Providers must submit Payroll Based Journal (PBJ) data for Oct. 1 – Dec. 31, 2025 by Feb. 14, 2026.
Provided below are key reminders.
- Each staff member (employed directly or by contract) should have a unique employee ID assigned to them. Do not utilize the same employee ID for more than one individual.
- 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 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 or not 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.
- As a reminder, providers need to have Windows 11 installed on their computer to submit PBJ data.
Members may direct their PBJ questions to AHCA at [email protected].
PBJ resources
IHCA will host a two-part virtual PBJ Compliance Workshop, beginning tomorrow, Jan. 15. This workshop is designed to strengthen your PBJ knowledge and survey readiness and is approved for 2.0 contact hours for nurses and administrators. Click here to register and learn more.
Additionally, CMS has several resources to help answer provider questions on PBJ:
- CMS PBJ Website
- Five-Star Technical Users’ Guide
- 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:
- Email: [email protected]
- Schedule a service call at CCSQ Support Central
- Live chat at CCSQ Support Central
Providers should be aware that CMS support will only be available through Friday, Feb. 13, 2026, until 7:00 p.m. CST. However, all files for this deadline need to be submitted by Feb. 14, 2026, at 10:59 p.m. CST.
Policy questions should be directed to [email protected].