COLAs Online FAQs

About COLAs Online
Registering and Getting Access to COLA Online
Browser and Other Technical Requirements
Managing Your User Profile
Electronic Filing and Updates
Submitting Attachments and Viewing Printable Version

About COLAs Online

C1: What is COLAs Online?

The COLAs Online System is TTB’s first e-government initiative.  Simply, COLAs Online is an Internet based system that allows registered Industry Members (IM) to apply for Certification/Exception of Label/Bottle Approval (COLA) online.  COLAs Online also gives registered IM the ability to track the status of their electronic label submissions (COLAs).  Currently, COLAs Online does not allow for the tracking of paper submissions of COLAs.  The system is accessible 23 hours per day, 7 days a week.  There is a scheduled 1-hour daily routine maintenance shutdown and non-scheduled emergency shutdowns.  In addition, COLAs Online serves as the sole internal database for TTB’s Advertising, Labeling and Formulation Division (ALFD) to track all work related documentation, including all COLA submissions received for approval either in hard copy or soft copy.  COLAs Online also stores all approved COLAs and provides the general public with detail information on COLAs, along with a printable version of the approved COLAs, if available. 

Back to top

C2: What is the difference between COLAs Online and the Public COLA Registry?

COLAs Online at: https://www.ttbonline.gov/colasonline/ is the authenticated part of the COLAs Online System requiring username and password to electronically submit label applications or search for e-filed label applications. 

The Public COLA Registry at: https://www.ttbonline.gov/colasonline/
publicSearchColasBasic.do is the public module of the COLAs Online System that requires no username and password and contains as required by the Freedom of Information Act (FOIA), details of only Approved, Expired, Surrendered or Revoked COLAs for viewing by the general public, as well as a printable version of the COLA if available.

C3: What are the advantages of filing COLAs electronically?

• Label applications are submitted instantaneously, reducing the time and cost associated with filing paper label applications.
• Users receive an immediate electronic confirmation of receipt of label application submission and a unique TTB ID number for tracking purposes.
• Users have fewer rejections for omissions of data because the system has business rules that will not allow users to submit applications that have certain incorrect or incomplete portions.
• The system is accessible 23 hours per day, 7 days a week, (Routine system maintenance is scheduled daily between 4 a. m. to 5 a. m. Eastern Time).
• If reasons for rejection are disclosed during the initial review of an e-Application, users are given the opportunity to make corrections to the application within fifteen calendar days after which the system automatically rejects the application.

• Corrected e-Applications receive priority consideration over all other e-filed applications received that same day.

C4: Does COLAs Online reduce the amount of time it takes to receive label approval?

The process of human review of the COLA application for compliance with the regulations remains; however, elimination of the time it takes to send paper applications through the mail shortens the process significantly.  Also, the online application has built-in validations to prevent many errors that are made by applicants on paper applications.  Another feature of COLAs Online is that users are given the opportunity to correct a label application, eliminating the need for most outright rejections and reducing the overall turnaround time for COLA approvals.

Back to top

C5: Does COLAs Online improve the consistency of decisions made relating to label applications?

Consistency of decisions made relating to label applications can be addressed only to a limited degree by a Web-based system. COLAs Online has business rules that keep many incorrect or incomplete applications from being submitted to ALFD.  However, the human element remains part of the label approval process.

C6: How does COLAs Online affect customer service?

We believe COLAs Online enhances our customer service by providing Industry Members with another option for submitting label applications, in addition to providing several options for contacting us.  One such way is by providing a “Contact US” link alfd@ttb.gov in COLAs Online to send us emails directly regarding specific issues or general labeling questions.  COLAs Online does not reduce Industry member’s ability to interact with our Label Specialists or Supervisors.  Industry members or industry representatives may make an appointment to meet with a labeling or formula specialist or a supervisor by contacting ALFD, toll free at (866) 927-ALFD (2533) or commercially at (202) 927-8140, between 8:30am - 4:30pm Eastern Time, Monday through Friday (except Federal Holidays).  In addition, our Customer Service Window, located in our Headquarters in Washington, DC, is open Monday through Friday from 10:00 AM to 12:00PM and 1:00 PM to 3:00 PM to provide direct information on the status of your formal label applications, proposed (informal) labels, correspondence, formula applications and other submissions.  Based on our goal of continuous improvement, we welcome your candid comments, suggestions and concerns.  This information assists us in improving the service we provide to our customers.

