SAIC PROPRIETARY

Ver 1.4.7.1

Disbursing Unit 2:

Disbursing Application Overview

Navy Cash Training
SAIC PROPRIETARY

Ver 1.4.7.1

Objectives

 Provide an overview of the Disbursing 

Application

 Explain the various types of Funds Transfers, 

including Refunds 

 Discuss Navy Cash Card Maintenance procedures

 Demonstrate and explain various Utilities 

functions, including Provisional Split Pay

 Discuss various Ship Reports that can be 

generated within the Disbursing Application
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Ver 1.4.7.1

Disbursing Office Set-up

 Disbursing staff performs 

a majority of their 

customer service using the 

Navy Cash Disbursing 

Application (DA)

 Typical set-up is:

– iPA 280 POS 

connected to the Navy 

Cash Laptop

– Printer
SAIC PROPRIETARY

Ver 1.4.7.1

Navy Cash 

Disbursing Application 

Overview
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Ver 1.4.7.1

Disbursing Application Menu
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Ver 1.4.7.1

Disbursing Application
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Ver 1.4.7.1

Access to Disbursing Application

 You will need to have a distinct log-in name and 

password for the Disbursing Application

– In order to get a login name, you must be enrolled into 

the Navy Cash system

– Log-in name is assigned by the Disbursing Application 

via the Access Editor function

– Note: Remember that you also need a log-in name and password 

for Windows – do not get these two log-ins confused!
SAIC PROPRIETARY

Ver 1.4.7.1

Disbursing Application Sign On

 Power on Disbursing workstation or laptop

 Launch Windows 

– Enter Log-on ID and Password 

» Created via the Navy Cash Server (Active Directory)

– Verify icon for “DDE Proxy” (Dynamic Data Exchange) in 

lower right-hand corner of screen

– If not present, double-click DDE Proxy icon to start
SAIC PROPRIETARY

Ver 1.4.7.1

Disbursing Application Sign On (cont.)

 Double-click desktop icon for Disbursing Application 

to launch:

 Log in using your username and password

– Each user must use his/her own user ID and Password
SAIC PROPRIETARY

Ver 1.4.7.1

Disbursing Application Sign Off

 To log out of the Disbursing Application, 

click “Logoff“

 Note: As a matter of policy, each user must log off the 

Disbursing Application when they are done working on 

the system.
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Ver 1.4.7.1

Funds Transfer
SAIC PROPRIETARY

Ver 1.4.7.1

Funds Transfer to Chip

Select Funds Transfer to Chip to allow adding electronic value to closed-loop 

account
SAIC PROPRIETARY

Ver 1.4.7.1

Fund Transfer to Chip (cont.)

 Funds transfer to the 

closed-loop account 

can be done by:

– Cash

– SSN (strip to chip) 
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Ver 1.4.7.1

Funds Transfer from Chip

 With the Merchant

button selected, 

this option is used 

primarily for Bulk 

Sales, such as bulk 

soda sales
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Ver 1.4.7.1

Funds Transfer from Chip (cont.)

With the Cash 

button selected, 

this option is used 

to “cash out” a 

cardholders 

closed-loop 

account
SAIC PROPRIETARY

Ver 1.4.7.1

Processing Refunds 
SAIC PROPRIETARY

Ver 1.4.7.1

Refunds
SAIC PROPRIETARY

Ver 1.4.7.1

Individual Refunds

 When a cardholder requires a refund from a 

merchant (i.e. Ship’s Store, MWR, FSO, 

etc), authorization must first be obtained on a 

standard, serialized Navy Cash Refund Chit

 Approving merchant records the refund on a 

Navy Cash Merchant Refund Log

 Cardholder takes and presents Refund Chit to 

Disbursing Officer or Deputy DO for 

processing
SAIC PROPRIETARY

Ver 1.4.7.1

Individual Refunds (cont.)

