Navy Cash Training

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Disbursing Unit 3Cardholder Management
Navy Cash Training
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Objectives

• Demonstrate how to administer Navy Cash
  Cardholder accounts.
  
• Describe daily Disbursing procedures using Navy
  Cash.
  
• Familiarize yourself with the Disbursing
  Website.
  
• Discuss procedures for Unauthorized Card Use.
• This presentation is UNCLASSIFIED

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Cardholder Account Administration
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Disbursing Procedures

• Covered in this section
• Account Enrollment
• Account limits
• Lost/Stolen/Damaged Cards
• Fund Transfer/Daily Accountability
• Refunds
• Provisional Split Pay
• Negative Balances/Returned Items
• Leaving Ship

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Mass Enrollment

• Mass enrollment procedures are used when a ship
  first transitions to Navy Cash.
  
• Mass Enrollment procedures are also used when
  enrolling any squadrons, airwings, or even when
  you are pierside for any length of time (to save
  ships stock of cards).
• Most of the processing takes place shoreside
• Have member complete and sign enrollment form,
  verify current (local ship) address
  
• Assign the member a visitor card to use until
  their new card arrives
  
• Send the form to the local FISC office for
  processing.
  

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Shipboard Enrollment
Disbo selects Account Enrollment from the DA
menu and follows the steps. Sailor turns in comp
leted enrollment form (NFCU Savings cannot be
used). Original form sent to FISC/CSC.
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Shipboard Enrollment (cont)

• Upon enrollment, the individual will be provided
  a temporary card to use until the permanent card
  arrives. Be sure to record in log book.
  
• The temporary card acts in every way like the
  permanent card except for the personalized name
  (note that some merchants overseas do not accept
  non-personalized cards).
• Allow 2 4 weeks for the Permanent card to arrive

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Enrollment - Permanent Card Receipt

• If the member has a visitor card
• Cash out the amount of the chip, activate their
  permanent card, and credit their chip with the
  cash out.
  
• Retain the emptied visitor card and return it to
  usable stock.
  
• If they have a temporary card
• Transfer funds from chip of current card to their
  strip at the K80 prior to coming to Disbursing
  
• In Navy Cash application, select Change Card
  Status from the Card Maintenance menu.
  

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Change Card Status
Insert TEMP card into K22 and change status to
CANCELLED in the pull down menu. Since the PERM
card is in the system set at pendactive this
will not generate a new card Insert PERM card int
o K22 and change card status to ACTIVE in the
pull down menu.
Note Canceling a card does not cancel the
account. Also the members card is useable now.
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Using Navy Cash Card
Cardholder should sign for receipt of their new
card. The cardholder can now go move their funds
from the strip to the chip at the K80.
Card will be usable ashore after EOD has
returned. Retain and destroy members temporary c
ard as it is no longer usable.
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Incorrect Card Information

• If for some reason a permanent card arrives with
  incorrect information
  
• Name is spelled incorrectly do NOT cancel the
  card, simply go to the disbursing website and
  change the name there. A new card is
  automatically generated. Use the old card until
  the new one arrives, then destroy the old card.
• Bank account information is incorrect go onto
  the website and update the information. The next
  EOD will update the card aboard ship.

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NC Account Limits

• Member cards are automatically set to
• 1000 chip limit (this can be raised at the CSC
  to 10000)
  
• 99,999,99.99 strip limit
• 400 daily transfer limit (this can be
  raised/lowered through the CSC or disbursing
  website)

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Lost/Stolen/Damaged Cards - Perm

• Change card status upon report of lost , stolen
  or damaged card. This updates all ship devices in
  5 min.
  
• Note A card cannot be taken off card the
  hotlist!
  
• If system cant read strip balance, member is not
  checked in.

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Lost/Stolen/Damaged Cards Perm (continued)

• Assign Replacement Card via Account Maintenance
  menu
  
• Log Temp card assigned
• Follow enrollment procedure for receipt of perm
  card
  
• Transfer Cancel Activate

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Recovery of Funds

• There is no need to contact the CSC for
  recovery of chip funds on cards marked
  lost/stolen/damaged.
  
