FRENCH WEEE REGISTER FOR PRODUCERS OF ELECTRICAL AND ELECTRONIC EQUIPMENT

Transcription

1 FRENCH WEEE REGISTER FOR PRODUCERS OF ELECTRICAL AND ELECTRONIC EQUIPMENT USER GUIDE FOR DECLARANTS January 2018 ADEME Angers Direction Économie Circulaire et Déchets Service Produits et Efficacité Matière DECLARATION PERIOD 2018 FOR DATA FROM 2017

2 TABLE OF CONTENTS TABLE OF CONTENTS... 2 GLOSSARY 4 I. FOREWORD... 4 I.1. REPORTING PERIOD... 4 I.2. WHAT'S NEW IN 2018?... 5 I.2.1. Submission of the individual scheme annual certificate on SYDEREP... 5 I.2.2. Merger of Eco-systèmes and Récylum... 5 I.2.3. Further information on reporting tonnages from holders... 5 I.2.4. Reminder : Declaration of used EEE removed and re-used outside France... 5 I.2.5. Reminder: Unsubscription from SYDEREP... 5 I.2.6. Reminder: authorised representative... 6 I.3. WHAT ARE THE REGULATORY OBLIGATIONS?... 6 I.4. WHAT IS THIS INFORMATION GOING TO BE USED FOR?... 6 I.5. WHO DO I CONTACT IF I HAVE A QUESTION?... 7 II. SUMMARY OF THE WHOLE PROCEDURE... 8 III. SIGN-IN TO WEEE REGISTER... 9 III.1. WHAT DO I NEED TO KNOW ABOUT REGISTRATION?... 9 III.2. HOW DO I SIGN UP FOR SYDEREP IF MY COMPANY HAS NOT SIGNED UP ALREADY? III.2.1. Enter your company name III.2.2. Enter the designated contact of your company III.2.3. Select the sector(s) for which you want to sign up III.2.4. Certify the compliance of the data entered III.2.5. Validate your registration III.2.6. Sign-up Confirmation III.3. HOW DO I SIGN UP FOR THE WEEE REGISTER IF I HAVE ALREADY SIGNED UP FOR SYDEREP? III.4. HOW DO I LOG IN TO SYDEREP? III.4.1. First login III.4.1. Subsequent Logins III.4.2. Homepage IV. SAVING YOUR TYPES OF EQUIPMENT PRODUCED FOR PREPARING THE WEEE REGISTER DECLARATION IV.1. WHAT DO I NEED TO KNOW ABOUT REGISTRATION? IV.1.1. Who performs registration? IV.1.2. Deadlines IV.2. WHAT INFORMATION NEEDS TO BE PROVIDED BEFORE THE DECLARATION CAN BE MADE? IV.2.1. Procedure IV.2.2. Registration of the equipment status and the related collection and treatment organisation IV.2.3. Registration of types of equipment V. MAKING YOUR WEEE REGISTER DECLARATIONS V.1. WHAT DO YOU NEED TO KNOW ABOUT THE DECLARATIONS? V.1.1. Who makes the declarations? V.1.2. How do I access the declarations and see the state of progress of my declaration? V.2. HOW DO I FILL OUT MY DECLARATIONS? V.2.1. Declaration of placement on the market according to type of equipment produced V.2.2. Declarations of collection of professional WEEE V.2.3. Declaration of treatment of professional WEEE V.2.4. Submission of the individual scheme annual certificate V.3. HOW DO I SEND MY DECLARATIONS? VI. APPENDICES WEEE Register User guide for declarants 2/59

