Chapter 8 Disbursing - Bureau of the Fiscal Service

Chapter 8

Disbursing

8.1 Background .......................................................................................................................... 8-7

8.2 General Navy Cash Information ........................................................................................ 8-7 Appointment as Navy Cash Accountable Officer............................................................ 8-7 Safeguard Personally Identifiable Information................................................................ 8-8 Navy Cash Cards ............................................................................................................. 8-8 Navy Cash Card Limits.................................................................................................. 8-11 Navy Cash Card Expiration ........................................................................................... 8-12 Navy Cash Cardholder Deceased, Injured, or an Unauthorized Absentee .................... 8-14 Internal Procedures and Controls................................................................................... 8-15 Navy Cash Equipment Maintenance and Material Management .................................. 8-16 ATM Locations Worldwide........................................................................................... 8-20

8.3 Navy Cash Custodial Responsibilities.............................................................................. 8-20 Custody of Navy Cash Cards......................................................................................... 8-20 Replenishing Navy Cash Card Stocks ........................................................................... 8-22 Custody of Spare POSs and CADs ................................................................................ 8-23 Transfer of Responsibility Upon Relief......................................................................... 8-24

8.4 Navy Cash Disbursing Application .................................................................................. 8-25 Starting the Navy Cash Disbursing Application............................................................ 8-25

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Closing the Navy Cash Disbursing Application ............................................................ 8-26 Funds Transfer ............................................................................................................... 8-30 Funds Transfer to Chip .................................................................................................. 8-30 Funds Transfer from Chip.............................................................................................. 8-32 Individual Refund .......................................................................................................... 8-36 Bulk Refunds ................................................................................................................. 8-39 Deposit Cash to Strip ..................................................................................................... 8-42 Correcting Unmatched Chip-to-Chip Transactions ....................................................... 8-43 Daily Cash Transaction Ledger ................................................................................... 8-45 Resetting or Changing the PIN .................................................................................... 8-48 Change Card Status...................................................................................................... 8-49 Unblock Card............................................................................................................... 8-54 Card Report.................................................................................................................. 8-55 Assign Replacement Card............................................................................................ 8-56 Before Cardholders Leave the Ship for a Pending Transfer or Discharge .................. 8-59 Account Enrollment..................................................................................................... 8-64 Account Information Update ....................................................................................... 8-76 Note Maintenance ........................................................................................................ 8-83 Indicate End of Day ..................................................................................................... 8-88 Shore Reports............................................................................................................... 8-95 Ship Reports................................................................................................................. 8-98

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Safe Bank Transactions ............................................................................................. 8-100 Operator ID Maintenance .......................................................................................... 8-101 Vending and Ship's Store--Vending Maintenance and End of Month..................... 8-110 Event Maintenance .................................................................................................... 8-119 View Log ................................................................................................................... 8-121 View Disk Usage ....................................................................................................... 8-122 Network Operations Center (NOC) Selection ........................................................... 8-123 Split Pay..................................................................................................................... 8-124 Provisional Split Pay.................................................................................................. 8-130 Access Editor?Access Control for Disbursing Application ...................................... 8-134 Installation Alerts: Installing IAVA and Other Software Patches............................ 8-141 Navy Cash System Administration Password Control .............................................. 8-144

8.5 Navy Cash Merchants, Vendors, and Foreign Concessionaires .................................. 8-145 Transient Merchants--Vendors and Foreign Concessionaires.................................... 8-145 Currency Exchange by Vendors in a Foreign Port ...................................................... 8-146 Concessionaire Sales by Vendors in a Foreign Port .................................................... 8-154 Activating Merchants In Navy Cash............................................................................ 8-157 Navy Cash Accountable Official Cards, Enrollment Forms, Card Limits .................. 8-159 Vendors Activating Miscellaneous Events Transient Merchant.................................. 8-163

8.6 Miscellaneous Payments to Navy Cash Card ................................................................ 8-168

8.7 Collections from Portable Point of Sale Devices (POSs) .............................................. 8-169

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8.8 Negative Navy Cash and Marine Cash Account Balances ........................................... 8-170 Collecting on Negative Balances................................................................................. 8-170 Blocking and Unblocking Access to Home Accounts................................................. 8-178

8.9 EOM Reconciliation and Reporting of eFunds in Disbursing Officer's Safe............. 8-179 8.10 Sample Disbursing Forms ............................................................................................. 8-185

DD 2657, Daily Statement of Accountability............................................................ 8-185 Schedule of Deposit Activity (SODA) ...................................................................... 8-189 SF 1219 ...................................................................................................................... 8-192