• The funds are automatically moved to the STRIP
  after the EOD is performed and the shipboard
  amount is updated.
  
• Disbursing needs to emphasize to the member that
  they will have access to those funds on the STRIP
  the following day.
  
• Strip amounts are immediately accessible and
  available to the member using their new card.

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Lost/Stolen/Damaged Cards - Visitor

• Because the visitor card does not include banking
  information, the procedure is as follows
  
• Report the card lost/stolen/damaged using the
  Navy Cash application.
  
• Receive from the cardholder, any home account
  information available.
  
• Contact the CSC to give them the cardholders
  home bank information.
  
• If aboard with no access to a home account, the
  CSC will move the funds to the Disbursing
  Merchant account to transfer to another visitor
  card after EOD.

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Automatic Card Replacement

• The Navy Cash system will automatically generate
  a new card when
  
• 30 days before card expires
• A name change has been performed on the website.
• The Navy Cash system does not automatically
  generate a new card upon marking a card
  lost/stolen/cancelled/damaged.

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Add Value to Chip
Step 1 Select Funds Transfer to Chip in
disbursing application. Step 2 Select Cash fo
r funding source Step 3 Track transaction in Nav
y Cash Ledger
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Chip Withdrawal

• Step 1 Select Funds Transfer from Chip
• Step 1 Select Cash for transfer destination
• Step 1 Track transaction in Navy Cash Ledger
• Step 1 Member signs ledger

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Daily Accountability

• Cashiers maintain daily Check and Cash
  Transaction Ledgers.
  
• Figures should match the Cashiers Disbursing
  Transaction Report and DD 2665.
  
• Blank ledger can be photocopied from NC SOP,
  Chapter 8.

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Daily Accountability (cont)





Field 9











Agent records Net Sum for Chip Transactions
(Field 9) as increase/decrease to line 17 and 20,
and decrease/increase to line 31 (Navy Cash EFT)
of DD 2665. A copy of ledger should be retained
with DD 2665. DISBO records Net Sum for Chip Tran
sactions (Field 9) as increase/decrease to line
6.2A and 6.3A, and decrease/increase to line 6.9
of the DD 2657.

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Refunds

• When a Sailor requires a refund from a merchant
  (i.e. Ships Store, MWR), authorization must
  first be obtained on an approved Navy Cash Refund
  chit.
• Ascertain what kind of refund (i.e. Chip
  Purchase, Miscellaneous or Bulk Refund)
  
• For Ships Store, Sailor requests refund from
  Sales Officer, who typically performs refund on
  his Disbursing Application
  
• DO performs all other refunds at the
  Disbursing Office

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Refunds (cont)

• Refunds will return amount of purchase to card
  and deduct amount from originating merchants
  collections (i.e. MWR) for that day.
  
• Remember, the chit may be issued on an earlier
  date, so notify that merchant of when refund has
  been completed.
  
• NC server keeps a record of the refund and adds
  it to daily report.

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Refunds (cont)

• DO and accountable individuals (i.e. Sales
  Officer, MWR) should verify amounts reported by
  NC server match refund chits. Also verify amount
  of refund plus amounts deposited (i.e. MWR bank
  account or NC account) match total collections
  for that day.

Original Refund Chits should be returned to
originators for their verification. At end of
the month, chits should be verified against NC
reports and Refund Log.
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Refund Types

• There are three types of refunds available in the
  Navy Cash application
  
• Individual (Chip Purchase) Select this option
  when the total amount of the transaction needs to
  be refunded.
  
• Individual (Miscellaneous) Select this option
  when just a portion of the transaction needs to
  be refunded.
  
• Bulk Refund Select this option when an event
  needs to be canceled at a merchants direction.

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Individual Refund

• Also use for refunding event purchases on Visitor
  cards (with approved NC refund chit)

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Fund Transfer Bulk Refunds

• Merchant must initiate bulk refund.
• Disbo processes and the
• Refund goes to strip accounts (approx 20 min).

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Miscellaneous Payments

• When making Miscellaneous Payments, follow
  existing procedures to pay laundry claims, travel
  reimbursements, or other miscellaneous payments.
  Whether payment is made by check or cash, the
  value can be added to cardholders NC card
  following Transfer to Chip procedures.