3 VI.1. REGULATORY ASPECTS VI.1.1. Scope of the WEEE legislation VI.1.2. Who is the «producer»? VI.1.3. Status of the equipment VI.1.4. Categories of equipment VI.1.5. Collection and treatment organisation VI.1.6. Definition of the type of equipment VI.2. GENERAL FUNCTIONS AND SYDEREP NAVIGATION VI.2.1. General Points about Navigation VI.2.2. Forgotten Passwords and Address Modification after First Login VI.2.3. Consultation of your company account VI.2.4. Unsubscription from SYDEREP VI.2.5. Declaration-Associated Functions VI.2.6. Specific Points for SYDEREP Appointed Persons VI.2.7. Requests Menu VI.2.8. SYDEREP Registration Number VI.2.9. Post-Deadline Declarations VI.1. EXAMPLE OF DECLARATION VI.1.1. Declaration of treatment of professional WEEE WEEE Register User guide for declarants 3/59

4 GLOSSARY BA: Batteries & Accumulators EEE: Electrical and Electronic equipment ELV: End-of-life vehicles EPR: Extended Producer Responsibility. FG: Fluorinated gases Furniture PRO : Producer Responsibility Organisation Tyres WEEE: Waste of Electrical and Electronic Equipment I. FOREWORD SYDEREP (DEclaration SYstem for sectors under Extended Producer Responsibility Schemes) is a website bringing together the Registers and Observatories of the following sectors: Electrical and Electronic equipment EEE Batteries and Accumulators BA Fluorinated gases (GF), including refrigerants used in cooling systems such as refrigeration or air conditioning units Tyres End-of-life vehicles ELV Furniture SYDEREP is accessible from: Formalities on SYDEREP include 3 steps: 1. Signing in This allows a user to connect to SYDEREP, once his/her request has been validated by the administrator. It is possible to ask access to several Registers or Observatories corresponding to different sectors at the same time. The user has to sign in only once. This step has to be carried out individually, unless a producer has joined a collective scheme. In that case, the collective scheme can import the list of its members to SYDEREP, who are then automatically registered. 2. Registration Registration enables a user to fill in the information necessary to prepare his/her reports. This step varies according to the Register or Observatory. Reporting Reports to be carried out are generated, depending on the sector, according to the category of player, type of reporter or organisation put in place for the collection and treatment of waste. Note: Significant changes in this updated guide will be highlighted in yellow. I.1. REPORTING PERIOD WEEE Register User guide for declarants 4/59

5 The Decree of October 8, 2014, requires producers and PROs to submit an annual declaration to the WEEE Register no later than March 31. The declaration period is open from February to March each year. The dates of the 2018 declaration period that pertain to the 2017 data are as follows: 1 February to 31 March 2018 We draw your attention to the importance not to wait until March to carry out your report, since it is of your responsibility to achieve a correct declaration. Indeed, should SYDEREP platform crack because of too many connections, preventing you from declaring on time, ADEME will not be held responsible. I.2. WHAT'S NEW IN 2018? I.2.1. Submission of the individual scheme annual certificate on SYDEREP From the 2018 declaration period, the individual scheme certificate must be uploaded directly on SYDEREP (and no longer sent by mail). The procedure is described in the section V If a producer does not send this certificate, his report will be considered as non-compliant. Certificates received by will not be accepted. I.2.2. Merger of Eco-systèmes and Récylum From 1 January 2018, Eco-systèmes and Récylum will merge to form ESR, a new entity that will allow the pooling of ressources between the two collective schemes (e.g. collections sites, partnerships with recyclers). This change will not have an impact on the 2017 data declarations that will be performed by Eco-systèmes and Récylum for their respective members. ESR will report data for its members from 2019 (related to 2018 data). I.2.3. Further information on reporting tonnages from holders The regulatory framework The French Decree (March 10, 2016) requires waste management operators, taking charge of WEEE from holders, to conclude contract with a Producer Responsibility Organisation (PRO), a producer who have set up an individual system for collection and treatment of WEEE or a waste processing operators under contract with a collective scheme or an individual system. In case your company has concluded a contract with a waste management operator, you have the possibility to declare the corresponding tonnages, i.e. quantities of WEEE managed by the holders themselves (without you taking charge of it), provided that your company carries out audits of the treatment operators of these WEEE. Holders are natural or legal persons who have deposited and treated WEEE they held directly from waste management operators who have concluded a contract with a collective scheme or a producer who has set up an individual system. The latter may therefore declare these tonnages as long as an audit of the operator is carried out. For more information, please send an to registredeee@ademe.fr I.2.4. Reminder : Declaration of used EEE removed and re-used outside France The quantities of used EEE collected and re-used outside France must be declared in the Register, provided that your company verifies that these EEE are not waste and have been exported for re-use purpose only. The procedures for these declarations are described in part V.2. I.2.5. Reminder: Unsubscription from SYDEREP Producers registered in SYDEREP have the option of requesting their unsubscription from the Register directly from their SYDEREP account. This procedure is intended to simplify unsubscription requests and should be prefered to sending s. The procedure is desribed in part VI.2.4. WEEE Register User guide for declarants 5/59

