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Are You Ready for a Payroll-Based Journal (PBJ) Audit?

Posted by Allyson Edwards on Jul 24, 2017 10:51:45 AM
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PBJ Audit

In this letter, the Centers for Medicare and Medicaid Services (CMS) introduces their Payroll-Based Journal staffing audit team.

The letter also states that the team will “examine payroll records and other auditable data along with PBJ submission data to identify if staffing is being reported accurately based on hours staff are paid to work.”

This data may include:

  • Payroll information
  • Timekeeping systems
  • Invoices for contracted staff
  • Interviews with staff responsible for PBJ data entry 

Although this is just a pilot and there will not be any sanctions or negative actions taken based on the findings, the PBJ audit team will still request this information in an electronic format:

  1. Contact name, phone number and email address of the person who should be contacted by the audit team to address any questions or requests for additional information.
  2. Daily census summary report for the quarter including billed days at each payer source. Please only submit the number of residents by payer source per day, and do NOT submit any resident names.
  3. Crosswalk between the employee ID numbers used for the PBJ submission and the employees on the payroll records and any contracted employees.
  4. Crosswalk between the job title code/labor category code per the PBJ submission to the job titles per the payroll/time keeping systems.
  5. Daily time system reports, timecards or punch detail reports with quarterly totals.
  6. Payroll records and reports.
  7. Nursing Staffing Assignment and sign-in sheets supporting the daily schedule.
  8. Description of payroll job code/department listings used in the payroll system.
  9. Invoices to support all contracted personnel reported on the PBJ submission. Invoices should include name, job title, dates, daily hours, and/or other information used to calculate daily hours worked.
  10. Documentation and the methodology used to support any employee for whom a portion of total hours worked are included on the PBJ submission. For example, a nurse in a hospital-based facility who splits time between the hospital and the SNF.
  11. Payroll records for any corporate office employees who are being included on the PBJ submission and not included on the nursing home’s payroll.
  12. Documentation (e.g., contract, invoices paid) and the methodology used to support the hours worked submitted for the Medical Director(s).

This blog was written by Ally Edwards, Marketing Guru at PeopleGuru. This post may not be copied or published without PeopleGuru's express written permission.

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