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Provisional Split Pay

• Editing PSOP is based on
• last SPO data or
• using the whole database
• SPO edit limited to 500.
• Disbursing matches amount based on RPR from
  DFAS-CL.

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Provisional Split Pay (cont)

• Used to post edited Provisional SPO amounts.
• Comms re-established
• Provisional SPO reversed
• Accounts are reconciled.

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Cardholder Account Management
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Updating Member Accounts

• If a members name, address, bank account
  changes, two ways to update the information
  
• Log on to Disbursing Website
• Update account information/funding source
• Block or unblock ACH on account.
• Call CSC
• Update account information/funding source
• Ask them to block or unblock ACH.

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Liberty

• It is recommended that you do more than one EOD
  outside home port (AM/PM).
  
• Cash out funds at the disbursing office on
  case-by-case basis ONLY.
  
• Disbo utilizes LOGREQ for
• Foreign currency exchanger
• Secured ATMs rolled onto pier (if warranted).

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PCS Transfers

• If member is transferring to a Navy Cash
  Command
  
• Member retains account and card
• Check-in at next command (using K80).
• If member is transferring to a Non-Navy Cash
  Command
  
• Disbursing contacts CSC to suspend account
• Member retains card
• Upon reporting to a NC command, reopens account
  by performing a ship check-in at K80.

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Member Discharge

• 30 Days Prior to discharge
• Member
• Transfer all funds off permanent card to new
  visitor card.
  
• Disbursing
• Review Negative Balance Report and clear all
  negative balances (via DS01)
  
• Stop SPO
• Cancel the card in Navy Cash Application.

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Cardholder Account ManagementNon-Sufficient
Funds
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Negative Balances

• Strip account could go negative for the following
  reasons
  
• Non-Sufficient Funds
• Pulling non-existent funds from a personal
  account.
  
• Closed Personal Account
• Incorrect Bank Information
• Routing number
• Account number.
• Negative accounts are listed in the Daily
  Negative Balance Report and Returned Items
  Report.

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Negative Balances (cont)

• Negative Balance Guidelines
• System blocks access to home acct
• temporarily if 1st or 2nd NSF, permanently if
  third occurrence
  
• Notify member immediately (include Chain of Cmd
  if 2nd or 3rd)
  
• Counseling from DO on Navy/Marine Cash account
• Reduce daily maximum transfer limit based on
  rank/rate

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Negative Balances (cont)

• Negative Balance Guidelines
• Block access to home account for specified
  period.
  
• Confiscate card issue visitor card and fund with
  cash.
  
• Prepare a DS01 for pay checkage if no response
  from member within ten working days of Negative
  Balance Report.
  

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NSF Collection Member On Board

• Transfer funds
• Move funds from chip to strip
• Split Pay Option
• Initiate or increase SPO amount
• Collect money
• Mail ex-cash to JP Morgan Chase
• MMPA collection
• DS01 Company Code D411179
• Approx 6 weeks for credit to member account.

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NSF Collection Member Transferred

• Collect money (if member is easily available)
• Mail ex-cash to JP Morgan Chase
• MMPA collection
• DS01
• Company Code D411179

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Cardholder Account Management Disbursing Website
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Disbursing Website

• Log on Client Login using the assigned username
  and password.

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Disbursing Website Search

• Search for Cardholder account if you dont know
  a field, type in as a wildcard.

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Disbo Web Cardholder Accounts

• Cardholder Account Summary
• Summaries of Chip/Strip (Payroll) accounts
• Update personal info
• Update home bank account info
• Change ship assignment
• Block/unblock access to home bank account.

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Disbursing Website
NOTE Log on to the website every month!
Due to inactivity, your account will be closed
after 90 days and purged after 6 months.
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Cardholder Account Management Unauthorized EFT
And POS Charges
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Procedures For Submission

• Inform NC Customer Service Center
• Check back of NC card for number
• Submit the completed affidavit via fax or e-mail.
  
  

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Affidavit of UA EFT POS
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Questions