6 I.2.6. Reminder: authorised representative Decree established the authorised representative: a producer established in another EU Member State may designate by written mandate a natural or legal person established in France as the appointed person for ensuring compliance with the obligations under the regulations for waste of electrical and electronic equipment. An explanatory note regarding authorised representative, available in French and English on SYDEREP website homepage, explains the regulatory requirements and the registration and reporting procedures for this new type of actor. I.3. WHAT ARE THE REGULATORY OBLIGATIONS? Producers putting electrical and electronic equipment on the French market are responsible for the end-of-life of equipment they place on the market. They have several opportunities to comply with their obligations: join a collective scheme (or Producer Responsibility Organisation) set up an individual system For household equipments, the individual system must be approved by public authorities For professional equipments, a certificate attesting the setup of an individual system has to be uploaded annually on the platform before March 31 st. You have the possibility to upload it again with potential missing financials elements before October 31 st. The certificate template is available on the French homepage of SYDEREP, section WEEE ( Attestation de mise en place d'un système individuel d enlèvement et de traitement des DEEE professionnels», available only in French). Note: If you do not send this certificate, the ministry will consider that you do not comply with your producer s obligations and will be able to implement the provisions of the Environment Code (article L541-10) which provides administrative penalties against persons who do not comply with the obligations under the regulations for waste. As a result, your declaration will be considered as noncompliant. Producers are required to register with the WEEE Register on the website SYDEREP and to report annually themselves or through an intermediary (SYDEREP appointed person, collective scheme, authorised representative) during the reporting period (February-March) the quantities of EEE placed on the market and WEEE collected and treated through their individual system. I.4. WHAT IS THIS INFORMATION GOING TO BE USED FOR? The annual declarations are, first and foremost, a regulatory obligation. They allow the performance of each actor to be evaluated in terms of the re-use, recycling and recovery and where they stand as regards the corresponding regulatory obligations to be seen. The consolidation of the data allows the performance of the WEEE collection and treatment sector in France to be evaluated, by calculating the national rates of collection and recovery, in particular. The ADEME, moreover, uses this data to draw up an annual report on the implementation of the provisions regarding the treatment of WEEE. This report is sent to the Ministry of Sustainable Development and the European Commission and is made available to the general public. WEEE Register User guide for declarants 6/59

7 I.5. WHO DO I CONTACT IF I HAVE A QUESTION? Need help? A help service is available: By , all year: registredeee@ademe.fr By phone, from Monday to Friday, from 9.00 to and to 18.00, from January to April at For any more general question relative to the WEEE sector, we invite you to refer to the website of the French Environmental Agency (ADEME): then type DEEE or WEEE (documents available in English) into the search box. The approved collective schemes can also help you (see appendix VI.1.5). WEEE Register User guide for declarants 7/59

