TIAA file processing Every Wednesday

Wednesday of the off-pay cycle week run the TIAA feedback file process. This process will update
participant changes made on the TIAA website that will be imported to Valpo payroll:

1. In Ellucian colleague, enter the code XTFB in the form search.

2. XTFB: TIAA Feedback Updates

3. On the next screen in the text box enter REPORT. Run REPORT first before UPDATE

4. REPORT, Save, update

5. The next screen will show the Processing TIAA file detail. When you see *** Processing
   Complete.*** message, you will next review the report before running in UPDATE mode.

6. Finish

7. Open the HR shared drive S

8. Team

9. Open the adminData folder in the S drive

10. Open the HR folder in the S drive

11. Scroll to find the TIAA_SFTP folder; open the folder

12. Open the Feedback_Processing folder

13. Open the Excel file TIAA_FEEDBACK_REPORT with the Date modified equal to the current report
    date (05/22/24)

14. Review the Excel spreadsheet TIAA_FEEDBACK_REPORT for errors. If there are errors, please
    correct errors before running the report in UPDATE.

15. Errors might include employees that require a manual change to their payroll record to update
    the requested change in their contribution amount. This most frequently occurs when it is a
    part-time employee and a manual correction is required in Colleague.

16. To review the employee record: a) open the BNDS screen in Colleague and view the current
    retirement plan CODE, i.e.: (RAPP, ROPA) b) determine if an adjustment is needed. If a change is
    needed: c) make the correction to update the new contribution shown on the XTFB report. Such
    as changing the % from 2% to 6%. d) click on the BNDS code Ex: RAPP, from the menu select
    CSTS – Person’s Costs Summary) e) Add Person’s Benefit Cost -this creates a new cost record
    with the current date where you can assign the new percentage of 6% to update the record. You
    will enter the new start date and the new percentage rate and save the change. This will update
    the report to show the changed record and will update the contribution in payroll. If there are
    any questions, please contact Mike Karr or Valpo IT.

17. When the report is satisfactory, and any needed corrections have been processed, return to
    Ellucian colleague and enter the code XTFB again in the form search box.

18. UPDATE, SAVE

19. In the next text box Update record, Cancel Record or Return to editing, select Update.

20. Update mode will back up the files and update the records in payroll colleague for the next pay
    date.

21. When the process is complete the message *** Processing Complete. *** populates the text
    box

22. Finish

Wednesday of the payroll week, run the TIAA Census Remittance file process. This will produce the
census file that will import to TIAA to match the employee and employer contributions that will be
sent to TIAA to apply to participant contracts for the current pay date on Friday.

In Ellucian colleague, enter the code XTCR
Enter the Pay Date (mm/dd/yy) 05/31/24
Ready to export? Y
Save