C7: Am I required to file COLAS electronically?

No.  The filing of COLAs electronically is optional.  We also accept paper copies of TTB Form 5100.31, Application for and Certification/Exemption of Label/Bottle Approval.

Back to top

Registering and Getting Access to COLA Online

C8: How do I register to use COLAs Online?

To receive a user ID and initial password for COLAs Online, you must complete a “COLAs Online Access Request” form (TTB F 5013.2), http://www.ttb.gov/forms/f50132.pdf  If you do not have signature authority or power of attorney to sign documents on behalf of the company for which you are filing label applications, you will also need to complete a “Power of Attorney” form (TTB F5000.8), http://www.ttb.gov/forms/f50008.pdf.  If you already have Power of Attorney you must submit a copy of it when you submit your registration form. When completing the “COLAs Online Access Request” form (TTB F 5013.2) applicants must complete item numbers: 1, 2, 3, 4, 5, 7, 8, 9, 10, 12, 13, 17, 18, 19, 20, and 21 in order to be processed successfully.

Send the completed forms to:

Alcohol and Tobacco Tax and Trade Bureau
Advertising, Labeling and Formulation
Division 1310 G Street, NW, 4th Floor
Washington, DC 20220

C9: What if I cannot download the COLAs Online registration form, TTB F 5013.2 from TTB website?

Registration forms can be requested by calling ALFD toll-free 1-866-927-ALFD (2533) or commercially at (202) 927-8140, or by email at alfd@ttb.gov.

C10: Can I e-mail my completed “COLAs Online Access Request” form to your office?

No.  In order to be legally binding TTB requires you to mail in the form with original signatures.

C11: Will I receive an acknowledgement of receipt when I register and how can I check the status of my COLAs Online registration form(s)?

No, acknowledgements of receipts are not sent to potential users.  However, registrants may check on the status of a pending registration form or the receipt of a registration form by contacting us toll-free at 1-866- 927-2533, commercially at (202) 927-8140 or by emailing us at alfd@ttb.gov.  When we have completed processing a COLAs Online Access Request form, which takes approximately 30 days from receipt, we do send the new user an email that contains the user ID with a request to call us.  As a required security measure, we convey the initial password separately by telephone. 

Back to top  

C12: Why am I required to give my date of birth and mother’s maiden name to register to use COLAs Online?

In order to maintain the security of the system and the privacy of the users, we request certain information that is used only to verify the identity of persons who contact us regarding their account.  You need only provide us with your date of birth and mother’s maiden name.

C13: What is the average processing time of registrations and how do I check on the status of my registration?

Currently, the average processing time for COLAs Online Registrations is 20 days from the date of receipt.  Registrants may check on the status of a pending registration by contacting ALFD toll-free at 1-866- 927-2533, commercially at (202) 927-8140 or by email at: alfd@ttb.gov. 

C14: Who do I contact when I have a question about using COLAs Online or experience problems when logging on?

Questions about using COLAs Online and obtaining label approval should be directed to ALFD Customer Service toll free at 1-866-927-ALFD (2533) (Hours: 8:30 AM - 4:30 PM Eastern Time M-F) or via e-mail at alfd@ttb.gov . 

If you experience any problems logging on to COLAs Online, please contact the TTB Help Desk at 1-866-240-0835 (Hours: 7:00 AM - 7:00 PM Eastern Time M-F) or via e-mail at TTB.HelpDesk@ttb.gov

C15: Can I use third party filers to file label applications electronically?

Yes. Third party filers (trade associations, law firms, and industry representatives and consultants) can submit label applications on your behalf.  Since the act of submitting an eApplication equates to signing the COLA form, a third party filer must either have signature authority or power of attorney for each company for which they wish to submit eApplications.  Third party filers must also register to use COLAs Online and receive a user ID and password.

Back to top

Browser and Other Technical Requirements

C16: What “Operating System” is supported by TTB to use COLAs Online?

