Tips For Using Cal-Online For Lobbying Registration Renewals (Frequently Asked Questions)

No. Those who are required to file lobbying disclosure reports electronically must file lobbying registration documents both electronically and in paper format. However, it should be stressed that the filing of either an original or amended electronic registration statement does not update the information of the lobbying entity's existing record display on the Secretary of State's Cal-Access web page. Registration information displayed through the system must be updated manually. This update is performed by Secretary of State staff and is triggered by the filing of a paper registration document that corresponds to the electronic filing.

Cal-Online contains all the proper registration forms for renewal of lobbying registration. However, they can be found only under certain user identification numbers.

Here are the registration forms and the types of user identification numbers where the forms can be found:

• Form 601- Lobbying Registration Statement — This form can be found under the Firm user identification number.
• Form 602-Lobbying Firm Activity Authorization — This is filed by each person who employs or contracts with a Lobbying Firm. The form can be found only under the Firm user identification number. It is not a form available under the Lobbyist Employer user identification number.
• Form 603-Lobbyist Employer or Lobbying Coalition Registration Statement — This form can be found only under the user identification number of a registered Lobbyist Employer who has in-house Lobbyists. It is not a form available under the user identification number of a Lobbyist Employer who only authorizes a Firm to lobby in its behalf.
• Form 604-Lobbyist Certification Statement — This form is not available under the Lobbyist user identification number. It is accessible only through either the Firm user identification number or the user identification number of a registered Lobbyist Employer who already has at least one in-house lobbyist.
• Form 605-Amendment to Registration — This is not a stand-alone form. It will be generated under two circumstances:
  • when a Firm amends its existing Form 601(Lobbying Firm Registration Statement), or
  • when a registered Lobbyist Employer amends its existing Form 603 (Lobbyist Employer or Lobbying Coalition Registration Statement).

One of the most common updates is a change of address. Currently, there is no way to modify online the existing address display. Such address information must manually be keyed based on paper amendments submitted to the Political Reform Division.

Following are electronic registration documents that are filed with the Political Reform Division of the Secretary of State’s office: To change the address of a Firm — Amend Form 601 using the Firm's user identification number.

To change the address of a Lobbyist Employer, who does not register using Form 603 — Amend Form 601 using the Firm's user identification number.

To change the address of a Lobbyist Employer who has an in-house lobbyist — Amend Form 603 using the Lobbyist Employer's user identification number.

To change the address of an in-house Lobbyist of a Firm — Amend Form 601 using the Firm's user identification number.

To change the address of an in-house Lobbyist of a registered Lobbyist Employer — Amend Form 603 using the Lobbyist Employer's user identification number.

Note that the Lobbyist Employer using a Firm to lobby on its behalf cannot change its address online. The Firm it retains must initiate such an address change.

The same logic applies to changing any other pertinent registration information. Only the Firm filing Form 601 or the Lobbyist Employer filing Form 603 can file these changes electronically. However, only when Secretary of State staff manually updates the system based on information contained in a paper filing will the display of a lobbying entity’s information be changed in Cal-Access.

A Firm cannot add to its renewal registration a new Client that has never electronically filed with this office. Cal-Online requires a pre-existing user identification number for any new client. As such, the Firm must first request through the Political Reform Division, a new user identification number for its new client, using the "Lobbying Application to Obtain Logon ID Number and Password to File Online or Electronically Form".

A Firm cannot add to its renewal registration a new Lobbyist that has never electronically filed with this office. Cal-Online requires a pre-existing user identification number for any new Lobbyist. As such, the Firm must first request through the Political Reform Division, a new user identification number for its new Lobbyist, using the "Lobbying Application to Obtain Logon ID Number and Password to File Online or Electronically Form".

A Registered Lobbyist Employer cannot add to its renewal registration a new Lobbyist that has never electronically filed with this office. Cal-Online requires a pre-existing user identification number for any new Lobbyist. As such, the Registered Lobbyist Employer must first request through the Political Reform Division, a new user identification number for its new Lobbyist, using the "Lobbying Application to Obtain Logon ID Number and Password to File Online or Electronically Form".

Call the Help Desk at 1-(877) 745-3453 or (916) 653-7283.