8 II. SUMMARY OF THE WHOLE PROCEDURE SIGN IN To be done once, at any time of the year Category of players concerned:. Producer (sign-in as Individual Reporter and then select Producer). SYDEREP Appointed Person (person that manages the declarations on behalf of several companies) 3 steps:. Entry of information on the company, the designated contact, and selection of the relevant sector(s). Validation of the sign-in request by the sector administrator(s). First log-in to SYDEREP Producers for which all equipment are managed by a collective scheme can be registered by said collective scheme. REGISTRATION to prepare reporting At any time during the year, but before making the declaration Category of players concerned:. Producer that has equipment not covered by a collective scheme The registration may be carried out by: 2 steps:. Selection of the waste management organisation. Registration of the type of equipment produced. SYDEREP Appointed Person on behalf of their appointing person The membership to a collective scheme and the type of equipment products are defined by the collective scheme. The producer may, however, view them on his account. REPORTING During the reporting period and late reporting access only Category of players concerned:. Producer that has equipments that are not covered by a Collective scheme Reporting may be carried out by:. SYDEREP Appointed Person on behalf of their appointing person 3 steps. Reporting of tonnage and units of WEEE put on the French market. Reporting of tonnage of WEEE collected through the producer Individual system. Reporting of tonnage of WEEE treated through producer the individual system. Uploading the individual scheme annual certificate Collective schemes carry out reports on behalf of producers that belong to said collective scheme. The producer may, however, consult the reports in its account. Producers subject to the obligation or the possibility to appoint an authorised representative can refer to the special guide on this matter available at the homepage of SYDEREP to learn more about the declaration to the WEEE Register. WEEE Register User guide for declarants 8/59

9 III. SIGN-IN TO WEEE REGISTER III.1. WHAT DO I NEED TO KNOW ABOUT REGISTRATION? Sign-in is performed individually by each actor. You must provide administrative information. We draw your attention to the fact that the address chosen is to be used as your login name when you log into SYDEREP in the future. The person who registers using their personal address shall be designated by default as the DESIGNATED CONTACT PERSON, i.e. said person alone shall have modification rights for the company (registration for a new sector, management of all the company addresses and the contacts and their rights). Once the ADEME has validated the registration request, the DESIGNATED CONTACT PERSON may add other contacts to the company and assign a different designated contact person, should they so desire. The people added by the designated contact person shall receive their own login names ( address and personal password), thus avoiding the passing around of login names and increasing the security of the data generated by the site. They may have viewing rights or modification rights (allowing them to make the declarations). The rights are allocated by the DESIGNATED CONTACT PERSON. The ADEME administrator shall carry out a registration validation step. This validation phase allows the ADEME to ensure that you are actually concerned by declarations on the WEEE Register. The declaration cannot, therefore, be made before this registration validation phase (maximum deadline: 1 week). You will receive an allowing you to specify a password once the validation has been completed. You may then login to SYDEREP to make your declaration with your login name (= address entered during registration) and the password you have chosen. If you do not have a SYDEREP account: follow the procedure described in paragraph III.2 to create an account and register on the WEEE Register. If you already have a SYDEREP account which you use to access declarations for another sector (e.g. B&A): follow the procedure described in paragraph III.3 to expand the account to the WEEE Register. If you do not know if your structure already has a SYDEREP account: follow the procedure described in paragraph III.2 and you will see a message if an account already exists when you enter your SIREN code: WEEE Register User guide for declarants 9/59

10 III.2. HOW DO I SIGN UP FOR SYDEREP IF MY COMPANY HAS NOT SIGNED UP ALREADY? The common SYDEREP declarations portal allows you to sign up for several registers and observatories at the same time. Sign-in is performed by clicking on the sign-in link on the home page: Data is not saved as it is input. Only after all requested fields have been completed and you have clicked on Validate the signing-in at the bottom of the screen and get the message for confirmation of subscription is the data input saved. III.2.1. Enter your company name We draw your attention to the fact that the address chosen for the designated contact person shall be used as your login name when you log into SYDEREP in the future. This login name is UNIQUE. The same address may not be used for several contacts in SYDEREP. WEEE Register User guide for declarants 10/59