Currently, COLAs Online is supported on the following platforms: Windows 95, 98, 2000 and Windows XP.  In addition, Macintosh (Mac) platforms are not currently supported, but may be used.  However, screen displays may have unexpected results – formatting of screens may be inconsistent with the way they were intended to be displayed and images may not be rendered as expected.  Therefore, TTB recommends the use of PCs with the Windows platform only when using COLAs Online.

C17: What “Web Browser” is supported by TTB to use COLAs Online?

To take full advantage of COLAs Online, it is recommended that you use only the Microsoft Internet Explorer (IE) 5.0 or higher when accessing COLAs Online.  Netscape or Firefox are not supported and do not work consistently with COLAs Online.  In addition, even though the Apple/Macintosh platform is not currently supported by TTB, if you do chose to use a Mac computer you must utilize the web browser Safari 1.2 or Internet Explorer (IE) 5.2 or higher.  In addition, there are also known technical problems with the AOL interface accessing COLAs Online when using the IE browser within AOL.  Because of this TTB does not recommend the use of the IE web browser within AOL when accessing COLAs Online.

C18: What else is required to use COLAs Online?

In order to receive status notifications about electronically filed applications and other communication from ALFD, users are required to have an active e-mail account.  Additionally, a scanner may be required in order to submit image files of paper labels or for converting PDF files to JPEG/TIFF files.

C19: When does COLAs Online shutdown for routine maintenance?

The system is accessible 23 hours per day, 7 days a week except for a routine maintenance shutdown that is scheduled daily between 4:00 and 5:00 AM Eastern Time and non-scheduled emergency shutdowns. 

Back to top

Managing Your User Profile

C20: How do I update my COLAs Online user profile with new permit numbers or as other user information changes?

Authenticated users may update their phone numbers, fax numbers and email addresses using the “My Profile” link from the user’s menu in the upper right corner when logged on to COLAs Online.  All other updates or modifications to a user’s account information must be made using the COLAs Online Access Request/registration form, http://www.ttb.gov/forms/f50132.pdf   In Section A- ACTION REQUESTED check the box "Modify User" and provide the updated information in the appropriate fields.

C21:  How do I delete myself or another person from my company as a user?

To DELETE a user from COLAs Online, you must complete and file a separate “COLAs Online Access Request” form available at; http://www.ttb.gov/forms/f50132.pdf by checking the box “Delete User" in section and provide relevant information in the appropriate fields in the other sections.

C22: What do I do if I have forgotten or lost my COLAs Online password or if I am unable to log in to my COLAs Online account?

Please contact the TTB Help Desk at 1-866-240-0835 for all problems with your password.

C23: How do I change my password?              

User’s passwords are changed from the “My Profile” link within COLAs Online User’s Menu at the upper right hand corner of the screen after logging on to the system.

C24: I’ve created a new password, so how long is it good for? 

Your password is valid for a period of 90 days from the date that you last changed your password.

C25: Why must users change their password every ninety days?

TTB is mandated by Federal Law to require users to change their passwords every 90 days in order to maintain the security of the system and the privacy of users.

Back to top

C26: Do you have any helpful information that I can use about the rules and requirements for creating and changing my password?

Passwords are a combination of characters and numbers that is defined by you for accessing the COLAs Online application.  For security reasons, passwords should not contain identifiers that are common knowledge; such as your name, important dates, spouse/kids/pets names, PIN numbers, etc. Passwords are to be unique and should not be shared with other individuals.  When defining your password, it must conform to the following rules:

• Passwords must be at least 8 characters in length.
• Passwords cannot contain your User ID.
• Passwords cannot contain a word in the English dictionary.
• Passwords must contain at least one UPPERCASE, one lowercase, one number and one special character.

Note: You cannot reuse the last 10 passwords that you have defined.

Back to top

C27: What are the steps for filing a label application electronically?

Listed below are some of the key steps that users are required to complete in order to file electronic COLAs.  Keep in mind that COLAs Online is a work in progress and that we continue to make changes and improvements to the system as required by law and as requested by users of the system.

