| Upcoming PBJ Deadline Reminder | https://publish.ahcancal.org/News-and-Communications/Blog/Pages/Upcoming-PBJ-Deadline-Reminder-.aspx | Upcoming PBJ Deadline Reminder | | | | | 4/14/2026 4:00:00 AM | | <p></p><div>PBJ reporting deadline is fast approaching; now is the time to get your data polished, verified, and ready to submit without the last-minute scramble. As a reminder, providers must submit their Payroll Based Journal (PBJ) data for Quarter 2 (January 1 – March 31, 2026) by May 15, 2026. </div><div><br></div><div><strong>PBJ Data Specifications Update – Use the New XML File (Version 4.10.0) </strong></div><div><br></div><div><strong>As providers prepare their submission, please remember: </strong></div><div><br></div><div><ul><li>All PBJ XML files must be submitted using Version 4.10.0. <a href="https://www.cms.gov/files/zip/pbj-excel-xml-template-v-4-10-0.zip" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">https://www.cms.gov/files/zip/pbj-excel-xml-template-v-4-10-0.zip </a> <br></li><li>Any XML file submitted using a prior version will be rejected. </li></ul></div><div><br></div><div><strong>What’s Changing in Version 4.10.0 </strong></div><div><br></div><div><ul><li>Users will no longer be able to submit more than 22.5 hours per employee ID per day across all job titles. <br></li><li>If your facility uses linked employee IDs, continue to ensure that the total hours for one system ID (representing one person) do not exceed 22.5 hours. <br></li><li>Users will no longer receive a warning for hire or termination dates for 2026 and beyond. </li></ul></div><div><br></div><div>Providers should confirm that their internal systems and any contracted vendors have fully transitioned to Version 4.10.0 before submitting Q2 data. </div><div><br></div><div><strong>Submit Medical Director Hours </strong></div><div><br></div><div>Please ensure that the Medical Director’s hours are accurately captured and submitted as part of your PBJ file. If you have questions about what is reportable for your Medical Director, please reach out to <a href="mailto:regulatory@ahca.org" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">regulatory@ahca.org</a> for more information. </div><div><br></div><div><strong>Conduct an Internal Review of PBJ Data Before Submission </strong></div><div><br></div><div>Regardless of whether PBJ data is submitted internally or through a third-party vendor, providers should complete a thorough internal review before finalizing their submission. While vendors can support the process, the facility remains ultimately responsible for the accuracy and completeness of all reported data. </div><div><br></div><div>At a minimum, providers should: </div><div><br></div><div><ul><li>Verify all reported hours, including Medical Director hours <br></li><li>Review PBJ validation reports for errors or warnings <br></li><li>Confirm that no files were rejected during submission <br></li><li>Ensure the correct reporting quarter was selected <br></li><li>Validate employee IDs and job codes for accuracy </li></ul></div><div><br></div><div><span style="font-size:11pt;"><strong>Validate Early: Review Your PBJ Reports </strong></span></div><div><br></div><div>Before the deadline, providers should: <br></div><div><br></div><div><ol><li><strong>Review the Final File Validation Report </strong></li><ul><li><span style="font-size:11pt;">When submitting XML files, always confirm that the file was accepted, contains the correct data, reflects the correct quarter, and includes all facilities intended for submission. <br><br></span></li></ul><li><span style="font-size:11pt;"><strong>Review All PBJ CASPER Reports </strong></span></li><ul><li><span style="font-size:11pt;">The Final File Validation Report is generated and stored in CASPER within 24 hours of submission. </span></li><li>This report identifies whether the file was accepted or rejected and lists any warning or fatal errors. </li></ul></ol></div><div><br></div><div><span style="font-size:11pt;"><strong>CMS Resources for PBJ Support </strong></span></div><div><span style="font-size:11pt;"><br></span></div><div><span style="font-size:11pt;">CMS p</span><span style="font-size:11pt;">rovides several tools to assist providers: </span></div><div><ul><li><a href="https://www.cms.gov/medicare/quality/nursing-home-improvement/staffing-data-submission" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">CMS PBJ Website</a> </li><li><span style="font-size:11pt;"><a href="https://www.cms.gov/medicare/provider-enrollment-and-certification/certificationandcomplianc/downloads/usersguide.pdf" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">Design for Care Compare Nursing Home Five-Star Quality Rating System: Technical Users’ Guide January 2026 </a></span></li><li><span style="font-size:11pt;">iQIES Service Center for technical assistance </span></li><ul><li><span style="font-size:11pt;">Email: iqies@cms.hhs.gov </span></li><li><span style="font-size:11pt;">Schedule a service call via CCSQ Support Central </span></li><li><span style="font-size:11pt;">Live Chat via CCSQ Support Central </span></li></ul></ul></div><div><br></div><div>All files must be submitted by <strong>May 15, 2026, at 11:59 PM ET. </strong></div><div><br></div><div>For policy questions, contact: <strong>NHStaffing@cms.hhs.gov </strong></div><div><br></div><div>Members may direct PBJ questions to <a href="mailto:regulatory@ahca.org" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">regulatory@ahca.org. </a><br></div><p></p> | PBJ reporting deadline is fast approaching; now is the time to get your data polished, verified, and ready to submit without the last-minute scramble. | |
