Payroll Based Journal :: Reliant Rehab

Payroll Based Journal

CMS Memo:  

Electronic submission of staffing data through the Payroll-Based Journal (PBJ) is required of all Long Term Care Facilities in 2016. July 1 begins the first date of data collection. You will have up to 45 days to submit data from July 1, 2016-September 30, 2016. The last day to submit data for the quarter is November 14, 2016. ALL nursing homes are encouraged to register to submit data to prepare to meet this requirement and maintain compliance.

Step 1: Obtain a CMSNet User ID for PBJ Individual, Corporate and Third Party users, if you don’t already have one for other QIES applications ( ) (many users may already have this access for MDS submission).

Step 2: Obtain a PBJ QIES Provider ID for CASPER Reporting and PBJ system access ( ) Training: PBJ Training Modules for an introduction to the PBJ system and step by step registration instruction are available on QTSO e-University, select the PBJ option More information is available on the PBJ website.

Payroll Based Journal (PBJ) Checklist courtesy of AHCA

  • Identify a PBJ champion in your organization. This will be the individual that will complete all of the subsequent steps.
  • Become familiar with the requirements of the Payroll Based JournalRead the latest version of the Payroll Based Journal Manual available hereRead the PBJ Policy Manual FAQs, available hereRead the PBJ Technical Specifications, available hereHelp on many of the steps listed here can be found on the QTSO e-University
  • Set up your PBJ user accountObtain a CMSNet User ID ( a PBJ QIES Provider ID (
  • Crosswalk your organization’s staffing categories to the 35 mandatory Job Codes in Table 1 of the PBJ Policy Manual
  • Add staff unique IDs and hire dates into PBJ
  • Determine if you will submit data manually, via XML, or utilizing a combination of the two.Determine how you are going to track hours for contract employees (e.g. therapy, medical directors, etc.)Determine whether your time and attendance vendor has the capacity to support you with PBJ submissions if your time and attendance vendor does not have a solution for PBJ, determine whether or not you would like to explore an alternative vendor. If yes, start researching vendors who offer PBJ solutions. Check out this helpful list of vendors with PBJ solutions from AHCA
  • Submit test data to PBJ
  • Review the PBJ Final File Validation Report in CASPER
  • Review the 1700D Employee Report, 1701D Census Report, and 1702S Staffing Summary reports in CASPER
  • Identify and review any issues that you ran into during the first test submission and start gathering data for a second submission
  • Got questions?• For policy questions, email
  • For technical questions, email
  • You can also email your questions to AHCA staff at


Webinar sponsored by AHCA:   How I Plan on Succeeding with Payroll Based Journal

This webinar was be presented by providers who have successfully submitted data to CMS during the voluntary period. They shared the steps they took, the challenges they faced, and the lessons they walked away with. Attendees will get tips on how to successfully prepare their organization to submit the mandatory staffing data and answers to their questions.

Recorded: Friday, April 29th 11am ET

View the webinar on demandat



Nathan Dikes, Doctorate in Podiatric Medicine

CEO of Sunshine Health Facilities, Inc.


Mary Savoy RN, MS, LNHA, Administrator

Foresthill’s of DC


Lois McCaskey, VP Labor Management – Genesis HealthCare

Nursing Home Administrator – PA


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