1. Employee Management
  2. Employees
  3. Compliance
  4. Affordable Care Act (ACA) Reporting
  5. State-Specific ACA Reporting (DC, NJ, CA, RI)

State-Specific ACA Reporting (DC, NJ, CA, RI)

If you have employees who live in District of Columbia (DC), New Jersey (NJ), California (CA), or Rhode Island (RI), there are additional state-specific reporting requirements under the Affordable Care Act (ACA). You must report any employees who live in these states during the reporting year. You must also report the exact months those employees lived in these states.

Before you file your ACA report with state-specific information, make sure you’ve done the following:

Confirming Your State IDs

When you file state-specific reports, the relevant state IDs are required. By default, the state IDs are defined in the jurisdiction settings.

To confirm your State IDs:

  1. Go to Setup > Payroll > Setup Tasks > Set Up Payroll.

  2. If you use a NetSuite OneWorld account, select the subsidiary from the Subsidiary list.

  3. Click the Jurisdictions subtab.

  4. Click the subtab for the four mandated states:

    1. For the District of Columbia, the State ID is sourced from the OTR Account Number.

    2. For New Jersey, the State ID is sourced from the Taxpayer Identification Number.

    3. For California, the State ID is sourced from the ALE Member’s FEIN.

    4. For Rhode Island, the State ID is sourced from the ALE Member’s FEIN.

Note:

If an employee earns income in DC in any month, they're considered a DC resident for that month for ACA reporting, even if they live in another state.

If you do not configure the states in the jurisdiction settings, NetSuite uses the Employer Identification Number (EIN) from the Company and Subsidiary settings.

Viewing and Editing an Employee’s State History

The state history shows where an employee lived in the four mandated states (DC, NJ, CA, and RI). If an employee moves into or out of a mandated state during a month, they're considered a resident of that state for that month.

When you install or update the ACA SuiteApp, the system creates employees’ state histories from the system notes on their records. If you edit an employee’s address, their state history updates automatically

To view or edit an employee’s state history:

  1. Go to Payroll and HR > Lists > Employees (Payroll Manager).

  2. On the Employees list, click Edit next to the employee whose state history you want to view

  3. Click the Affordable Care Act (ACA) subtab.

  4. Click the State History subtab.

  5. If you need to correct information in the state history, click the row you want to edit.

  6. For each period when the employee lived in a mandated state, enter the State, Start Month, Start Year, End Month, and End Year. If you edit the state history manually, check the Is Manually Added box.

  7. Click Save.

Verifying Employee State History Information

When you're ready to file your ACA compliance, you can view the state history information in the audit log to confirm accuracy.

To verify employee state history:

  1. Go to Payroll and HR > Payroll > Affordable Care Act (Payroll Manager).

  2. Click Generate in the Ready to File section of the ACA landing page.

  3. Click the View Audit Log link to open a file you can view in Microsoft Excel.

  4. Click the state-specific tabs to see the months of the year, full-time employee count, overall employee count, and the State ID for employees in those states.

Related Topics

General Notices