Financial Management for Disbursing Officers

When a Disbursing Officer (DO) is relieved of duty, the incoming DO signs a final Statement of Accountability, marking it as 'FINAL' to signify the completion of the outgoing DO's financial responsibility.

Upon activation or reactivation of a disbursing office, the incoming DO must prepare a memorandum outlining the check ranges on hand, including the name and rank or grade of the relieved DO if applicable.

When a DO is relieved of duty, the incoming and outgoing DOs agree on a specific date for transferring accountability, subject to the command's approval.

When a DO dies, is incapacitated, or is removed from duty for cause, the designated Deputy Disbursing Officer (DDO) may continue disbursing operations in the DO's name and under the DO's accounts until the end of the month following the death or removal event.

A DDO acting as the DO is responsible for all official duties and submits reports in the DO's name.

The DFAS-IN/JJFKCB is notified via memorandum when a disbursing office is being deactivated, indicating a pending closure and the permanent closure of the Disbursing Station Symbol Number (DSSN).

Currency, coins, negotiable instruments, and LDA balances are deposited into the designated Treasury account when a disbursing office is closed.

All remaining blank check stock is destroyed and reported on a designated form when a disbursing office is closed.

The maximum amount of money that can be transferred from a bank or credit union account to a closed-loop or open-loop account in a single day.

The maximum amount of money that can be loaded onto or debited from a closed-loop Navy Cash card.

The individual responsible for managing Navy Cash cards on a ship, including issuing, maintaining, and destroying cards.

The process of transferring funds from a Navy Cash card to an external bank or credit union account.

A card issued to visitors for temporary use on a ship.

Cards issued to personnel newly enrolling in Navy Cash or as replacements for lost, stolen, or damaged cards.

Cards issued to new enrollees as part of a bulk enrollment process when Navy Cash is initially implemented on a ship.

A log used to document the destruction of expired or unusable Navy Cash cards.

DOs on board naval vessels make a deposit on the last regular business day before leaving port and the first regular business day after returning to port for any at-sea period exceeding 1 week.

The preferred method for depositing cash if in-person deposit at an authorized Treasury General Account (TGA) is not possible.

The least preferred method of depositing cash to the Military Imprest Fund Treasury General Account (MITGA).

When a DO is transferred or reassigned, all funds must be deposited prior to the transfer or reassignment.

The Treasury's comprehensive international payment and collection system. It is the preferred payment method for foreign currency transactions.

The sending agency can adjust an erroneous transaction within 90 days of submitting it to the receiving agency.

The CIR system transmits transaction information to the Treasury, including deposit details and summaries.

Pay.gov is a secure, government-wide collection portal that allows agencies to manage collections, forms, and reporting efficiently.

The OTCnet application is used to process physical cash or negotiable instrument deposits.

OTCnet is a web application that automates the deposit process, captures details, and simplifies Treasury collection classification.

Block 6 of the OTCnet deposit ticket must identify the depositing entity, its location, the preparer's name, email, and phone number.

The preferred method to issue foreign currency payments electronically and issue international USD wire transfer payments is through ITS.gov.

After scanning items in OTCnet, the scanned negotiable instruments must be verified within 14 calendar days.

DOs are limited to holding foreign currency no longer than seven business days in a safe, vault, or an LDA.

Receipts totaling $5,000 or more must be deposited on the same business day they are received.

A DD form 2664 is maintained by DOs, agents, and cashiers when performing accommodation exchanges.

Custody account balances are reported on the DD Form 2657 and the SF 1219.

A commander, director, or equivalent civilian head has the authority to approve CHAs for DOs, DDOs, agents, and cashiers within their commands.

The NCAO is responsible for managing Navy Cash cards on a ship, including issuing, maintaining, and destroying cards.

The Sales Officer is responsible for managing spare card readers used with Navy Cash cards.

If a cardholder tries to transfer money from their bank to their Navy Cash card but doesn't have enough funds in their bank account (NSF), the transaction will be re-attempted on the next two paydays.

The CVT (Card Validation Team) is responsible for verifying the Daily Cash Transaction Ledger and Disbursing Transactions Detail Report. This ensures the accuracy of transactions.

