TimeWorksPlus Knowledge Base

Payroll Based Journal (PBJ Report)

Last Updated: Aug 04, 2017 03:25PM MDT

PBJ can be run for CMS
from the Reports Menu
The Payroll Based Journal Report, found in the Reports Menu of TimeWorksPlus, is used for companies in the health care industry that need to report staffing data to the Center for Medicare and Medicaid Services (CMS).

The method for creating this report has changed as of July of 2017.

Changes have been made to how this report is generated in TimeWorksPlus:
  • It now has its own link under the reports menu. It no longer needs to be generated with the Download Activity File. However, the setup of the rule remains the same.
  • The report will now generate a ZIP file for uploading to CMS.
  • The report can be exported in XLS for Excel.
  • The report can be previewed in the interface itself.
  • It is now easier to select the date range of the report.
  • The report also now allows for greater versatility when multiple facilities reside in one TimeWorksPlus account.
 This article explains how to run the report for your quarterly CMS reporting.

Where to Find the Report

The PBJ report is now an individual report found under the Reports Menu. 

IMPORTANT: This report will not be visible unless you have already setup and configured the Payroll-Based Journal Processing Rule.

Creating the Report

After clicking the report link, you will be taken to a page where you can define the parameters of the report.

The PBJ Report page

Facility ID

The Facility ID defaults to the value set in the PBJ Processing Rule. In most cases, you will not need to change this value, however, if your timekeeping account contains multiple facilities, you can click Change to enter a different Facility ID. That Facility ID will appear in the report header.

Type of Report (Merge or Entire Quarter)


PBJ can be run for the entire prior quarter
or segments of the prior or current quarter
PBJ needs to be uploaded to CMS quarterly. The Type of report dropdown has options to run it for both the current and previous quarters.

If you need to run a merge report to add data to existing data in CMS, there is an additional option to run the report for a selected date range within those quarters. That option is used if you are merging the report with an existing report already uploaded to CMS.

Report Filtering

The report can also be filtered by employees and/or clock prompts.
 
The filters will default to All employees (including inactive) with no clock prompt filtering. That is generally all that is required for most facilities. However, if you have multiple facilities tracked in one timekeeping account, these options provide a way to generate a report per facility. Please see the section below titled Multiple Facility IDs for more information on this process.

Exclude Categories


Non-worked categories need to be excluded from PBJ
CMS does not require PBJ reporting on non-worked hours categories like vacation or holiday. With the Exclude Categories dropdown, you can select which punch categories are excluded from the report.

Running the Report

The PBJ report has three options for generating the report:
  • View Report creates an on-screen preview of the report. This can help you double check the report before submitting it to CMS.

    A preview of the PBJ report
  • Download XML (.zip) creates the format specifically required by CMS.
  • Download Excel creates a spreadsheet with all the pertinent data for your records.

Errors

Time card errors, like missing punches or invalid codes, will prevent the report from being generated. If any of these errors are present in your data, you will see a notification detailing all the errors.
 
More on PBJ errors can be found in the KB article PBJ Errors.

Midnight Cutoff

CMS requires a midnight-to-midnight reporting period, so it's important to remember that the PBJ Report automatically splits times at midnight. So, regardless of any split scripts or reporting date rules you may have running on your site, the report will strictly cutoff any hours that span two quarters.

Multiple Facility IDs


Filtering the PBJ report by employees with "Main St" in their location field
Filter by Employee Setup Fields
One way to generate individual reports for different facilities is to put a facility identifier in an Employee Setup field, like the Location field. This works if you have multiple facilities in one account and employees only work at one facility:
  1. Use the radio button to the right of Employees to Include to choose Select by criteria.
  2. A series of dropdowns will appear for creating a filter expression based on Employee Setup values. In the example below, the filter will include all employees (active and inactive) that have "Main St" in the Location field of Employee Setup.
  3. Next to the Facility ID field, click Change and enter the Facility ID that is needed for this report.
Now, when you generate the report, it will include only employees at the "Main St" location and add your designated Facility ID to the report.
 

Filtering the PBJ by clock prompt data

Filter by Clock Prompts
The Additional Filtering option provides a way to run the report on a subset of employees based on clock prompt data. This works for situations where you have multiple facilities in one timekeeping account and employees work at multiple facilities. Through a location stamp or employee entry, the facility ID will be entered with each punch. This requires setting up a clock prompt to collect this data.
  1. Use the dropdown to the right of Additional Filtering to select a clock prompt by its field name.
  2. Choose the clock prompt value for which you want to filter the report. In the example below, we could filter the report by one of the three listed facility IDs.
  3. Next to the Facility ID field, click Change and enter the Facility ID that is needed for this report.
Now, when you generate the report, it will include only time card data that was entered with the selected clock prompt data and add your designated Facility ID to the report.
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