 For ships with separate Sales Officer, refunds 

will be processed at the Sales Office by Sales 

Officer or a designated representative

 The processed refund will be returned to the 

cardholder’s closed-loop account

 The refunded amount will be deducted from 

the originating merchant’s collections for that 

day
SAIC PROPRIETARY

Ver 1.4.7.1

Individual Refunds (cont.)

 Navy Cash server records the transaction 

and adds it to the appropriate daily 

merchant transaction reports

 Disbursing and Merchant should reconcile 

the amounts reported by Navy Cash server 

and the refund chits

 Original chits will be returned to the 

approving merchant for verification against 

the log
SAIC PROPRIETARY

Ver 1.4.7.1

Individual Refunds (cont.)

 DISBO (or Sales Officer) retains a copy of 

the approved chit, an updated Refund Log, 

and EOM reports summarizing all refunds

 Purchases made with Visitor Cards must be 

refunded individually through the 

Disbursing Application
SAIC PROPRIETARY

Ver 1.4.7.1

Chip Purchase Refund

 Used to select a single specific transaction 

 Used to refund multiple-item purchases if 

all items were purchased at the same time 

 This option ensures particular item is 

refunded only once

 Funds are credited to the closed-loop

account immediately
SAIC PROPRIETARY

Ver 1.4.7.1

Chip Purchase Refund (cont.)

 Allows DISBO to 

select a single 

specific purchase 

transaction from a 

list of purchases

 Filters are used to 

limit the number 

of items displayed

– Inclusive Dates

– Event Code
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Ver 1.4.7.1

Miscellaneous Refund

 Generally, preferred method of refund for 

Ship’s Store purchases

 Used for Vending purchases

 Used for a single item within a multipleitem purchase

 Allows DO to specify a transfer amount for 

the refund and select a specific merchant

 Funds are credited to the closed-loop

account immediately
SAIC PROPRIETARY

Ver 1.4.7.1

Miscellaneous Refund (cont.)

 Allows DISBO (or 

Sales Officer) to 

enter the amount of 

refund and select the 

merchant.

 Used when the 

specific purchase is 

difficult to identify 

– Example: Vending 

Machine purchases
SAIC PROPRIETARY

Ver 1.4.7.1

Bulk Refunds

 Used when a large number of cardholders 

need a refund

 Allows disbursing to initiate a refund to 

everyone who purchased a ticket on a 

specific event

– Event canceled due to operational requirements 

or schedule change (e.g. MWR events)

– Refunds are credited to the Open Loop Account
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Ver 1.4.7.1

Bulk Refunds (cont.)

 Merchant initiates Bulk 

Refunds

 Disbursing processes the 

Bulk refund
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Ver 1.4.7.1

Bulk Refund Exceptions Report

 Shore Report that shows transactions that cannot 

be refunded

– Transactions made with a Visitor Card or transactions 

that have been already refunded

– DISBO and MWR Officer must review report to ensure 

all transactions were refunded

 Navy Cash Server, report is found under:

– F:\files\navydata\report\ship\bulkrefund

 Workstation or Laptop, report is found under:

– S:\files\navydata\report
SAIC PROPRIETARY

Ver 1.4.7.1

Deposit Cash to Strip

 This function is used 

to deposit funds 

directly to the OpenLoop (strip) account

 Enables negative 

balances to be 

resolved immediately
SAIC PROPRIETARY

Ver 1.4.7.1

Deposit Cash to Strip (cont.)

 Cardholders can plus up or deposit 

value directly to their Navy Cash openloop (strip) account at the disbursing 

office with a check or cash

– Primarily, to clear a negative Navy Cash 

account balance 
SAIC PROPRIETARY

Ver 1.4.7.1

Deposit Cash to Strip (cont.)