The '99' code indicates that a customer service representative or authorized disbursing personnel intentionally blocked ACH privileges on the Navy Cash account.

The '98' code indicates that ACH privileges were automatically blocked due to a return from the bank, such as a bounced check.

The '96' code indicates that the Navy Cash account is linked to a Navy Federal Credit Union (NFCU) account that is unacceptable for Navy Cash transactions (e.g., closed or frozen).

The '95' code indicates that, at enrolment, the cardholder did not provide banking information to link to their Navy Cash account.

Before relieving a Disbursing Officer (DO), a copy of the DD Form 577 and the required original specimen signature should be maintained within the DO's files for safekeeping.

Terminate appointments using Section IV of the appointing DD Form 577.

When assuming disbursing duties, the newly appointed DO prepares a memorandum detailing the check ranges on hand and, if applicable, the name and rank of the previous DO. This memorandum helps ensure smooth transitions and accountability.

When a DO is relieved of duty, the incoming and outgoing DOs agree on a date for transferring accountability. They should use DD Form 2657 to verify all other documents for accuracy and completeness, ensuring a smooth transition of financial responsibilities.

When a DO dies, is incapacitated, or is removed from duty, the designated Deputy Disbursing Officer (DDO) can continue disbursing operations in the DO's name until the end of the following month.

Treasury will permanently close the Disbursing Station Symbol Number (DSSN) when a disbursing office is deactivated and pending closure. It's important to notify DFAS-IN/JJFKCB through a memorandum that this is happening.

The process of transferring funds from a Navy Cash card to an external bank or credit union account. This uses the Automated Clearing House (ACH) system. It is subject to a daily limit.

A form used by a Disbursing Officer (DO) to balance accounts daily, ensuring all transactions are properly reflected and that the DO remains accountable to the Treasury.

Section I of the DD 2657, which the DO completes each business day, reflects the total amount of money the DO is responsible for. It's a key for demonstrating financial accountability.

The DO terminates a DDO's appointment by filling out Section IV of the DD 577, officially ending their responsibilities. This ensures a clear record of appointments and terminations.

When a DO, cashier, agent, or imprest fund cashier experiences a physical loss of funds, they report this loss on DD Form 2667 within five days. This prompt reporting is vital for accounting and potential recovery efforts.

When a Disbursing and Issue Branch Office (DISBO) is deactivated, all records must be packaged and sent to the office designated to settle the accounts or to the supporting Defense Finance and Accounting Service (DFAS) site. This ensures proper accountability.

Upon relief from disbursing duty, the incoming DO retains the outgoing DO's disbursing records for 90 days to ensure a smooth transition. This ensures continuous accountability and allows for any necessary adjustments or clarifications.

A board, consisting of at least three qualified and disinterested individuals, inventories all vouchers, funds, and property at the time of a disbursing office's closure, ensuring strict financial accountability at the end of a DO's tenure.

When a new activity seeks to establish a disbursing office, the chain of command forwards a memorandum to the Defense Finance and Accounting Service (DFAS) requesting approval and detailing the need for the office. This process initiates the official process for establishing a new office.

This report summarizes the total sales and transaction counts from the Merchant Transactions Report, used for both end-of-day (EOD) and end-of-month (EOM) merchant sales receipts.

This report details all disbursing transactions, including cash and check payments to closed loop accounts, deposits to safes and banks, and transfers between closed loop accounts and cash.

This report provides a complete record of all sales, refunds, and correction transactions made using Navy Cash cards, along with essential information like the cardholder's name and the last 5 digits of their card number.

This report monitors the status of all end-of-day requests (batches) initiated during the day, and it also provides the check and cash balances at the end of each day.

This report tracks all changes to Navy Cash funds in the Disbursing Office, encompassing deposits to the bank, deposits to the safe, transfers to closed loop accounts, and transfers from closed loop accounts.

This report highlights any conflicts that arise when updating a cardholder's account information. It's a crucial tool for ensuring data integrity.

This menu option in the disbursing application guide is used to transfer funds from the closed loop account to cash or to add value to the closed loop account.

This function within the Disbursing Application displays the card ID number and the closed loop balance after a transaction at a Point of Sale (POS) terminal. It then retrieves the account number and name associated with the card.