11 Field to be completed IDENTITY Country *: SIREN/SIRET *: Explanations, comments, constraints Fields to be completed to provide your company s details. Each asterisk (*) shows that the information is compulsory. The default country is France. It is possible to select another country from the proposed list. Overseas departments (Guadeloupe, French Guyana, Martinique, Mayotte and Réunion) should select France. The SIREN/SIRET number is unique in SYDEREP. A company can sign-in using its SIREN number (9 digits followed by 5 zeroes). Where several entities of the same company (with a single SIREN number) wish to sign-in, it is necessary to enter a SIRET number (14 digits) for each entity. A message appears on screen if when you attempt to sign-in your entity, your company is already signedin. You can then verify whether it is necessary to sign-in or whether you can meet your obligations through your company head office. You have the choice of continuing or abandoning sign-in. National identifier *: This field should only be completed if the company selected is not France. This corresponds to the identifier on the trade register of the country of origin. If the country selected is not France, enter the identification number in the companies register of the country of origin. Legal category *: Corporate name *: Address *: Only for French companies.choose from the proposed list. (select SAS for SASU). Name of the company (and not its legal status). 3 address fields are available Continuation of the address where necessary Continuation and end of the address where necessary Postal code Enter the first 3 digits of the postal code or the first 3 letters of the distributor office: a list comprising the or Distributor office characters entered appears. Select the entry corresponding to your locality. *: Person in charge: Phone (switchboard): Website *: NAF Code *: Comment: Name of the officer or manager in charge of the company. The following formats are accepted for French companies: 10 digits, potentially separated by spaces or dots +33 followed by 9 digits, potentially with separators. Where the company has a number outside France, enter and indicate the actual telephone number in the Comment field (preceded by Tel: ). For foreign countries, only the presence of + in first position is compulsory. Enter the company s website address commencing with www (do not enter If you do not have a website, tick the box No website. Only for French companies. Enter the first 3 digits and select the code corresponding to your activity: main activity exercised using the NAF codes in effect since January 1, (you can check your NAF code by visiting Enter any additional address details or information concerning the head office, parent company or management of your company. Telephone numbers outside France (see Phone field above). WEEE Register User guide for declarants 11/59

12 III.2.2. Enter the designated contact of your company Field to be completed DESIGNATED CONTACT *: Explanations, comments, constraints Fields to be completed to provide the details of the designated contact who will have editing rights for the company; i.e. he/she alone will be able to request the registration to a new sector, unsubscribe and manage the set of addresses and contacts for the company. By default, this contact will also be the designated contact for each sector for which you request sign-in. After validation of the sign-in request you can designate a different contact for each sector, if you wish. Professional address of the company s designated contact: you will use this address as your login name. confirmation *: Re-input the preceding field (the copy/paste function is disabled). Title *: Name *: First name *: Same address as the company: Function/Capacity: Language * Phone 1 *: Phone 2 *: Fax: Comment: Add a contact Choose from the proposed list. This box is ticked by default. It is unnecessary to re-input the designated contact s address if it is identical to that entered in the Identity section. Where this is not the case, un-tick the box and the fields to be completed with the contact s address will appear (see Identity section for information on these fields). The default language is French. As the site is bilingual, you can select English if you prefer, in order to consult the SYDEREP screens in English on your future visits. See the Phone field above (Identity section) A cell phone number can be entered The addition of a second contact at the time of sign-in is optional. By default, this second contact will only have viewing rights for your company. WEEE Register User guide for declarants 12/59

