Guidance for Permit Holders for the Completion of the 2014 Waste Collection Permit Annual Return. January 2015

Transcription

1 Guidance for Permit Holders for the Completion of the 2014 Waste Collection Permit Annual Return January 2015

2 Table of Contents 1. Overview of AR System and General Comments: The requirement to make an Annual Return NWCPO and Local Authority Roles What s new for the 2014 Return New Local Authority Structures Tab Restrictions on Certain Waste Types Reporting Ports of Export rather than International Waste Facilities Waste from Pay to Use Compactors Accessing the on-line AR portal Review Your Permit and Contact Details General Guidance on Making your Return: Saving your data Reporting quantities and measurement units Use of the Comment Box Dropdown fields and permit Appendices Submitting your return Guidance on waste types that cause confusion and common mistakes Household waste collectors (Door to door kerbside): Note regarding the use of code Waste from apartment blocks: EWC (Bulky Waste) (skip waste): Waste moved from transfer stations (waste facilities): Sludge from Waste Water Treatment Plants: Waste from civic amenity sites and bottle banks Waste from Pay to Use Compactors Data dump facilities for large operators Tool Tips Entering your Annual Return Data: Nil Returns Tab 1: Waste Collected (excluding household waste and apartment waste) Tab 2: Waste Moved from transfer/treatment station Tab 3: Household and Apartment details Tab 4: Household and Apartment Waste Collected AR Data Validation and Audit: Rejection of your Annual Return

3 1. Overview of AR System and General Comments: 1.1 The requirement to make an Annual Return Conditions are included in all Waste Collection Permits requiring the Permit Holder to compile and maintain specified records in relation to their waste collection activity. These records are required to be furnished to the nominated authority (now the NWCPO) no later than the 28 th of February each year. The Annual Return (AR) procedure has evolved over the last number of years to the current system where the return is made via an online web portal. Your Annual Return is only accepted in this electronic format. NOTE: Sanctions will be applied to any Permit Holder failing to submit a completed Annual Return or the submission of a false or misleading Annual Return, up to and including legal action and permit revocation. 1.2 NWCPO and Local Authority Roles For the AR process the NWCPO is responsible for the coordination of the process, managing the AR portal and providing guidance to Permit Holders on the submission of their return. Local Authority waste enforcement staff and/or regional waste office(s) are responsible for the validation and auditing of the data when entered. For the purposes of Local Authority data validation, each Local Authority team has been assigned the Permit Holders who have their head office within their jurisdiction, e.g. A Permit Holder whose address on their permit is Tullamore, Co. Offaly, will be validated by the waste enforcement team in Offaly County Council. 1.3 What s new for the 2014 Return New Local Authority Structures In June 2014 there was a formal merger of city/county councils in Limerick Tipperary and Waterford. This reform of Local Authority structures was set out in the Government s Action Programme for Effective Local Government, Putting People First, which was published in October What does this mean for you? This means it will be easier for permit holders reporting their annual returns. Where waste was reported separately as Limerick City or Limerick County previously, it can now be reported under Limerick City and County. The same applies for North and South Tipperary (now Tipperary) and Waterford City and Waterford County (now Waterford City and County). 3

4 1.3.2 Tab Restrictions on Certain Waste Types In order to reduce the errors in data reporting the following EWC codes are no longer available in Tab 1 (waste collected, other than household and apartment waste). These can only be reported in Tab 2 (Waste from waste facilities) All codes starting in 19 e.g , , etc Note: Sludge from waste water treatment plants must now be reported under Tab Depolluted End of Life Vehicles Septic Tank Sludge can now only be reported in Tab 1 as this waste does not originate from a waste facility Reporting Ports of Export rather than International Waste Facilities Permit Holders who transport waste for export can now report their annual return as the port of export rather than the actual international waste facility where the waste is being sent. The port of export must be selected from the destination facilities dropdown and the country of destination then selected Waste from Pay to Use Compactors Waste collected from waste compactors must be returned under Tab 2 (Waste Moved from transfer/treatment station). If the facility that the waste is being collected from does not have a Certificate of Registration, please contact the NWCPO. 1.4 Accessing the on-line AR portal There are 5 steps to access the AR portal: Step 1: Log on to the National Waste Collection Permit Office (NWCPO) website Step 2: Select the Permit Holders icon on the right hand side. This brings you to the NWCPO Permit Holder portal which is currently under development. 4

