Release Notes 25.9.1

7 Release Notes 25.9.1

NetSuite for Government 25.9.1 Release Notes

Revision Date: September 10, 2025

Important:

This document summarizes the changes to NetSuite for Government between 25.9.1 and the previous release. These release notes are subject to change every week.

The 25.9.1 enhancements and changes listed in this document are not available to customers until they are upgraded to NetSuite for Government 25.9.1. Your access to these features and SuiteApps is subject to the terms of service in your NetSuite for Government contract.

Please also review the NetSuite general release notes for a comprehensive view of changes to the release. During this release period, NetSuite version is transitioning from 2025.1 to 2025.2. Customers may be on either release. The general NetSuite release notes are accessible at this link:

https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/book_N3865324.html

NetSuite for Government Version 25.9.1 – Release Date September 10, 2025

Finance:

Encumbrance Settings for Purchase Order:
- The ability to pre-encumber purchase orders through the approval process and encumber on final approval is now available. Simply, configure within NS4G System Setup / Encumbrances / Encumbrance Feature and new purchase orders will pre-encumbered while in Pending Approval status.
- The ability to disencumber rejected purchase orders automatically through the approval process is now available. Simply, configure in NS4G System Setup / Encumbrances / Encumbrance Feature and purchase orders will automatically be disencumbered when in Rejected status.
Budget Adjustment Budget Periods:
- Government Budget Adjustments will now align with a budget period via new start and end dates. The Effective Date is still tracked, and now the budget period will align with the fiscal year or a custom date range, as selected by the user.
- The General Ledger Inquiry and General Ledger Summary reports will now include Government Budget Adjustments date range instead of the single Effective Date.

Various Fixes and Performance Improvements

Corrected an issue where the Available Budget field was blank upon creating a transaction, but then it populated when the user edits and saves the record. This issue occurred on Quick Code forms only.
The Utah State Transparency Report has been corrected for revenues to show as positive values instead of negative.
The Utility Billing to General Ledger interface is now sensitive to the transaction date instead of only the period end date.
Enhanced Quick Code creation to validate Department, Account, and Class/Program against the selected Entity, prompting an error to update these field. The Project field is filtered by Entity, Fund, and Location. On Quick Code Transactions, new Quick Codes should only pull segments that belong to the selected Entity.

Human Resources and Payroll:

Employee Quick Code Group:
- The employee quick code group can be set up to assign the appropriate quick codes to a specific group, which can then be assigned to an employee. As a result, when the employee selects a quick code on their timesheet, the relevant quick code group will appear by default, and only the applicable quick codes will be available for selection.
- Creating and Setting Up Employee Quick Code Groups
  1. Create a New Employee Quick Code Group
    How to create:
    Go to “Payroll and HR > Other Setup” menu in both Classic and Accounting Center views.
    Select New Employee Quick Code Group.
    Key Fields and Options:
    - Name: Enter the name for the Employee Quick Code Group.
    - Description: (Optional) Add any relevant details or notes.
    - Entity: Select the required Entity (subsidiary). This is a mandatory field.
    - Quick Code: Select one or more Quick Codes. This is required. The available codes will be filtered based on the selected Entity.
    Permissions:
    - Finance Director: View access
    - NS4G Payroll Admin: Edit access
    - Administrator: Full access
    - NS4G Scripts: Full access
    - Custom Roles will need to add permission to this custom record.
  2. Updating Related Records with Employee Quick Code Group
    On Position Record use the new field Employee Quick Code Group to default the applicable Employee Quick Code Group for each position.
    
    On Employee Position and Pay Record use the new field Employee Quick Code Group to assign the applicable Employee Quick Code Group for this employee position and pay record if it does not default from the Position record. This field is not mandatory but required for employees to access quick codes.
    
    On the Timesheet
    
    The Quick Code Group field has been added to the NS4G - Time Tracking Quick Code Form, and it appears before the Quick Code field.This field will be automatically populated based on the employee's assigned position and pay record.
    
    For custom forms, users will need to manually add the Quick Code Group field to the form.
    
    The Quick Codes displayed will be filtered according to the selected Quick Code Group, so only relevant codes show.Only users with the correct role set in "Payroll and HR Preferences > Timecard Pay Period" Edit Permission can edit the Employee Quick Code Group on the timesheet. Otherwise, it is read-only for others.