A daily report used by deputies, agents, and cashiers to track their financial transactions and maintain accountability.

When cash-to-chip and cash-to-strip transactions exceed chip-to-cash transactions, the NCAO will reflect an increase in cash and a decrease in Navy Cash.

When chip-to-cash transactions are greater than cash-to-chip and cash-to-strip transactions, the NCAO will reflect a decrease in cash and an increase in Navy Cash.

The Navy Cash system is closed out on the 27th of each month, or the business day prior if the 27th falls on a weekend or holiday.

The Sales Division begins the End-of-Month (EOM) process five days before the 27th of the month.

The NCAO is responsible for troubleshooting, isolating, and correcting any hardware, software, or communication failures in the Navy Cash system.

A Navy Cash card specifically designed for purchases onboard ships, usable on any ship with the Navy Cash system.

Embossed cards issued to new enrollees during bulk enrollment when Navy Cash is first implemented on a ship.

The Cash Verification Team (CVT) performs surprise checks on a Disbursing Officer's cash and assets, including Navy Cash, at least once every quarter.

The Merchant Sales Summary or MSO Detail Report should be reviewed by the responsible individual at the end of each day to ensure accuracy of merchant reports.

The Navy Cash Central Support Unit (CSU) and Ship Force and Navy Cash Technical Support (NCTS)/SAIC personnel provide technical assistance for issues with Navy Cash.

Navy Cash system administrator passwords must be changed every 60 days to comply with Navy Information Assurance (IA) requirements.

Navy Cash account passwords must be changed every six months to maintain security and prevent unauthorized access.

The NCAO/Disbursing Officer is responsible for stopping a member's SPO (Ship's Pay Office) at least 30 days before they leave the ship.

If a member with a negative balance is within the final 30 days of being discharged, a 'DS01' indebtedness, Company Code D411179, must be posted to their military pay account prior to their discharge.

The NCAO/Disbursing Officer must ensure that negative balances for cardholders within 30 days of transfer or terminal leave/discharge are resolved promptly.

The U.S. Department of the Treasury holds funds appropriated by Congress, which are then disbursed by Disbursing Officers (DOs) of the United States.

A commander, director, or an equivalent civilian head has the authority to approve CHAs (Cash Handling Authorities) for DOs, DDOs, agents, and cashiers within their commands.

The process of transferring funds from a Navy Cash card to an external bank or credit union account via the Automated Clearing House (ACH) system.

When a DO, cashier, agent, or imprest fund cashier experiences a physical loss of funds, they report this loss on DD Form 2667 within five days. This prompt reporting is vital for accounting and potential recovery efforts.

When assuming disbursing duties, the newly appointed DO prepares a memorandum detailing the check ranges on hand and, if applicable, the name and rank of the previous DO. This memorandum helps ensure smooth transitions and accountability.

When a DO is relieved of duty, the incoming DO retains the outgoing DO's disbursing records for 90 days to ensure a smooth transition. This ensures continuous accountability and allows for any necessary adjustments or clarifications.

When a DO dies, is incapacitated, or is removed from duty, the designated Deputy Disbursing Officer (DDO) can continue disbursing operations in the DO's name until the end of the following month.

This report details all disbursing transactions, including cash and check payments to closed loop accounts, deposits to safes and banks, and transfers between closed loop accounts and cash.

A board, consistingof at least three qualified and disinterested individuals, inventories all vouchers, funds, and property at the time of a disbursing office's closure,ensuring strict financial accountability at the end of a DO's tenure.

The Disbursing Officer (DO) or Deputy Disbursing Officer (DDO) must check the blank check control log to ensure all checks issued and returned are accounted for, and no checks have been removed without authorization.

The DO or DDO should inventory the check stock regularly to ensure there are enough checks and that none have been stolen or lost.

If blank checks are lost or stolen, the DO or DDO should immediately notify the Director of the Defense Finance and Accounting Service (DFAS).

If the check amount exceeds the maximum limit, the payment should be broken into smaller amounts, with each amount being less than or equal to $99,999,999.99.

When a discrepancy in the check amount is detected (over $1), Form 1053, 'Treasury Check Discrepancy Advice,' will be generated to track the issue.