5 Step 3: Enter your User Name and Password as detailed in your AR information 1 and select Login. The Permit Holder Portal will then open. Step 4: Select the Annual Return link on the right hand side of the screen Step5: Enter your User Name and Password in the AR Login screen (screenshot 1) as detailed in your AR information and select Login. The AR submission screen will then open (Screenshot 2). Screenshot 1 AR Login screen 1 An Annual Return information /letter was issued to all Permit Holders in December If you have not received your /letter, please contact the NWCPO on contactus@nwcpo.ie. 5

6 HELPFUL TIP: If you have difficulty in viewing the full AR submission screen (smaller screen sizes may not be able to show the whole screen) you can adjust your screen zoom by: 1) Adjusting your Screen Resolution to 1024 x 768 pixels. (A link to guidance is provided on the Login Screen), or 2) Change your screen zoom settings by: or Selecting view in your tool bar, Select zoom, Select a different zoom percentage, 3) Use the scroll bar at the bottom of your screen. 1.5 Review Your Permit and Contact Details The submission screen header shows the Permit Holder name (operator), WCP number and NWCPO number. Please review this information to ensure it is correct. The contact details section contains three boxes with information for the primary contact for your Waste Collection Permit. This contact will be used by the NWCPO and Local Authorities to discuss your annual return and general waste collection activity. This information is not available to the public via the NWCPO website. You are required to provide a contact name, address and mobile number. Where existing information is shown, please review to ensure it is correct and amend as appropriate. To verify the information, select Save Contact Details. Please Note: Annual Return receipts are only issued by where an address is provided. You will not be able to submit your AR unless these boxes are completed. 6

7 Screenshot 2 Submission Screen, Permit and Contact Details 1.6 General Guidance on Making your Return: Saving your data When data is entered into the on-line AR system, and the Save this entry button selected, it is automatically saved i.e. you can enter some details, log out and re-enter the system at a later date to complete your return Reporting quantities and measurement units All waste collected must be reported for each Local Authority Area in which you are collecting waste. Data must be submitted in TONNES ONLY. Conversion Factors: 1000kg = 1 Tonne For Liquids, 1000 Litres = 1 Tonne. 1 gallon = 4.55 Litres Note: Decimal Points can be entered but commas cannot (e.g. 1,500) IMPORTANT: Details of the tonnage you have collected should only be entered once in your Annual Return. If you find yourself entering the same collection tonnage in two separate tabs then you have duplicated the data you are submitting. 7

8 1.6.3 Use of the Comment Box The comment box on the right hand side of each entry line can be used to clarify any entry in the return. This comment box should also be used to clarify the waste collected under an EWC code ending in 99 or if you are unsure if the code you have used is the correct one. In the case where you are unsure of the correct code, please give a description of the waste collected Dropdown fields and permit Appendices If an EWC code or Waste Facility that you want to report on does not appear in the dropdown options you must make a formal amendment to your permit appendices, please contact the NWCPO at additions@nwcpo.ie or if you are not familiar with the amendment process. The information contained in these dropdowns is the same as that in your permit appendices i.e. the EWC codes you can collect and the Waste facilities you can use Submitting your return When you have all your data entered into the system, please ensure you click the Submit AR Information button. You annual return is not complete until this button and the final declaration are clicked. A receipt of the data submitted will then be sent to the address provided and copied to the NWCPO and your local waste enforcement team. 1.7 Guidance on waste types that cause confusion and common mistakes Household waste collectors (Door to door kerbside): The data required from Permit Holders who collect Household waste is more significant than those who do not collect this Household waste. Those collecting household waste will see four tabs (red oval). Those who do not collect household waste will only see two tabs (blue oval). See screenshot 3: 8

