Pearson VUE Billing - NSTA reconciliation

Owned by Tanya Carpenter
Jun 27, 2023

This article pertains to the reconciliation of ADA and ESL charges appearing on the monthly invoice from Pearson VUE.

The MONTHLY invoice folders are saved by YEAR in OneDrive - ASWB\Pearson VUE Billing.

Preparations

Open the Accommodations excel spreadsheet for the month you are reconciling. Note:  There will be two Accommodations spreadsheets in the monthly folder from Pearson VUE. We use the one manually created by Pearson VUE that includes a second tab for ESL. The file name includes the month and year ASWB Accommodations. Do not use the ASWB_Standard Client Financials - 10 - Accommodations spreadsheet.

 

 

Save a copy in the month’s Reconciliation folder - adding WORKING COPY to the end of the file name. If there is not already a Reconciliation folder, create one.

Open the working copy and go to Page Layout tab. Complete the following steps for both tabs - the first tab is ADA and the second is ESL.

  • Click on Print Area and Select Clear Print Area (so all columns will print)

  • Expand to Page Setup and Click on Sheet

  • Select Rows to repeat at top

  • Make selection (highlighted) and close / OK

  • Select Print Gridlines on Sheet Options

Multiple ways to do these things – See examples in the following screenshot

 

View / Freeze Panes / Freeze Top Row

Alphabetize the list – Pearson VUE typically includes credit lines in Red – select those lines first and do a Custom Sort alphabetically by Column C (Candidate Name). Then you can select the rest of the lines in the spreadsheet and do another Custom Sort alphabetically by Column C. Do not highlight the entire spreadsheet because that will include totals and other notes at the bottom of the spreadsheet in the sort.

Hide the columns not needed – Client Name, ItemID, ItemType, Extra Minutes, Site Details.

Adjust the font and/or size of Column H – Accommodation and wrap text so that you can see all of the columns on the screen – or view on the page as indicated below if you want to Print the spreadsheet to reconcile.

 

Print Preview

Change Orientation to Landscape

Select Custom Scaling and choose Fit all Columns on One Page (Text may be crowded. Go back to the spreadsheet and adjust font size as needed to view in printed form.)

Select Custom Margins and choose Narrow, if needed

Print

 

Open Management program

Reports and Lookup / Special Approvals Reports

Reconciliation Report

               Sort By Name / Select Date Range / Type of Approval  (ADA and ESL will need to be run separately)

               Check Send to Excel and Run Report

View / Freeze Panes / Freeze Top Row

Save each (ADA and ESL) to Reconciliation folder

 

To Print –

Select Page Set Up from Page Layout tab

Click on Sheet

Select Rows to repeat at top

Make selection and close / OK

Select Print Gridlines on Sheet Options

Hide Column F ReconcileReason

 

Print Preview

Change Orientation to Landscape

Select Custom Scaling and choose Fit all Columns on One Page

Once again, you can refer to the previous screenshot for examples of various ways to accomplish these steps.

 

Compare

Compare the spreadsheets from Pearson VUE to the spreadsheets generated from CRCMANAGEMENT (on screen or print copies)

We pay for extra time, private room, and assistive personnel - Reader/Signer/WriterGridder from our report should appear under the Reader column on the Pearson VUE spreadsheet.

Each will have a $50 Admin Fee. Although we may approve multiple private room details, read aloud, stand/move, snacks, we may one $50 Separate Room fee, if approved.

Extra time is billed at $18 per hour (.5 =$9, 1 = $18, 1.5 = $27, 2 = $36, 4 = $72)

Note 2-day exam charges:  1 Admin Fee, Separate Room fee both days + additional half hour (.5) Additional Time for second day.

 

PV Spreadsheet Status Column –

If No Show or Canceled – check to see what TestResult is in CRCManagement. Those with an Incident will indicate if the record was Cleared and for what reason.

If TestREsult in CRCManagement is NoShow or Excused – we pay Pearson VUE. If the NoShow or late cancel has been Cleared – We do not pay Pearson VUE.

When an administration is coded as a Bad Record due to Incident, it may still show up on the PV spreadsheet as delivered. Request credits for the accommodation charges. BadRecord would appear in PassFail column of CRCManagement spreadsheet.

  

Look for credits from prior bills and note discrepancies and any credits due from Pearson VUE.

Add ASWB Notes column to right of last column in the spreadsheets from Pearson VUE – make note of any errors in this column. Text should be Red to stand out when entering into Pearson VUE Bill Requested Credits spreadsheet. (It’s helpful if the line is highlighted in green when a credit is needed.)

 

PV Bill Requested Credits

Transfer any noted discrepancies and/or applicable notes to the PV Bill Requested Credits spreadsheet saved in OneDrive - ASWB\Pearson VUE. This sheet will also need to be checked every month for previously requested credits. If the credit has been received remove the line to the “Complete” tab.

Note: Some requests may be for both an Exam Fee Credit and Accommodation Fee Credit. The CSC team may have already added the candidate for the month being reconciled or moved the line to Complete tab if credit has been received.