WePay Configuration

WePay is a secure payment processor that makes it easy to start accepting payments online. With no setup costs and no monthly fees, WePay is the preferred payment processing partner of SwimTopia.

If you need help with the WePay side of things, contact them via their web form: WePay Customer Support. If you need urgent assistance, your friendly SwimTopia Customer Happiness team can help expedite your request.

Once you have created and connected a WePay account to your SwimTopia team site, you can start collecting online payments from registration forms and online store purchases. Follow the steps below to get started.

Step 1: Create WePay account

Go to Manage Team > Settings > WePay Configuration to begin the setup process.

New Account? (Recommended Setup)

Enter your new account information and click the Create WePay Account button. If your organization qualifies as a non-profit click the checkbox (you can verify this status later). 

Existing Account? (Not Common)

Enter your numeric WePay Account ID to connect to an existing WePay Account. The existing account must have been previously created via SwimTopia. This feature is useful if two or more SwimTopia teams need to share the same WePay account. Contact WePay Customer Support for more information about managing accounts.

Step 2: Grant Access

For new accounts, WePay will ask for your name, email, and password that you will use to manage your WePay account, and click the Grant Access button to continue. This is NOT your SwimTopia admin account login. 

Note: To make transfer of email ownership possible without involving WePay, we highly suggest using a generic email address such as treasurer-yourswimteam@gmail.com (or something similar).  Then whenever the treasurer changes hands every year or two, they'll pass on the email login credentials to the new treasurer.

Step 3: Verify your account 

Your WePay account is now configured but not quite ready to accept payments. Click the Unverified link to go to the WePay website to enter additional information in your WePay account settings. 

Note: A valid SSN and date of birth is required to verify your account.

In your WePay settings, you can see that SwimTopia has access to your site in the Applications tab in your WePay settings. Revoking access will prevent online payments from being processed on your SwimTopia site.

You will also receive an email from WePay asking you to verify your email address. You only need to do this once, and you will be redirected to SwimTopia.com after verification. 

Step 4: Confirm verification status

Go back to Manage Team : Settings : WePay Configuration or refresh the WePay Configuration page.

If your verification status is now Pending, you are ready to accept online payments on your SwimTopia website. If it is still Unverified, or shows Action Required, review that you completed the items in Step 3, or contact WePay Customer Support for more information. (Note: WePay requires this process to be completed within 60 days, or the account will be closed.)

Click on the WePay account ID link to view and manage your WePay account anytime, or to complete more identity verification steps on your WePay account's Settings > Trust Center section. Your Verification status does not have any effect on collecting online store or registration payments.

Step 5: Set fee payment preference

WePay's processing fees can be paid by the seller (you) or the buyer (your users). 

Click the Save button to set who pays the fees (the default is paid by the seller). This setting applies to any payments submitted through your site, including registration form payments, RSVP payments, and online store payments.

Note: Some legal jurisdictions prohibit charging payment processing fees to buyers. Please consider seeking legal advice before changing this setting.

Note: WePay charges 2.9% plus 30¢ per transaction to process card payments.

Remove Configuration

Click the Remove Configuration button to start over with a new WePay account, or to link to another existing account. 

Why does WePay require personal info to verify an account?

When you open a WePay account on behalf of your organization (team), WePay will ask for your SSN and date of birth in addition to the business name and EIN. Banking regulations also require a valid physical address (not a PO Box, for example).

Confirming the identity of the individual opening the account is required by US Federal laws and banking regulations. This requirement is not unique to WePay and is common practice when opening a bank or online payment account.

For additional information please see WePay's Account Verification support page.

Some other documentation of the relevant regulations:

• https://en.wikipedia.org/wiki/Bank_Secrecy_Act
• https://en.wikipedia.org/wiki/Customer_Identification_Program
• https://en.wikipedia.org/wiki/Patriot_Act

What does WePay need to verify my account and my affiliation with my account?

WePay has an extensive Know Your Customer (KYC) policy, for the safety and security of its account holders.  When setting up a new account, WePay will be asking for the following: 

Evidence of corporate registration, such as:

• Articles of Organization/Incorporation
• DBA Registration
• Partnership Agreement
• Formal Trust Agreement, etc.

OR

Proof of Nonprofit Organization:
Evidence of nonprofit registration with any applicable regulatory body, such as:

• Articles of Incorporation
• IRS 501(c) (3) determination letter
• Documentation of candidacy​
  

Plus your own identification:
One of the following :

• Valid U.S. passport
• State or Government issued ID
• Valid foreign passport with I-94 or I-551 card or stamp
• Permanent Resident Card or Visa​
  

And Proof of Affiliation with your organization (or swim team)
These documents should act as a means to establish a legitimate connection between the WePay Account Administrator and the organization.
One of the following:

• A letter - preferably on the company letterhead - describing your association with the team. (see sample below)
• Business documentation listing your name and team's name.
• Bank Statement with your name and the team's name.
• Power of Attorney document.
• An organizational chart with your name on it.
• A link to a website that lists you as being on the board or having financial responsibilities (treasurer, etc.)
• Meeting minutes (school orgs)​

What if WePay says they need more information?

WePay will send an email letting you know what other information is needed, and when you're logged in to your WePay account, you can upload documents directly to WePay, see the status of the information you've sent, and see if other information is needed.

See WePay's article about their Document Upload Process.

How will using WePay affect my taxes?

WePay has a help center article about this: How will using WePay affect my taxes?

Refunds when your WePay account has no funds

If your WePay account reaches a negative balance due to a refund or chargeback, WePay would recover the net amount owed by directly debiting from your linked bank account.

Getting help for issues with WePay

If you need help with WePay issues, please contact the SwimTopia Customer Happiness Team and we can expedite your issue with their support team.

Which Browsers Does WePay Support

According to WePay Customer Support: What Browsers Are Supported By WePay?. We recommend using Google Chrome.