 All transactions will be recorded manually 

on the Daily Cash Transaction Ledger, 

which shall be kept in the safe 

 The Disbursing Officer clicks the “Process 

Deposit” button to initiate the deposit to the 

cardholder’s open-loop account
SAIC PROPRIETARY

Ver 1.4.7.1

Daily Accountability
SAIC PROPRIETARY

Ver 1.4.7.1

Daily Accountability

 DO, DDO, and Agent 

Cashiers maintain their own 

Navy Cash Daily Cash 

Transaction Ledgers

 Figures should match the 

DISBO or Agent’s Disbursing 

Transaction Detail Report 

(DTDR) and DD Form 2665 
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Ver 1.4.7.1

 Disbursing Officer records Net Sum for Cash Transactions as 

increase/decrease to line 6.2A and decrease/increase to line 6.9 

of the DD 2657 

Daily Accountability (cont.) 
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Ver 1.4.7.1

Daily Accountability (cont.) 

DD Form 2657 , Section II
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Ver 1.4.7.1

Card Maintenance
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Ver 1.4.7.1

PIN Reset or Change

 Reset or Change PIN

– Primarily used when a 

cardholder forgets PIN

– Allows cardholder to select 

a PIN when an Instant Issue 

Card or Visitor card is 

issued

– New PINs are effective on 

the ship immediately

 Note: 

– PINs for all issued 

Merchant Cards must be 

changed by relieving 

Accountable Official at 

turnover
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Ver 1.4.7.1

Change Card Status

 Used to “activate” a 

new Embossed 

Permanent card 

 To report a Navy Cash 

card that is lost, stolen, 

or damaged

 To cancel a Navy Cash 

Card
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Ver 1.4.7.1

Unblock Card

 Card is blocked 

– PIN is entered incorrectly 

more than 3 times

 Error Code R09

– First time a blocked card is 

inserted into a POS

 Error Code R09A

– 2nd or more time a blocked 

card in inserted into a POS

 Error Unusable CardR7

– Card is permanently blocked

– e.g. Cardholder entered 

incorrect PIN 10 or more 

times
SAIC PROPRIETARY

Ver 1.4.7.1

Card Report

 Used for research 

purposes

 Report shows chip 

transactions ONLY

 Search can be done 

using Name, SSN, or 

Card ID Number

 Used by Cash 

Verification Team 

(CVT)
SAIC PROPRIETARY

Ver 1.4.7.1

Card Report (cont.)

 Note: Each quarter, the Cash Verification Team 

generates Card Reports for all Navy Cash 

Disbursing Application users to verify that no 

unauthorized deposits were made to their accounts 

since the last Quarterly Cash Verification 
SAIC PROPRIETARY

Ver 1.4.7.1

Utilities 
SAIC PROPRIETARY

Ver 1.4.7.1

View Log

 Displays current and 

historical records of system 

actions and error conditions

 Used for troubleshooting

problems with the 

Disbursing Application
SAIC PROPRIETARY

Ver 1.4.7.1

View Disk Usage

 Show the current state of 

disk storage use within 

NC system

 Used as troubleshooting 

tool within the Disbursing 

Application
SAIC PROPRIETARY

Ver 1.4.7.1

Network Operations Center (NOC) 

Selection

The Navy Cash system is designed to exchange data with its shore 

component through multiple paths. In order to ensure maximum 

throughput, the Navy Cash server on the ship automatically switches 

among these paths so that, if any one path is inoperable for any reason, 

data files will continue to flow without action on the part of the 

Disbursing Officer.
SAIC PROPRIETARY

Ver 1.4.7.1

Split Pay Option (SPO) and 

Provisional Split Pay
SAIC PROPRIETARY

Ver 1.4.7.1

Split Pay Option (SPO)

 Allows Sailors/Marines to have a portion of their pay 

sent directly to their Open-Loop account each payday

 Disbursing Officer must ensure that Sailors/Marines are 

enrolled in Navy Cash before they sign up for SPO

 Sailors/Marines must sign a SPO Election Form 

 Navy Procedures:

– Ship forwards SPO Form to PSD Afloat 

– PSD Afloat generates a HM series FID

– DFAS-CL processes and sends SPO file to Treasury Agent 
SAIC PROPRIETARY

Ver 1.4.7.1

Split Pay Option (SPO) – cont.

