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 Manger 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 Reconcilers are subject to quarterly reviews.

Commerce Manager site reconciliations and documentation are reviewed by the Assistant Controller for Compliance.  The following are examples of the items reviewed.

  • Required documentation included
    • 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 completed monthly

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

Non-Compliance

Sites that are found non-compliant will receive the following.

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 will be copied on the email along with the Associate Controller for Financial Reporting, 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 Controller, Associate Controller for Financial Reporting, 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: The Assistant Controller for Compliance will email the Controller, Associate Controller for Financial Reporting, and the Director of Accounting.  The department will be required to assign a new site manager responsible for oversight and reconciliation.  If a new site manager cannot be assigned, the Commerce Manager site will likely be terminated.