Our recommendation
The CMS PBJ Excel to XML template is free and works when one Excel-proficient person can enter a clean quarter by hand. It does not import payroll files, combine agency hours, or stop an invalid file from exporting. PBJ software is worth it once you have several sources, a reviewer, or more than a few dozen staff. EasyPBJ covers both ends: free to prepare any quarter, and free to download for up to 25 employees.
CMS template and EasyPBJ at a glance
| Your task | CMS Excel template | EasyPBJ |
|---|---|---|
| Cost | Free | Free to prepare; free download up to 25 employees; $149 per quarter above |
| Getting hours in | Type or paste one row per employee per day | Import payroll and agency CSV, TSV, XLSX, or XLS files |
| Invalid data | Warns at export but still writes the file | Review findings block an unresolved filing before export |
| Several sources | Combine them yourself before pasting | Import each source and reconcile them |
| Overnight shifts | Split by date yourself | Confirm overnight allocation from clock times |
| Audit trail | None beyond your own workbook | Source row, mapping, and review decision behind each hour |
| Facilities | One facility per file | Separate workspaces; one account can access several |
| Submission | Your facility uploads in iQIES | Your facility uploads in iQIES |
What the CMS template asks your staff to do
The template’s Instructions tab describes these steps:
- Turn on Excel’s Developer tab, once per computer.
- Delete the example row, then fill in the Header, Employees, and Staffing Hours tabs. Repeat the employee ID, job title code, and pay type code for every day reported.
- Delete any tab you did not fill in, or the export fails. Set processType to replace or merge.
- Export to XML from the Developer tab, then zip and upload the file.
CMS also recommends downloading a fresh copy of the template each time and testing with a subset of records first. A facility with 60 staff working 90 days can need several thousand Staffing Hours rows in a quarter.
See how the review works.
Follow example records through the EasyPBJ sample.
Where template errors slip through
- Lost leading zeros. Employee IDs must stay text. Excel turns 00042 into 42 when a cell format changes, and that can split one person into two.
- Invalid files that still export. The schema warning is a pop-up. If it is dismissed, the bad file is saved.
- Totals that match but are wrong. An extra eight-hour row for one employee and a missing one for another leave the total unchanged. The template has no source to check against.
- Agency hours. Contract staff come from invoices and agency spreadsheets, so they are often pasted in last and checked least.
See the PBJ errors and review checklist for what to verify before any upload.
When the free template is enough
The template is a reasonable choice when the quarter is small, every hour comes from one clean export, and someone on staff is comfortable with Excel XML maps. Run the result through the free PBJ XML checker before uploading, and read the CMS validation report afterward.
When PBJ software pays for itself
Software earns its place when you combine payroll and agency sources, when a second person reviews the filing, or when rebuilding thousands of rows every quarter takes a day of staff time. EasyPBJ imports the files you already have, reuses your mappings next quarter, and keeps the evidence for each hour.
Smaller quarters stay free. Above 25 unique employees per facility, downloads need the $149 quarterly subscription. Start with the free sample, then read the payroll CSV and Excel to PBJ XML guide.
Common questions
Is there a free way to create PBJ XML files?
Yes, two. CMS’s Excel to XML template is free for anyone. EasyPBJ is free to import and review a whole quarter, and free to download when the quarter has up to 25 unique employees per facility. Neither requires a card.
Does the CMS Excel template check my data?
Only against the XML schema at export, and it still writes the file when that check fails. It does not compare hours to payroll, catch duplicate agency records, or confirm job title codes.
Can I check a file I made with the template?
Yes. The free PBJ XML checker reads it in your browser against record rules and the 4.10.0 structure, without uploading it. A clean result is not CMS acceptance.
Does the template work with current Excel?
CMS says it was designed for Excel 2010 and exports through Excel’s Developer tab. Not every Excel version offers those XML tools, so test with a small subset of records first, as CMS recommends.
Sources and comparison notes
Prepared with AI assistance from the linked public sources and EasyPBJ’s current workflow. Prices, features, and availability can change; confirm current terms with each provider. EasyPBJ is not endorsed by CMS or by the other companies named here.
- CMS: PBJ Excel to XML Template v4.10.0 (ZIP)
Its Instructions tab says the template was designed for Excel 2010, requires Excel proficiency, can export XML that is not valid with only a warning, and does not auto-correct. Read October 17, 2026.
- CMS: Staffing Data Submission (PBJ)
Lists the PBJ Excel to XML Template v4.10.0 and data specifications, and states that files with versions other than 4.10.0 are rejected from April 1, 2026. Checked October 17, 2026.
- EasyPBJ: pricing and free download allowance
Free preparation, free downloads for quarters with up to 25 unique employees per facility, and $149 per facility per quarter above that. Checked October 17, 2026.
- EasyPBJ: supported payroll file layouts
CSV, TSV, XLSX, and XLS imports with confirmed mappings. File import, not a direct payroll connection. Checked October 17, 2026.
- EasyPBJ: free PBJ XML checker
Checks a PBJ XML file in the browser against record rules and the 4.10.0 structure. The file is not uploaded. A clean result is not iQIES acceptance. Checked October 17, 2026.
Make the comparison with a filing in front of you.
Prepare and review your quarter in EasyPBJ free. Downloads are free up to 25 employees per facility per quarter; larger quarters are $149 every three months. Import payroll, review the details, and prepare your filing package.
Want a professional second check? Add a $49 PBJ consultant review for one facility’s quarterly filing, written findings, and one follow-up check of corrections. Your team confirms timing and payment with us before the review starts.