# 2. Payroll Export Configuration

## Summary

This section provides a high-level overview for all stakeholders involved in setting up the flaik payroll export integration.

* **Purpose**: Export finalized instructor pay (hourly wages and incentives) in .CSV format to your payroll provider.
* **Delivery**: Manual download or automatic nightly transfer via SFTP/FTP.
* **Core Requirement**: You must provide a working example file from your payroll provider.

> **flaik does not define your payroll file format. You must coordinate directly with your payroll provider to understand and test this.**

***

## Roles & Responsibilities

### Resort Admin or Project Team

* Coordinate with the payroll provider to define an acceptable file template in .csv format.
* Define all types of wage pay (Teaching, Training, Non-Teaching, Private Request).
* Identify any incentives to be used (Allowance, Private Request, Head Count, Metric).
* Create a working Excel (.csv) mock-up file with your payroll provider that includes examples of each wage type and at least one incentive type.
* Ensure the mock file contains any required codes (Paycodes, Jobcodes, Business Structures/Departments).
* Upload the test file to the payroll system.
* Verify that all wage and incentive pay is correctly created in the payroll system and no pay is missing or dropped.
* Provide this tested mock-up file to flaik.
* Provide a list of all Jobcodes, Paycodes, and Business Structures to flaik so they can be uploaded into your flaik system.
* Configure the Paycodes, Jobcodes, and Business Structures on Paid Activities, and required Paycodes on Incentives.
* Sign off on the final working configuration.

### Payroll Provider

* Supply field requirements and formatting rules.
* Assist in testing and confirming upload of the mock file.

### flaik

* Provide field mappings and attend one kickoff meeting.
* Create the export configuration based on the working mock file.
* Deploy the integration to staging and production.
* Provide bug fixes as needed.

> **flaik does not manage integration with the payroll provider. Resorts are responsible for coordination, testing, and validation.**

***

## Integration Lifecycle

### Step-by-Step Process

<table data-header-hidden><thead><tr><th width="68.20001220703125"></th><th width="491.800048828125"></th><th></th></tr></thead><tbody><tr><td><strong>Step</strong></td><td><strong>Task</strong></td><td><strong>Responsible</strong></td></tr><tr><td>1</td><td>Capture wage/incentive business requirements</td><td>Resort + flaik</td></tr><tr><td>2</td><td>Provide example payroll file with valid test data</td><td>Resort</td></tr><tr><td>3</td><td>Identify paycodes, jobcodes, business structures used</td><td>Resort</td></tr><tr><td>4</td><td>Create export requirement from example file</td><td>flaik</td></tr><tr><td>5</td><td>Define flaik config and values required</td><td>flaik</td></tr><tr><td>6</td><td>Review and approve requirement</td><td>Resort</td></tr><tr><td>7</td><td>Deploy export to staging</td><td>flaik</td></tr><tr><td>8</td><td>Configure test data in flaik</td><td>Resort</td></tr><tr><td>9</td><td>Upload test file to payroll system</td><td>Resort</td></tr><tr><td>10</td><td>Validate output in payroll system</td><td>Resort</td></tr><tr><td>11</td><td>Sign off when all test cases pass</td><td>Resort</td></tr><tr><td>12</td><td>Deploy to production</td><td>flaik</td></tr><tr><td>13</td><td>Activate automatic file delivery (if applicable)</td><td>flaik</td></tr></tbody></table>

***

## Testing Requirements

* Build test cases in flaik that cover:
  * All wage types: Teaching, Non-Teaching, Training, Private Request
  * All incentive types: Staff, Metric, Headcount
* Use real Paycode and Jobcode values in test data.
* Export the .csv file and upload it to the payroll system.
* Confirm that all values appear correctly and no data is dropped.

> **Sign-off will not be accepted without a full working test verified in your payroll system.**

***

## Configuration Cheat Sheet (Resort Admin)

<table data-header-hidden><thead><tr><th width="254"></th><th></th><th data-hidden></th></tr></thead><tbody><tr><td>Element</td><td>Where to Configure</td><td>Notes</td></tr><tr><td>Paycodes</td><td>Admin – Upload required codes</td><td>Must match payroll values exactly</td></tr><tr><td>Jobcodes</td><td>Admin – Upload required codes</td><td></td></tr><tr><td>Business Structures</td><td>Admin – Upload required codes</td><td>Used to populate Cost Centers</td></tr><tr><td>Paid Activities</td><td>Add required codes from uploaded lists</td><td>Required to tag correct Paycodes/Jobcodes</td></tr><tr><td>Incentive Pay</td><td>Add required codes from uploaded lists</td><td>Must be tagged with all required codes</td></tr></tbody></table>

***

## FTP/SFTP Setup Guide

### How It Works

* Finalize payroll data in flaik by 10 PM.
* After 10 PM, flaik sends the .csv file to the FTP/SFTP destination.

### Setup Checklist

1. **Confirm with Payroll Provider:**
   * Can they accept .csv files via FTP/SFTP?
   * Can they automatically ingest the file?
   * Is error logging available?
2. **Request Account Info:**
   * SFTP/FTP server URL and port
   * Username and password
   * Directory path
   * PGP key if required
3. **Send credentials to flaik securely**

### Supported Protocols

| Protocol | Supported | PGP Support | Notes                |
| -------- | --------- | ----------- | -------------------- |
| SFTP     | ✅ Yes     | ✅ Yes       | Preferred            |
| FTP      | ✅ Yes     | ✅ Yes       | Use PGP for security |
| FTPS     | ❌ No      | ❌ No        | Not supported        |
| SCP      | ❌ No      | ❌ No        | Not supported        |
| WebDAV   | ❌ No      | ❌ No        | Not supported        |

***

## Post-Deployment & Change Management

* Production testing must be validated by the resort.
* flaik does not store historical payroll file versions. You must archive them manually.
* Changes made post-signoff may incur a development fee.

| Type                       | Cost    |
| -------------------------- | ------- |
| Bug Fix Post-Signoff       | $0      |
| Format Change Post-Signoff | \~$3000 |
| New Integration            | \~$4000 |


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