ODS Licensing System. Manual

Transcription

1 EUROPEAN COMMISSION DIRECTORATE-GENERAL CLIMATE ACTION Directorate C - Mainstreaming Adaptation and Low Carbon Technology CLIMA.C.2 - Transport and Ozone ODS Licensing System Manual PART II REGISTRATION OF AN ORGANISATION Version 1.2 August 2013 ODS Licensing System (v 1.0)

2 Important note: The information provided in this document is prepared by European Commission services for information purposes only. It is not legally binding. It may be subject to change without notice, in particular following revisions of the Montreal Protocol or other relevant acts. The user is responsible for ensuring compliance with existing legislation and should keep in mind that this document might not be current. The European Commission does not assume responsibility or liability for the content or use of this document. Registration Manual v1.2 Page 2 of 28

3 Contents Part II 1. INTRODUCTION Who should register? BEFORE YOU COMPLETE THE REGISTRATION FORM How do I obtain the password? Why is the system asking for my EORI number or reference number? STEPS OF REGISTRATION Step 1 Complete the registration form How do I complete the questionnaire? Step 2 Verify your registration form Step 3 Get the statement signed Step 4 Submit your registration form PROCESSING THE FORMS STATUSES OF THE FORMS CHANGING REGISTERED INFORMATION Change your organisation's profile information Change the name of your organisation Change the users of your account Manage access Add more users or more organisations Can a user have access to accounts of many organisations? Can more users have access to the account of an organisation? Can an organisation have two accounts? DISABLE AN ORGANISATION CONTACT INFORMATION...22 ANNEXES...23 Annex 1 Error messages...23 Annex 2 Example of statement generated during registration...27 Annex 3 Record of changes to the document...28 Registration Manual v1.2 Page 3 of 28

4 1. INTRODUCTION Regulation (EC) No 1005/2009 of the European Parliament and of the Council on substances that deplete the ozone layer 1 (the Regulation) includes requirements for the import and export of controlled substances 2. These substances are referred to in this manual as ozone depleting substances (ODS). The Regulation prohibits imports/ exports of ODS and products & equipment containing or relying on ODS, however, there are exemptions to this prohibition. A licence is required in case of import/ export of ODS. The licences are issued by the European Commission 3 (the Commission) with the use of the ODS Licensing System. The ODS Licensing System Manual comprises four parts: Part I. General information on ODS licensing, Part II. Registration of an organisation (Registration Manual), Part III. Manual for undertakings (Importers / Exporters / Producers), Part IV. Manual for Customs Offices. 4 This is the second part of the manual and it describes: how to register in the ODS Licensing System and create a new account, how to change information in an existing account, how to disable an account. Furthermore, this part of the manual includes in the annexes: an explanation for error messages that may appear during the registration process. In summary, Manual Part 2 provides information about the registration procedure and associated functionalities. Titles of some sections are presented in the form of questions to guide the reader to any missing information. 1 For the text of the Regulation please see 'consolidated version (pdf)' available on EUR-Lex &pgs=10&hwords= 2 The controlled substances are listed in Annex I of Regulation (EC) No 1005/ European Commission, Directorate General Climate Action, Unit C2, clima-ods@ec.europa.eu 4 For access to the remaining parts of the manual see 484c-b274-fdafeeb87ae4 The manuals are available at CIRCABC online forum. Go to tab 'Library' and next to folder '1. Manuals' Registration Manual v1.2 Page 4 of 28

5 ! You can access the ODS Licensing System under the following URL: Who should register? This manual is addressed to undertakings which intend to apply for ODS licences. See Manual Part I for information on who needs to have ODS licences. This manual is also addressed to customs offices which are involved in controlling ODS trade and wish to view or close ODS licences. The table below describes the two types of users that can register in the ODS Licensing System. Table 1 Types of users of the ODS Licensing System User type Undertaking Description An undertaking for the purpose of the ODS Licensing System is a legal entity concerned by the Regulation. An undertaking is involved in importing, exporting or producing ODS. Customs office A customs office for the purpose of the ODS Licensing System is a customs office where goods are declared or where goods enter/exit the EU (e.g. customs of exit/entrance or customs of export/import).! If you are a representative of an undertaking or a customs office you must follow the steps presented in chapter 2 and 3 to register in the ODS Licensing System. Registration Manual v1.2 Page 5 of 28