 Marine Procedures 

– SPO is processed locally

– Marine DISBO creates SPO payroll file

– Payroll file is forwarded to Treasury Agent

 Treasury Agent processes SPO and forwards file 

to the ship a day prior to payday

– Treasury Agent credits payroll payments to individual 

accounts by name, SSN (last four), and ship

– Funds are deposited to the member’s Open-Loop 

Account
SAIC PROPRIETARY

Ver 1.4.7.1

Failed SPO Payments

 Causes:

– Member has no active Navy Cash Account

– Name or SSN on file from DFAS do not match 

name or SSN in Navy Cash

– Treasury Agent does not know member is 

attached to a particular ship 
SAIC PROPRIETARY

Ver 1.4.7.1

Failed SPO Payments (cont.) 

 Troubleshooting:

– Disbursing Officer shall:

» Verify the Navy Cash Payroll Report

 CLOSE_PND or CLOSED – Navy Cash Account has been 

closed

 Account Invalid – Treasury Agent could not match record 

to a Navy Cash Account

» Ensure member is enrolled in Navy Cash 

» Verify if member did a “Ship Check-in” 

– Contact Navy Cash Central Support Unit (CSU)
SAIC PROPRIETARY

Ver 1.4.7.1

Sample NC Payroll Report
SAIC PROPRIETARY

Ver 1.4.7.1

Failed SPO Payments - Squadron

 Failed SPO for Squadron or Staff Element

– Verify that Squadron Unit/Staff Element’s UIC 

is associated with the Ship’s UIC

– Table 133 of Defense Joint Military Pay 

System (DJMS) 

» Navy Cash SPO Table

» lists all unit UICs that are attached to a ship 
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Ver 1.4.7.1

Sample Table 133
SAIC PROPRIETARY

Ver 1.4.7.1

Provisional Split Pay

 Used when:

– Communication is down around payday

– Ship is underway

 SPO participants are given a provisional credit in 

the amount of their:

– Last SPO payroll amount, or 

– Edited amount if SPO has changed since last payday

» Provisional SPO edit limit of $500.00 applies 

 Provisional SPO can not exceed last payday’s SPO plus $500.00

» Use SPO Payroll Report and SPO retained file to assist you in 

posting/crediting the correct amount
SAIC PROPRIETARY

Ver 1.4.7.1

Provisional Split Pay (cont.) 

Two function screens:

 Provisional Split Pay Amount Editing

 Provisional Post Split Pay
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Ver 1.4.7.1

Provisional Split Pay (cont.) 
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Ver 1.4.7.1

Provisional Split Pay (cont.) 
SAIC PROPRIETARY

Ver 1.4.7.1

Provisional Split Pay (cont.) 

 When Communications are restored:

– Provisional SPO is reversed

– Accounts are reconciled

– Any differences is reflected in the Provisional 

Split Pay Exception Report
SAIC PROPRIETARY

Ver 1.4.7.1

Access Editor

 Disbursing Officer controls

access to the various 

functions within the 

Disbursing Application

 3 sub-menus

– Access and User Editor

– Assigned Access Rights 

Editor

– User Account Operations

 6 User Groups, 6 levels of 

Access Rights 

– Per SOP Change 17-001
SAIC PROPRIETARY

Ver 1.4.7.1

Access and User Group Editor

 This option is 

not available 

for use locally

 Reserved for 

programmers
SAIC PROPRIETARY

Ver 1.4.7.1

Assigned Access Rights Editor

 Used to add or remove 

Group Access Rights

– Access rights cannot 

be tailored for an 

individual user

 Used to add or remove 

Group Membership
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Ver 1.4.7.1

User Account Operations

 User names are assigned by 

the Disbursing Application 

when a new user is added

 Show the status of a user 

account – locked, open, or 

expired 

 Used to Unlock/Lock 

accounts 

 Allows passwords to be 

Reset or Changed

 Note: A user account is 

automatically locked if the 

wrong password is entered 3 

times
SAIC PROPRIETARY

Ver 1.4.7.1

Ship Reports

 From the Disbursing Application

– Reports Menu

– Reports can be generated by using one of the 

selection criteria

 Fill in the Start and End Dates

 Disbursing will print reports for all merchants

 Reports can also be saved electronically and sent 

via email
SAIC PROPRIETARY

Ver 1.4.7.1

Reports

 Three Groups

– Disbursing Office Reports

– Sales Reports

– Operations Reports
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Ver 1.4.7.1

Ship Reports
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Ver 1.4.7.1

Disbursing Reports
SAIC PROPRIETARY

Ver 1.4.7.1

Safe Bank Transactions Report

 Tracks all changes to Navy 

Cash funds in the 

disbursing office 

– Deposits to Bank 

(withdrawals)

– Deposits to Safe (deposit)

– Funds Transfer to Chip

– Funds Transfer from Chip

 Zeroed out at completion 

of EOM
SAIC PROPRIETARY

Ver 1.4.7.1

SPO Payroll Report

 Lists all cardholders in 

SPO

 The report also includes 

the date and amount of 

the last SPO payment 

credited to cardholders’ 

Navy Cash account
SAIC PROPRIETARY

Ver 1.4.7.1

Disbursing Accountability Detail Report

 Shows all disbursing 

transactions 

– Cash and Check to 

Chip

– Chip to Cash

– Deposit to Safe

– Deposit to Bank 
SAIC PROPRIETARY

Ver 1.4.7.1

Disbursing Transaction Detail Report

 Lists all transactions by 

disbursing staff – to 

facilitate audit of disbursing 

transactions

 At end of each business 

day, this report is retained 

on file with the DD 2657, 

all transaction ledgers, and 

DD 2665s
SAIC PROPRIETARY

Ver 1.4.7.1

Disbursing Accountability 

Summary Report (DASR)

 Shows the summary of all 

transactions shown in 

Disbursing Accountability 

Detail Report

 No longer required 

documentation for 

DISBO’s accountability

 Provides a quick check on 

the amount of Navy Cash 

on Hand
SAIC PROPRIETARY

Ver 1.4.7.1

Replication Conflict Report

 Provides details of any 

replication conflicts in 

updating a member’s 

account information

 Replication Conflicts 

occur when both ship 

and shore side update a 

cardholder’s between 

two consecutive round 

trips 
SAIC PROPRIETARY

Ver 1.4.7.1

Navy Cash Ship Roster Report

 Lists all cardholders who are 

checked-in or assigned to the 

ship within the Navy Cash 

system

 Used with ship’s actual roster 

to identify cardholders who are 

no longer in the ship

 Provides cardholder name and 

SSN (last 4 digits), account 

number, date of last chip 

transaction
SAIC PROPRIETARY

Ver 1.4.7.1

Sales Reports
SAIC PROPRIETARY

Ver 1.4.7.1

Merchant Sales Summary Report

 This report shows a 

summary of total sales, 

refunds, and transaction 

counts 

 Used for EOD and EOM 

merchant sales 

reconciliation
SAIC PROPRIETARY

Ver 1.4.7.1

Merchant Transactions Report

 Detailed Report that 

shows all sales, 

refunds, and correction 

transactions for both 

Vending and NonVending Merchants

 Includes a Summary 

Section
SAIC PROPRIETARY

Ver 1.4.7.1

Operations Report
SAIC PROPRIETARY

Ver 1.4.7.1

Operator Status Report

 This report lists 

operators currently 

logged on to iPA 280 

devices 
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Ver 1.4.7.1

EOD Report

 This report tracks the status 

of the IEODs (round trips) 

