Licensees are required to report any changes to their IOLTA account information within 30 days of the change. Firms or organizations that maintain IOLTA accounts on behalf of their licensees can use Agency Billing to report the required updates.
To report changes to IOLTA accounts on behalf of the licensees in your firm, on the CTA 30-Day Reporting (Rule 2.2.(C)) tile on your account dashboard, click "Go to CTA 30-Day Reporting (Rule 2.2(C))"
In the CTA 30-Day Reporting dashboard you have the option to:
- Update accounts reported in prior reporting periods
- Report new accounts or update accounts reported since annual reporting period
- Associate or disassociate attorneys in your firm to accounts
Update accounts reported in prior reporting periods
To report changes to accounts that were reported in previous reporting periods, click the "Accounts Reported in Prior Periods" tab.
In the "Accounts Reported in Prior Periods" tab, you can:
- Notify that a previously reported IOLTA account has been closed
- Notify that a previously reported IOLTA account is now no longer active
- Notify that a previously reported non-IOLTA account is now closed
- Notify that a previously reported non-IOLTA account is no longer active
- Upload IOLTA or Non-IOLTA or Non-CA IOLTA account changes
Notify that a previously reported IOLTA account has been closed
To notify that a previously reported IOLTA account has been closed, click the "Manage CA IOLTA" button.
Once you click the "Manage CA IOLTA" button, a pop-up will appear with a list of all previously reported IOLTA accounts. Find the required IOLTA account and click the pen icon in the Options column to notify that the account has been closed.
Enter the date the account closed in the "Date Account Closed" field.
Once you have provided the closing date of the account, enter the account balance on date account was closed. Then, choose one of the following reasons for closing the account:
- All funds distributed to clients
- Fraud
- Other (if selected please provide additional details for the reason for closure)
After making any changes, click the "Update" button to submit your updates. The account you have updated will then display the reported close date and the reason for closure.
Close the "Manage CA IOLTA" pop-up and click "Save My Changes" to save your changes.
Please note: Once an account is closed, you cannot update or edit it. If an account is mistakenly closed, you can add it as new by using the "Current Period Reporting" tab.
Notify that a previously reported IOLTA account is now no longer active
To notify that a previously reported IOLTA is now no longer active, click the "Manage CA IOLTA" button.
Once you click the "Manage CA IOLTA" button, a pop-up will appear with a list of all previously reported IOLTA accounts. Find the required IOLTA account and click the notice sign icon in the Options column to report that the account is no longer active.
When the new pop-up appears, you will need to enter the effective date when the account became inactive. Then, you can select one of the reasons listed below to explain why the account is being made inactive:
- Account transferred to another attorney or firm
- Bank Merger - close/re-open
- Added by error
- Other (if selected please provide additional details for the reason for inactivation)
Please note: If an account is made inactive, any attorneys previously associated with it will be automatically disassociated.
After making your changes, click the "Save" button to submit them. The account you updated will then display the reported reason for inactivation and the effective date.
Close the "Manage CA IOLTA" pop-up and click "Save My Changes" to save your changes.
Please note: Once an account has been made inactive, you cannot update or edit it. If an account is mistakenly made inactive, you can add it as new by using the "Current Period Reporting" tab.
Notify that a non-IOLTA account that was previously reported is now closed
To notify that a previously reported non-IOLTA or non-CA IOLTA account has been closed, click the "Manage Non-IOLTA and Non-CA IOLTA" button.
Once you click the "Manage Non-IOLTA and Non-CA IOLTA" button, a pop-up will appear with a list of all previously reported non-IOLTA and non-CA IOLTA accounts. Find the required account and click the pen icon in the Options column to notify that the account has been closed.
Enter the date the account closed in the "Date Account Closed" field.
Once you have provided the closing date of the account, enter the account balance on date account was closed. Then, choose one of the following reasons for closing the account:
- All funds distributed to clients
- Fraud
- Other (if selected please provide additional details for the reason for closure)
After making any changes, click the "Update" button to submit your updates. The account you have updated will then display the reported close date and the reason for closure.
Close the "Manage Non-IOLTA and Non-CA IOLTA" pop-up and click "Save My Changes" to save your changes.
Please note: Once an account is closed, you cannot update or edit it. If an account is mistakenly closed, you can add it as new by using the "Current Period Reporting" tab.
Notify that a previously reported non-IOLTA account is no longer active
To notify that a previously reported non-IOLTA and non-CA IOLTA is now no longer active, click the "Manage Non-IOLTA and Non-CA IOLTA" button.
Once you click the "Manage Non-IOLTA and Non-CA IOLTA" button, a pop-up will appear with a list of all previously reported non-IOLTA and non-CA IOLTA accounts. Find the required account and click the notice sign icon in the Options column to report that the account is no longer active.
When the new pop-up appears, you will need to enter the effective date when the account became inactive. Then, you can select one of the reasons listed below to explain why the account is being made inactive:
- Account transferred to another attorney or firm
- Bank Merger - close/re-open
- Added by error
- Other (if selected please provide additional details for the reason for inactivation)
Please note: If an account is made inactive, any attorneys previously associated with it will be automatically disassociated.
