PBJ File Rejected? Let's Fix It.
The post addresses common reasons for CMS rejection of PBJ files in residential care facilities—such as duplicate employee IDs, incorrect time calculations, improper shift hour reporting, and missing contract staff hours—and promotes WorkforceHub from Swipeclock as an easy-to-use, automated solution designed to reduce errors, ensure compliance, and streamline PBJ reporting.
Today’s post is for PBJ (Payroll Based Journal) managers at residential care facilities who have had a PBJ file rejected by the CMS. Whether you entered the data manually or used a PBJ reporting platform, you are probably anxious to identify and correct the problem to regain compliance, reduce your audit liability, and substantiate the high quality of care provided at your facility.
Manual PBJ Increases the Risk of File Rejection
Manual PBJ data entry is tedious and vulnerable to human error. Investing in an automated system will save you time and money and protect you from violations. WorkforceHub from Swipeclock takes the hassle out of PBJ compliance with a system that is quick, easy and affordable. The PBJ tools in WorkforceHub aren’t an afterthought; they were designed to meet the challenges of real-world SNF staffing configurations right from the start.
The Most Advanced PBJ Solution
If you used an automated system with PBJ functions but your file was still declined, perhaps the PBJ tools are substandard or too complicated to use. WorkforceHub PBJ tools are user-friendly and can be set up in minutes.
Regardless of why your file was rejected, WorkforceHub has the solution. Here is a list of the most prevalent reasons PBJ reports are not accepted:
- Duplicate Employee ID Numbers: The ID is a unique identifier and cannot be assigned to another member of current or former staff. This ID cannot include any PII (Personally Identifiable Information) such as a Social Security number.
- Incorrect Calculation of Time Worked: Employee time worked is calculated in fractions rounded to the nearest 10th.
- Reporting Hours by Shift vs Date: Hours reported are assigned to a calendar day which ends at midnight. For example, if a staff member covers a shift that starts at 9:00 PM on 10/7/2017 and ends at 5:00 AM on 10/8/2017, 3 hours would be entered for 10/7/2017 and 5 hours for 10/8/2017.
- Not Reporting Hours for Contract or Agency Staff: Hours for each staff member furnishing patient care (including agency and contract employees) must be reported.
- Wrong File Type: The CMS only accepts XML files.
- Job Code Errors: When an employee’s primary role changes during a shift, the report must include a job code for each individual primary duty.
- Reporting Hours for Meals: Paid or unpaid meals should not be included in the hours reported.
- Data Not Auditable or Verifiable: The report submitted cannot be a stand-alone record. It must be corroborated by other records such as time cards, payroll records, invoices, or employee contracts.
No More Compliance Headaches
By implementing WorkforceHub, you can eliminate each of these PBJ errors going forward. Call 888-223-3450 today to schedule a demo. We can help you get all of your information entered quickly and show you how easy it is to use WorkforceHub to handle your PBJ reporting timely and accurately.
Note: The requirement to submit hire and termination dates was originally mandatory but in 2017 the inclusion became optional.
Swipeclock offers WorkforceHub, the unified Human Resources portal that makes it easy to optimize the performance of your managers, employees, and organization.
WorkforceHub includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile. We’ve just added onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHub is created for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and decrease labor costs.
We can get you up and running with WorkforceHub immediately. Contact us today to request a demo.
Or are you interested in becoming a reseller? Check out the Swipeclock partner advantage now.
Related
How to Cover Your Bases With PBJ: Are You In Compliance?
The blog post explains how skilled nursing facility owners can ensure compliance with mandatory Payroll Based Journal (PBJ) reporting by using WorkforceHub from Swipeclock, a specialized system designed to simplify and accurately manage complex staffing scenarios—including multiple job codes, contract and agency personnel, and multi-facility work—while providing comprehensive, CMS-compliant PBJ reports that track direct care hours, staff turnover, and resident census data.
Swipeclock Workforce Management: Making PBJ Compliance Simple
Swipeclock's WorkforceHub is a cloud-based workforce management solution designed to help long-term healthcare facilities comply with the complex Payroll Based Journal (PBJ) requirements mandated by CMS by accurately tracking employee data, time and attendance, and resident census information, thereby simplifying PBJ reporting and avoiding penalties without the need for a dedicated PBJ coordinator.
Not PBJ Compliant Yet? Relax. We've Got Your Back.
The article explains the Payroll Based Journal (PBJ) regulation requiring long-term healthcare facilities to submit detailed staffing and census data to CMS, effective from July 2016, and promotes Swipeclock's WorkforceHub—featuring TimeWorksPlus and TimeSimplicity—as an automated solution to simplify PBJ compliance and avoid penalties.
PBJ File Rejected? Let's Fix It.
The post addresses common reasons for CMS rejection of PBJ files in skilled nursing facilities—such as duplicate employee IDs, incorrect time calculations, improper shift hour reporting, and missing contract staff hours—and promotes WorkforceHub from Swipeclock as an efficient, user-friendly automated solution designed to reduce errors, save time, and ensure compliance.
Workforce Management News: Making PBJ Compliance Simple
Swipeclock’s WorkforceHub offers a cloud-based, automated suite of tools designed to help long-term healthcare facilities comply with the complex Payroll Based Journal (PBJ) requirements mandated by CMS by accurately tracking employee data, staffing hours, and resident census information to avoid reporting errors and penalties without needing a dedicated PBJ coordinator.
Why You Need Automated WFM for Salaried Employees
Automated Workforce Management (WFM) systems are essential for companies with salaried employees to ensure compliance with labor laws, manage overtime effectively, analyze resource allocation through job codes, reduce HR administrative burdens, and optimize overall workforce performance, as exemplified by Swipeclock's WorkforceHub platform.