Providers must submit Payroll Based Journal (PBJ) data for October 1 – December 31of 2024 by February 14, 2025. Provided below, are key reminders.
- Each staff member (employed directly or contract) should have a unique employee ID assigned to them. Do not utilize the same employee ID for more than one individual. The 1702D Individual Daily Staffing Report provides a list of staffing hours per employee per day. This can be utilized to ensure that an employee ID is not accidentally assigned to more than one staff member.
- Providers should follow the instructions in the employee ID linking file to link an old employee’s ID with a new one. This ensures continuity in reporting an employee’s hours when their ID changes (e.g., due to a change of vendor).
- For every 8 hours of work, providers must exclude 30 minutes for a meal break. This must be deducted regardless of whether the meal was paid for or unpaid, and whether the break was taken. If a longer break was taken, that time must be excluded.
- Submit data early so you have time to run and review PBJ CASPER Reports and make necessary corrections prior to the submission deadline. If any errors are identified, they must be corrected before the final submission deadline. Please note that corrections will not be accepted after this deadline. The 1702S Staffing Summary Report provides information on the number of staff by job title and the total hours reported for the given job title. This report can be helpful in identifying if there are zero hours reported for a particular job title (e.g. zero RN hours). The 1703D Job Title Report can also be helpful in drilling down by work date the staffing hours for a particular job title. This can be particularly helpful to ensure that there are RN hours for each day.
- Hours should be reported under the primary role of a staff member. If there is a complete shift in an individual’s role for a given timeframe, then providers can report hours under the new role.
- Currently, the version of Ivanti utilized for PBJ submission cannot be utilized in Chrome OS. Providers need to utilize Microsoft Windows OS version 10 or 11 to submit data.
CMS has several resources to help answer provider questions on PBJ:
- Technical questions should be directed to the iQIES Service Center. Note due to the upcoming deadline, they anticipate a high volume of calls and emails. They can be reached via one of the following methods: