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.

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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.

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Integration Lifecycle

Step-by-Step Process

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

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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.

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Configuration Cheat Sheet (Resort Admin)

Element	Where to Configure
Paycodes	Admin – Upload required codes
Jobcodes	Admin – Upload required codes
Business Structures	Admin – Upload required codes
Paid Activities	Add required codes from uploaded lists
Incentive Pay	Add required codes from uploaded lists

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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

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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