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Insert Valpo Email Address into Participant Delivery File

Insert Valpo Email Address into Participant Delivery File

Jul 14, 2022

This may not be needed.  Need to create an HR app version of the XTIAAE form so it call X.BUILD.CURRENT.EMPL.EMAIL if we determined this is needed after we begin sending the census file.

 

The Benefits Manager must report the Valpo email address to TIAA annually.  Valpo receives an Excel spreadsheet from TIAA containing social security number and other information, including an un-populated Work Email Address column.  We must populate this column and send it back to TIAA.  Form, XTIAAE accomplishes this task.

Step-by-step guide

  1. Ensure that no changes have been made to the spreadsheet format since our previous receipt of the file.  Colleague form XTIAAE expects to see a spreadsheet with 15 columns with the social security number in column 1 and work email address in column 13.  If it the spreadsheet does not have this format, you can either modify the spreadsheet to match format and add missing columns after the work email address has been inserted into the spreadsheet or request a quick change to program X.BUILD.VU.EMAIL.FILE.FROM.SSN to accommodate the modified format.

  2. Change the format of the social security number (SSN) and zip code columns to right justified, zero filled within the appropriate length.  To do this in Excel, select the column to format (Format Cells).  Choose Custom, select the "0" choice in the Type drop-down box and then type overs the zero in the "Type" box the number of digits present in the field.  (e.g. To format the SSN field, you would type nine zeros in the "Type" box.

  3. Convert your spreadsheet to a csv file.  Make sure the file name has no spaces.

  4. Copy your csv file to the S:\Team\adminData\HR directory

  5. In Colleague form XTIAAE, enter the full name of the csv file you created in step 2 (e.g. FileWithoutEmailAddr.csv) and the name of the csv file you wish to create that will contain the work email address and Save All.  Form XTIAAE will report name and directory of the output file.

  6. Convert the csv file created by the form to an Excel spreadsheet (.xlsx).

 

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