Information for lawyers

Electronic Fund Transfer (EFT) messages

Information for Lawyers

Listed below are the explanations for the various codes that may appear on a lawyers payment statement. If you have any questions regarding these codes, or your payment in general, please contact the Lawyer Service Centre.

Please note the updated message catalogue is effective as of July 5, 2012. If you have already printed your EFT notice prior to this date it will not contain the updated messages. Similarly, printing an older EFT notice after the go live date will contain the new message catalogue


 

New code

 

Recently updated code


* Messages 425-432 are effective as of February 1, 2013.

* Messages 433-436 are effective as of April 8, 2013.

* Messages 437-439 are effective as of August 1, 2013.


Message Code

Code description

100

Your account was reduced because services were provided after the cancellation date of the certificate. Contact the LSC about the status of the certificate.

101

Your account was reduced because some services were not billed within the billing deadline. LAO may consider these services for payment if you provide an explanation of the reason for late billing within 60 days.

102

Your account was reduced because services were provided after the three-year termination date of the certificate. Contact the district office about extending the certificate or obtaining a new certificate.

103

Your account was reduced because services were provided more than 30 days prior to the effective date of the certificate. To backdate your certificate a form must be submitted to the CSC. Please refer to the portal for your backdated form. For any inquires about form submission please contact the LSC.

104

This is a partial payment. LAO needs detailed description of services, itemized chronologically by date and times of day, to determine full amount payable on this account. Please forward within 60 days.

105

Your account is missing solicitor number. Provide this information within 30 days in order to receive payment.

106

Your account is missing lawyer's name. Provide this information within 30 days in order to receive payment.

107

Your account was paid up to the tariff maximum as no request for a discretionary increase was sought. LAO may consider a request for a discretionary increase if you send a written request within 60 days.

108

LAO allowed some but not all of the discretionary increase you requested. If you are dissatisfied with the disposition of this account you may apply in writing within 60 days for a review of the settlement.

109

LAO has not allowed any discretionary increase. If you are dissatisfied with the disposition of this account you may apply in writing within 60 days for a review of the settlement.

110

Your account was paid up to the tariff maximum as your discretionary increase request did not provide sufficient detail to establish that this case involved exceptional circumstances. LAO may reconsider your request if you send more information within 60 days.

111

Your fees were reduced because travel requires authorization by the district office.

112

Your account was reduced because one or more services provided require authorization by the district office.

113

Your account was reduced because lawyer services were billed at a rate which was not in accordance with the tariff.

114

Your account was reduced because law clerk services were billed at a rate which was not in accordance with the tariff.

115

Your account was reduced because student services were billed at a rate which was not in accordance with the tariff.

116

Your account was reduced to reflect the rule concerning a lawyer representing co-accused. That rule limits payment for the second client to 40% of the tariff maximum. See Tariff and Billing Handbook for more information concerning the rule.

117

Your account was reduced because some of your disbursements require supporting invoice(s). Forward supporting invoices within 60 days to receive further payment.

118

Your account was reduced because disbursement(s) not pre-authorized as required. LAO may pay these disbursements if you provide an explanation within 60 days of why these disbursements are reasonable and necessary.

119

Your disbursements were reduced because travel requires authorization by the district office.

120

An adjustment was made to one or more of your disbursements because the rate billed was not in accordance with the tariff.

121

Legal Aid has paid additional money on your account based on the information you sent.

122

Your account was adjusted to correct a mathematical error.

123

Your account was reduced because services provided exceed the big case management budget. Please contact the Big Case Manager if seeking increase to budget.

124

Your account was reduced to reflect monies held in trust.

125

Please fax to LAO the documents you submitted with this account electronically as they could not be read. Please always save and submit the document in one of the following formats readable by Legal Aid Online: Word Document Format; Rich Text Format; Text Format; PDF Format; Excel Format.

126

When entering your account online, you did not properly check the tick box beside at least one charge or authorization. For criminal cases, check the box beside the most serious charge you dealt with.

127

When entering your account online, you did not properly enter the correct number of extra days in court and/or hours in court next to the authorization or charge.

128

CIV - Your account contained an online billing entry error. Assignment Ct/Trial Audit/To Be Spoken To incorrectly entered as a conference.

129

CIV - Your account contained an online billing entry error. A motion was incorrectly entered as a conference.

130

CIV - Your account contained an online billing entry error. A subsequent conference was entered but not disclosed in account details.

131

CIV - Your account contained an online billing entry error. A subsequent pre-trial was disclosed in your account details, but not entered.