| Revised PBJ Data Specifications Now Available | https://publish.ahcancal.org/News-and-Communications/Blog/Pages/Revised-PBJ-Data-Specifications-Now-Available-.aspx | Revised PBJ Data Specifications Now Available | | | | | 2/24/2026 5:00:00 AM | | <p><span style="font-size:11pt;">Providers should note that a revised version of the PBJ Data Specifications is now available. Version 4.10.0 has a restriction on the maximum value per day per Employee ID for the item hours to be 22.5. Edit -4015 has been deleted and replaced with new edit -4025. </span></p><div><br></div><div>Providers are encouraged to start using this version as after April 1, 2026, XML files submitted with other versions will be rejected. </div><div><br></div><div>Providers can find the updated specifications and an Excel template under the <a href="https://www.cms.gov/medicare/quality/nursing-home-improvement/staffing-data-submission" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">Downloads section</a>. </div><div><br></div><div>The QIES help desk can provide assistance at <a href="mailto:iqies@cms.hhs.gov" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">iqies@cms.hhs.gov</a>.<br></div><p></p> | Providers should note that a revised version of the PBJ Data Specifications is now available. | |
| Upcoming PBJ Deadline Reminder | https://publish.ahcancal.org/News-and-Communications/Blog/Pages/Upcoming-PBJ-Deadline-Reminder--.aspx | Upcoming PBJ Deadline Reminder | | | | | 1/29/2026 5:00:00 AM | | <p><span style="font-size:11pt;">Pr</span><span style="font-size:11pt;">oviders must submit Payroll Based Journal (PBJ) data for October 1 – December 31, 2025 by </span><strong style="font-size:11pt;">February 14, 2026. </strong></p><div><br></div><div>CMS released an updated Errata V4.00.2 in December 2025. The optional hire and termination dates previously could not exceed December 31, 2025. This update has removed this restriction and updated the date to December 31, 2050. Providers are encouraged to review additional details on this update <a href="https://qtso.cms.gov/news-and-updates/action-required-pbj-system-update-occurred-december" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">here</a>. </div><div><br></div><div>If you utilize a vendor for your PBJ submissions, confirm that they are aware of this change. If you create the XML submission files in-house, update the specifications. CMS also has a <a href="https://qtso.cms.gov/news-and-updates/action-required-pbj-system-update-occurred-december" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">template file</a> that is available. </div><div><br></div><div>As a reminder, when submitting XML files, please review that the file has been accepted via the Final File Validation Report. This report is created and stored in the CASPER reporting system within 24 hours of submission. Remember to submit your data early to review this and other PBJ CASPER reports. </div><div><br></div><div>Members may direct their PBJ questions to AHCA at <a href="mailto:staffdatacollection@ahca.org" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">staffdatacollection@ahca.org</a>. </div><div><br></div><div>CMS has several resources to help answer provider questions on PBJ: </div><div><br></div><div><ul><li><a href="https://www.cms.gov/medicare/quality/nursing-home-improvement/staffing-data-submission" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">CMS PBJ Website </a> <br><br></li><li><a href="https://www.cms.gov/medicare/provider-enrollment-and-certification/certificationandcomplianc/downloads/usersguide.pdf" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">Five-Star Technical User Guide</a> <br><br></li><li>Technical questions should be directed to the iQIES Service Center. <em>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: </em></li><ul><li><span style="font-size:11pt;">Email: <a href="mailto:iqies@cms.hhs.gov%E2%80%8B" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">iqies@cms.hhs.gov </a> </span></li><li><span style="font-size:11pt;">Schedule a service call at <a href="https://cmsqualitysupport.servicenowservices.com/ccsq_support_central" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">CCSQ Support Central </a> </span></li><li><span style="font-size:11pt;">Live Chat at <a href="https://cmsqualitysupport.servicenowservices.com/ccsq_support_central" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">CCSQ Support Central </a> </span></li></ul></ul></div><div><br></div><div>Providers should be aware that support will only be available through Friday, February 13, 2026, until 8:00 PM ET. However, all files for this deadline need to be submitted by <strong>February 14, 2026, at 11:59 PM ET. </strong></div><div><br></div><div><ul><li>Policy Questions should be directed to: <a href="mailto:NHStaffing@cms.hhs.gov%E2%80%AF" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">NHStaffing@cms.hhs.gov</a>. <br></li></ul></div><div><br><br></div><p></p> | Providers must submit Payroll Based Journal (PBJ) data for October 1 – December 31, 2025 by February 14, 2026.
