Testing Cost

Testing Cost

SCOPE

The scope of this procedure is to address the steps required to process assessment testing for students being paid on a grant account. This procedure also addresses the possibility of a student not passing all or certain parts of the assessment test and the next steps required should this happened. The cashier’s office no longer hands out tickets for the testing center and the testing center no longer purchases tests based upon whether it is the full test or a retake test. The testing center does not purchase tickets but place holders to address this population. It will be up to the budget authority/admin assigned to the grant to help keep track of the number of first time or re-tests students.

PROCEDURAL STEPS

1. The Budget Authority will send a list of student’s names, ACC ID#, and test information in Excel format to the grant accountant responsible for the grant. The costs of the test should also be included in this communication i.e. (full test costs, retest cost). The list should separate those students taking the full assessment from those students re-testing.
2. The Budget Authority must also include what course the student is retaking so that can be clear to the grant accountant as well as the testing center.
3. The grant accountant will upload the Excel file, as a separate document, into a “Google’s” document sheet through the school’s e-mail address in order for the testing center to have visibility of the students registered to take the test. The accountant will also e-mail the ACC testing center.
4. The ACC testing center will fill in the spreadsheet with the date the student took the test and whether it was the full test or section taken. For any individual testing or re-test, the granting agency will complete the “ACC Assessment Pre-Paid test ticket” form created by the ACC assessment center and give to the student to present to the testing center as verification and approval to re-test or take as individual testing.
5. The grant accountant will review the spreadsheet at the end of every month and make the appropriate journal entry to move the dollars out of the testing center’s department and charge the grant. Debit – the grant – 3X-1- XXXXX-6521- 00; Credit – 10-0- 07201-4810- 00.
6. This should be done at the end of each month as the students present to the testing center to take the test or retest. However, the grant will only be invoiced once every quarter or as stated in the grant’s document.