Export Payroll Based Journal

Run, set parameter values, and check the status of this integration.

This integration exports CMS Reportable Hours to a flat file (CSV) and an XML file.

  • Use the CSV file to validate the accuracy of the exported data before you commit to the export.
  • Submit the XML file for import by the Payroll Based Journal (PBJ) system.
Note: CMS = Centers for Medicare and Medicaid Services.
  1. Review the existing payroll file to see the data structure.
  2. Make sure that the following are configured:
    • Business structure with jobs and labor levels
    • Employee assignments to jobs and labor levels
    • Combined paycodes so that the hours are summed for the export
    • Your GDAP access to the PBJExport integration

      See Configure Access to Integrations> Configure the GDAP — Integration Hub.

  3. Go to the login page. Enter your username and password. Click Tap Log In.
  4. Select the PBJ integration
    1. Click Tap Main Menu > Maintenance > Integrations.
    2. Click Tap Run an Integration .
    3. Select the PBJExport integration from the list. Click Tap Select.
    4. (Optional) Enter a unique Integration Run Name to make it easier to identify the run of the integration. Alternatively, use the default name which ends with a date and time stamp.
  5. Set parameters
    1. In FacilityNames, select facilities or Select All. If you select multiple facilities, the integration creates one XML file for each facility.
    2. Enter the Reporting Year.
    3. Select the Reporting Quarter from 1— 4.
    4. Change the time period. Click Tap Select Timeframe or the arrows or . Example: Select the same time period as the most recent punch import.
    5. In File Type, select one of the following:
      Note: CMS requires that some values can use only lowercase letters; other values can use any-case letters. To avoid problems, the administrator may have configured all values in lowercase.
      • full= Contains all values
      • clean(most common) = Excludes negative values and jobs that are longer than 24 hours
        Caution: If employee hours exceed these limits, check the log file and correct the hours.
    6. Processing Type sets how CMS processes the data. Select one of the following:
      • merge(default): Normally, you do not change this default value.
        • If a lookup value has no previous data that is appropriate for a section, that data is added to the PBJ database.
        • If a specific lookup value does have previous data that is appropriate for a section, this data overwrites the corresponding data in the PBJ database.

          Example data and sections: Employee identifier and date for the Staffing Hours section, month end date for the Census section.

      • replace: In exceptional circumstances, select replace to overwrite all previously submitted data for that section in the report quarter with the data in the PBJ submission file.
  6. Run the integration
    1. Select the following:
      • Run Integration : If this is the first time this integration is being run.
      • Re-Run: If this integration has been run before, and the status is not In-Progress, you can run the integration again without entering the parameter values again. Click Tap Yes to continue, or No to not run the integration and to return to the parameter settings.
    2. Wait for the confirmation that the integration completed or failed. Close the panel.
    3. Click Tap Refresh .
    4. To see details, select the integration. Select Run Summary.
  7. Verify the results
    1. In the Integration run details, select Run Summary.
    2. Expand all of the components under Run Summary, and review the information.
    3. If file downloads are configured, select and download the CSV or XML file from the /Outbound/PBJ directory on the SFTP server where the output files are archived after processing. The filenames start with the facility ID.
      Note: If file downloads are not configured, you have to use an FTP utility to download the files.

      Examples:

      • A_PBJ.csv or A_PBJ.xml
      • B_PBJ.csv or B_PBJ.xml
      • C_PBJ.csv or C_PBJ.xml
    4. Open the file and compare the exported data to the mapped paycodes and labor and job codes as required by CMS.
    5. Possible errors include the following: If you see an error, correct the combined paycodes and run the integration again.
      • The hours are greater than 24 for one day: If the File Type is merge.
      • The hours are negative: If the File Type is merge.
      • No valid facility is configured: The path is not defined exactly as in the system. Wildcards may be used, or the hierarchy may require a slash after the facility.
      • No Valid PBJ record. Check the configuration: No employees meet the criteria for the export. Verify the FacilityCRT and PBJJobMapping cross-reference tables, and confirm that the employees worked hours during the time period that is being exported.
    6. If you see no errors, compress (.zip) the XML files from the /Outbound/PBJ directory on the SFTP server and upload to CMS.