Payroll-Based Journal (PBJ) Hours Format Top 8 Things to Know

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Every quarter, HHI receives phone calls from nursing facilities seeking help with submitting the CMS required data for nursing home staffing. While there is a multitude of reasons causing errors in submission, HHI provides you with some insight on a very common area of opportunity: the hours format.

 

The below tips will save you a significant amount of time AND money:

 

  1. Be certain to convert hours into the CMS PBJ Formula.

    When an employee punches a clock, the Time Clock Format for the calculation of hours may be different than the PBJ Format requirement.


    Scenario #1:
    Employee A works from 9:00 a.m. to 3:03 p.m.
    Time Clock Format: 6.10 hours
    CMS PBJ Formula: 6.20 hours

     

    Scenario #2:
    Employee A works from 9:00 a.m. to 3:08 p.m.
    Time Clock Format: 6.25 hours
    CMS PBJ Formula: 6.20 hours

     


    Conversion from minutes to tenths of an hour:
    01 to 06 minutes = 0.1

    07 to 12 minutes = 02

    13 to 18 minutes = 0.3

    19 to 24 minutes = 0.4

    25 to 30 minutes = 0.5

    31 to 36 minutes = 0.6

    37 to 42 minutes = 0.7

    43 to 48 minutes = 0.8

    49 to 54 minutes = 0.9

    55 to 60 minutes = 1.0

     

    1. The excel spreadsheet will not be accepted if the hours are too many decimal points.

      Scenario #1:
      Employee A works from 9:00 a.m. to 3:03 p.m.
      Not accepted: 6.20 hours
      Accepted: 6.2 hours

       

      Scenario #2:
      Employee A works from 9:00 a.m. to 3:08 p.m.
      Not accepted: 6.25 hours
      Accepted: 6.3 hours


      1. How do you convert the hours from 6.25 to 6.3?

         

        Excel Steps: 

         

        a. Create a new column with the function: TRUNC(C5,1) and

        b. Copy that down through all the rows.

        c. The C5 is referencing the column looking to remove the decimals.

        d. That function truncates/removes the numbers beyond the 1st decimal place.

        e. Copy that column back into the original column!

         


        1. Enter each employee’s time worked for each day.

         

        1. The workweek is from Sunday through Saturday.


        2. Time entered is calculated infractions, not as direct hours, and minutes.

          • Users will need to round to the nearest 10th when converting minutes to fractions. Facilities may opt to round to the nearest 100th when entering hours.

           

          • DO NOT report actual minutes worked. For example, if an employee works 7 hours and 33 minutes, 7.33 shall not be reported. The correct time to report would be 7.6 hours or 7.55 hours. Please see below for examples.

cmsnursingdata

 

 

Click below to download the PBJ User's Manual.

Click here to Download PBJ User's Manual Version 2.5

 

Harmony Healthcare International (HHI) is hosting our 9th Annual Post-Acute and Long Term Care (PALTC) Interdisciplinary Symposium on Thursday, October 21st, 2021, and Friday, October 22nd, 2021 at the Encore Boston Harbor resort and casino.

Click below to register and for more information!

Click Here to Register for harmony21

harmony21 website
 
 

Topics: Blog, PBJ


Kris Mastrangelo, OTR/L, LNHA, MBA

WRITTEN BY

Kris Mastrangelo, OTR/L, LNHA, MBA
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