• Access the official TTB COLAs Online website at: https://www.ttbonline.gov
  /colasonline/
• Logon to the COLAs Online System by entering your username and password (supplied once your registration is processed and approved).
• Once you have logged onto the system, you can search for or view the status of e-filed label applications you’ve submitted previously or you can create, save and submit new COLA eApplications.
• If you choose to create an eApplication you will be asked in step 1 to choose the type of product for which you are seeking label approval for (such as: Wine, Distilled Spirits or Malt Beverage).  All questions from this point on in the “Create an eApplication” process are defined by your choice in this first step.  For example you will not be asked to enter a vintage date if you choose a malt beverage product.
• Other information related to your label application is entered during step two, either by choosing from drop down lists or filling in the item as applicable.  Certain information is pre-populated (company name, trade name(s), premises address, permit number and phone numbers) based on the data already on file with TTB or that you supplied when you registered.
• In step 3 of the “Create eApplication” process users are required to upload electronic file(s) (e.g., JPEG file) of the various label image(s) (e.g. brand/front, back, neck or other).  These image files can be your own scanned images of paper label(s) or files supplied by a graphic artist/printing company.  For information on acceptable file types, please see Question C27.
• Users are required to verify the completed application prior to submission.
• Users can either save or submit the eApplication.  Electronic applications may be saved up to 30 days for later submission.  Submission must be by a person with signing authority or power of attorney.
• Once an eApplication is submitted, the system automatically sends the user an e-mail verifying receipt.  The email includes the TTB identification number assigned to the application. You will not be able to submit the application if you failed to provide certain required information, e.g., brand name, net contents, or a file attachment with labels.
• Once TTB takes action on an e-application, the status changes and users once again receive an email from the system that informs the submitter of the current status of a particular eApplication.  A "Needs correction" and "Rejected" status for an eApplication indicate that there are problems with your application that must addressed before ALFD can approve the COLA. You will be notified about what you must correct.
• Approved COLAs will indicate the class and type code, origin code and any qualifications or expiration date if applicable.
• A printable version is available of all approved COLA eApplications.

C28: Are users able to check the status of their eApplications?

Yes.  You may logon at any time and your home page shows a listing of all eApplications you filed in the last 30 days and their current status.  The system also allows you to search for all eApplications that you submitted and identify their current status, whether received, approved, needs correction, or rejected.  You cannot see information about other company's submissions or about your paper applications.  We send e-mail notification of status changes in eApplications to the submitter. Therefore, if you use a third party filer to submit applications, that party receives the notifications.

C29: What is the difference between the statuses "needs correction" and "rejected"?

The status "needs correction" means that the initial TTB review of your eApplication and label disclosed problems. Rather than reject the application outright, we give you the opportunity to make the corrections within 15 calendar days.  If you do not make the corrections within that time or do not make all the required corrections, we reject the application, and you have to resubmit. This procedure only applies to e-filed applications.  "Corrected" eApplications receive priority consideration over new applications received on the same day.

Back to top

C30: May I file formulas and pre-import approvals electronically?

No.  The current version of COLAs Online does not allow for the electronic filing of formulas, pre-import approvals or pre-imports with laboratory analysis.  We plan to add these functions in future versions of the system.

C31: How do I submit additional information, such as a formula or organic certifications, with my COLA eApplication?

Any additional information submitted must be scanned into a file, saved and uploaded using the "upload other attachments" option in Step 3 of the application process.  Acceptable file types include: .doc, .txt, .pdf,  .jpg and .tif.  You can attach up to 10 files but each file must not exceed 450 KB.

C32: Will TTB electronically notify the States and U.S. Customs & Border Protection (USCBP) of approved COLAs?

This phase of COLAs Online does not interact with State or Customs systems.  However, all approved COLAs and images of electronically filed labels are posted on the COLA Public Registry at: https://www.ttbonline.gov/colasonline/publicSearchColasBasic.do, available for viewing by anyone, including the States, USCBP, and other federal agencies.  There is a 48 hour delay before posting approved COLAs to the website.  Users of COLAs Online and the public are able to print copies of electronically approved labels from the web page that can be submitted to the States or USCBP.   We are looking at a future enhancement to the system that will provide an auto-notification to the States and USCBP when a COLA is approved.

C33: If I am required to submit a paper copy of the COLA to a state or Customs does the e-filed version have my signature and the signature of a TTB representative?

