Jan 20, 2026
The PBJ system has been updated to accept optional hire and termination dates up to 12/31/2050. CMS helpdesk is starting to get tickets regarding this update, so we are following up with clarifications. Please ensure that your systems are updated so that your submissions are not impacted.
The full memo is posted here: https://qtso.cms.gov/news-and-updates/pbj-errata-v4002-updated-fatal-edit-4019.
Errata V4.00.2 is posted here: https://www.cms.gov/medicare/quality/nursing-home-improvement/staffing-data-submission
Vendors or in-house programming
The hire and termination fields are optional, and are only validated if they are present. The errata has changed the validation value from 12/31/2025 to 12/31/2050. Any programming you have in place must reflect the 2050 date to be in alignment with the current data specs. If it does not, your clients may be forced to bypass your system and submit directly via the PBJ application in order to be compliant with the submission deadline.
Users/facilities
It’s possible your vendor or in-house programming is making the update, but it’s not ready yet. Or they may have missed the memo and are unaware a change needs to be made. You will need to verify.
- If you are unable to use vendor or in-house programming to create an XML file, you can use the template located here: https://www.cms.gov/files/zip/pbj-excel-xml-template-v4000.zip
- If you are unable to use vendor or in-house programming to submit an XML file, you can zip your XML files and submit them via the PBJ app directly. If you are unsure how to do that, the PBJ Provider User Guide is located here: https://qtso.cms.gov/system/files/qtso/PBJ_Provider_User_Guide_4.00.1.pdf
- If you were provided with an XML file generated internally, and it contains hire or termination dates past 12/31/2025, you could ask for those to be removed so you can submit through your vendor.
- Since hire and termination dates are optional data for your own reference, you can update them later via an XML or manually in the PBJ app.
- Facilities are ultimately responsible for all data submitted on their behalf, so it is your responsibility to ensure vendors are handling your data accurately.
Reminder: Remote users that use Windows 10 will not be able to access the CMSNet QIES Virtual Private Network (VPN) effective as of 11/15/2025. This is due to Windows 10 being no longer supported by Microsoft as of October 14, 2025. Access to PBJ submissions and CASPER reporting is impacted. The recommendation is to upgrade the end-user device to use Windows 11 or use a different operating system and/or machine. If you have any questions concerning this information, please contact the CMSNet Remote User Helpdesk at mdcn.mco@palmettogba.com or 1 (888) 238-2122.
As always, CMS encourages everyone to submit data well before the submission deadline of 2/14/2026. Q1 2026 has ended and you are in the 45 day grace period. CMS has provided adequate notification, and the PBJ application is always a viable option, so exceptions will not be granted due to vendor or in-house programming issues.