Survey/Regulatory: PBJ Q2 Deadline Reminder
The Payroll Based Journal (PBJ) submission deadline for Quarter 2 (January 1 – March 31, 2026) is May 15, 2026, at 11:59 PM ET. It is recommended that providers submit well before the deadline. Early submission gives you time to identify and correct rejected files, resolve validation errors, and resubmit if needed without the pressure of an expiring deadline.
Use the New XML File – Version 4.10.0 Required
All Q2 submissions must use Version 4.10.0 of the PBJ XML template. Files submitted using any prior version will be automatically rejected. Download the updated template here: www.cms.gov/files/zip/…
Key changes in Version 4.10.0 include the following. Submissions will no longer be accepted if an employee ID reflects more than 22.5 hours in a single day across all job titles – if your facility uses linked employee IDs, verify that total hours per system ID do not exceed this threshold. Additionally, users will no longer receive warnings for hire or termination dates entered for 2026 and beyond.
Confirm that your internal systems and any contracted vendors have fully transitioned to Version 4.10.0 before submitting.
Don’t Forget Medical Director Hours
Medical Director hours must be accurately captured and included in your PBJ submission. If you have questions about what is reportable for your Medical Director, contact us at [email protected].
Complete an Internal Review Before Submitting
Whether your facility submits PBJ data directly or through a third-party vendor, the facility remains ultimately responsible for the accuracy and completeness of all reported data. Before finalizing your submission, at minimum you should verify all reported hours including Medical Director hours, meal breaks are excluded, review PBJ validation reports for errors or warnings, confirm no files were rejected during submission, ensure the correct reporting quarter was selected, and validate employee IDs and job codes for accuracy.
Validate Early – Review Your CASPER Reports
Review your Final File Validation and CASPER Reports for acceptance, reflection of the correct quarter, accurate data, and inclusion of all intended facilities.
Early submission is especially important this quarter given the version change to 4.10.0. If your file is rejected due to a version or data error, early submission ensures you have adequate time to correct and resubmit before the May 15 deadline.
CMS Support Resources
CMS provides several tools for PBJ assistance. The iQIES Service Center is available for technical support via email at [email protected], through live chat on CCSQ Support Central, or by scheduling a service call through CCSQ Support Central.
Additional guidance is available through the CMS PBJ Website CMS PBJ Website and the Design for Care Compare Nursing Home Five-Star Quality Rating System: Technical Users’ Guide January 2026.
For policy questions, contact CMS directly at [email protected].
Members with PBJ questions may also contact [email protected].