6 2. BEFORE YOU COMPLETE THE REGISTRATION FORM There are two steps to be completed before getting access to the registration form; you must obtain a password and run a check on your EORI number/ reference number. The ODS Licensing System is password protected. Secure access to the programme is ensured by a Commission application called ECAS How do I obtain the password? Logging in to the ODS Licensing System is managed by means of a standard Commission programme called ECAS. ECAS stands for European Commission Authentication Service. The steps of creating an ECAS password are shown below. Registration Manual v1.2 Page 6 of 28

7 Box 1 How do I create an ECAS password? 1. Go to the ODS Licensing System page. You will find the link at 2. The ECAS login page is displayed. Indicate that you are not from a European institution or body. Select "Login. Not registered yet". 3. The "Sign up" page is displayed. Provide your personal details and submit the request. 4. You will receive an with an activation link 5. You have 1h30; starting from the time the was sent, to create your password The activation link takes you to the page dedicated to setting your ECAS password. Create a new password following the below rules: the password must be at least 10 characters long the password must contain three out of the four following character types: Upper case: A to Z; Lower case: a to z; Numeric: 0 to 9; Special characters:!"#$%&'()*+,-./:;<=>?@[\]^_`{ }~ 6. Enter your address and new password at 7. You will be redirected to the ODS Licensing System.! For help options go to the "Sign up" page and next "Help for external users" You must create an ECAS password to receive access to the ODS Licensing System. Do not use your passwords from other ODS applications e.g. Main-ODS-Database or BDR reporting system to access the new system. Your ECAS password will be valid for 6 months. Afterwards you will be automatically requested to change it. Your ECAS password can also be used for obtaining access to other Commission applications. 5 If you do not receive an with an activation link then: 1) check your spam box, 2) check if the e- mail address you provided for identification in ECAS is the same as the one you are using for receiving s. 3) If above are not applicable then reset the password in ECAS by clicking on "Lost your password?". 6 You will still be able to obtain your password after 1h30 by clicking on the activation link from the e- mail. However you will need to re-enter your username and confirm your request. Registration Manual v1.2 Page 7 of 28

8 2.2. Why is the system asking for my EORI number or reference number? The system checks the EORI number/ reference number to confirm that no one has registered your organisation in the ODS Licensing System before you. When you introduce your address and password at you will obtain access to the ODS Licensing System. The following page will be displayed if you entered the ODS Licensing System for the first time (see Picture 1). Picture 1 First screen after first log-in At this stage the system checks the EORI number (in the case of an undertaking) or the reference number (in the case of a customs office) in order to confirm that you should proceed to registration.! You should have your EORI number/ reference number ready before you start the registration process. Registration Manual v1.2 Page 8 of 28

9 See Box 2 for information on how to find out if you know the correct number. Box 2 What is my EORI number/ reference number? If you are representing an undertaking: 1. Contact your department for customs affairs and get the EORI number of your undertaking Undertakings involved in imports and exports have a unique EORI number (Economic Operators Registration and Identification number) under customs legislation. It is usually the same as the VAT number. 2. Check if the EORI number is valid under the following link 3. Type in the EORI number in the ODS Licensing System 4. Click on the button "Check" 7 If you are representing a customs office: 1. Check if your reference number is valid under the following link 2. Type in the reference number in the ODS Licensing System. 3. Click on the button "Check" 7 Words written in bold and in inverted commas (") refer to command buttons. Registration Manual v1.2 Page 9 of 28

10 3. STEPS OF REGISTRATION After obtaining a password and checking your EORI number/ reference number you will need to complete a registration form. Below are the steps which you need to follow during registration. The sections in this chapter follow the order of the steps of registration. Chart 1 Steps in registration 3.1. Step 1 Complete the registration form Complete the registration form with information applicable to your organisation. Below is a description of the sections you need to complete in the registration form. Table 2 Sections in the registration form Section Organisation type Description Select from the two options: undertaking or customs office; for definitions see Table 1 in this manual. Organisation details Provide the address and telephone number of the organisation you are registering. The fields marked with an asterisk (*) are mandatory. Users Contact person Provide details on your affiliation with the organisation you are registering. Remaining information in this section is filled in automatically based on data provided at the step of defining your password. Questions Business specifications This section does not apply to customs offices. If you are an undertaking provide answers to questions about imports, exports and production of ODS. See the next section for information on how to complete the questionnaire. Registration Manual v1.2 Page 10 of 28

