PBJSNAP Frequently Asked Questions

What is PBJSNAP?

PBJSNAP is a single submission solution for payroll based journal reporting. Facility information, contractor information, and census information can all be uploaded into one easy to use program and validated for submission to CMS.

What are the main features of PBJSNAP?

  • Simple to use: PBJSNAP allows you to quickly import your timekeeping, contractor and census data via manual upload or automation
  • Reliable and safe: PBJSNAP is a cloud based solution that allows you to securely generate your required CMSN files on time, from anywhere.
  • Accurate: PBJSNAP helps you get it right the first time, every time. We’ll make sure your data meets CMS requirements.

Can I see a demonstration?

Yes, simply register on the website and you will be contacted within 24-48 hours to schedule a demo

How do I register?

Click on REGISTER NOW on our website (www.pbjsnap.com) and enter your information. We have your information and will contact you within 24-48 hours. Disregard payment information for just a demo.

How long is a demonstration?

Demonstrations usually take between forty-five minutes and an hour to complete.

How do I pay for PBJ if I am interested in purchasing?

Go back to the website (www.pbjsnap.com) and REGISTER NOW again. Choose your preferred payment plan and follow through to the cart with your credit card payment information.

What is included in the implementation fee?

Training and assistance to set up your PBJSNAP account for submission to CMS.

Is there a contract to be signed?

There is a minimum 12-month commitment. Upon first logging into your PBJSNAP account after purchase, you must agree to the User Agreement and BAA. You may review this in advance upon request.

What are the technical specifications required?

PBJSNAP supports the following Web Browsers and are best viewed in 1024x768 resolution:

  • Chrome
  • Microsoft Edge
  • Firefox
  • Internet Explorer
  • Safari

You will need to ensure the following security options are enabled:

  • HTML
  • CSS
  • JavaScript
  • Ajax
  • jQuery

How do I login to my PBJSNAP account?

Go to www.pbjsnap.com and click the LOGIN at the top. You will receive your login information via email after payment has been made.

How do I upload a file into PBJSNAP?

Click the “Upload” button on the left hand side of the page, choose what type of file you will be uploading (staff, hours, or staff and hours), and then select the file from your computer. You can also select a file from your OneDrive account by checking the Upload from OneDrive box above the Upload button. After a file is uploaded, it has to be mapped. To do this, match the categories in your file to the information that CMS wants. For example, the employee ID column in your file would be matched to the Employee ID reporting field in PBJSNAP.

What types of files can be read in PBJSNAP?

PBJSNAP can read most types of files except for a PDF.

How often should I upload a file into PBJSNAP?

The frequency of file uploading is up to you. You could upload every day or every quarter if you wanted to. Generally, the easiest way to upload is every two weeks after payroll is closed.

How do I edit employee information and hourly information once it is uploaded to PBJSNAP?

The option to edit any information in PBJSNAP is located under the “Review” page. There is a small pen and notepad icon to the right of each employee that will allow for employee information editing. There is a small calendar icon to the right of each employee that will allow for hourly information editing.

How do I manually add staff members to PBJSNAP?

In the top right corner of the staff section in the review page, there is an “add staff” button. To manually add a staff member, click this button and fill out the required information. This will include employee ID, job title, pay type, hire date, and termination date (if applicable)

How to I manually add hours into PBJSNAP?

To manually add hours to a staff member, first find that staff member in the review section. You can type their employee ID number into the search bar at the top right of the section to easily find them. Then click on the small calendar icon to the right of their employee ID number. This will drop down to show a week’s worth of days. There will be an “add new hours” button right above these calendar days on the left side. Simply click that “add new hours” button and put in the number of hours and the day the hours are for.

Is there an easy way to see all of the information I have entered in PBJSNAP?

There is an “export” button at the top right hand side of the staff section in the review page. This will create a PDF of all the information that has been entered into PBJSNAP thus far. Be sure before doing this that the correct quarter at the very top of the page has been selected. The PDF will only show information for the selected quarter.

How do I record contractor hours in PBJSNAP?

