Reminder: Upcoming Payroll Based Journal Deadline

Providers must submit Payroll Based Journal (PBJ) data for January 1 – March 31, 2025 by May 15 at 11:59 p.m.   

Key Reminders:  

1. 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.  
2. 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).   
3. For every eight 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.  
4. 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. Check out this AHCA webinar on Payroll-Based Journal: Best Practices for Submitting Data.  

Members may direct their PBJ questions to AHCA at staffdatacollection@ahca.org.     

CMS has several resources to help answer provider questions on PBJ, including:    

• CMS PBJ Website    
• Five-Star Technical User Guide    
• 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. It can be reached via one of the following methods:    

– Email: iqies@cms.hhs.gov   
– Schedule a service call at CCSQ Support Central   
– Live Chat at CCSQ Support Central    

• Policy Questions should be directed to NHStaffing@cms.hhs.gov.    

Source: AHCA/NCAL