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| First Payroll Based Journal (PBJ) Deadline of the Year Coming Up | https://publish.ahcancal.org/News-and-Communications/Blog/Pages/First-Payroll-Based-Journal-(PBJ)-Deadline-of-the-Year-Coming-Up.aspx | First Payroll Based Journal (PBJ) Deadline of the Year Coming Up | | | | | 1/6/2026 5:00:00 AM | | <p></p><div>Providers must submit Payroll Based Journal (PBJ) data for October 1 – December 31, 2025 by February 14, 2026. </div><div><br></div><div>Provided below are key reminders. </div><div><br></div><div><ol><li>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. <br><br></li><li><span style="font-size:11pt;">Providers should follow the instructions in the <a href="https://www.cms.gov/Medicare/Quality-Initiatives-Patient-Assessment-Instruments/NursingHomeQualityInits/Downloads/PBJ-Linking-Methodology.pdf" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">employee ID linking file</a> 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). <br><br></span></li><li><span style="font-size:11pt;">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. <br> </span></li><li><span style="font-size:11pt;">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. <br><br></span></li><li><span style="font-size:11pt;">As a reminder, providers need to have Windows 11 installed on their computer to submit PBJ data. </span></li></ol></div><div> </div><div><span style="font-size:11pt;">Members may direct their PBJ q</span><span style="font-size:11pt;">uestions to AHCA at <a href="mailto:staffdatacollection@ahca.org" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">staffdatacollection@ahca.org</a>. </span></div><div><br></div><div>CMS has several resources to help answer provider questions on PBJ: <br><br></div><div><ul><li><span style="font-size:11pt;"><a href="https://www.cms.gov/medicare/quality/nursing-home-improvement/staffing-data-submission" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">CMS PBJ Website </a> <br><br></span></li><li><span style="font-size:11pt;"><a href="https://www.cms.gov/medicare/provider-enrollment-and-certification/certificationandcomplianc/downloads/usersguide.pdf" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">Five-Star Technical User Guide </a> <br><br></span></li><li><span style="font-size:11pt;">Technical questions should be directed to the iQIES Service Center. Note that due to the upcoming deadline, they anticipate a high volume of calls and emails. They can be reached via one of the following methods: <br><br></span></li><ul><li><span style="font-size:11pt;">Email: <a href="mailto:iqies@cms.hhs.gov%E2%80%8B" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">iqies@cms.hhs.gov </a></span></li><li><span style="font-size:11pt;">Schedule a service call at <a href="https://cmsqualitysupport.servicenowservices.com/ccsq_support_central" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">CCSQ Support Central </a></span></li><li><span style="font-size:11pt;">Live Chat at <a href="https://cmsqualitysupport.servicenowservices.com/ccsq_support_central" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">CCSQ Support Central</a> </span></li></ul></ul></div><div><br></div><div><span style="font-size:11pt;">Providers should be aware that support will only be available through Friday, February 13, 2026, until 8:00 PM ET. However, <strong>all files for this deadline need to be submitted by February 14, 2026, at 11:59 PM ET. </strong></span></div><div><br></div><div><span style="font-size:11pt;">Policy Questions should be directed to <a href="mailto:NHStaffing@cms.hhs.gov" data-feathr-click-track="true" data-feathr-link-aids="60b7cbf17788425491b2d083" target="_blank">NHStaffing@cms.hhs.gov</a>. </span></div><p></p> | Providers must submit Payroll Based Journal (PBJ) data for October 1 – December 31, 2025 by February 14, 2026.
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