that Disbursing has initiated

 Displays manual IEOD and 

automated interim round trip 

requests
SAIC PROPRIETARY

Ver 1.4.7.1

Unmatched Chip-to-Chip Report

 This report lists failed 

chip-to-chip transactions

 The funds are stored in 

the “Escrow” account on 

the Navy Cash Server as 

unmatched transaction
SAIC PROPRIETARY

Ver 1.4.7.1

Unmatched Chip-to-Chip Transactions

 Navy Cash corrects unmatched chip-to-chip transactions 

automatically

– Navy Cash server scans the escrow account for unmatched 

chip-to-chip transactions once every 24 hours

 Instant Issue or Embossed Permanent Card

– The electronic value will be returned to the Cardholder’s OpenLoop (Strip) Account automatically 

 Visitor Cards

– Does not have a Open-Loop (Strip) account associated with it

– The electronic value will be transferred to the Navy Disbursing 

Merchant Card Open-Loop (Strip) account

Note: Option to manually correct unmatched chip-to-chip transactions 

via the Disbursing Application has been removed
SAIC PROPRIETARY

Ver 1.4.7.1

Unmatched Chip-to-Chip Transactions

 Restoring Value to a Visitor Card (cardholder is present)

– DISBO must take action to restore the value to a cardholder’s 

visitor card

– DISBO takes Navy Disbursing Merchant card to the Navy Cash 

Kiosk and move the funds from Open-Loop (Strip) account to 

the Closed-Loop (Chip) account

– 3 options to restore funds:

 DISBO may cash out the chip and use the cash to fund the cardholder’s 

visitor card, or 

 DISBO may cash out the chip and gives cash to the cardholder, or

 DISBO and cardholder may do a chip-to-chip transfer at the Kiosk
SAIC PROPRIETARY

Ver 1.4.7.1

Unmatched Chip-to-Chip Transactions

 Restoring Value to a Visitor Card (cardholder not present)

– DISBO must attempt to contact the cardholder and ask to 

provide a mailing address

– Cut an Ex-cash check and mail check to the cardholder

– If cardholder cannot be reimbursed:

» Overage must be collected to the U.S. Treasury Department Receipts 

Account, Forfeiture of Unclaimed Money and Property
SAIC PROPRIETARY

Ver 1.4.7.1

Unmatched Chip-to-Chip Transactions

 Automated Chip-to-Chip Corrections Report 

– Navy Cash Server generates report

» Lists successful chip-to-chip corrections

» Report should be reviewed daily

– Navy Cash Server, report is posted under:

» F:\files\navydata\report\ship\pspo 

– Workstation or Laptop, report is posted under:

» S:\files\navydata\report
SAIC PROPRIETARY

Ver 1.4.7.1

Fraud Detection Report

 Displayed when a fraudulent 

ACH activity is detected

– A pop-up window will appear on 

the Disbursing Application 

screen

 Intended to reduce the number 

of negative account balances 

when ship’s communications 

are not available

 Can be generated, viewed, and 

printed at any time
SAIC PROPRIETARY

Ver 1.4.7.1

Navy Cardholder Issued Card 

Report

 Displays Instant Issue 

cards issued

 It shows the issue date, 

name, and card number 

of the card issued
SAIC PROPRIETARY

Ver 1.4.7.1

Questions
SAIC PROPRIETARY

Ver 1.4.7.1

DISBURSING UNIT 2 REVIEW

1. Name the 2 types of individual refunds?

2. What 2 forms must be filled out by the merchants in order to issue an individual 

refund?

3. What is the main purpose for processing a deposit cash to strip transaction?

4. What lines in the DD 2657 are used to record the net sum for cash transactions 

processed through Navy Cash?

5. What 2 criteria should be met before you can process a provisional split pay?

6. Which Disbursing report is required to be retained on file with the DD 2657, DD 

2665, and transaction ledgers?