Legal Aid Civil - Creating the CWA Monthly Submission

12/01/2026
Knowledge

How To

To create the monthly CWA Submission for your legal aid Civil matters, complete the following steps.

Click the LEAP Menu > Accounting menu.

LEAP Accounting Menu will open in a new window.
Select Legal Aid - Monthly Submission.

The Legal Aid - Monthly Submission window will open.
Select the relevant Branch, submission Month and Year from the drop-down menus.
Using the tick boxes, select the claims to be included in the submission and click Create Submission.

Click to edit heading

You can select all the listed claims by ticking the very top check box next to Matter Type.

The CWA bulkload spreadsheet will be saved to your legal aid matter, as defined within the firm details.

The file will be listed within the Correspondence List within the Details & Correspondence tab.

Click to edit heading

Once saved to the legal aid matter, the bulkload spreadsheet will open automatically, with the selected claims populated.
1. Ensure that your account information is accurate on the first page, then click Enter Civil Data.
2. Check the claim lines and ensure that all mandatory fields have been completed by clicking on Run Data Check.
3. Input any missing information or make any required amendments to the information.
4. Click Save to save a copy of the spreadsheet back to the matter.
5. Click Add NMS & CLR Data to review the New Matter Starts and enter any CLR information.
6. Click Return to Civil Data Page to return to the main page.
7. Clic Save to save a copy of the spreadsheet to the matter.
8. Click Create Civil Bulkload to create the CSV file, in readiness to upload to the Legal Aid Agency’s CWA portal.
Click to edit heading

Make a note from the message that appears advising of the location of the saved CSV file. You will need to know this, as you will need to navigate here to upload this file into the CWA portal.
1. Now log into the Legal Aid Agency CWA portal in readiness to upload your bulkload submission, using the CSV file that was created.
2. Once your claim has been imported successfully, return to the submission screen within LEAP, and click Mark as Submitted.
Fee Code

A new column has been added to the spreadsheet call Fee Code, this code will be calculated from the information on the Legal Aid Details screen and the ‘Matter Type 1’, and ‘Matter Type 2’ codes.

For Example: A Family case where the Case/Stage Level is FPL01 on the Legal Aid Details screen, and has a Matter Type 1 of FAMA on the Invoice will have a fixed fee calculated and the Submission will have a Fee Code of FVP012.

Legal Aid Details

Invoice

Submission Spreadsheet

The Profit Costs column will now show the actual profit costs for the invoice as the Fixed Fee is calculated from the Fee Code when it is submitted.

Recreating a Previous Submission

It is possible to recreate a previously created submission spreadsheet using the Recreate Submission button on the Submissions screen, this screen will allow the user to tick the invoices to include in the submission, normally all invoices. However, any invoices that have been adjusted or reversed should be left off the recreated submission.

Submissions should be created for each individual branch separately and once submitted, any errors would need to be sorted by the LAA, as it is not possible to edit them once submitted.

New Matter Starts

It is possible to view the number of New Matters started for the various Civil Categories, Mediation and CLR Cases.

This is done from the main Civil Bulkload spreadsheet screen. Click the ‘Add NMS & CLR’ button in the top right of the screen, the following screen will appear showing the number of New Matter Starts for Civil, Mediation and CLR Cases.

To return to the Main page, click the relevant button on the screen.