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Run: PBJ Staffing Data Reconciliation Audit

A quarterly PBJ Staffing Data Reconciliation Audit template for checking payroll, schedules, and agency invoices before CMS submission. Use it to catch misma...

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Audit Scope and Submission Readiness

Quarterly reporting period matches the intended CMS submission window critical (required)

Record the start and end dates for the quarter under review and confirm they match the submission period.

Facility CCN and legal entity information match source records critical (required)

Verify the CMS Certification Number and facility legal name are consistent across PBJ, payroll, and contract documentation.

Yes No N/A

PBJ submission file version and export date documented

Capture the file version, export date, and preparer name for traceability.

Supporting source documents available for the full quarter critical (required)

Confirm availability of payroll registers, timecards, approved schedules, agency invoices, and prior correction logs.

Yes No N/A

Payroll Time Record Reconciliation

Total reported hours reconcile to payroll time records critical (required)

Enter the variance between PBJ reported hours and payroll/timekeeping hours for the quarter.

Direct care staff hours are supported by time records critical (required)

Verify nursing, therapy, and other direct care hours are traceable to approved time records.

Yes No N/A

Overtime, shift differentials, and missed punches reviewed for accuracy

Confirm payroll adjustments were reviewed and reflected correctly in the PBJ export.

Yes No N/A

Unworked paid time excluded from PBJ submission critical (required)

Verify PTO, holiday pay, bereavement, and other non-worked paid time were excluded where required.

Yes No N/A

Time record exceptions documented and resolved

List unresolved exceptions such as missing punches, duplicate shifts, or manual edits and note the resolution status.

Contract Labor and Agency Invoice Validation

Agency hours reconcile to approved invoices critical (required)

Enter the variance between PBJ contract labor hours and invoiced hours for the quarter.

Contract labor staff have valid vendor and assignment documentation critical (required)

Verify each agency worker included in PBJ has supporting vendor records, assignment dates, and role documentation.

Yes No N/A

Invoice dates and service periods align to the reporting quarter

Confirm invoices and service periods fall within the quarter being submitted or are properly allocated.

Yes No N/A

Duplicate agency entries identified and removed critical (required)

Check for duplicate hours, duplicate invoices, or repeated staff identifiers in the PBJ file.

Yes No N/A

Contract labor exceptions documented with corrective action

Document any invoice mismatches, missing vendor support, or disputed hours and the corrective action taken.

Role Mapping and Staffing Category Accuracy

Staff job titles map correctly to PBJ reporting categories critical (required)

Confirm each employee and contractor is assigned to the correct PBJ category for the hours reported.

Yes No N/A

Licensed staff credentials verified for reported role critical (required)

Confirm licenses, certifications, and expiration dates support the role reported in PBJ.

Yes No N/A

Administrative and support hours excluded from clinical categories

Verify non-clinical hours were not misclassified as nursing or therapy hours.

Yes No N/A

Staffing category exceptions reviewed with department leadership

Document any disputed role mappings, reclassifications, or approval decisions.

Submission Controls, Corrections, and Approval

All identified variances corrected or formally explained critical (required)

Verify all material discrepancies have been corrected in the source data or documented with justification.

Yes No N/A

Correction log includes issue, owner, due date, and resolution status critical (required)

Confirm a complete log exists for all findings and corrective actions.

Yes No N/A

Final PBJ submission reviewed and approved by authorized leader critical (required)

Authorized approver signs off on the reconciled PBJ submission prior to CMS filing.

Note (optional)

Submission readiness status critical (required)

Select the final readiness status for CMS submission.

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