9 Screenshot 3 - Submission screen identifying relevant tabs Note regarding the use of code The code under Tab 1 is to be used for a door-to-door kerbside collection service (i.e. weekly/fortnightly), of residual and/or mixed dry recyclable wastes from commercial, industrial or institutional sources e.g. shops, factories, schools, hospitals etc. Not from households. Permit Holders (Hauliers) who collect (bulked residual and/or mixed dry recyclable wastes) from waste transfer stations must report under Tab 2. See below. The code under Tab 3 and Tab 4 is only to be used for regular door-to-door domestic kerbside collection service (e.g. weekly/fortnightly), of residual and/or mixed dry recyclable wastes Waste from apartment blocks: Waste collected from apartment blocks must be reported as household waste and NOT as commercial waste. You are also required to provide the number of apartment units served. This is not the number of apartment blocks served but the individual household units within. The actual number of apartment units is preferred, however if you do not have an actual figure but know the tonnage of apartment waste collected then the following calculation can be used: Calculating number of apartment units from the tonnage collected Total tonnage of apartment waste collected divided by a factor of 0.7 e.g. 500 tonnes of apartment waste collected in Co. Offaly = = 714 apartment units. Note: This calculation needs to be shown in the comments box on the entry line 9

10 1.7.4 EWC (Bulky Waste) (skip waste): Permit Holders who collect EWC (Bulky Waste, including bulky waste collected in skips), must submit the data for this code under Tab 1 Waste Collected (excl. Household and Apartment Waste). Bulky waste collected from householders and commercial premises will have to be reported on separate lines Waste moved from transfer stations (waste facilities): Waste which has already been deposited at a waste facility and is now being moved in bulk from that facility must be reported under Tab 2 ONLY, Waste moved from waste transfer/treatment station Sludge from Waste Water Treatment Plants: Sludge collected from Waste Water Treatment Plants should be reported under Tab 2 Waste Collected (excl. Household and Apartment Waste) Waste from civic amenity sites and bottle banks Waste from civic amenity sites and bottle banks must be reported under tab 2. For bottlebanks, select the relevant Bottlebanks in X (e.g. Bottlebanks in Wexford) from the facility collected from dropdown.for Civic Amenity Sites, select the relevant site from the facility collected from tab. If a facility is not available in the Tab 2 dropdown, please contact the NWCPO Waste from Pay to Use Compactors Waste collected from waste compactors must be returned under Tab 2 (Waste Moved from transfer/treatment station). If the facility that the waste is being collected from does not have a Certificate of Registration, please contact the NWCPO. 10

11 1.8 Data dump facilities for large operators To assist waste collectors with large volumes of data, a facility is available from an external IT support company allowing for a large data dump directly into the on-line annual return portal (in a predefined format). If you wish to avail of this facility you are advised to contact the NWCPO at contactus@nwcpo.ie. Please note that an administrative fee will apply to the use of this facility. 1.9 Tool Tips To guide permit holders in making their 2014 return, we have introduced tool tips with information on the Tabs or fields that they are completing. Leave your mouse pointer over a Tab or field heading and a tool tip will appear. See below: Screenshot 4 Tool-tips 11

12 2. Entering your Annual Return Data: Your waste collection Annual Return is submitted by filling in the data relevant to your waste activity under one or all of the tabs shown in screenshot Nil Returns If you did not collect any waste, then you must still make an Annual Return as a NIL return. On the Submission Screen tick the no waste collected for 2014 box and then click on Submit AER Information. Then click to confirm that you are making a NIL return. Screenshot 5 NIL Return tick box 12

13 2.2 Tab 1: Waste Collected (excluding household waste and apartment waste). Note: The selected tab always appears in RED Most waste collectors will complete tab 1 and many will only enter data in this tab. This tab is NOT to be used for regular door-to-door kerbside collections of household waste, apartment waste or waste collected from waste facilities. If an EWC code or Destination Waste Facility that you want to report on does not appear in the dropdown options you must make a formal amendment to your permit appendices, please contact the NWCPO at additions@nwcpo.ie, or (if you are not familiar with the amendment process. Screenshot 6: Tab 1 Waste Collected (excluding household waste and apartment waste) Sample Entries. 13

