eCommerce Compliance

eCommerce is a web-based payment tool that allows departments across the University of Mary Washington to accept payments online via credit card and eCheck.  Examples of use include workshop registrations, concert tickets, class registrations, and summer camps.

For more information visit the eCommerce 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.

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

  • Required documentation includes:
    • Payment report details with calculations
    • Invalid transaction documentation (when relevant)
    • 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.

In the event that it is determined by that system abuse has occurred, eCommerce Administrators reserve the right to immediately revoke system privileges and deactivate the payment site.

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 eCommerce 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 manager’s supervisor.  The supervisor will be required to assign a new site manager responsible for eCommerce oversight and reconciliation.
New site managers must sign the eCommerce Partnership Agreement , fulfill any system security requirements, and complete training in the respective systems.

If a new site manager cannot be assigned, the eCommerce 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.