The Payroll Based Journal (PBJ) reports are designed to meet the specifications of the U.S. Centers for Medicare and Medicaid Services. The electronic submission of staffing data is required of all long-term care facilities. We gather the data that is required for these reports for those companies that have need to regularly submit these to the federal government.
PBJ reports are .zip files containing the following:
- PBJ Submission File (merge) – this file contains a list of all employees including the number of days worked, jobs worked on each day, total hours worked, and work type (exempt, non-exempt, and contract).
- PBJ Submission File (replace) – This file contains, for days and employees that were previously submitted, a replacement list per employee of days worked, jobs worked on that day, total hours worked, and work type (exempt, non-exempt, contract)
- PBJ Submission Files (admin) – These files are only required to link or unlink Employee IDs that have already been submitted to the PBJ database.
How to Enable PBJ Reporting
To enable PBJ reporting, Administrators can go to the company profile page by clicking on your name on the upper right, and choosing T&A setup. Simply change "Enable Payroll Based Journal" to "Yes"
Once this is configured, payroll managers are provided access to the PBJ reports. Top-level Administrators may also assign this permission to other team members on the back end. Permissions can be set Under Administration - Company and by selecting the Administrators tab:
And then granting permissions to the PBJ test:
How to set up PBJ codes
There are two ways of setting up PBJ codes, either at the Employee level (if the employee is only working one job) or at the Job level.
Under Administration, choose “Employees,” and select the Employee’s name from the list.
This will bring you to the Employee’s profile page. Choose Employment Info from the menu on the upper left. Here you will see details about this person’s Job title, etc. You can set the PBJ Job code and effective date in the middle of the screen as shown.
In many cases, employees may move between different jobs which require PBJ reporting. The way to handle this is to set the PBJ code from the Job level.
Under Administration, choose the Jobs menu option:
This will return the following screen, which will show a set of basic metadata about each job, including the PBJ Job code. To edit this or update this, click on the edit icon on the right.
You may edit the PBJ code by selecting it from the drop-down menu on the right.
How to set up Locations
PBJ reports must record information about the location of all work being done. Select the location in the above screen, from the location drop-down. This will be pre-populated with a list of different locations that you have already set up. To set up new locations, go to Administration – Company and then choose the first tab, Work Locations.
For each location you must provide a PBJ Facility ID, and a state.
This will ensure that any employees that clock in or out from work at this location will be accurately represented on the PBJ report.
To prepare for the PBJ report, click on Prepare PBJ Report from the menu. You will see a display of all past PBJ report runs.
If you click on the “view” icon on the right, you can see the results of any previous run:
How to Run a PBJ Report
To run a new PBJ report, from the main screen, just click on Create PBJ Report on the upper right.
The Report will run off all recorded records within the last quarter.
How to Handle Exceptions
In most cases, you will run into PBJ report exceptions, each of which must be fixed before the report can successfully complete.
To fix any individual item, you may click “Fix” on the right side of the screen next to the individual whose record needs correction. Alternately you may select multiple items and ignore them and proceed with the report without fixing their information.
By clicking “Fix” you will be prompted with the timesheet that needs to be fixed:
Next you can fix any information associated with any of the jobs included in the report. The application will show you all exceptions with an explanation for how to fix it.
Once these are all fixed, click Continue.
How to Customize CSV Downloads
You will then be brought to a preview screen of the PBJ report, which is available for downloading as a CSV file for your records. You can customize the CSV file by clicking on the gear icon on the right:
Here you can select which fields you wish to display in the spreadsheet.
How to Finalize the Report
When you are ready to finalize the PBJ report, click on the blue Finalize PBJ Report button on the upper right. It is important to note that once the report has been finalized it cannot be changed. You will then see a screen that shows the completed report:
You can then download the report by clicking on the blue button on the upper right labeled “Download PBJ Report.”
This report will be then downloaded as a .zip file, which is ready to be submitted to the U.S. Centers for Medicare and Medicaid Services. It will contain multiple XML files, including the submission file, any replacement files or admin files.