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)

For employees who reside in the District of Columbia (DC), or New Jersey (NJ), California (CA), or Rhode Island (RI), note the following. You have additional state-specific reporting requirements under the Affordable Care Act. You must report any employees who resided in any of these four jurisdictions during a particular reporting year. You must also report the specific months when those employees resided in any of those jurisdictions.

Before filing your ACA reporting with state-specific information, ensure that you have done the following:

Confirming Your State IDs

When filing state-specific reporting, the relevant state IDs are required. By default, the state IDs reported are defined in the jurisdiction settings.

To confirm your State IDs:

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

  2. If you have 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 earned income in DC in any month, they are considered a resident of DC for that month for ACA reporting purposes. This is true even if they resided in another state.

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

Viewing and Editing an Employee’s State History

The state history records an employee’s residence in the four mandated states (DC, NJ, CA, and RI). If an employee moved into or out of a mandated state during a month, they are considered as residents of that state during that month.

When you install or update the ACA SuiteApp, the employees’ state histories are generated from the system notes on the employee record. Subsequently, when you edit an employee’s address on the employee record, their state history is updated.

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 of the field you want to edit.

  6. For each time period when the employee resided in a mandated state, enter the State, Start Month, Start Year, End Month, and End Year. To indicate that you manually edited the state history, check the Is Manually Added box.

  7. Click Save.

Verifying Employee State History Information

When you are 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 that can be viewed in Microsoft Excel.

  4. Click the state-specific tabs to view the months of the year, the full-time employee count, and overall employee count for employees residing in those states. Each tab also shows the appropriate State ID.

Related Topics

General Notices