Staff Adjusters and Emergency Disaster Adjusters

1. Access GIMS to log into the Staff Adjuster platform

   Click on Staff Adjuster at the top of the screen and select Add Staff Adjuster. The Find Staff Adjuster is for all access for searches and does not take you to the log in page

2. New Staff Adjuster Coordinators must have an Account to Register Staff Adjusters

   • Click on "Don't have an account? Register." under the Log In bar

     • Complete the registration information
     • An email will be sent to you
     • Click on the link in the email to log in 

3. Existing Staff Adjuster Coordinators that were in the previous system will need to click on Register and set up an account in the new platform.

4. To reset or if you forgot your password, click “Forgot Password” and follow the steps to create a new password

   1. Once logged in, coordinators can update their profile by clicking on “Profile” at the top right of the screen.

   2. Click on Edit, make any changes in the fields needed and click on Save.

5. After you log in, the list of companies that are under your NAIC group will appear for you to select.

Once logged in, User will need to select the Status at the Search by area above the company name so the list will appear. The statuses are Registered, Not Registered (previously registered staff adjusters that were unregistered), Draft (which means entered but not paid for) and Payment Due (only used during the annual registration month of March). To see the list of Registered staff adjusters, you will need to select that Status so the list will appear.

User can View and Update Records at this main screen. There is no charge for updating (changing fields for an already paid for staff adjuster) or removing an adjuster. In this system, you will not upload a list of all registered staff adjusters, just new staff adjusters. You will remove, with no charge, any staff adjusters that are no longer employed.

To view the list of employees by status, click on the Status on the Search By: function. You can also search by Employee ID and Last Name when searching for individual records. When the list appears, scroll down to the lower part of the list and expand, if needed, how many are listed - 50 up to 250 per page.

Only new staff adjusters will be accepted when uploading.

User can Export the List of Staff Adjusters; Add Staff Adjuster and Upload a List at this main screen

1. Export the List

   1. Select the search criteria for the list
   2. Click on Export the List
   3. Click on the download button to export the date with entered search criteria selected
   4. The list will appear for your review and to save if needed

2. Add Staff Adjuster

   1. Enter the fields – Middle Name and Address Line 2 are not required
   2. Required Fields: Employee ID; First Name; Last Name; Address Line 1; City; State  Zip code; Phone Number; Email Address.
   3. Review for errors and correct before clicking on Save
   4. A green success banner will appear at the top of the screen to confirm.

3. Upload a List

   1. Click on Upload a List
   2. Click on Download to Download the Sample Template
      • Chrome or Edge browser must be most recent version
      • Or click here for the Template
   3. Add the required fields for all staff adjusters and confirm the information is correct
   4. Check the list for any data entry errors. No punctuation in the phone number field.
   5. Delete the example row provided on the template before uploading
   6. Save the template on your computer
   7. Save the spreadsheet as a csv and upload by clicking the upload button
   8. A popup box will appear, click Done when the loaded message appears.
   9. Click on Upload to complete
   10. An Upload is successful popup should display.

For ACH set up

• Account ID is A586002001
• Name - Office of Commissioner of Insurance

1. If you have any under the Status of Payment Due, click on the employee record box and select all
   1. A Renew or Remove action will appear at the top right of the list
      1. Click on Renew
      2. Confirm
      3. All Payment Due staff adjusters will be moved to Draft
2. Click on the box on the lower right of the home screen “Click here to view the adjuster draft list”
3. Review list
4. User should select the Select All button to move to Payment 
5. Click on Renew at the top right of the list
6. Scroll down the screen to the Payment function
7. The system will total the fees of $50 per adjuster plus the $5 processing fee
8. Select the payment type of credit card or e-check
   1. For ACH set up, the Account ID is A586002001
   2. Name - Office of Commissioner of Insurance
9. Click on Submit at the lower right of the screen to proceed
10. Enter the Billing Information on the next screen and click on Next
11. Enter Payment Details and click on Next
    1. If you need to go back to a previous screen, you can select the back button to go back and change any selections
12. Review your Order
    1. If anything needs to be corrected, click Back at the lower left of the screen and make corrections
    2. If correct, click Pay
13. Order Completion Screen will appear
14. An email will be sent to your email address in your profile

1. Click on Upload a List on the main page of the company ​​​
2. The Upload a list popup will appear
3. At the Select Upload Option, click on Upload to this Company or Select Companies to upload list if adding to more than one company.
   1. This would be best completed after the original registration has been paid.
   2. All companies under the Group NAIC will appear as a list
   3. Click on the box to the left of all companies to upload to
   4. The Upload a list pop up with appear and you will follow the prompts like any other upload process
      1. ​You will receive a message that the list has been successful or not
         1. Continue if successful and confirm staff adjusters are registered for all companies selected
         2. If not successful, review email for errors and reconfigure csv records

1. To remove a registered staff adjuster by selecting individual records

   1. Use the Search By function to search by Employee ID or Last Name. A search by status will find all staff adjusters under that status.

      1. Click on the box to the left of the name

      2. Renew or Unregister will appear at the top right of the list box

      3. Select Unregister and confirm

      4. To completely remove the staff adjuster,

         1. Click on the box to the left of the name of all the adjusters under the Status of Not Registered

         2. Click on Remove and confirm

2. To remove registered staff adjusters by uploading a list

   1. Use the Search By function to search by Status to access list of staff adjusters
      1. At the top right of the list, click on Delete a List
      2. A popup will appear to upload a list
      3. If you do not have the list prepared in the template required, click on Download to obtain the template
      4. When the list is ready to upload, click on Upload Files and select the csv file

         1. After the list is ready a blue line and green checkmark will appear, confirm by clicking Done

         2. The Upload button will appear to push the upload to the csv file to the system

         3. If the file does not upload, review for errors (punctuation in the phone number column, all required columns are listed, middle name column can be empty, etc..)

   2. Confirm staff adjusters have been removed

1. All currently registered staff adjusters will be moved to Payment Due status on March1
2. At the Search By function above the company name, click on Status and select Payment Due to view the list of all staff adjusters to register for the current annual registration month You can scroll down to the end of the list and expand the Rows up to 250 if needed.
3. If you need this list of Payment Due adjusters, export the list of staff adjusters and save it. This could assist you in reviewing or checking on records.
4. Click on Select All or if the Select All button is not at the top of the list click on the box to the left of the Employee ID header
   1. Confirm all records have been selected
   2. A Renew or Remove action will appear at the top right of the list
      1. Click on Renew
      2. Confirm
      3. All Payment Due staff adjusters will be moved to Draft
      4. Scroll to the lower right of the screen and click on the button - Click here to view the adjusters draft list
5. After reviewing and confirming the list, the coordinator will process through to pay by clicking on Select All
6. Scroll down the screen to view the Payment Information
7. The total of the registrations plus the $5 processing fee will display
8. If your total number expected does not match, click on the Back to Staff Adjuster list on the lower left of the screen to review again and make any removals or additions needed
9. If the total is accurate, click the Payment Method of Credit Card or E-check 
10. Click on Submit on the lower right of the screen
11. Enter the payment information
12. An email will be sent with your receipt
    1. You can take a screenshot of the payment screen for your records
    2. Export a list of your registered staff adjusters for your records
13. This must be completed by March 31st.
14. All staff adjusters not registered at the close of business on March 31st will be moved to Not Registered Status
    1. To register any of these staff adjusters, an additional fee of $15 per staff adjuster will be added to the registration fee

User Guide for Staff Adjusters

2023 Annual Registration Notice - January 2023

CSV Upload Troubleshooting Guide - October 2022

Enhancement Information - July 2022