Affordable Care Act (ACA) Reporting:
- For the "Employee ACA Page" and the "Dependent ACA Page":
  In the section titled "Part III: Month(s) of Coverage," if the "Box D - All 12 Months" checkbox is selected, all other individual month checkboxes are disabled and cannot be selected. Conversely, if any of the individual month checkboxes are chosen, the "Box D - All 12 Months" option will be disabled.
Minnesota State Tax update:
1. To setup the applicable filing statuses for the State of Minnesota, navigate to the State Filing Status section.
  1. Edit the following statuses and assign them to Minnesota.
    1. Single; Married, but legally separated; or Spouse is a non-resident alien.
    2. Married.
    3. Married, but withhold at a higher Single rate.
2. To enable the income tax calculation for an employee
  1. Navigate to the Taxes tab, then Federal & State > State Tax Section.
    1. State Tax: Set the State Tax Pay code defined for your agency where the calculation rule is set with State Tax Deduction.
    2. State: Assign Minnesota as the state.
    3. State Dependents/Allowances: Enter the number of Dependent Allowances as per the employee’s Form W-4MN, Line 1.
    4. State Extra Withholding: If applicable, input the extra withholding amount provided by the employee as per the employee’s Form W-4MN, Line 2.
3. Calculation Notes: The employee's wages will be annualized, and standard deductions and dependent allowance values will use annual figures. The final tax amount is then divided by the annual number of pay periods to determine the per-period tax amount.
  For further guidance and detailed calculation information, refer to the official guide provided by the State of Minnesota: https://www.revenue.state.mn.us/sites/default/files/2024-12/wh-inst-25_0.pdf
Timesheet Attestation:
- Employees and supervisors may be required to attest to the accuracy of time worked, while approvers must confirm that they have reviewed and approved the reported time. This process is necessary to meet agency or state compliance requirements such as Minnesota State Statute 412.27 (sections b and c).
  Configuration Steps:
  - Payroll and HR Preferences > Time Tracking Tab
    - Check the "Employee Time Attestation" checkbox.
    - Input the attestation statement for employees in the designated "Time Approver Attestation Statement" field.
    - Check the "Time Approver Attestation" checkbox.
    - Input the attestation statement for approvers in the designated "Time Approver Attestation Statement" field.
  - Workflow Logic
    - Weekly Timesheet Entry:
      - If "Employee Time Attestation" is enabled, the custom attestation statement (as a warning) will display on Save or Submit.
      - If employee confirms (“OK”), the associated attestation field will be set to true for each timebill record.
      - If employee cancels, the timecard will remain it in edit mode and the changes will not be saved.
    - Supervisor Approval:
      - If Time Approver Attestation is enabled in preferences and timesheet is Pending Approval, a banner showing the defined attestation message will display.
      - Upon timesheet approval, the approver attestation field will be set to true.
      - If timesheet is retracted by the employee, the employee attestation for all related time bill records will be removed.
      - If timesheet is rejected, the approver attestation field will remain false.
    - Approve Time Suitelet:
      - A custom view will be needed to display the time approver attestation text in a new column.
      - Banners and pop-ups cannot be used here; rely on view customization.
Minnesota PERA State Compliance Setup:
- State Compliance Defaulted Values: How Value Activation Works
  - Deployment: Values are added as inactive for security and control.
  - Activation: When the state is selected in State Preferences, the associated values are activated and become available for use in payroll processes and reporting.
  Minnesota State Compliance Setup Table: Value Activation for PERA Tracking and Reporting
  
  The following values have been pre-configured and added to the "State Compliance Setup Table" for the state of Minnesota. By default, these values will be released as "inactive". When you assign the State of Minnesota within “Payroll and HR Preferences > State Preferences > State Minnesota”, these values will automatically become active and available for Minnesota PERA (Public Employees Retirement Association) tracking and reporting.
  Retirement Plan Types:
  - Basic
  - Coordinated
  - Police and Fire
  - Privatization
  - Correctional
  - DCP Ambulance
  - DCP Physician
  - DCP Elected Official
  - DCP City Manager
  - Exempt Re-employed PERA Benefit Recipient
  Transaction Type:
  - Regular activity
  - Lump sum payments of unused, accrued compensatory time
  - Grievance pay
  - Lump sum payments that have a retroactive earnings period
  - Omitted Deduction from earnings of member
  Adjustment Type:
  - Adjustment
  - Not an Adjustment
  Utah PERS State Compliance Setup Table: Value Activation for PERS Tracking and Reporting
  