14 Completing the Return for Tab 1 To complete your return, you must enter the waste quantity you collected for each EWC code (Appendix A of your permit), in each Local Authority Area you collected in (Appendix D). Step 1: Select the County where you collected your waste Step 2: Select the EWC code you are reporting on (Permit Appendix A) Step 2a: If you are reporting on EWC (collected from commercial sources), a column called Type will appear. Select the type (Residual or Dry Recyclables) Step 2b: If you are reporting on EWC (bulky (skip) waste), a column called Type will appear. Select the type (Commercial or Household) Step 3: Enter the Quantity in Tonnes (no commas, see 1.5.2) Step 4: Select the destination Waste Facility you delivered the waste to (Permit Appendix B). If a port of export is selected, select the country of destination. Step 5: Select under Transfer Type whether the waste was disposed of or recovered If unsure if your waste is recovered or disposed then ask the waste facility you deliver it to. A good rule of thumb is that if your waste is delivered to a landfill then disposal should be selected, otherwise it is generally recovery. Note: infilling with uncontaminated soil (EWC ) is always recovery. Step 6: Select Save This Entry (this entry is now saved in the system but will not be submitted until you submit your complete return as detailed below). Entries will be accepted when all required fields have been completed; otherwise the system will indicate which field is incomplete. Repeat steps 1-6 for each EWC code and Local Authority Area you are reporting on. Note: If you find that any details you have entered are incorrect, select the Edit or Delete button and re-enter the relevant details/line. Step 7: If you are satisfied that this is the only tab that you are to report on and all required details have been entered, then select Submit AR Information on the submission screen header. You will then receive an to the address provided, confirming that your data has been submitted. 14

15 2.3 Tab 2: Waste Moved from transfer/treatment station Note: The selected Tab always appears in RED If an EWC code or Destination Waste Facility that you want to report on does not appear in the dropdown options you must make a formal amendment to your permit appendices, please contact the NWCPO at additions@nwcpo.ie or if you are not familiar with the amendment process. In general haulage companies will complete Tab 2. This tab is only to be used for waste collected from waste facilities (these are facilities where the waste has been bulked up, processed or treated and hold a Waste License, Waste Permit, Certificate of Registration or Waste Water Discharge authorisation). A new waste facility search tool has been added to assist you in finding the facility you collected from in the dropdown (see screenshots 7 and 8). Please note the guidance above (1.7.7) in relation to collections from bottlebanks and Civic Amenity Sites and in relation to Pay-to-Use conpactors. Screenshot 7: Tab 2 Waste Moved from transfer/treatment station Waste facility search tool 15

16 Screenshot 8: Facility search tool Completing the Return for Tab 2 To complete your return, you must enter the waste quantity you collected for each EWC code (Appendix A of your permit), from each Facility you collected from in Step 1: Select the Waste Facility you are collecting from (If the facility you require is not on the dropdown or can t be found using the search tool, contact the NWCPO for assistance at contactus@nwcpo.ie) Step 2: Select the County where the facility is located Step 3: Select the EWC code you are reporting on (Permit Appendix A). This should have been provided to you by the facility. Step 3a: If you are collecting bulked or semi-processed EWC , a column called Type will appear. Select the type (Residual or Dry Recyclables) Step 4: Enter the Quantity in Tonnes (no commas, see 1.5.2) Step 5: Select under Destination, the Waste Facility you delivered the waste to (Permit Appendix B). If a port of export is selected, select the country of destination. Step 6: Select under Transfer Type whether the waste was disposed of or recovered If unsure if your waste is recovered or disposed then ask the waste facility you deliver it to. A good rule of thumb is that if your waste is delivered to a landfill then disposal should be selected, otherwise it is generally recovery. Note: infilling with uncontaminated soil (EWC ) is always recovery. Step 7: Select Save This Entry (this entry is now saved in the system but will not be submitted until you submit your complete return as detailed below). Entries will be accepted when all required fields have been completed; otherwise the system will indicate which field is incomplete. 16

17 Repeat steps 1-7 for each EWC code and Facility you are reporting on. Note: If you find that any details you have entered are incorrect, select the Edit or Delete button and re-enter the relevant details/line. Step 8: If you are satisfied that you have complete all required tabs and all required details have been entered then select Submit AR Information on the submission screen header. You will then receive an to the address provided, confirming that your data has been submitted. 17

