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.
PBJ Data Specifications Update – Use the New XML File (Version 4.10.0)
As providers prepare their submission, please remember:
What’s Changing in Version 4.10.0
- Users will no longer be able to submit more than 22.5 hours per employee ID per day across all job titles.
- 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.
- Users will no longer receive a warning for hire or termination dates for 2026 and beyond.
Providers should confirm that their internal systems and any contracted vendors have fully transitioned to Version 4.10.0 before submitting Q2 data.
Submit Medical Director Hours
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
regulatory@ahca.org for more information.
Conduct an Internal Review of PBJ Data Before Submission
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.
At a minimum, providers should:
- Verify all reported hours, including Medical Director hours
- Review PBJ validation reports for errors or warnings
- Confirm that no files were rejected during submission
- Ensure the correct reporting quarter was selected
- Validate employee IDs and job codes for accuracy
Validate Early: Review Your PBJ Reports
Before the deadline, providers should:
- Review the Final File Validation Report
- 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.
- Review All PBJ CASPER Reports
- The Final File Validation Report is generated and stored in CASPER within 24 hours of submission.
- This report identifies whether the file was accepted or rejected and lists any warning or fatal errors.
CMS Resources for PBJ Support
CMS provides several tools to assist providers:
All files must be submitted by May 15, 2026, at 11:59 PM ET.
For policy questions, contact: NHStaffing@cms.hhs.gov