11 How do I complete the questionnaire? This section is only applicable to undertaking users. It is not relevant for customs office users. The registration form includes a questionnaire on the nature of your business. The questions should be answered in the order outlined in the box below. Box 3 How do I complete the questionnaire? 1. Go to the section 'Questions' of the registration form. 2. Provide answers to the four general questions in the questionnaire. See Table 3 for more details. Depending on your answer to these questions the remaining questions will be displayed. 3. Provide answers to the specific questions in the questionnaire. See Table 4 for more details. 4. Select the specific types of use and substance groups relevant to your business.! Relevant functionalities will be activated in your account based on the answers you provide in the questionnaire. Registration Manual v1.2 Page 11 of 28

12 There is a maximum of 8 questions which you will need to answer as shown in picture below. Picture 2 The questionnaire for undertakings There is a minimum of 4 questions which you will need to answer. These questions are presented in Table 3. Depending on your answer to these questions the remaining questions will be displayed on your screen (see Table 4). Registration Manual v1.2 Page 12 of 28

13 Table 3 General questions in questionnaire Question Functionality Description Do you import ODS into the EU? If you answer YES to this question you will have access to functionalities specific for import licences. The definition of import is provided in Regulation (EC) No 1005/2009 Art 3 (18) Note: Trade within the customs territory of the European Union 8 is not considered as import or export. Do you export ODS out of the EU? Do you import or produce in the EU ODS for laboratory or analytical use? Do you purchase HCFC from an EU producer for repackaging and subsequent export? If you answer YES to this question you will have access to functionalities specific for export licences. If you answer YES to this question you will have access to the quota application form. When quota is assigned you will have access to the import licence application form and production authorisation form for laboratory or analytical use. If you answer YES to this question you will have access to the HCFC repackaging declaration. The definition of export is provided in Regulation (EC) No 1005/2009 Art 3 (19) Note: Trade within the customs territory of the European Union 9 is not considered as import or export. The definitions are provided in Regulation (EC) No 1005/2009; definition of producer Art 3 (13), definition of production Art 3 (14) This question refers to undertakings making use of the exemption set out in Regulation (EC) No 1005/2009 Art 11 (5). Such undertakings must submit a declaration. 8 Except trade with Monaco and certain territories of EU Member States. See list of territories for details. 21f2a /Territories%20&%20countries%20with%20a%20special%20relation%20to%20the%20 EU%20and%20trade%20rules 9 The list of territories also available at CIRCABC online forum. Go to tab 'Library' and next to folder '2. Other supporting documents for ODS licensing' Registration Manual v1.2 Page 13 of 28

14 Table 4 Specific questions in questionnaire Question Functionality Description Do you import/export substances or mixtures of substances? If you answer YES to these questions you will have access to applicable import/ export licence application forms and the quota application where relevant. Examples of substances: 1) Halon 1301 in a pressurised gas cylinder which is not designed for a specific use (e.g. a standard gas bottle), 2) CTC in a glass bottle for laboratory uses. Examples of mixtures: 1) A bottle containing CFC 12 (5%) and methanol (95%), 2) A refillable container of R-501 (blend of HCFC-22 and CFC-12 Do you import/export products and equipment containing or relying on ODS? If you answer YES to this question you will have access to applicable import/ export licence application forms. Example of products: 1) Fire extinguisher containing halon 1301, 2) Halon 1211 in a pressurised gas cylinder specifically designed to be used in lavatory fire protection systems on aircrafts, 3) A polyurethane pre-polymer, 4) A foam containing or manufactured with an ODS. Example of equipment: 1) Aircraft which includes portable extinguishers or fixed systems containing halon, 2) Refrigerator and air conditioner, 3) Heat pump. Registration Manual v1.2 Page 14 of 28

