Reporting And Data

Payroll Based Journal (PBJ)

Latest Update: August 11, 2020

Reporting Information

Under the ACA, long term care facilities must submit information about staff working in direct care. This includes agency and contract staff. Direct care staff are defined by the CMS as anyone that uses interpersonal contact or is involved in residential care management to provide care and services that allows the recipients to attain or maintain the highest achievable mental, physical, and psychological health and well-being.

Responsible Party

Who Must Report?

Nursing homes


When Do I Report?

Quarterly, as follows:

  • February 14 for fiscal quarter 1 (October 1 - December 31)
  • May 15 for fiscal quarter 2 (January 1 - March 31)
  • August 14 for fiscal quarter 3 (April 1 - June 30)
  • November 14 (July 1 - September 30)

Submissions must be received by the end of the 45th calendar day (11:59 PM Eastern Standard Time) after the last day in each fiscal quarter to be considered timely.


How Do I Report?

The PBJ system allows participating companies to submit data:

  • electronically by uploading an XML file (file size limit 5MB).
  • by manually entering the data into the CMS system (see below).
  • using a combination of both.

PBJ information may be entered into the Internet Quality Improvement and Evaluation System (iQIES).

Note: Beginning in 2020, iQIES will replace and consolidate functionality from the QIES, CASPER and ASPEN legacy systems.

Contact Information

Questions regarding the PBJ policy information should be directed to nhstaffing@cms.hhs.gov.

CMS established a tech-support email for any questions when formatting your .XML, which is: NursingHomePBJTechIssues@cms.hhs.gov.


Why Should I Report?

Potential loss of CMS reimbursement for not reporting. Affects star rating on Nursing Home Compare.

Publicly Displayed

Link to the website/ranking/grading/etc. where the data is published

Nursing Home Compare

Note: Check your CASPER reports to help ensure data is submitted accurately.


The legal mandate requiring reporting

Section 6106 of the Affordable Care Act (ACA) requires facilities to electronically submit direct care staffing information (including agency and contract staff) based on payroll and other auditable data.


Any other pertinent information

CMS has defined 40 job descriptions that each have a Labor Category Code and Job Title Code. Staffing hours need to be reported per day per individual staff member under the correct labor category and job title codes.

All of the staffing categories and job titles can be found in the CMS Long Term Care Policy Manual in Table 1.

There are several data points required for each individual registered employee:

  • Employee Unique ID
  • Hire date
  • Termination date
  • Pay type code
    • Non-exempt
    • Exempt
    • Contract

The information required for direct care workers are:

  • The work day and date
  • The job category code
  • The job title code
  • The hours worked per day/date
Although many of these requirements apply to individual medical professionals and other types of hospitals and health care facilities, the information is presented solely to support Critical Access Hospitals. The reporting requirements and legal mandates on this site are not an exhaustive list and Nevada Rural Hospital Partners, Inc. bears no responsibility or liability for any hospitals' or providers' failure to comply with Federal or State laws or regulations.