Manage Affiliations

Use the Manage Affiliations service to register, maintain, or terminate individual agent-to-agency affiliations ("firm affiliations" or "associations") with certain states. The firm affiliation transaction will be submitted electronically to a selected state department of insurance and update state records.

Use the following steps:

Getting Started

  1. In the AgencyEDGE navigation bar, click the Transactions link. The Transaction List will open in the Home page.
  2. In the State Service Request group, click the Manage Affiliations link. The Manage Affiliations page will open.

With the Manage Affiliations page open, choose from among the following actions:

  1. Required. In the EIN field, enter the Federal Employer Identification Number of the agency or brokerage with which you want to affiliate an agent/broker. If the agency or brokerage already is a Compliance Express subscriberAgencyEDGE premium subscriber, the Federal Employer Identification Number will be pre-populated, but you may overwrite the value.
  2. Required. From the State dropdown menu, select the name of the state to which you want to submit the firm affiliation transaction.
  3. Required. From the Action dropdown menu, select Create.
  4. Required. In the SSN field, enter the Social Security Number of the agent/broker.
  5. Required. In the Last Name field, enter the last name of the agent/broker.
  6. From the Cost Center dropdown menu, select a cost center to which to assign the fees associated with the affiliation maintenance transaction.
  7. Click the Continue button. The system will check if the selected agent/broker is licensed in the selected state, if the selected agent/broker and the selected agency/brokerage have at least one active qualification (LOA) in common, and if an affiliation already is registered between the selected agent/broker and the selected agency/brokerage in the selected state.
  8. Required. From the New Association dropdown menu, select the state-specific type of affiliation you want to register.
  9. Click the Create Association button.
  10. If required by state rules, from the Position dropdown menu, select the agent/broker's title with the selected agency/brokerage.
  11. If required by state rules, in the Current Qualifications Begin Date field, enter the date on which you wish to register the individual-to-firm affiliation in the selected association state.
  12. When you are ready, click the Submit button. The system will transmit the firm affiliation request transaction to selected state.
  13. Click the Create Association button. The system will process the firm affiliation transaction request for each selected agent/broker with the selected state.
  14. Review the transaction confirmation.
  15. When you are finished, click the Back to Individual Association Maintenance button.
  1. Required. In the EIN field, enter the Federal Employer Identification Number of the agency or brokerage with which you want to affiliate an agent/broker. If the agency or brokerage already is a AgencyEDGE premium subscriber, the Federal Employer Identification Number will be pre-populated, but you may overwrite the value.
  2. Required. From the State dropdown menu, select the name of the state to which you want to submit the affiliation termination transaction.
  3. Required. From the Action dropdown menu, select Terminate.
  4. If desired, to select a specific affiliated agent/broker to terminate, enter identifying information in the SSN and/or Last Name fields.
  5. From the Cost Center dropdown menu, select a cost center to which to assign the fees associated with the affiliation maintenance transaction.
  6. Click the Continue button. The system will retrieve agents/brokers affiliated with the selected agency/brokerage in the selected state.
  7. For each affiliated agent/broker that you want to terminate, click to checkmark the corresponding Terminate checkbox.
  8. If desired, for the registered termination date of the individual-to-firm affiliation in the selected association state, overwrite the default value of the current date in the End Date field. Use the mmddyyyy date format. Or, click the Calendar button () to open a popup calendar from which you can click to select a date.
  9. Click the Terminate Association button. The system will terminate the firm affiliation for each selected agent/broker with the selected state.
  10. Review the transaction confirmation.
  11. When you are finished, click the Back to Individual Association Maintenance button.

You can submit an update to an existing firm affiliation, such as registering an affiliation on a new license qualification (license line or LOA) that an agent/broker now holds.

  1. Required. In the EIN field, enter the Federal Employer Identification Number of the agency or brokerage with which you want to affiliate an agent/broker. If the agency or brokerage already is a AgencyEDGE premium subscriber, the Federal Employer Identification Number will be pre-populated, but you may overwrite the value.
  2. Required. From the State dropdown menu, select the name of the state to which you want to submit the firm affiliation update.
  3. Required. From the Action dropdown menu, select Maintain.
  4. To identify a specific agent/broker whose affiliation with the selected firm you want to maintain, enter identifying information in the SSN and/or Last Name fields. Or, enter no values in the SSN and/or Last Name fields, and proceed to the next step.
  5. From the Cost Center dropdown menu, select a cost center to which to assign the fees associated with the affiliation maintenance transaction.
  6. Click the Continue button. The system will retrieve agents/brokers that met your search criteria and display them in a list.
  7. From the list of agent/brokers, click the name of the agent/broker whose firm affiliation you want to update.
  8. Update the agent/broker's firm affiliation, as follows:
    • To register an additional qualification to an existing firm affiliation, enter a Current Qualifications Begin Date. Use the mmddyyyy date format. Or, click the Calendar button () to open a popup calendar from which you can click to select a date.
    • To terminate a firm affiliation, enter an Association End Date. Use the mmddyyyy date format. Or, click the Calendar button () to open a popup calendar from which you can click to select a date.
    • To terminate the firm affiliation based on a qualification, enter a Current Qualifications End Date. Use the mmddyyyy date format. Or, click the Calendar button () to open a popup calendar from which you can click to select a date.
  1. When you are ready, click the Submit button once. The system will transmit the firm affiliation update transaction to the selected state.
  2. Review the transaction confirmation.
  3. When you are finished, click the Back to Individual Association Maintenance button.

To check the ongoing processing status of one or multiple individual affiliation transactions, use the Individual Affiliation Activity service.

The values available in the Firm dropdown menu are Vertafore-configurable and not user-maintainable. If a value is not available in the Firm dropdown menu that you think should be, or if the Firm dropdown menu contains no values, contact your Vertafore representative.

If the association and position type combination you are registering already exists in an active association for the firm and individual, the following message will display: “Association and Position type already exist between the individual and firm.” If a selected firm does not do business in a selected state, the following message will display: "Firm you selected does not exist in [StateName]." If a selected firm does business in a selected state but does not have any active registered affiliations in the state, the following message will display: "There are no current associations." If a selected individual and firm do not have at least one qualification (license LOA)in common in the selected association state, the following message will display twice: "There are no current associations."

The types of affiliations available to register vary from state to state. In some states you may establish a sales relationship only (e.g. agent, endorsee, customer service rep, third party administrator, etc.), whereas in others you also may register ownership, qualifying active officer, or designated/licensed responsible individual affiliations.

The system may enforce state-required firm affiliation backdating rules in the Current Qualifications Begin Date or End Date fields.

When you are maintaining a terminated firm affiliation, if you update the value of a Current Qualifications Begin Date field and submit the transaction, the End Date is cleared and the firm affiliation becomes active again.

The value you enter in the Current Qualifications Begin Date field will update any existing value in the records of the state to which you are submitting the transaction.

When searching for the selected firm in the selected state's records, if the system detects multiple firms with duplicate EIN, on the Duplicate Firm EIN page you must select the correct firm with which you want to register an affiliation. If you continue to encounter difficulties, contact your Vertafore representative.

An agent-to-agency affiliation can be recorded together with an individual resident or non-resident license application submitted electronically to certain states (i.e., any state for which the Manage Affiliations service is available). Agency association information entered in the Affiliation Information section of a license application will be copied directly into the records of any application state that supports the capability. You need not use the Manage Affiliations service separately in that case.