15 3.2. Step 2 Verify your registration form Verification is necessary at this point because in the next step you print a statement which should mirror information provided in the registration form. Please verify your form to avoid reprinting the statement. Next please download the statement. The system will run an automatic check for errors when you are downloading the statement. See Annex 1 for explanation on error messages which can be detected at this stage Step 3 Get the statement signed You will get a statement when you select "Download" and there are no errors in your registration form. It is generated automatically in a printable format based on information from your registration form. See Annex 2 of this manual for an example of a statement. The statement is a formal confirmation from your management that your organisation would like to register in the ODS Licensing System. It must be printed on headed business paper and signed by a person who has the authority to make legally binding statements on behalf of the organisation, e.g. the general manager. The steps for preparing the statement are shown below. Box 4 How do I prepare the statement? 1. Go to the section 'Statement' of the registration form. 2. Type in the name and function of the person who will sign the statement i.e. the authorising person's details. 3. Press the "Download" button and the statement will open in pdf format. 4. Print the statement on headed business paper. 5. Have the statement signed by the authoring person. 6. Scan the signed statement. 7. Upload it back to the registration form by pressing the "Browse" button.! Remember to upload a new statement if you change any information in the registration form. If a printable version of the statement does not open when you press "Download" then please go back to Step 2 - Verify your registration form. Note that in some case the use of special characters hinders downloading the statement. Please avoid using special characters. Registration Manual v1.2 Page 15 of 28

16 3.4. Step 4 Submit your registration form You can submit the registration form once the statement is uploaded. You will find the command button "Submit" on the bottom of the form. If error messages appear then please go back to Step 2 - Verify your registration form. After you submit the registration form you will receive an informing you about the initiation of registration process. All s are sent in copy to your competent authority 10 in the country where your organisation is based in. 10 For the list of competent authorities see c117-4e31-b9c4-266c8c2926e9/competent%20authority%20in%20member%20states%20contact%20information.pdf Also available at CIRCABC online forum. Go to tab 'Library' and next to folder '4. Contact information' Registration Manual v1.2 Page 16 of 28

17 4. PROCESSING THE FORMS The Commission evaluates the submitted registration forms. The average processing time is between five to ten working days. The Commission can accept, send back or reject the registration form. The steps for processing the registration form are shown below. Chart 2 Steps after submission The Commission can send the registration form back to you for corrections or for obtaining additional information. In this case you will receive an indicating the reason why the registration form was sent back to you. The reasoning will also be displayed in the registration history table at the bottom of the form in the column comment. If the form was sent back to you please correct it and submit it again for reevaluation. If the Commission confirms that you need access to ODS licensing by accepting your registration form then you will receive an informing you about the completion of the registration process. Once processing is completed you will have access to the homepage of the ODS Licensing System. Registration Manual v1.2 Page 17 of 28

18 5. STATUSES OF THE FORMS The status of the form depicts the progress made in the registration process. You will find the status in the top left corner of the registration form. The table below presents the colour-coding and the description of the different statuses. Table 5 Status of registration form Status DRAFT Description Work in progress; the registration form has not been submitted yet. REQUESTED The registration form is submitted. You requested the registration of an organisation. The request is going to be processed within 5-10 working days. REVISION The Commission has sent the registration form back to you. Changes need to be done in the form. You must resubmit the form. The status changes when you use any of the following command buttons: a) "Save": you can save the form and come back to it at a later stage. If this button is used for the first time then the status of a new form becomes DRAFT 11. b) "Withdraw": you can only withdraw a registration form if it was not submitted i.e. a form in status DRAFT. Your registration form will then be removed and you will exit the ODS Licensing System. c) "Submit": you can submit the form. The status of a new form changes from DRAFT to REQUESTED. The status also changes if the Commission processes the application. If the Commission sends the form back to you for corrections or for obtaining additional information (see Chart 2) then the status of the form changes from REQUESTED to REVISION. 11 Words written in capitals refer to statuses of the form Registration Manual v1.2 Page 18 of 28

