Just when you thought payroll and staffing documentation couldn’t get any more complicated, here we go again! Recent changes to Payroll-Based Journal reporting and the use of biometric timekeeping systems have added another layer of concern for nursing home operators. While technology can make tracking employee hours easier, it also brings additional responsibilities. And as we all know, accurate staffing records are critical when it comes to regulatory compliance.

A recent article from McKnight’s Long-Term Care News raises concerns about using biometric technology to track employee hours. Fingerprint scanners, facial recognition and other biometric systems may simplify timekeeping. However, they can also raise questions about employee privacy, data collection and compliance with applicable laws. Before implementing these systems, providers should understand the potential risks and responsibilities.

Meanwhile, the Centers for Medicare & Medicaid Services (CMS) has made changes to how nursing homes submit staffing information. According to a revised CMS memorandum, the Payroll-Based Journal (PBJ) system transitioned to the Internet Quality Improvement and Evaluation System (iQIES) on August 17, 2026. As a result, providers must now submit all PBJ staffing data through iQIES. Although the submission process has changed, reporting requirements and quarterly deadlines remain the same.

Additionally, CMS has released an updated PBJ Policy Manual and Frequently Asked Questions. These resources provide guidance on staffing documentation, reporting requirements and the transition to iQIES. Remember, facilities must maintain accurate records of direct care hours worked. Furthermore, reported staffing information must be verifiable through payroll and other supporting documentation.

So, what does all this mean for nursing home leaders? It might be a good time to take another look at your payroll processes and staffing documentation. Are your systems accurately capturing hours worked? Are staff members reporting their time correctly? Most importantly, can you verify the information submitted to CMS?

And let’s not forget about your payroll and human resources staff! Are they familiar with the updated reporting process? Have they reviewed the current CMS guidance? If your community uses biometric timekeeping, have you considered the privacy and compliance implications? After all, a system designed to make life easier shouldn’t create additional problems down the road.

You know the drill! Take some time to review your current practices and engage the appropriate staff in the conversation. Accurate Payroll-Based Journal reporting isn’t just about meeting a deadline. It also supports transparency and accountability in staffing practices.

I could go on and on. However, I trust you get it. A little proactive attention today may prevent a much bigger headache tomorrow. Get busy, time is ticking!

Stay well and stay informed!