After making your changes, click the "Save" button to submit them. The account you updated will then display the reported reason for inactivation and the effective date.
Close the "Manage CA IOLTA" pop-up and click "Save My Changes" to save your changes.
Please note: Once an account has been made inactive, you cannot update or edit it. If an account is mistakenly made inactive, you can add it as new by using the "Current Period Reporting" tab.
Upload IOLTA or Non-IOLTA or Non-CA IOLTA account changes
You also have the option to report multiple changes at once in Agency Billing by utilizing the Bank Details upload process.
To upload changes to your accounts, you will need to download the Excel Bank Details spreadsheet template. This template allows you to close or make inactive previously reported accounts.
Please note: To upload new accounts, you must utilize the Bank Details upload process located in the "Current Period Reporting" tab.
To obtain the Excel spreadsheet template required for the Bank Details upload process, simply click on the "Download Bank Details" button. This will allow you to download the Excel template which you can then fill out with the necessary information.
Please note: The download will appear differently depending on the browser you are using. It may show on your screen, in a pop-up box, in your downloads folder, or it may automatically open when you click the button.
In the Excel spreadsheet, navigate to the 'Instructions' tab where you will find detailed guidelines on how to enter or modify your agency's account information. Take the time to carefully read and follow these instructions to ensure accurate and up-to-date data entry.
After you have familiarized yourself with the instructions, navigate to the 'BankDetails' tab to input or modify the account information for your firm.
After making all the necessary changes in the template, save it to a location of your choice on your computer. Then, return to your Dashboard and click on the 'Upload Bank Details' option.
The Upload Bank Details pop-up will appear. Use the pop-up to upload the Excel spreadsheet you saved. Click on ‘Select file to upload bank details’ or drag and drop your saved Excel spreadsheet into the area labeled "Drop files here to Upload."
A message will appear indicating if your file was successfully loaded. If your file was successfully loaded, click "Save Uploaded List" to proceed.
Refresh your browser to see your changes. Click "Save My Changes" to save your changes.
Report new accounts or update accounts reported since annual reporting period
To report new accounts or update accounts reported since the annual reporting period, click the "Current Period Reporting" tab.
In the "Current Period Reporting" tab, you have the option of:
- Report a new IOLTA account or a new non-IOLTA or non-CA IOLTA account
- Notify that an account reported in current reporting period is now closed
- Notify that an account reported in current reporting period is now inactive
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Upload IOLTA or Non-IOLTA or Non-CA IOLTA account information
Report a new IOLTA account or a new non-IOLTA or non-CA IOLTA account
To add a new IOLTA or a new non-IOLTA or non-CA IOLTA account:
- Click "Manage CA IOLTA" to add California IOLTA accounts or
- Click "Manage Non-IOLTA or Non-CA IOLTA" to add non-IOLTAs and/or non-California IOTLA accounts.
Next, the Agency Bank Details pop-up will appear, click "Add iolta 30 Day Reporting Bank Details" to add an IOLTA account or click "Add CTA 30 Day Reporting Bank Details."
Then, the Bank Information pop-up will appear. Complete the required fields and click "Update" to add the account.
The account you added will now be on the Agency Bank Details pop-up. Click "x" to close the pop-up.
Click "Save My Changes" to save your changes. 
Notify that an account reported in current reporting period is now closed
To notify that a previously reported IOLTA account has been closed:
- Click "Manage CA IOLTA" to report that a California IOLTA account is closed or
- Click "Manage Non-IOLTA or Non-CA IOLTA" to report that non-IOLTA or non-CA IOLTA is closed
A pop-up will appear with a list of all previously reported accounts. Find the required account and click the pen icon in the Options column to notify that the account has been closed.
Enter the date the account closed in the "Date Account Closed" field.
Once you have provided the closing date of the account, enter the account balance on date account was closed. Then, choose one of the following reasons for closing the account:
- All funds distributed to clients
- Fraud
- Other (if selected please provide additional details for the reason for closure)
After making any changes, click the "Update" button to submit your updates. The account you have updated will then display the reported close date and the reason for closure.
Close the pop-up and click "Save My Changes" to save your changes.
Please note: Once an account is closed, you cannot update or edit it. If an account is mistakenly closed, you can add it as new by using the "Current Period Reporting" tab.
Notify that an account reported in current reporting period is now inactive
To notify that a previously reported IOLTA account is now inactive:
- Click "Manage CA IOLTA" to report that a California IOLTA account is now inactive or
- Click "Manage Non-IOLTA or Non-CA IOLTA" to report that non-IOLTA or non-CA IOLTA is now inactive
A pop-up will appear with a list of all previously reported accounts. Find the required account and click the notice sign icon in the Options column to report that the account is no longer active.
When the new pop-up appears, you will need to enter the effective date when the account became inactive. Then, you can select one of the reasons listed below to explain why the account is being made inactive:
- Account transferred to another attorney or firm
- Bank Merger - close/re-open
- Added by error
- Other (if selected please provide additional details for the reason for inactivation)
Please note: If an account is made inactive, any attorneys previously associated with it will be automatically disassociated.