132

CIV - Your account contained an online billing entry error. A subsequent pre-trial was entered with no evidence of a prior pre-trial in account details.

133

CIV - Your account contained an online billing entry error. More days of court/hearing were entered than disclosed in account details.

134

CIV - Your account contained an online billing entry error. More days of ct/hearing were disclosed in your account details than entered.

135

CIV - Your account could not be paid as billed. There is insufficient information as to the nature of the court attendance.

136

CIV - Your account contained an online billing entry error. More hrs of ct time entered than disclosed in acct details.

137

CIV - Your account contained an online billing entry error. More hrs of ct time disclosed in acct details than entered.

138

CIV - Your account contained an online billing entry error. The court/hearing time was not entered.

139

CIV - Your account contained an online billing entry error. Travel time was not entered in both authorization and allocation sections.

140

IMM Your account contained an online billing entry error. The hearing time was not entered.

141

HST Your account contained an online billing entry error. The HST was billed incorrectly.

142

DIS Your account contained an online billing entry error. Travel time was included in the total of counsel hours.

143

DIS Your account contained an online billing entry error. Disbursement(s) are not authorized, or exceed amount authorized.

144

DIS Your account contained an online billing entry error. Unauthorized disbursements entered in the 'disbursements authorized prior to Legal Aid Online' field.

145

Your account was reduced or not paid because all or some services were not billed within the billing deadline. Legal Aid may consider these services for payment if you provide a detailed account and explanation of the reason for late billing within 30 days.

146

Your account contained an online billing entry error. Please contact the Lawyer Service Center at 416-979-9934 or toll-free outside of Toronto at 1-866-979-9934.

147

CRI Your account contained an online billing entry error. Judicial pre-trial entered, but not disclosed in account details.

148

CRI Your account contained an online billing entry error. Judicial pre-trial disclosed in account details, but not entered.

149

CRI Your account contained an online billing entry error. Plea/outcome incorrectly entered.

150

CRI Your account contained an online billing entry error. Bail hearing entered but not disclosed in account details.

151

CRI Your account contained an online billing entry error. Bail hearing disclosed in account details but not entered.

152

CRI Your account contained an online billing entry error. DNA Application entered but not disclosed in account details.

153

CRI Your account contained an online billing entry error. DNA Application disclosed in account details, but not entered.

154

CRI Your account contained an online billing entry error. Charter Motion entered but not disclosed in account details.

155

CRI Your account contained an online billing entry error. Charter Motion disclosed in account details but not entered.

156

CRI Your account contained an online billing entry error. Charges indicated withdrawn in detailed account but not entered.

157

CRI Withdrawal of charges entered, but no indication charges withdrawn in detailed account.

158

CRI Your account contained an online billing entry error. Contested trial indicated in detailed account, but not entered.

159

CRI Your account contained an online billing entry error. Contested charges entered, but no indication of contested charges on detailed account.

160

CRI Your account contained an online billing entry error. More days of court time entered than disclosed in account details.

161

CRI Your account contained an online billing entry error. More days of court time disclosed in account details than entered.

162

CRI Your account contained an online billing entry error. Charges heard separately entered but not indicated in account details.

163

CRI Your account contained an online billing entry error. Charges heard separately indicated in account details but not entered.

164

CRI Your account contained an online billing entry error. More hours of Court time entered than disclosed in account details.

165

CRI Your account contained an online billing entry error. More hours of court time disclosed in account details than entered.

166

CRI - Your account could not be paid as billed. There is insufficient information as to the nature of the court attendance.

167

CRI Your account contained an online billing entry error. Travel time not entered in both authorization and allocation sections.

168

CRI Your account contained an online billing entry error. More preparation time entered than disclosed in account details.

169

CRI Your account contained an online billing entry error. More preparation time disclosed in account details than entered.

170

Your account contained an online billing entry error. Over 10 days of trial indicated, but not disclosed in account details. (no court days and no court hours entered)

171

Your account contained an online billing entry error. Over 10 days of trial indicated, but trial was under 10 days.

172

CRI- Co-accused not flagged.

173

Billed for fees less than $500.00 and disbursements less than $50.00. Please refrain from doing so in future, except on final account or where necessary to meet billing deadlines.

174

Failed to attach private account. Please provide copy of detailed private account.

175

Failed to flag costs and/or settlement. Please forward to LSP all relevant documents, e.g. Minutes of settlement, court order, etc.

176

The account was reduced because dates of service covered by prior account.