There are three options for recording contractor hours in PBJSNAP. If they work for a contact company (Therapy, dietary, housekeeping, etc.) the company should be able to send you a file with all of their employee information and hours in it. This file can then be uploaded the same way that a file with your facility employees’ information would be. You can also manually add contractor hours in the review page by using the “add staff” and “add new hours” buttons. The final option would be to create a contract user in PBJSNAP. This would allow contractors to have their own login information and be responsible for recording their own time.

What can a contract user do?

The only thing a contract user can do is record time. They cannot see any other information than the time they have entered.

What information should be recorded in the census?

The census should be the number of beds in the facility that are Medicare and Medicaid certified. Any bed that is using anything other than those two should be recorded as “other”. CMS wants this information as of the last day of the month at 11:59 PM, not a monthly total. So for example, the census for July 2016 would be whatever the census information is on July 31st at 11:59 PM. To add census to PBJSNAP, go to the bottom of the review page and click the “add census” button. Do not count bed holds in the census information.

What is the difference between a regular user and an admin user?

Admin user is the master account holder. The admin user can manage other users, such as add and delete regular users. Both admin users and regular users are able to upload, review, and submit into PBJSNAP.

Where can I see the files that I have generated?

The history button on the left side of the page will show you the name of each file generated and when it was created.

Can I mark these files as accepted or rejected?

Yes, there is a small pen and notepad icon to the right of each file which allows you to mark them as accepted, rejected, or pending. You are also able to delete the files from the submission history page. Be warned though, if they are deleted from this page, you cannot get them back.

Can I upload validation reports and other files into PBJSNAP for storage?

Yes, there is a storage button on the left side of the page. This will allow you to store any file you would like in PBJSNAP. You can store them so that they are backed up on our server, or you can keep all of your PBJ files in one place by storing them here.

What is the facility ID number?

This will be the state assigned facility ID number used to log onto the CMS website.

What employee and hourly information does CMS require?

For the employee information, CMS requires the employee ID number, Job Title, Pay Type, Hire Date, and Termination Date. For hourly information, CMS wants a daily breakdown of the hours. Weekly or bi-weekly totals will not work. It needs to be a breakdown by each day. This means the file could include just a daily total of hours, or the clock punches of each day. The clock punches are the best file to have if available because this will allow PBJSNAP to automatically handle the midnight divide.

What is the midnight divide and what needs to be done about it?

The midnight divide occurs when an employee works over midnight. The hours that they work before midnight would need to be recorded for that day, and the hours worked after midnight would be recorded on the next day. If the file you upload to PBJSNAP has clock punches, PBJSNAP can automatically split the midnight divide hours for you.

What hours should be recorded in regards to PBJ?

Only direct care hours are required to be reported in PBJ. Other staffing members such as housekeeping or maintenance are optional. Anyone working at an assisted living facility should not be reported. You cannot report hours that would be recorded as sick time, vacation time, PTO, education, etc.

If someone splits time between two jobs does the time need to be split for this person?

Yes, if someone spends 5 hours a day doing a CNA’s duties and 3 hours a day doing administrative duties, these hours would need to be recorded as 5 hours CNA and 3 hours Administrative.

Who is considered a contract employee?

Employees who work in your facility, but are not on the facility’s payroll would be contract workers. They can only be reported for your facility’s hours if the facility reimburses them or the company they work for. If a worker bills Medicare or Medicaid directly, their hours should not be reported.

Who submits the file to CMS?

The facility is responsible for submitting the file to the CMS website. Currently, CMS does not allow third party vendors to submit on the behalf of the facilities.

When should I submit files to CMS?

When files are submitted to CMS is up to the facility. There is no limit on the number of times a facility can submit a file to CMS. We would suggest sending one at the end of each month to make sure that there are no errors in the file.

When does the final file submission need to be submitted to CMS?

The final correct submission file for each quarter is due 45 days after the end of the quarter. After the 45th day, no revisions can be made to the submission file. CMS operates on the CMS fiscal year.

What if a file I submit gets rejected by CMS?

If a submission file sent to CMS gets rejected, send us the submitted file and the validation report. We will work with you to get the file corrected and re-submitted to CMS.