8.11 Navy Cash Quarterly Cash Verification Team ........................................................... 8-195 Public Funds .............................................................................................................. 8-195 Navy Cash Card Stock ............................................................................................... 8-197

8.12 Navy Cash Equipment Checklist .................................................................................. 8-197 8.13 Managing and Requisitioning Spares .......................................................................... 8-197 8.14 Navy Cash Support ........................................................................................................ 8-200

Customer Service Call Centers .................................................................................. 8-200 Updating Navy Cash Cardholder Account Information ............................................ 8-201 Navy Cash Websites .................................................................................................. 8-203 SPAWAR Acquisition Integrated Logistics Online Repository (SAILOR).............. 8-204 Navy Cash Fleet Support Groups .............................................................................. 8-204 Court Orders and Levies and Subpoenas on Navy Cash Accounts ........................... 8-207

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8.15 Sample Disbursing Reports, Forms, Etc...................................................................... 8-209 Sample DD 577, Disbursing Officer and Navy Cash Accountable Officer .............. 8-209 Sample DD 577, Deputy Disbursing Officer and Navy Cash Deputy....................... 8-211 Sample Letter of Authority?Authority to Hold Cash ................................................ 8-212 Disbursing Accountability Detail Report .................................................................. 8-213 Daily Negative Balance Report ................................................................................. 8-214 Returned Items Detail Report .................................................................................... 8-215 Sample Emails Notifying Cardholder of Negative Balance ...................................... 8-216 Daily Transaction Detail Report--Merchant Settlement........................................... 8-218 Disbursing Accountability Summary Report............................................................. 8-219 Daily Cash Transaction Ledger ............................................................................... 8-220 Bulk Card Log ......................................................................................................... 8-221 Card Issue Log ......................................................................................................... 8-222 Navy Cash Pre-Audit/Turnover Checklist............................................................... 8-223 Sample Navy Cash Relieving Letter........................................................................ 8-225 Merchant Refund Log.............................................................................................. 8-231 Navy Cash Refund Chit ........................................................................................... 8-232 Split Pay Option Enrollment/Disenrollment Form .................................................. 8-233 Navy Cash Payroll Report -- Shore Report ............................................................ 8-234 SPO Payroll Report -- Ship Report ........................................................................ 8-235 Daily Blocked Account Report -- Shore Report..................................................... 8-236

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Automated Chip-to-Chip Corrections Report.......................................................... 8-237 Return Codes and Notification Codes ..................................................................... 8-238 The $25 Vending "Counter" .................................................................................... 8-240 Currency Exchange Log .......................................................................................... 8-241 Cash Verification Team Navy Cash Checklist ........................................................ 8-242 Navy Cash Trouble Call Worksheet ........................................................................ 8-244 Sample Memoranda for Forwarding Enrollment and Rules of Behavior Forms..... 8-246 Rules of Behavior for Users of Navy Cash System................................................. 8-249 Sample Rosters of Navy Cash Merchants Activated ............................................... 8-251 Navy Cash End of Month Summary Report ............................................................ 8-257 Document for Shipping Equipment with Batteries Contained in Equipment.......... 8-258 Monthly Member Transfer Report........................................................................... 8-259

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8.1 Background

a. Navy Cash is a joint undertaking between the Department of the Navy and the U.S. Department of the Treasury, Bureau of the Fiscal Service (Fiscal Service). This chapter addresses Navy Cash processes and procedures and the operation of the Navy Cash Disbursing Application.

b. Marine Corps. The Navy Disbursing Officer will be responsible for providing Navy/ Marine Cash and other disbursing support for Marines embarked on a ship without a Marine Disbursing Officer and will make every effort to collect on any negative account balances. On ships with a Marine Disbursing Officer, the Marine Cash Disbursing Application is a subset of the Navy Cash Disbursing Application, and Marine Disbursing personnel shall be guided by this SOP. Where Marine functionality is different from Navy functionality, split pay for example, the differences are discussed in the SOP. The basic policy for enrolling Marines in Marine Cash is discussed in paragraph 1.7.4.

c. The Disbursing Office will retain the flexibility to receive cash and checks under certain circumstances. When collecting or disbursing cash or checks, the existing cash-based disbursing processes and procedures remain in effect.

d. On most ships equipped with Navy Cash, the Disbursing Officer is appointed as the Navy Cash Accountable Officer (NCAO). In this SOP, the term Disbursing Officer refers to the Disbursing Officer and his properly authorized and appointed representatives, such as disbursing agents, Deputy Disbursing Officer, or Navy Cash Deputy, primarily in their roles as Navy Cash accountable officials responsible for the operation and maintenance of the Navy Cash system.

e. In Navy Cash, all 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 Navy Cash server. Changing the clock may result in errors and delays in End-Of-Day (EOD) processing. These errors can only be resolved through manual intervention guided by technical support personnel ashore.