The e-filed COLA contains the statement “Application was e-filed” in the applicant signature box. The applicant’s name appears in the adjacent box, as it does on a paper COLA.  A facsimile of the signature of the TTB approving official appears on the approved COLA.

Back to top

C34: What type of label attachments may I attach to the e-filed COLA?

COLAs Online will accept both JPEG (.jpg, .jpeg, .jpe) and TIFF (.tif, tiff) file formats utilizing only RGB color mode also referred to as color space.  Images in the CMYK color mode/space are unacceptable.  We highly recommend that you use the JPEG file format for images that you attach to an eApplication.  If TIFF files are to be used they should not be saved with JPG compression.  This is a legacy format and compression standard that causes problems when viewing the associated images.  For optimal performance and viewing we recommend that you save TIFF images with LZW compression before uploading them into COLAs Online.  

C35: What is the limit on file size?

No single file may exceed 450KB.  Each label (front, back, neck, etc.) must be uploaded as a separate file attachment; this file attachment should only contain the label image and should be cropped from other information such as a printer’s masthead or label measurements.  Please keep in mind that the label dimensions requested when uploading attachments pertains to the entire file and include both the label image and any background included in the file.  The entered dimensions should be the exact measurements of the printed label, not of the label image.   Accuracy of these dimensions is crucial in the rendering of the label images on the printable COLA version.

Back to top

C36: What should I do if you send my labels back for correction because the image dimensions I provided skewed or distorted the printable version of my application?

When entering image dimensions in Step 3 of the “Create Application” process, you must take into account any extra space saved within the label image that is not a part of the label itself. If you do not, the printable COLA will generate a skewed version of the submitted labels. For example, if the actual label is 3 inches by 4 inches when printed and attached to a bottle, but the label image file contains a one-inch border of blank white space surrounding the label, you must indicate that the dimensions are 4 inches by 5 inches.  In order to minimize confusion, we recommend that you crop out any space surrounding the label so no extra blank space exists within the saved label image. You can then enter in the exact dimensions of the printed label into COLAs Online.

C37: What do I do if my image attachments do not upload properly?

After uploading files to COLAs Online, you should click on the link to ensure that the file uploaded correctly.  Occasionally, due to glitches during the data transfer from your workstation to the TTB server, uploaded label image files become corrupted and distorted. When this occurs, please try to save the file again on your workstation and then after removing the first image file re-attempt the upload. If problems persist, contact the Advertising, Labeling, and Formulation Division at 1-866-927-ALFD (2533) or alfd@ttb.gov for further assistance.

C38: What do I do if my label images appear distorted or discolored?

Please remove the current distorted image(s) and replace with new image(s). In this case, we advise that when you or your graphic artist develops your label images in the JPEG or TIFF format the compression ratio be set at MEDIUM or LOW and the resolution rate are set at 150 DPI or somewhere between the range of 120 DPI and 170 DPI, while achieving the required file size limit of 450KB. If TIFF files are to be used they should not be saved with JPG compression. Using the suggested compression ratios and resolution rates usually ensures a clear image is uploaded into COLAs Online. Most users can find compression and resolution help by going into the software Help menu and selecting Index and then selecting Compression Method or Resolution. Photoshop users can find compression help by going into Help, then selecting Index and Compression. Other software packages (e.g. Adobe Illustrator, COREL Draw, etc.) should have similar compression/resolution Help information. You should always review the compression and resolution settings prior to saving an image file and uploading a label image.

Back to top

C39: What should I do if I am unable to view my JPEG images or the system shows a red "x" where my labels should be?

