1. Employee Management
  2. Employees
  3. Compliance
  4. Affordable Care Act (ACA) Reporting
  5. Setting up the ACA Reporting SuiteApp

Setting up the ACA Reporting SuiteApp

This section includes the requirements and procedures for installing the ACA Reporting SuiteApp.

Watch the following help video for information about setting up the ACA Reporting SuiteApp.

Prerequisites for Installing the ACA Reporting SuiteApp

Important:

Important: To use the ACA Reporting SuiteApp, you need to have SuitePeople U.S. Payroll active during the filing year.

Before installing the ACA Reporting SuiteApp, go to Setup > Company > Setup Tasks > Enable Features (Administrator) and enable the following features:

Subtab

Feature

Employees

Payroll

SuiteCloud

Custom Records

Client SuiteScript

Server SuiteScript

Applicable Large Employer (ALE) Member Information

To use the ACA Reporting SuiteApp, you’ll need to enter the legal name as it should appear on tax forms. You must also enter an employer identification number (EIN) for at least one subsidiary. For more information, see Creating Subsidiary Records. If you have employees you’re setting to part-time, their subsidiaries should have at least one payroll earning item type. For more information, see Creating Payroll Items.

Note:

If you use NetSuite OneWorld and subsidiaries share the same EIN, they use the same ALE record. Employees from those subsidiaries are included in one ACA file when filing. Subsidiaries with different EINs have different ALE records and need to file ACA information separately.

Install the ACA Reporting SuiteApp

Only users with the Administrator role can install the ACA Reporting SuiteApp. This is a managed bundle and updates automatically whenever there are changes.

After you install the SuiteApp, the Affordable Care Act (ACA) subtab appears on employee records, and you can access the ACA landing page. For more information, see Updating Employee Records for ACA and View the ACA Landing Page.

You can disable the ACA Reporting SuiteApp at any time. When you do, billing stops and information for the current year is deleted. All filing data from previous years is kept for at least 7 years.

To install the ACA Reporting SuiteApp, go to Customization > SuiteBundler > Search & Install Bundles, then click Advanced.

Use the following information to search for the SuiteApp:

  • Bundle Name – Affordable Care Act (ACA) Reporting

  • Bundle ID – 147355

For more information about installing SuiteApps, see Installing a Bundle.

Note:

If you don't see the Install button or can't find this SuiteApp, it might not be shared with your account. Contact Customer Support to get access.

After the ACA Reporting SuiteApp Is Installed

Before you use the ACA Reporting SuiteApp, you’ll need to do the following:

Roles and Permissions

Each role that needs access to the ACA Reporting SuiteApp must be listed on the ACA Grant Permissions page. To assign roles, go to Setup > Customization > ACA Grant Permission (Administrator).

Roles assigned to this permission can perform the following tasks:

Granting Additional Permissions to Custom Roles

Starting version 1.11.4, custom roles used by the SuiteApp require an additional permission.

To add the required permission to custom roles:

  1. Go to Setup > Users/Roles > User Management > Manage Roles.

  2. On the Manage Roles page, click Edit beside the name of the custom role.

  3. On the Role page, click the Permissions subtab.

  4. On the Custom Record subtab:

    1. Select ACA CRUD Get Select List.

    2. Set the level to Full.

    3. Click Add.

  5. Click Save.

  6. Repeat steps 1 – 5 for all custom roles used with the ACA Reporting SuiteApp.

Important:

If the Advanced Employee Permission feature is enabled in your account, only users with the Administrator, Payroll Manager, or Human Resource Generalist roles can perform tasks or access features within the ACA Reporting SuiteApp. Using custom roles with Advance Employee Permission enabled may result in limited access or permission errors when using ACA Reporting SuiteApp features.

If you use the Advanced Employee Permission feature, users with custom roles require additional permissions to update ACA-related fields in employee records. To grant access, add the ACA-related fields to the permission records assigned to your custom role.

To add the required ACA-related fields to custom roles:

  1. Go to Setup > Users/Roles > Manage Permissions.

  2. Click Edit or Customize next to the employee permission record assigned to your custom role.

    To know which permission is assigned to your custom role, see Setting Employee Access for Advanced Employee Permissions.

  3. On the Fields subtab, click a line in the list.

  4. From the Records Type list, select Employee.

  5. From the Fields list, select each of the following ACA-related fields, clicking Add after each one:

    • ACA Curr Employee Info

    • Limited Non-Assessment Period End Date

    • Employee's Age as of January 1 of Filing Year

    • Override Limited Non-Assessment Date

    • Void 1095-C Form

  6. Click Save.

Setting up a Default Recipient for ACA Notifications

You’ll want to set up a default recipient for ACA notifications. The default recipient gets an email whenever changes for multiple employees in ACA reporting are finished. This includes when an ACA offer of coverage plan is assigned to multiple employees or when several employees are marked as part-time.

To set up a default recipient for ACA notifications:

  1. Go to Setup > Company > Preferences > General Preferences (Administrator).

  2. Click the Custom Preferences subtab.

  3. From the Email Notification Recipient list, select the default recipient. The recipient must be an employee.

  4. Click Save.

View the ACA Landing Page

To access the ACA landing page, go to Transactions > Employees > Affordable Care Act (Administrator). You can also go to Payroll and HR > Payroll > Affordable Care Act (Payroll Manager). Here, you'll find the steps you need to complete for pre-filing and filing.

Note:

If the ACA SuiteApp was recently updated, you might see an error message saying the ACA landing page isn't available because of a data migration failure. If this happens, you can't use the ACA SuiteApp. Please contact support.

For more details, see the following help topics:

Related Topics

General Notices