CMS has moved Payroll-Based Journal (PBJ) submissions and reporting to iQIES. Here’s what senior care providers need to know about the transition, and what it means for the workforce data behind PBJ.
The Payroll-Based Journal (PBJ) system has officially moved to the Internet Quality Improvement and Evaluation System (iQIES).
As of August 17, 2026, all new PBJ staffing data must be submitted through iQIES. The transition is part of CMS's ongoing effort to modernize its systems and improve security.
But there's an important distinction: the PBJ submission system changed. The reporting requirements and quarterly deadlines did not.
Here's what senior care providers and PBJ vendors need to know.
What Changed With PBJ?
Previously, providers submitted PBJ data through the QIES PBJ system. Going forward, iQIES is the required system for PBJ submissions and reporting.
The transition took effect August 17 following the QIES submission cutoff on August 14 at 11:59 p.m. ET. According to the official CMS PBJ Launch Announcement, PBJ Quarter 4 submissions began in iQIES on August 17.
In short:
- QIES: No longer accepts new PBJ submissions.
- iQIES: Required for new PBJ submissions.
- PBJ requirements: No change.
- Quarterly deadlines: No change.
- PBJ reports: Now available through iQIES.
- Historical data: Ten years of PBJ data is being migrated into iQIES.
CMS says the PBJ upload process in iQIES is similar to the familiar QIES process, with in-system guidance available to help users upload files and access reports.
What Providers Need to Do Now
If your organization hasn't completed its iQIES onboarding, make sure the appropriate users have access.
1. Have a HARP account.
Users need a HCQIS Access Roles and Profile System (HARP) account to access iQIES. Go here if you already have a HARP account. If you do not have an account, register here.
2. Request iQIES access.
Users need to request access and select the appropriate PBJ role.
3. Confirm user roles.
PBJ Submitters can upload, edit, view, and report on PBJ data. Provider Security Officials (PSOs) have those capabilities plus the ability to approve user access. Provider Administrators and PBJ Viewers have view and reporting access. Details on role structures are available in the iQIES Onboarding Guide.
4. Make sure vendors have access to each facility.
Vendors must request access for each facility they represent and receive approval from that facility's PSO using the facility's CMS Certification Number (CCN).
One more detail: users who don't log into iQIES for 60 days can lose access under CMS's inactive user policy.
PBJ Reporting Is Now in iQIES
Beginning August 17, users can access and run PBJ reports through iQIES.
One of the biggest benefits for providers is access to 10 years of historical PBJ data, allowing organizations to work with both historical QIES submissions and new iQIES submissions.
CMS has also published updated iQIES reporting resources and user manuals to help providers understand the new reporting environment.
Some legacy QIES and CASPER functionality remains available for a limited period, particularly for accessing certain final validation reports associated with previous QIES submissions.
What Hasn't Changed?
Your PBJ reporting requirements haven't changed. And neither has the quarterly submission deadlines.
Providers should continue focusing on the fundamentals:
- Accurate employee records
- Correct employee IDs and linking
- Accurate hours worked
- Proper tracking of contract and agency labor
- Timely submissions
- Data validation before submission
Because while the submission portal changed, the quality of the data behind your submission still matters.
The PBJ Portal Changed. Your Data Still Matters.
The move to iQIES changes where PBJ data is submitted. It doesn't change where that data comes from.
PBJ reporting still depends on accurate workforce information — including employee records, scheduling, time and attendance, and payroll data.
If those systems are disconnected, PBJ preparation can require hours of manual reconciliation. If workforce data is centralized and connected, organizations can build a more consistent process from the shift worked all the way through the PBJ submission.
That's where the right technology can make a difference.
Simplify PBJ Reporting with Smartlinx
Smartlinx helps senior care organizations centralize the workforce data and create submission files for PBJ reporting.
By connecting HR, scheduling, time and attendance, payroll, and compliance in one platform, Smartlinx gives organizations greater visibility into the data behind their PBJ submissions while reducing manual file preparation.
Smartlinx helps organizations:
- Capture accurate workforce data
- Fast and accurate PBJ reports
- Validate data before submission
- Reduce manual reconciliation
- Improve visibility into staffing and compliance
Request a demo to see how Smartlinx can simplify your PBJ reporting.