If you are experiencing problems viewing JPEG images in COLAs Online, follow these steps. After each step, check to see if the problem is resolved. If not, continue to the next step:

• Right-select the red X or placeholder for the image, then select Properties. Verify that Internet Explorer supports the image type by examining the Address (URL) value in the Properties dialog box. For example, a JPEG file lists the Address (URL) with a .jpg extension.
• If you have the Toggle Images.exe Web accessory installed, select the Toggle Images.exe link on the Links toolbar to turn on images. Note: If the Links toolbar is not visible, right select a blank area of the toolbar and verify that there is a check next to Links.
• Verify that Show Pictures has not been turned off in Internet Explorer:
• Select the Tools menu; then select Internet Options.
• Select the Advanced tab; then verify that the Show Pictures check box is selected under Multimedia.
• Select OK.
• Make sure scripting, ActiveX controls, cookies, and Java applets are enabled in Internet Explorer.
• Select the Tools menu; then select Internet Options.
• Select the Security tab; then select Default Level (if it is available) for the zone that contains the Web page (for example, Internet).
• If you are using Internet Explorer 6, select the Privacy tab; then select Default (if it is available).
• If you are using a third party Internet security, firewall, or cookie blocking program, contact the manufacturer of the program for information about how to enable scripting, ActiveX controls, cookies, Java applets, advertisements, and HTTP referral information. For example, if you have Norton Internet Security (NIS) or Norton Personal Firewall (NPF) installed, see the following Symantec Corporation Web sites for additional information about the various settings in these products that might cause this behavior:
• http://service1.symantec.com/SUPPORT/nip.nsf/
  33e52197341bf25988256a9b007e63c2/
  8b2c15e3ae1d62b985256b79007f9839?OpenDocument
• <http://service1.symantec.com/SUPPORT/nip.nsf/
  33e52197341bf25988256a9b007e63c2/
  8b2c15e3ae1d62b985256b79007f9839?OpenDocument>
• <http://service1.symantec.com/SUPPORT/nip.nsf/docid/2000031311301136>
• If you access the Internet through a local area network (LAN), contact the administrator of your LAN to verify that a fire all or other security feature on the network does not block scripting, ActiveX controls, cookies, Java applets, advertisements, and HTTP referral information.
• Start Internet Explorer.
• On the View menu, point to Encoding. If a check does not appear next to Auto-Select, select Auto-Select.
• On the View menu, point to Encoding, and then select the appropriate language for the Web page that you are trying to view. For example, if the Web page is in English (United States), click Western European (ISO) or Western European (Windows). If the required language is not available on the View menu, follow these steps to add it:
• On the Tools menu, select Internet Options.
• Select Languages, and then select Add.
• Select the appropriate language; then select OK.

C40: What should I do if when viewing a Printable Version I receive an error that says ‘Unable to display image’ or displays as a red ‘x”?

Occasionally when viewing Printable Versions that contain TIFF images the images may not render properly, or display an error, or display as a red ‘x’.  This sometimes occurs when the page is being loaded and you are moving the mouse around on the screen.  If this occurs, you should click the Refresh button, or close the Printable Version window and click the link for the Printable Version once again.

C41: I’m still getting an error or red “X” when viewing the images on the Printable Version of a COLA. What else can I do?

With the latest release of COLAs Online (v2.3, dated 4/22/2006), we have corrected a problem that many users have experienced with viewing Printable Versions of COLAs that have TIFF images associated with it. In most cases, the inability to view the image occurs when viewing TIFFs that have been saved with JPG compression. This is a legacy format and compression standard that causes problems when viewing the associated images. Due to technical limitations, these images cannot be rendered properly from within the web browser and may require the user to install a web browser add-on that may be able to display these errant TIFF image files

AlternaTIFF (http://www.alternatiff.com) is a free web browser add-on (ActiveX control or plug-in) that works in most web browsers for Windows 95 or higher (98, ME, NT4, 2000, XP, etc.). You will be required to register it before it can be used to view images. You will be told how to register when you install it, or when you first use it to view an image.

Please visit AlternaTIFF’s web site at http://www.alternatiff.com to learn more about this plug-in (FAQ), download it for your own personal use (Installation Page), and about registering for the product (FAQ).

If you chose not to install the AlternaTIFF add-on, you may continue to experience difficulties with viewing Printable Versions of COLAs that have TIFF images embedded. Other acceptable image file formats (JPG, JPEG) are not affected by this limitation and should continue to viewable through the Printable Version without the need to download the add-on.

TTB does not take any responsibility for the installation, configuration, any applicable costs, and/or registration of this plug-in. We should not be held liable for any changes that you make to your browser and/or windows configuration as a result of the recommended actions.

Back to top

Revised: 04/16/09