After making your changes, click the "Save" button to submit them. The account you updated will then display the reported reason for inactivation and the effective date.
Close the pop-up and click "Save My Changes" to save your changes.
Please note: Once an account has been made inactive, you cannot update or edit it. If an account is mistakenly made inactive, you can add it as new by using the "Current Period Reporting" tab.
Upload IOLTA or Non-IOLTA or Non-CA IOLTA account information
You also have the option to report multiple changes at once in Agency Billing by utilizing the Bank Details upload process.
To upload changes to your accounts, you will need to download the Excel Bank Details spreadsheet template. This template allows you to report new accounts or close or make inactive accounts reported after the annual reporting.
To obtain the Excel spreadsheet template required for the Bank Details upload process, simply click on the "Download Bank Details" button. This will allow you to download the Excel template which you can then fill out with the necessary information.
Please note: The download will appear differently depending on the browser you are using. It may show on your screen, in a pop-up box, in your downloads folder, or it may automatically open when you click the button.
In the Excel spreadsheet, navigate to the 'Instructions' tab where you will find detailed guidelines on how to enter or modify your agency's account information. Take the time to carefully read and follow these instructions to ensure accurate and up-to-date data entry.
After you have familiarized yourself with the instructions, navigate to the 'BankDetails' tab to input or modify the account information for your firm.
After making all the necessary changes in the template, save it to a location of your choice on your computer. Then, return to your Dashboard and click on the 'Upload Bank Details' option.
The Upload Bank Details pop-up will appear. Use the pop-up to upload the excel spreadsheet you saved. Click on ‘Select file to upload bank details’ or drag and drop your saved excel spreadsheet into the area labeled "Drop files here to Upload."
A message will appear indicating if your file was successfully loaded. If your file was successfully loaded, click "Save Uploaded List" to proceed.
Refresh your browser to see your newly added account(s) in the drop-down list of bank accounts for your agency.
Close the pop-up and click "Save My Changes" to save your changes.
Associate or disassociate attorneys in your firm to accounts
Once you have made changes in either the "Accounts Reported in Prior Periods" or "Current Period Reporting" tabs, you can choose to associate or disassociate attorneys in your firm to the accounts.
- Associate or disassociate licensees from accounts
- Upload associate or disassociate from account changes for multiple licensees
- Associate or disassociate all licensees from accounts
Associate or disassociate licensees from accounts
In the Assoc./Disassoc. column on your dashboard, you will notice the (+) and (-) signs. If the (-) sign is red, it means that the licensee is currently associated with that account and can be disassociated if necessary. On the other hand, if the (+) sign is green, it indicates that the licensee is not associated with the account and can be associated if needed.
Select the action you with to take, either (-) to disassociate the licensee from an account or (+) to associate a licensee to an account.
Please note: If you add new accounts, all licensees will be automatically disassociated from them. To ensure that the association appears in the individual attorney's My State Bar Profile, you will need to associate any required attorneys with the newly added account.
Next, select the appropriate response from the pop-up confirmation window.
If disassociating a licensee:
If associating a licensee:
Once your change has been submitted, you will see that the (–) sign is no longer in red for the attorney you removed and that the (–) sign is red for the attorney you added.
Click "Save My Changes" to save your changes.
Please note: If you forget to click "Save My Changes" after associating or disassociating attorneys from accounts, the updates you made will not be shown in the individual attorney's My State Bar Profile. It is important to save your changes to ensure that the association or disassociation is reflected correctly.
Upload associate or disassociate from account changes for multiple licensees
If you wish to associate or disassociate licensees to accounts as a group, click the "Download CTA Connection to Licensees" in either the "Accounts Reported in Prior Periods" or "Current Period Reporting."
In the Excel spreadsheet, navigate to the "Instructions" tab where you will find detailed guidelines on how to associate or disassociate a licensee from a specific account.
After familiarizing yourself with the instructions, simply click on the 'CTALicensees' tab to associate or disassociate licensees from specific accounts.
After you have finished entering your information, save the spreadsheet to a location on your computer that you prefer. Return to your dashboard and select the "Upload CTA Connection to Licensees" option to upload your spreadsheet with the changes.
The Upload CTA Attorneys Connection pop-up will appear. Use the pop-up to upload the Excel spreadsheet you saved. Click on ‘Select file to upload bank details’ or drag and drop your saved excel spreadsheet into the area labeled "Drop files here to Upload."
A message will appear indicating if your file was successfully loaded. If your file was successfully loaded, click "Save Uploaded List" to proceed.
Click "Save My Changes" to save your changes.
Add or remove all licensees from accounts
To add or remove all licensees from an account, click the "Remove/Add All Licensees" button.
The pop-up window for removing or adding all licensees from client trust accounts will appear. From there, you can select the specific account you want to remove (-) or add (+) licensees to.
Next, select the appropriate response from the pop-up confirmation window.
If removing all licensees:
If adding all licensees:
Click the "x" to close the Remove/Add Client Trust Accounts pop-up.
Click "Save My Changes" to save your changes.
Questions? Contact us at AgencyBilling@calbar.ca.gov.