Payroll-Based Journal (PBJ) is CMS’s quarterly collection of auditable nursing home staffing data, including eligible employed, agency and contract staff hours. Submit through iQIES, reconcile the records and confirm acceptance within 45 calendar days after the quarter ends. CMS uses PBJ data in public staffing information and the Five-Star staffing rating.
PBJ reporting calendar
The CMS recurring calendar below identifies the reporting period, not the date you run payroll. Confirm the current instructions before submitting.
| Staffing period | Submission due |
|---|---|
| October 1–December 31 | February 14 (following year) |
| January 1–March 31 | May 15 |
| April 1–June 30 | August 14 |
| July 1–September 30 | November 14 |
CMS publishes the reporting calendar and submission instructions. Leave time to investigate and correct rejected records before the deadline.
Confirm iQIES access before the quarter closes
CMS moved PBJ submission to iQIES on August 17, 2026. The former QIES PBJ system is read-only. The submission owner needs the appropriate PBJ roles in iQIES; confirm access for a backup as well. Keep the validation results with the submitted file so a successful upload is not confused with acceptance of every record.
Use the printable checklist above for an internal handoff: the preparer assembles payroll and agency evidence, the reviewer investigates differences, and the submission owner records the final validation result. These are suggested responsibilities, not additional CMS staffing positions.
What changed in the federal staffing rule
Effective February 2, 2026, CMS repealed the 2024 requirements for 3.48 total nursing hours per resident day (HPRD), including 0.55 RN and 2.45 nurse aide HPRD, and an RN onsite 24 hours a day, seven days a week. Those provisions are not current federal staffing minimums. The repeal did not remove the duty to provide sufficient nursing services or all other nursing requirements. State staffing requirements also need a separate check.
The remaining federal rule generally requires licensed nursing services around the clock and RN services for at least eight consecutive hours daily, seven days a week, subject to applicable waivers. Staffing must still meet assessed care needs. Use the amended regulation in the repeal rule and your facility assessment when reviewing coverage.
What to report and when
CMS requires quarterly PBJ submissions within 45 days after the quarter ends. Check the final acceptance report before that deadline. Only data submitted and accepted by the deadline enter the staffing calculations; do not assume a later correction will revise the published rating. Swing-bed providers are outside this PBJ reporting requirement.
- Reconcile eligible paid hours for services performed with payroll, time records and agency records. Schedules, paid leave and unpaid volunteer hours are not substitutes for eligible hours.
- Use the correct job codes and stable employee identifiers. Include eligible agency and contract staff, and avoid counting the same hours in two roles.
- Apply the CMS meal-break rule: deduct 30 minutes for each eight-hour shift, even when a break was paid or worked through. Check the PBJ manual and FAQ for longer shifts and other circumstances.
- Review the daily census CMS derives from MDS assessments. A census discrepancy needs investigation in the underlying assessment records.
How the staffing rating uses the data
The July 2026 Five-Star guide uses six measures: adjusted total nursing, RN and weekend total nursing HPRD, plus total nursing turnover, RN turnover and administrator departures. RN hours include job codes 5, 6 and 7: the RN DON, RNs with administrative duties and RNs. Eligible administrative nursing hours are not excluded simply because they are administrative.
Case-mix adjustment uses MDS information and PDPM nursing groups. Missing submissions and certain audit or RN-coverage findings can produce a one-star staffing rating. The technical guide explains the specific exceptions; a one-star staffing rating does not create a universal three-star cap on the overall rating.
Your next quarterly review
We suggest assigning one owner for the export, a second person for reconciliation and a final check of the acceptance report before the deadline. Keep the submitted file, supporting records and any corrections together. Review the staffing preview report alongside the underlying data before deciding that a rating change reflects a change in operations.
Sources and applicability
We checked these sources on . This guide covers federal requirements for Medicare- and Medicaid-certified nursing homes. State licensing and assisted living requirements need a separate check. Use the current agency notice for your facility and involve the appropriate clinical or legal adviser for decisions.
- Federal staffing repeal — effective February 2, 2026 (opens in a new tab)
Repealed HPRD and 24/7 RN provisions; amended 42 CFR 483.35 nursing services requirements.
- CMS PBJ submission guidance (opens in a new tab)
Quarterly deadlines, submission resources and the PBJ Policy Manual.
- CMS PBJ policy FAQ — August 2026 (opens in a new tab)
Reporting eligibility, eligible paid hours, meal deductions and job-role reporting.
- CMS Five-Star Technical Users’ Guide — July 2026 (opens in a new tab)
Inspection, staffing and quality measure methodology; overall rating and SFF exceptions.