8.2 General Navy Cash Information

Appointment as Navy Cash Accountable Officer

a. DD Form 577. Because Navy Cash is a financial system, and the handling of public and private funds is inherent, a Department of Defense (DD) Form 577, Appointment / Termination Record--Authorized Signature, shall be signed by the Commanding Officer appointing the Disbursing Officer, or other responsible individual, as the Navy Cash Accountable Officer, delineating what his or her 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 Disbursing Officer to his or her deputy, agents, or cashiers shall also be maintained (see sample DD Form 577s at paragraphs 8.15.1 and 8.15.2).

b. Navy Cash Deputy. The Navy Cash Accountable Officer must appoint a Navy Cash Deputy. If the Navy Cash Accountable Officer is not available, e.g., attending training class or on leave or Temporary Additional Duty (TAD), the Navy Cash Deputy must be available to perform the duties of the Navy Cash Accountable Officer, primarily to operate and manage the Navy Cash program and system on the ship. A DD Form 577 shall be signed by the Navy Cash Accountable Officer to the responsible individual as the Navy Cash Deputy, delineating what his or her responsibilities include.

(1) The Disbursing Officer must ensure the Navy Cash Deputy is completely trained on Navy Cash operations and able to fully cover during any absences. The Navy Cash

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Deputy should have the knowledge and ability to resolve any Navy Cash technical and/or financial issues that may arise. The Navy Cash Deputy can recruit the assistance of the ship's IT personnel for technical issues as needed.

(2) Navy Cash SOPs, troubleshooting guidance, functional/system training, supporting documentation, and "how-to" maintenance videos, etc. are available on the ship's server / Intranet as part of the current NIAPS release. Much of this material is also available on line at . Basic Navy Cash system training is available afloat on the Navy eLearning (NeL) site (use catalog code CSS-NCASH-010-1.1 to find this interactive CBT). Engility Corporation (a Navy Cash contractor) provides three-day refresher training in Fleet concentration areas periodically. Contact the appropriate Navy Cash Fleet Support Group (FSG) at NAVSUP FLC Norfolk, San Diego, or Yokosuka for refresher training information and schedule.

(3) Additional training for the Navy Cash Deputy is also available on request from the FSGs.

c. If a Navy Cash Accountable Official is also appointed as a Disbursing Officer, Deputy Disbursing Officer, or Disbursing Agent, and the responsibilities of the Navy Cash program are covered by that appointment, then an additional DD Form 577 is not required (see DoD FMR, Volume 5, Chapters 2 and 10).

d. Accountable Official Enrollment Form. As accountable officials, the Navy Cash Accountable Officer and Navy Cash Deputy must also complete and sign the Fiscal Service (FS) Form 2888, Application Form for U.S. Department of the Treasury Accountable Official Stored Value Card (SVC), prior to being issued/using the Disbursing Office merchant Navy Cash card (see paragraph 8.5.5). A sample form is included at Appendix F, Navy Cash Enrollment Forms, and is also available on the U.S. Department of the Treasury, Bureau of the Fiscal Service, Navy Cash website ().

e. Letter of Authority to Hold Cash at Personal Risk. The DoD FMR, Volume 5, addresses the issue of accountability for cash management of public funds within the Navy. Since the electronic movement of funds within the Navy Cash system, for example, from the cardholder's home bank or credit union account to the open-loop account, or from the open-loop account to the closed-loop account, or from the closed loop to the Post Office or soda vending machine, is not considered part of a Disbursing Officer's accountability, they would not have a pecuniary responsibility for those funds. However, certain Navy/Marine Cash transactions, for example, cash- and check-to-closed-loop) transactions, occur at the Disbursing Office, and the funds do become part of the Disbursing Officer's accountability. A sample letter of authority to hold cash at personal risk is included in paragraph 8.15.3. If a shortage (loss of funds/loss of accountability) or an overage occurs, it should be handled as prescribed in Chapter 6 of DoD FMR Volume 5. If it can be proved that the system, not the Disbursing Officer, made the mistake, the Disbursing Officer could not be held financially responsible for the loss.

Safeguard Personally Identifiable Information

The Disbursing Officer must establish and 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.

Navy Cash Cards

a. Navy Cash Stored Value Cards (SVCs) provide the ability to operate in both the closed-loop, offline environment aboard ship and the open-loop, online environment ashore.

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