1 | Payroll Integration Overview

Payroll Integration Overview & Scope of Work

Audience: Resorts, Implementation Leads, Payroll Admins

Overview

flaik exports finalized ski instructor pay records—including hourly wages and incentives—in flat .CSV format to your payroll system. Resorts can either manually download this file or set up an automated nightly transfer via FTP, SFTP, or AWS S3.

Who Is Involved

Role	Responsibility
Resort Admins	Manage configuration, testing, daily operations, and coordination with the payroll provider
Payroll Providers	Define formatting requirements and validate file ingestion
flaik	Builds the export file structure, deploys it, and provides setup documentation. Does not manage third-party integrations.

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What Is Required to Begin

• A working sample file that has been uploaded to and validated by the resort’s payroll system

• A complete list of Paycodes, Jobcodes, and Business Structures used in the payroll system

• Resort-led configuration of these values in flaik (initial upload can be done by flaik if provided)

• A defined list of test cases covering different pay types and incentives

• A complete understanding by the resort of how to upload a file to their payroll provider, verify it was ingested correctly, and identify and respond to any ingestion errors

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Responsibilities Breakdown

✅ flaik Responsibilities (Included in Standard Integration)

Task	Description
Provide Initial Guidance	Share integration expectations and documentation
Review Completed Example File	Validate format and data alignment with flaik export structure
Create Requirements	Build file config based on working sample provided by resort
Deploy Export	Set up and push to both staging and production environments
Create Documentation	Write configuration and process KB articles for resort use
Initial Upload of Codes	Upload resort’s provided list of pay/job/business codes as a one-time courtesy
Conduct 1 Clarification Call	Join one meeting with payroll provider if needed to clarify file setup

⚠️ Resort Responsibilities

Task	Description
Coordinate With Payroll Provider	Act as project manager for the integration. flaik does not coordinate third-party systems
Request Template & Credentials	Get the .CSV upload format, required fields, codes, and FTP/SFTP/S3 settings from payroll provider
Populate & Test File	Fill out the template with test data and perform a manual upload to validate the format before involving flaik
Submit Working Example	Send validated working file to flaik for requirements build
Configure Data in flaik	Upload and maintain paycodes, jobcodes, and business structures after initial setup
Define & Validate Test Cases	Build test scenarios (e.g. teaching, training, incentive types) and confirm that data appears correctly in the payroll system
Perform Full End-to-End Testing	Download export from flaik and manually upload to payroll system for validation prior to go-live
Learn Payroll Provider Upload Process	Work with the payroll provider to fully understand how to:

• Upload a file

• Verify that it was ingested correctly

• Identify and resolve any file or ingestion errors

• Document these steps in an SOP for internal training and operations | | Create Daily SOP | Establish internal process for:

• Manually uploading payroll export or

• Verifying success of automatic FTP/SFTP/S3 delivery | | Create Contingency SOP | Establish a fallback process in case of failed automated delivery (e.g. manual upload) |

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What flaik Does Not Do (Unless Under a Paid Consulting Contract)

These services are available only under an additional project management agreement:

Task	Notes
Manage Coordination With Payroll Provider	Ongoing project management across stakeholders
Join Multiple Meetings	First call included; others billed hourly
Help Populate Payroll Template	Resort is expected to complete this
Assist With File Rejections	Resort must work with provider directly unless otherwise scoped
Perform Go-Live Testing	Resort is responsible for ingestion testing and validation
Assist with internal Process and SOPs	Resorts are responsible for creating documentation, training, and managing internal change.

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Summary of Roles

Task	flaik	Resort	Payroll Provider
Define payroll format & fields	❌	✅	✅
Provide example/template file	❌	✅	✅
Populate test file with real data	❌	✅	✅
Validate file format in payroll system by uploading a mock up	❌	✅	✅
Join kickoff/clarification call	✅	✅	✅
Create Requirement for new file format from mock up test file	✅	❌	❌
Develop and Deploy code for new file on resort's flaik site staging/production	✅	❌	❌
Maintain required jobcodes/paycodes and business structures in flaik	❌	✅	❌
Define how jobcodes/paycodes and business structures will be set up and configured	✅	❌	❌
Configure jobcodes/paycodes and business structures in flaik	❌	✅	❌
Deploy export to staging/production	✅	❌	❌
Create test data in flaik to create test file for upload	❌	✅	❌
Perform upload testing with file from flaik	❌	✅	✅
Provide ongoing testing help	💬 Contract required	✅	✅
Maintain daily & fallback SOPs	❌	✅	❌
Learn file upload and validation process from payroll provider	❌	✅	✅

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Final Notes

• Resorts are responsible for leading the integration between flaik and their payroll provider.

• flaik does not manage third-party vendors and is not responsible for the success of ingestion into external systems.

• Resorts must learn from their payroll provider how to upload files, verify ingestion, and troubleshoot file errors—and document this internally.

• Testing should occur before go-live, using real pay data, finalized entries, and a complete test file uploaded to the payroll system.

• Additional project management support is available at an hourly rate. Contact your flaik representative if you need help coordinating the integration.