19 6. CHANGING REGISTERED INFORMATION Once the registration process is completed you have access to the homepage of the ODS Licensing System and to your profile. The functionalities available in your account depend on information provided in the registration form (see Table 3 and 4 in this manual). You will find the registered information in the profile in your account. This chapter provides information on changes you can do in your profile. These changes may result in changing the functionalities of your account Change your organisation's profile information Updating information such as address or telephone number is possible at any time; you must enter your profile and select "Edit". Next please carry out the changes and select "Update" to confirm the change. The same rule applies to undertakings wishing to update the questionnaire. If the business of your undertaking changes please update the answers to the questions in the questionnaire. Relevant functionalities will be activated in your account based on the answers to the questionnaire. See Table 3 and 4 in this manual. The questionnaire must be kept up to date so that it always reflects the nature of your business.! Remember to update your profile when changes occur Change the name of your organisation The procedure for changing the name of the organisation is different than the procedure described in previous section. Changing the name of an undertaking registered in the ODS Licensing System is preceded by a formal verification. This is necessary to make sure that quota rights and licences can be transferred to the new legal entity. Changing the name of an undertaking is only possible if the EORI number has not changed. If you plan to change the name of your organisation you must inform the Commission in writing about the planned change. The letter must indicate the old name of the undertaking, the new name and the EORI number. It should explain the background to the name change and, if necessary, it should indicate the names of new contact persons. The letter must be prepared on headed business paper and signed by a person who has the authority to make legally binding statements on behalf of the organisation, e.g. the general manager. Registration Manual v1.2 Page 19 of 28

20 6.3. Change the users of your account Manage access You can add an employee of your organisation as a new user of your organisation's account. The new user will be granted access to the system and will receive s related to ODS licensing. In order to add a new user you must change information in the 'Users' section in your profile. Please enter your profile, select "Edit" and make the changes in the 'Users' section as indicated in Picture 3. Next select "Update" to confirm the change. Picture 3 Manage access by adding and deleting users Adding and deleting names and addresses of employees of the organisation 12 is possible at any time. It is crucial to always keep this information up to date, in particular the address, because messages will be sent only to the users indicated in your profile in the 'Manage access' section.! For your own business safety make sure that only relevant persons have access to the ODS Licensing System. Remember to keep the list of users always up to date Add more users or more organisations Adding another user to an account is different than adding another organisation to the ODS Licensing System. This section describes the different cases. 12 See Privacy Statement for information on the use of personal data in the ODS Licensing System. eae12d55a4ea/privacy%20statement%20ods%20licensing%20system%20v1.pdf Also available at CIRCABC online forum. Go to tab 'Library' and next to folder '3. Date protection & security' Registration Manual v1.2 Page 20 of 28

21 For the purpose of the ODS Licensing System the definitions of a user and an organisation are presented in the table below. Table 6 Definition of user and organisation for the purpose of the ODS Licensing System Type User Organisation Description A user of the ODS Licensing System is the contact person of the organisation. In case of undertakings a user applies for a licence. The licence is issued to the organisation. An organisation is an undertaking or a customs office. The functionalities available for the user depend on the type of organisation the user is representing. If you are representing an undertaking you can apply for licences. If you are representing a customs office you can close licences Can a user have access to accounts of many organisations? A user can register more than one organisation. This functionality is applicable to users working on behalf of more than one undertaking, for example, a central business unit in a group of companies applies for ODS licences for all companies within the group. To register another organisation please select "Register new organisation" from the menu Can more users have access to the account of an organisation? Any employee of the organisation can have access to the organisation's account. You can add the person to the list of users in the profile. This functionality is usually used by undertakings where more than one person applies for licences on behalf of the undertaking. It is also used by customs offices where many officers close ODS licences. For information on how to register more users under one organisation's account see section 6.3 of this manual Can an organisation have two accounts? An organisation cannot have two accounts in the ODS Licensing System. One account is assigned to one organisation. The system will check if your organisation has already been registered by evaluating the EORI number of the undertaking or the reference number of the customs office. The same number cannot be used in two accounts in the ODS Licensing System. Registration Manual v1.2 Page 21 of 28

22 7. DISABLE AN ORGANISATION If an organisation no longer requires an account in the ODS Licensing System because for example ODS business ceased, the account can be disabled. To disable an account you must send a request by to the Commission. When an account is disabled it will no longer be accessible for the organisation. Additionally, the personal data of the former users will not be visible to any other users of the ODS Licensing System including the Commission and the competent authority. However, all non-personal data are retained. The Commission and competent authorities will have access to historic licences of the organisation. 8. CONTACT INFORMATION A list of contact points at the Commission and of the competent authorities in the Member States is available at CIRCABC online forum, in library in folder '4. Contact Information' Registration Manual v1.2 Page 22 of 28