  The following values have been pre-configured and added to the “State Compliance Setup Table” for the state of Utah. By default, these values will be released as “inactive”. When you assign the State of Utah within “Payroll and HR Preferences > State Preferences > State Utah”, these values will automatically become active and available for Utah PERS (Public Employees Retirement System) tracking and reporting.
  Benefit Program:
  - Public Employees Retirement System
  - Public Safety Retirement System
  - Firefighters’ Retirement System
  - Judges Retirement System
  - Legislators Retirement System
  - Governors Retirement System
  - 401k – 401(k) Savings Plan
  - R401k – Roth 401(k) Savings Plan
  - 457b – 457(b) Savings Plan
  - R457b – Roth 457(b) Savings Plan
  - IRA – Traditional IRA Savings Plan
  - Roth – Roth IRA Savings Plan
  Tier:
  - Tier 1
  - Tier 2
  - Ineligible
  Sub Tiers:
  - 009-214
  Transaction Type:
  - Regular
  - Adjustment
  - Special Pay
  - Service Purchase/Redeposit
  - C Loan
  Employee Pay Type:
  - Hourly Base Salary
  - Annual Base Salary
  - Daily Base Salary
Utah Public Employee Retirement System:
- The Selection Query for Utah Retirement System (Aureus) has been updated to the following:
  - Reporting Period Record:
    - System will utilize the "Reporting Period Reporting Date" field to identify the relevant reporting period.
    - The system will retrieve "Employee Pay Period Totals Records" where the associated pay period (custrecord_ns4g_emppayprdtotal_payperiod) has a "Retirement/PERS Reporting Date" (custrecord_ns4g_payperiod_persdate) that "Reporting Period Reporting Date".
    - The system will include the child records "Employee Pay Bucket Totals" and/or "Employee Hour Bucket Totals" to calculate the sums for pay and hour buckets.
    - The system will exclude employees without any employee pay period totals records meeting the specified criteria.
- The Utah State Retirement System report now supports multiple entities. Payroll totals are now matched to the entity (or entities) selected in the Reporting Period.
- When reporting employee contributions to the Utah Retirement System (Aureus), if an employee's tier is set as ineligible, the retirement salary field will be cleared and set to zero. This could be due to a temporary or permanent change in their employment status, but the employee's details should still be reported to the URS. To reflect this change, the pay bucket in the report will be cleared rather than making alterations in the payroll system.
Employee Center View:
- The Suitelet on Employee Center > My Benefits and Pay > Position and Pay Information has been updated to display the following:
  - Position and Pay Record Name
  - Begin Date
  - Closed check box
  - End Date
  - Position
  - Position FTE
  - Salary Schedule/Step
  - Base Wage
  - Wage Type
  - Hourly Pay Rate
  - Annual Salary
  - Reason Code
  - Priority
  - ID
  - Entity
  Please note that the order of fields may differ slightly on the position and pay record. This update applies specifically to the Employee Center and does not affect the employee position and pay record for the classic or accounting centers.
  
  Additionally, records will now be ordered by the End Date in descending order ensuring the most recent end-dated records are prioritized.
HR Tracking Records:
- A new feature has been introduced: the "Employee Trainings" record. This record allows for comprehensive tracking of employee required training and can also track the due date, course completion, completed date, expiration date and if the course is mandatory. Reports can be run to alert users when the training is expiring or incomplete. Trainings can be assigned to employees when accessed via the "Employee Record" tab under the "Tracking" subtab or directly from the main menu under "Payroll and HR" > "Employee Assignments."
  To manage and create new Trainings, Courses, and Classes, navigate to "Payroll and HR" > “Trainings, Courses, and Classes”.
  Regarding permissions, the default settings include the following:
  - NS4G - Payroll Administrator: Edit
  - NS4G - Finance Director: View
  - Administrator: Full Access
  Custom roles require updates to include access to this new record.
Vermont State Employee Tax Calculation:
- Vermont State Tax Setup & Calculation User Guide
  Filing Status Setup:
  1. To setup the applicable filing statuses for the State of Vermont, navigate to the State Filing Status section.
    1. Edit the following statuses and assign them to Vermont.
      
      Single
      
      Married
  2. To enable the income tax calculation for an employee.
    1. Navigate to the Taxes tab, then Federal & State > State Tax Section.
      
      State Tax: Set the State Tax Pay code defined for your agency where the calculation rule is set with State Tax Deduction.
      
      State: Assign Vermont as the state.
      
      State Dependents/Allowances: Input the allowances provided by the employee.
      
