

been turned-in to Disbursing 

– When a Navy Cash Card expires, the Chip on the card 

no longer functions
SAIC PROPRIETARY

Ver 1.4.7.1

Residual Funds - Visitor Cards

 If cardholder has left the ship and can be 

identified, DISBO shall cash out the card, and

– Cut an Ex-cash check for the remaining value on 

card and mail check to cardholder, or

– Process a Cash Collection Voucher (DD 1131) 

and forward copy to PSD Afloat. Request PSD to 

credit cardholder’s pay account

» Note: This does not apply to a Civilian Cardholder

– Make appropriate DD 2657 entries
SAIC PROPRIETARY

Ver 1.4.7.1

Residual Funds - Visitor Cards (cont.)

 If cardholder has left the ship and can not be 

identified, DISBO shall cash out the card, and 

– Prepare a Cash Collection Voucher (DD 1131) 

for the remaining value on card

» If amount is > $25.00, credit funds to US Treasury 

Receipts Account 20X6133 (Payment of Unclaimed 

Monies)

» If amount is < $25.00, credit funds to US Treasury 

Receipts Account 17R1060 (Forfeitures of Unclaimed 

Money and Property)

– Make appropriate DD 2657 entries
SAIC PROPRIETARY

Ver 1.4.7.1

Restoring Value – Visitor Cards

 Lost, Stolen, or Damaged Visitor Cards

– Change status of “old” card

– Move Funds to Disbursing Office Open-Loop 

Account

» Provide CSU with Sequence Number

» CSU debits the chip and credits the Disbursing Office 

Merchant Open-Loop Account

» Using the Kiosk, Disbursing Officer moves funds 

from open-loop to close-loop

» Transfer funds to cardholder
SAIC PROPRIETARY

Ver 1.4.7.1

Cardholder Account 

Management:

Expired Cards and Dormant 

Accounts
SAIC PROPRIETARY

Ver 1.4.7.1

Navy Cash Card Expiration

 Navy Cash cards are good for 5 years from the 

initial date of issue

 Instant Issue and Embossed Permanent Cards

– Funds remaining on the closed-loop account are 

transferred automatically to the open-loop account

– The actual expiration date is the last day of the 

month in the “Valid Thru” date 
SAIC PROPRIETARY

Ver 1.4.7.1

Navy Cash Card Expiration (cont.)

 Navy Cash Visitor Cards 

– Expiration date is printed on the back of the card

– The chip can no longer be read on the ship

– Any remaining value cannot be returned directly 

to the cardholder

» Note: Make sure customers understand these

 Merchant Cards

– Replacement cards are created and sent to ship 

automatically to replace expiring cards
SAIC PROPRIETARY

Ver 1.4.7.1

Navy Cash Card Expiration (cont.)

 Collect and Destroy Expired or Expiring Cards

– Destroy any expired cards or cards that are 

expiring in 90 days

– Cards are destroyed by cutting them up (i.e., cut 

the chip in half at a minimum) or by shredding

– Document destruction using the Card Issue log
SAIC PROPRIETARY

Ver 1.4.7.1

Navy Cash Card Issue Log

Record of

Destruction
SAIC PROPRIETARY

Ver 1.4.7.1

Inactive/Dormant Account

 A Navy Cash account with no activity (chip or 

strip) for 180 days after the expiration date of 

Navy Cash card

» i.e. No Chip, SPO, or ACH transfer activity

 Monthly automated transfer of Inactive Account 

Profiles from Ship to Shore 

 After 365 days of no activity

» Funds in the open-loop account will be pushed to the linked 

home account automatically

 If member was transferred ashore in error:

» Member can do a “Ship Check-in” at the Kiosk
SAIC PROPRIETARY

Ver 1.4.7.1

Questions
SAIC PROPRIETARY

Ver 1.4.7.1

DISBURSING UNIT 3 REVIEW

1. Can you issue a permanent card and an instant issue card to a cardholder at the 

same time?

2. How can you print an electronic copy of a service member’s enrollment form?

3. What are the 3 ways you can update a member or merchant account?

4. Explain what an automatic representment means?

5. What is the minimum amount that can be processed for automatic 

representment?

6. How long are enrollment forms retained in the ship’s server?

7. Give 3 reasons how a Navy Cash account can have a negative balance?