177

Billed for acknowledgement fee. Acknowledgement fee paid automatically.

178

Account reduced. Attachments illegible.

179

Dockets not chronological. Indicate date of service in chronological order itemized by date and times of day

180

Account reduced as dockets are vague/ lack sufficient detail.

181

All routine correspondence should be billed at the rate of one-tenth of an hour. Do not bill for sending one letter to multiple parties.

182

Secretarial/Administrative tasks are considered part of the lawyer's office overhead.

183

Administrative tasks such as sending and receipt of voicemail, checking messages, and communication with LAO are not billable.

184

The account was reduced due to the amount of time billed for research. Counsel are encouraged to use LAO LAW as a resource for research.

185

Attendance time was reduced to allow 1/2 hour lunch break.

186

The account was reduced due for the amount of time billed for internal consultation/instruction to staff, as it does not meet the threshold for exceptional circumstances.

187

You incorrectly billed preparation time as court time.

188

Preparation time was disproportionate to apparent complexity of matter.

189

Drafting time was disproportionate to apparent complexity of matter.

190

Review time was disproportionate to apparent complexity of matter.

191

Discretion decision made by District Area Director or delegate

192

In order to process this account, the District Office has been asked on your behalf to add additional authorizations. In the future, please ensure you have obtained all available authorizations before submitting your account online.

193

Charges heard separately cannot be billed on block certificate even if being billed hourly. Please contact the Area Office to obtain a new certificate(s) for the remaining charge(s) heard separately.

413

Detailed account is missing times of day for all entries of .5 of an hour or more.

414

Detailed accounts are required to have all services billed in tenths of hours.

415

Please use Duty Counsel for adjournments.

416

The service dates covered by the private retainer overlap with the certificate effective date. You were allowed payment at your LAO rate for this period.

417

Your account was reduced to take into account interruptions during lengthy periods of preparation.

418

Detailed accounts are required when representing co-accused (for block fees).

419

Preparation (Drafting, Review) time has been reduced as the time expended is beyond what a client of modest means would authorize.

420

Disbursements have been adjusted because you included HST in your portal account.

421

Your account was reduced for waiting time as it is not considered an exceptional circumstance.

422

Account reduced because more than 10 hours of services were billed in a day.

423

Account reduced because more than $50 per day billed for meals.

425

The clarified discretion criteria for exceptional circumstances have not been met. If you are dissatisfied with the disposition of this account you may apply in writing within 60 days for a review of the settlement.

426

The clarified discretion criteria for exceptional circumstances have not been met. The account has been settled in accordance with the interim bridging strategy.

427

Please seek additional authorizations from the district office and renew your request for discretion if necessary. (Do not resubmit your account)

428

The District Area Director Exception Request is not approved by the District Area Director or delegate. If you are dissatisfied with the disposition of this account you may apply in writing within 60 days for a review of the settlement.

429

Discretion decision made by District Area Director or delegate pursuant to the District Area Director Exception Request.

430

In future, please use the new Discretion Request Forms available on the website www.legalaid.on.ca

431

Your request does not address the clarified discretion criteria. Please review the discretion guidelines available on the website www.legalaid.on.ca

432

Discretion decision is held in abeyance pending final resolution of the proceedings.

433

Extension of the billing deadline is approved by the Director, LSP. The account is settled accordingly. Note: discretion is exercised in only exceptional circumstances, on a one-time basis. To ensure accounts are submitted on-time, refer to Billing Deadlines on the LAO website.

434

Extension of the billing deadline is denied by the Director, LSP. It is noted that you have previously been approved late billed extensions. Note: discretion is exercised only in exceptional circumstances, on a one-time basis. . To ensure accounts are submitted on-time, refer to Billing Deadlines on the LAO website.

435

Extension of the billing deadline is approved by the Director, CMLG. The account is settled accordingly. Note: discretion is exercised in only exceptional circumstances, on a one-time basis. To ensure accounts are submitted on-time, refer to Billing Deadlines on the LAO website.

436

Extension of the billing deadline is denied by the Director, CMLG. It is noted that you have previously been approved late billed extension. Note: discretion is exercised only in exceptional circumstances, on a one-time basis. . To ensure accounts are submitted on-time, refer to Billing Deadlines on the LAO website.

437

Payment includes additional tariff 2 hours for preparation for subsequent sitting at the RPD.

438

Payment includes additional tariff 2 hours for preparation of written submissions.

439

Please provide a copy of written submissions and/or notice of hearing date to support your request for the additional 2 tariff hours.