Setting Up Employees, Contractors & Timesheets

Office Puzzle now supports paying providers as either Contractors or Employees. This article shows you how to:

• Set a provider's Employment Type (Employee or Contractor) and effective date
• Add a pay Rate that matches that type
• Generate a Timesheet that automatically calculates regular and overtime hours for the Employees

This applies to any agency paying staff as W-2 employees rather than 1099 contractors; most commonly agencies operating outside Florida.

Part 1: Set the Provider's Employment Type

1. Go to Users and select the provider.
2. Click the Manage tile.
3. On the General information tab, scroll down to the Employee information section.
4. Set Employment type to Employee or Contractor.

• Choosing Employee reveals a checkbox: “Is this employee exempt from overtime calculations?” Only check this if the employee should never accrue overtime.

1. Set the Effective date — the date this employment type (and any new rate) starts applying.
2. Click Save.
3. Confirm the warning(s) that appear (employment type changes can affect payroll calculations) by clicking Confirm / Yes, proceed.

Part 2: Add a Rate

1. In the Select Rate option window, choose New Rate. If the provider already has other active rates, you'll also see Rates to Copy — this rolls existing rates forward under the new employment type instead of starting from scratch.
2. Enter the Amount, Currency, and Interval.

• Contractors can be paid Hourly, per Unit, or per Event.
• Employees can only be paid Hourly — this is required so overtime can be calculated.

1. Confirm the Start date (defaults to the employment effective date) and add an End date if this rate is temporary.
2. Optionally add an Alias, restrict to specific Billing codes, and choose which Clients the rate applies to (defaults to All clients).
3. For Employees, use the Exempt toggle if this specific rate should be excluded from overtime. This is separate from the profile-level exemption checkbox — see Troubleshooting if you're not sure which one you need.
4. Click Create.

Part 3: Generate a Timesheet

Timesheets group a provider's billable events into a weekly pay period and calculate what they're owed, including overtime.

1. Open the Timesheets section and choose which employee(s) to generate timesheets for.
2. Search for and select the events to include. Events can be filtered by Payer, Client, event type, billing code, and document status.
3. Generate the timesheet. The system automatically calculates Regular hours (the first 40 hours in the work week) and Overtime hours (anything beyond that, at 1.5× the regular rate) based on the employee's state — unless they're marked exempt.

Timesheet statuses

Viewing, printing & exporting

• Each timesheet lists the employee, hours (regular vs. overtime), and a system-generated reference number.
• Expand a timesheet to see the underlying events: date, appointment name, hours, rate, and amount.
• Print an individual timesheet to PDF.
• Export a selection of timesheets to Excel, including generated date, pay period, reference number, provider, hours, overtime hours, amount, and status.

Troubleshooting