18 2.4 Tab 3: Household and Apartment details Note: The selected Tab always appears in RED If a County does not appear in the dropdown options for your permit, please contact the NWCPO at contactus@nwcpo.ie. Tab 3 and Tab 4 will only appear for Permit Holders who are authorised to provide a household or apartment door to door kerbside collection service. The data provided in this tab gives details of the type of collection service being provided, for each Local Authority Area you collect in. Screenshot 7: Tab 3 Household and Apartment details Completing the Return for Tab 3 To complete your return, you must enter the number of households and apartments served by your service and the type of service provided in each Local Authority Area you collected in (appendix D). Step 1: Select the County where you collected your waste (Permit Appendix D) Step 2: Select the total number of households served on the 31st of December 2014 (including the number of apartments) in that county (Permit Appendix A). Step 3: Enter the number of apartment units served on the 31st of December

19 If no apartment waste has been collected, enter zero (0) in the field. If the actual number of apartment units is entered, put the text actual number of apartment units in the comment box. If the number of apartment units is not known but the tonnage is, apply the calculation as detailed in Section and make a note regarding same in the comments box provided. Step 4: Insert the number of households + apartments served with a residual waste bin service. Step 5: Insert the number of households + apartments served with a residual waste bag service. Step 6: Insert the number of households + apartments served with a dry-recyclable bin service. Step 7: Insert the number of households + apartments served with a dry-recyclable bag service. Step 8: Insert the number of households + apartments served with an organic bin service. Step 9: Insert the number of households + apartments served with a glass bin service. Step 10: Select if the service you are providing is private or behalf of a Local Authority Step 11: Select Save This Entry (this entry is now saved in the system but will not be submitted until you submit your complete return as detailed below). Entries will be accepted when all required fields have been completed; otherwise the system will indicate which field is incomplete. Repeat steps 1-11 for each Local Authority Area you are reporting on. Note: If you find that any details you have entered are incorrect, select the Edit or Delete button and re-enter the relevant details/line. Step 12: If you are satisfied that all required details have been entered then proceed to compete Tab 4. Details of the quantities of household/apartment waste collected, for each Local Authority area you are reporting on must be entered under Tab4 (refer to Section 2.5). 19

20 2.5 Tab 4: Household and Apartment Waste Collected. Note: The selected Tab always appears in RED If an EWC code or Waste Facility that you want to report on does not appear in the dropdown options you must make a formal amendment to your permit appendices, please contact the NWCPO at additions@nwcpo.ie or if you are not familiar with the amendment process. Tab 3 and Tab 4 will only appear for Permit Holders who are authorised to provide a household or apartment door to door kerbside collection service. The data provided in this tab gives details of the quantity of household and apartment waste collected, for each Local Authority area you collect in. Screenshot 8: Tab 4 Household and Apartment Waste Collected Sample Entries 20

21 Completing the Return for Tab 4 To complete your return, you must enter the waste quantity you collected for each domestic waste EWC code ( , and ), in each Local Authority Area you collected in (appendix D). Step 1: Select the County where you collected your waste Step 2: Select the EWC code you are reporting on ( (residual or dry recyclable), (biodegradable fraction) and (glass)) Step 3: Select the Waste Service Type for Step 4: Enter the Quantity in Tonnes (no commas, see 1.5.2) Step 5: Select the charging mechanism used Step 6: Select if the service you are providing is private, on behalf of a Local Authority. Step 7: Select the Destination Waste Facility you delivered the waste to (Permit Appendix B) Step 8: Select Save This Entry (this entry is now saved in the system but will not be submitted until you submit your complete return as detailed below). Entries will be accepted when all required fields have been completed, otherwise the system will indicate which field is incomplete. Repeat steps 1-8 for each EWC code and Local Authority Area you are reporting on. Note: If you find that any details you have entered are incorrect, select the Edit or Delete button and re-enter the relevant details/line. Step 9: If you are satisfied that your return is complete and all required details have been entered, select Submit AR Information on the submission screen header. You will then receive and to the address provided, confirming that your data has been submitted. 21

22 3. AR Data Validation and Audit: Please be advised that the information you provide in your Annual Return may be subject to verification by audit by your local waste enforcement team and/or regional waste office(s). All supporting data should be kept and all assumptions and calculations documented. 3.1 Rejection of your Annual Return During the data verification process the waste enforcement team and/or regional waste office(s) may identify errors in your data. If they do they will reject your return. An will be sent to you advising you of this. When you re-open your return the enforcement team s comments will appear at the top of the screen as shown below. It is your responsibility to correct the errors identified and submit the revised AR data. Please ensure you select the Submit AR Information after you have corrected the required data. 22