The payee should submit a written statement to the DO within 60 days after the loss or theft of a Treasury check. This statement should include details about the loss or theft.

The disbursing office should document the claim on a Treasury Form 2073, 'Statement of Claim for Lost or Stolen Treasury Check,' and submit it to DFAS so the Treasury receives it within 13 months of the issue date.

The preferred form for the statement is Treasury Form 2073, 'Statement of Claim for Lost or Stolen Treasury Check,' which should be submitted to the DO.

Overdraft deficiencies in the account of a previous DO are recorded and reported daily on line 9.2A of the DD 2657 and monthly on line 9.2 of the SF 1219 until resolved.

Unresolved accountability items that are not check overdrafts or losses of funds are reported on line 30 of the DD 2657 and the SF 1219 until resolved.

The DD 1131 form is used to document the details of the negotiable instrument received.

The DO, DDO, or agent receiving the funds signs and returns all copies of the DD 1131 form (except the original) to the collecting officer.

The DO, DDO, or agent receiving the funds signs and returns all copies of the DD 1131 form (except the original) to the collecting officer.

When funds are deposited with agents, they complete receipts on line 32 of the DD 1131 form.

When funds are deposited with agents, the original DD 1131 form is submitted with their financial reports to the DO.

The disbursing office maintains a DD 2659, Voucher Control Log, to track all collection vouchers received or prepared.

This form is used by Disbursing Officers (DOs) to daily balance all Deputy Disbursing Officers (DDOs), cashiers, and agents. This ensures financial accountability and accurate record-keeping.

This section on the DD 2657 form reflects the total amount of money the Disbursing Officer (DO) is responsible for. It's a key part of demonstrating financial accountability.

This section on the DD 577 form is used to officially terminate the appointment of a Deputy Disbursing Officer (DDO).

This form is used to report a physical loss of funds by a Disbursing Officer (DO), cashier, agent, or imprest fund cashier. It's crucial for tracking losses and potential recovery efforts.

When a new activity requests to establish a disbursing office, they must submit a memorandum to DFAS-IN that justifies the need for the office and explains why an existing disbursing activity cannot handle the operation. The memorandum should also indicate the number of military and civilian personnel to be supported.

This document is used to report custody account balances and is crucial for ensuring accurate tracking of financial responsibilities.

This form is used by Disbursing Officers (DOs) aboard Navy vessels to balance their cash daily.

The Disbursing Station Symbol Number (DSSN) must appear on all payments, collection vouchers, and Treasury and limited depositary account (LDA) checks processed by the disbursing activity. It serves as a unique identifier for the specific disbursing office.

The Secretary of Defense has the authority to designate disbursing officials to disburse public funds allocated to the Department of Defense (DoD) as outlined in Title 31 of the United States Code (U.S.C.).

The Secretary of the Treasury is responsible for preparing reports on the financial operations of the U.S. Government, as mandated by Title 31, U.S.C.

The Navy Cash financial system has incorporated the Automated Password Change Tool, which simplifies password management for administrative users.

The commanding officer of a unit has the authority to receive and disburse official funds, unless a superior in the chain of command provides specific instructions.

The account number for budget clearing accounts is F3875.

Disbursing officers (DOs) are authorized by 31 U.S.C. Section 3321 to disburse public funds upon receiving properly certified vouchers, which are prepared by individuals designated in 31 U.S.C. Section 3325.

When establishing a new disbursing office or requesting disbursing services from an external source, the requesting activity sends a memorandum to DFAS-IN through their chain of command.

When establishing a disbursing office, the nearest Federal Reserve Branch (FRB) or designated depositary must be identified, and its distance from the proposed office must be assessed.

This form is used to track the issuance and return of checks, ensuring all checks are accounted for.

The Cash Verification Team (CVT) is responsible for verifying the accuracy of a Disbursing Officer's cash and assets, including Navy Cash. They conduct surprise inspections at least once per quarter to ensure proper financial management.

The Merchant Sales Summary Report or the MSO Detail Report should be reviewed daily at the end of each business day to ensure accuracy in merchant sales transactions.

To comply with Navy security standards, Navy Cash system administrator passwords must be updated regularly. This is important for protecting sensitive information.