23 ANNEXES Annex 1 Error messages Error message Select the type of organisation. Which field does it refer to? Section 'Organisation type' What does it mean? One of the two radio buttons must be selected. See Table 1 of this manual. The organisation type you have selected is not applicable to your profile. Section type' 'Organisation A customs officer cannot register an undertaking. An employee of an undertaking cannot register a customs office. See Table 1 of this manual. Organisation's name is required Organisation name* Organisation name is not valid. Minimum 3 characters are required. Include the legal form e.g. ltd, GmbH, SARL. Organisation's phone is required Telephone number is not valid. Please follow the format e.g. for Belgium Telephone* Telephone* Telephone number has not been provided. The format of the telephone number is wrong. International format including country code applies. Use plus (+) in front of the number. Country must be selected. Country* Select the country from the drop down menu. Select the country where your organisation operates. Organisation's city is required Organisation's street is required City* City name is not valid. Minimum 3 characters are required. Street* Street name is not valid. Minimum 3 characters are required. Street number is not valid. It can't start with '0' Number The number of the house is not obligatory however it cannot be '0'. EORI number is required EORI number* (for undertaking) EORI number has not been provided. Registration Manual v1.2 Page 23 of 28

24 Error message EORI number is not correct. Follow European format e.g. NL AEO number is not correct. Follow European format e.g. DEXXX1234 Reference number is not correct. Follow European format e.g. NL Which field does it refer to? EORI number* (for undertaking) AEO number (for undertaking) Reference number* (for customs office) What does it mean? The format of the EORI number is wrong. The first two characters must be the country code in capital letters. Spaces are not allowed. Check if your EORI number is valid on the following page: ds2/eos/eori_validation.jsp?lang=en The format of the AEO number is wrong. The first two characters must be the country code in capital letters. Spaces are not allowed. Check your AEO number on the following page: ds2/eos/aeo_consultation.jsp?lang=en The format of the reference number for the customs office is wrong. The first two characters must be the country code in capital letters. Spaces are not allowed. Check your reference number is valid on the following page: ds2/col/col_search_home.jsp?lang=en Select the employee type. Section 'Contact person'. One of the two radio buttons in section 'Contact Person' must be selected. Indicate if you have the authority to represent the organisation in the ODS Licensing System Section person'. 'Contact The tick box in section 'Contact Person' must be ticked. Registration Manual v1.2 Page 24 of 28

25 Error message Contact person's address is not unique First name of contact person is not valid. Minimum 2 characters are required. Last name of contact person is not valid. Minimum 2 characters are required. address is not valid. Which field does it What does it mean? refer to? Section 'Manage access' The you are trying to add is already present in the table or there is another conflict in management. If there is another conflict contact the Commission. Section 'Manage access' Provide the first name of the person you want to grant access to. Section 'Manage access' Provide the last name of the person you want to grant access to. Section 'Manage access' Provide the of the person you want to grant access to in the following format: Answer every question by selecting Yes or No. Select at least one tick box (use type) for every question where you answered Yes. Select at least one substance group under every use you selected Questions in the questionnaire Tick boxes under the specific questions Substance group tick boxes under the use type No answer was provided to a general question (see Table 3 of this manual) or to a specific question (see Table 4). One of the two radio buttons must be selected; yes or no. At least one type of use has to be ticked under a specific question if the answer to the specific question was Yes. At least one group has to be ticked under each selected use type. First name of authorising person is required Last name of authorising person is required First name* Last name* Provide the first name of the person who will sign the statement. See Step 3 Get the statement signed (section 3.3). Provide the last name of the person who will sign the statement. See Step 3 Get the statement signed (section 3.3). Registration Manual v1.2 Page 25 of 28

26 Error message Function of authorising person is required Which field does it refer to? Function* What does it mean? Provide the function of the person who will sign the statement. Upload the statement Section 'Statement' Use the "Browse" button to upload a scan of the signed statement. Registration Manual v1.2 Page 26 of 28

27 Annex 2 Example of statement generated during registration Registration Manual v1.2 Page 27 of 28

28 Annex 3 Record of changes to the document Version Date Description /2013 Draft version of registration manual published prior to deployment of ODS Licensing System /2013 First version of registration manual /2013 Minor modifications after first deployment /2013 Format modifications Registration Manual v1.2 Page 28 of 28