Commerce Manager Compliance

Commerce Manager (CM) is a payment tool that allows UMW departments to accept online credit card and/or echeck payments for events, such as conference or workshop registrations, athletic camps, concerts, seminars, etc.

For more information visit the Commerce Manager website.

Compliance

The University of Mary Washington departments must remain in compliance with UMW policies and procedures on collecting Incoming Payments.  To ensure compliance, site managers are subject to monthly and/or quarterly reviews.

Commerce Manager site reconciliations and documentation are reviewed by the Assistant Controller for Compliance.  Department compliance to review requests is mandatory.  Commerce Manager documentation not submitted by deadline constitutes a Third” non-compliant finding.

  • Required documentation includes:
    • Commerce Manager report details with calculations
    • Commerce Manager invalid transaction documentation (when relevant)
    • Commerce Manager refund documentation (when relevant)
    • Banner Budget Query with Calculations
    • External list of registrants
  • Reconciliation completed correctly
  • Reconciliation complete by the 10th of the following month

Site managers will be emailed the results of the compliance findings.

Non-Compliance
Sites found non-compliant will receive a review report indicating finding and corrective actions.

First non-compliant finding: Site manager will receive an email from the Assistant Controller for Compliance notifying him/her of the non-compliant finding along with details regarding the finding.  The site manager’s supervisor and TESS will be copied on the email along with the Assistant VP for Finance & Controller and the Director of Accounting.  The Assistant Controller for Compliance will schedule a repeat compliance review.

Second non-compliant finding: Site manager will receive an email from the Assistant Controller for Compliance notifying him/her of the non-compliant finding along with details regarding the finding.  The site manager’s supervisor will be copied on the email along with the Assistant VP for Finance & Controller, the Director of Accounting, and TESS.  The site manager will be required to attend additional Finance and/or Commerce Manager training.  The Assistant Controller for Compliance will schedule a repeat compliance review.

Third non-compliant finding: Site manager will receive an email from the Assistant Controller for Compliance notifying him/her of the non-compliant finding along with details regarding the finding.  The site manager’s supervisor will be copied on the email along with the Assistant VP for Finance & Controller, the Director of Accounting, and TESS.

The Assistant VP for Finance & Controller will send an email to the site managers’s supervisor.  The supervisor will be required to assign a new site manager responsible for CM oversight and reconciliation.
New site managers must sign the CM Partnership Agreement , fulfill any system security requirements, and complete training in the respective systems.

If a new site manager cannot be assigned, the Commerce Manager site will likely be terminated. Terminated sites may be restored once a corrective action plan (CAP) is in place.  Contact Training, Evaluation & System Support <tess@umw.edu> for CAP process inquiries.