      State Extra Withholding: If applicable, input the extra withholding amount provided by the employee.
  Calculation Steps for Vermont State Tax:
  1. Annualize the Wages
    - Retrieve the pay period’s Vermont state taxable wages from the pay bucket (e.g., `ns4g_statetx_pay`).
    - Multiply this wage by the number of periods per year (`custrecord_ns4g_payperiod_periodsperyr`).
    - Example: Weekly wage $1,800 × 52 = "$93,600 annualized wages".
  2. Apply Withholding Allowances
    Calculate the total annual value of withholding allowances:
    
    Get the number of allowances claimed (`custentity_ns4g_taxes_statedependents`).
    
    Multiply by the per-allowance value from the Vermont Withholding Allowance Table (e.g., $5,300).
    
    Subtract this total from the annualized wages.
    
    If the result is negative, set to zero.
    
    Example: 2 allowances × $5,300 = $10,600
    Adjusted wages: $93,600 – $10,600 = "$83,000"
  3. Determine State Tax Withholding
    Use the "Vermont Deduction Rate Table" corresponding to the employee’s filing status and pay frequency.
    
    Locate the range (“over” and “but not over”) that includes the adjusted annual taxable wage.
    
    Apply the formula from the rate table:
    
    Income Tax Withholding = Tentative Tax Amount + [Add percent × (Taxable Income - Excess over amount)]
    
    Example: (for Married, using rate 3.35% of amount over $11,475):
    0 + 3.35% × ($83,000 - $11,475) = 3.35% × $71,525 = "$2,396.09"
  4. Calculate Per-Pay-Period Withholding
    Divide the annual withholding amount by the number of pay periods per year (`custrecord_ns4g_payperiod_periodsperyr`).
    
    Example: $2,396.09 / 52 = "$46.07" per week to withhold.
  For further guidance and detailed calculation information, refer to the official guide provided by the State of Vermont: https://tax.vermont.gov/sites/tax/files/documents/GB-1210-2025.pdf
State Unemployment Designated State and Exempt Employees:
- During the Calculate Payroll process, the system will automatically fill the "Payline > SUI State" field (custrecord_ns4g_payline_suistate) by referring to the "Employee Record > State Unemployment Insurance > SUI State" field (custentity_ns4g_taxes_suistatelist). If the "SUI State" field is empty, the system will use the "State Tax > State" field (custentity_ns4g_taxes_statelist) as a fallback option, considering that not all clients have transitioned to the new "SUI State Tax" field yet. This update will also apply when recalculating history.
  
  If the "Exempt - State Unemployment Insurance" checkbox (custentity_ns4g_taxes_suistateexempt) is selected for an employee, the system will clear and set the "Payline > SUI State" field to null, effectively excluding the employee from SUI reports.
Employee Termination/Release Date:
- On the Employee Record, the field "Termination/Release Date" has been updated to "Termination System Shut-Off Date". On this date, the system will automatically update the employee's status to "Terminated". It is important to note that this date does not always represent the employee's final working day but rather the date after which the employee's details should no longer be processed within the system. This includes any time entries on timesheets, which cannot be made after the Termination System Shut-Off Date. This measure ensures accurate payroll processing, especially when an employee is paid their final wages at the end of the pay period following their termination.
  
  To record the employee's last day of work, utilize the field named "HR/Payroll Termination Date".
Posting Payroll Payables – Balanced Segments:
- Introduced an enhancement that allows agencies to choose between two approaches when posting payroll payables, the balance segment approach, or NetSuite Native Balanced Segment logic.
- The enhancement affects the GL generation logic in payroll processing, offering greater flexibility and control over fund, department, and account allocations.
- To enable this feature, go to Payroll and HR Preferences> Fund Allocation. Select the Balance Payroll Payables check box.
- Logic :
  When posting Payables, instead of sourcing the
  - Fund: from Payroll and HR Preferences > Checks Tab > Fund Field
  - Department: from the Balance Sheet Dept (which can be Null)
    
    The new process will be as follows:
    Fund and Department will be determined by:
    
    Default: Pos and Pay Employee Fund Allocation, including any Custom Segments
    
    This can be overridden by the Pay Code, if the Pay Code’s Fund, Department, Account, or related Custom Segments are specified.
    
    Further overridden by posting rules: If a posting rule such as "Follows Hours % Split" or "Follows Timecard Dollars % Split" is used, then the posting rule logic (along with any relevant Custom Segments from the timecard) will take precedence.
    
    Finally, if applicable, Payroll Posting Map logic will override all previous allocations.
  - Account: Pay Code Liabilities Account
Note:
The Credit Fund and Department matches those of the Debit entry except for subledger components (project, program, grant, custom segments).

Various Fixes and Performance Improvements