13 III.2.3. Select the sector(s) for which you want to sign up Field to be completed SECTORS Category *: Type of reporter: Explanations, comments, constraints You can request the sign-in of several sectors at the same time. You must indicate the category of player for each sector and potentially the type of reporter. Click on the pictogram to download a document to guide you in choosing the category and type of reporter to which you belong, depending on the sector. Tick the box EEE. Depending on the sector, indicate whether you are active in the sector as an Individual Reporter, SYDEREP Appointed person (third party to which the company delegates its reporting obligations), authorised representative (see the explanatory note regarding authorised representatives) or Collective Scheme. Only collective schemes can choose among several options. Producers have to choose the category Individual Reporter and the type of reporter Producer. III.2.4. Certify the compliance of the data entered Enter the code (known as the captcha code) to allow ADEME to ensure the sign-in request is being ENTER THE CODE made by a user and not an IT program. If you cannot read the number, click to change the image. To complete your sign-in request, you must certify the conformity of the entered data by ticking the box at the bottom of the screen. WEEE Register User guide for declarants 13/59

14 III.2.5. Validate your registration You must validate signing in order to send your request to the administrators of the relevant sectors. When you click on the Validate the signing in button, all mandatory fields must be completed and valid. If a mandatory field is empty, validation is impossible. If a mandatory field is invalid, signing in can similarly not be validated. A message appears in red at the top of the sign-in screen listing the fields requiring entries or for which the data input format is invalid. The fields to be completed or corrected appear in red in the body of the sign-in form: When all mandatory fields are complete and valid a sign-in confirmation screen appears. A summary containing all data input in the sign-in form can be downloaded: Note: the summary document cannot be downloaded after the confirmation screen has been closed; you are therefore strongly advised to save this document on your computer by clicking on Download the summary before clicking on the Close button. WEEE Register User guide for declarants 14/59

15 III.2.6. Sign-up Confirmation Your sign-up request is sent to the administrator. You will receive a single-use link to activate your account when it has been validated. In case of refusal, the contains a message from the administrator explaining the refusal. If another contact was created during registration, this contact will also receive an with the link to activate the second account. If you are signing up for several sectors at the same time, the administrator of each sector must validate your registration. After all sectors have been validated, the company s designated contact receives an informing him/her that the sign-in procedure is complete for all sectors for which a sign-in request was submitted. If you lose the sign-in confirmation containing the link to activate your account go to the SYDEREP homepage and click on the Forgot your password link. Enter the address provided during the sign-in process. You will be sent an containing a new link. III.3. HOW DO I SIGN UP FOR THE WEEE REGISTER IF I HAVE ALREADY SIGNED UP FOR SYDEREP? Note The designated company contact person may request that their company be signed up for a new sector at any point in time, without having to re-enter all its contact details. To do this, log in to your SYDEREP account. Click the greyed-out box on the home page for the sector for which you want to register (EEE). Then specify the category and type of declarant. You need to state whether you are signing up for the sector as an Individual reporter, a SYDEREP Appointed Person (person to whom the company delegates its declaration obligations) or Collective scheme. Then confirm registration request. Your registration request is then sent to the administrator who shall then carry out several checks before validating your request. The box will be in orange the next time you log in, once it has been validated. An is sent to inform you whether your registration is confirmed. III.4. HOW DO I LOG IN TO SYDEREP? III.4.1. First login Click on the link in the sign-up confirmation you received. This will take you to a page on which you must enter a password of your choice, two times. You will need this password to access SYDEREP each time you want to log in. The password must contain at least 8 characters, including at least one uppercase letter, one lowercase, and one number or special character. (!, -, #, ). You will then be directed to the SYDEREP homepage. WEEE Register User guide for declarants 15/59

16 III.4.1. Subsequent Logins To access your SYDEREP account, go to the SYDEREP home page and enter the following in the login field: The address you entered when you signed up as your login name The password you chose the first time you logged into SYDEREP. If you lose your password, use the Forgot your password link on the homepage to choose a new one. A window will open to allow you to enter your and redefine your password. III.4.2. Homepage The sectors for which your company is signed-in appear in light orange. To access the tabs associated with the sector to which you want to make modifications, you must firstly click the sector in question on the home page (automatic if you are only registered on the EEE sector).this shall cause the information and documents for your sector to be displayed in the Documents to Download, Useful Links and News sections. The sectors in grey are those for which you company is not signed-in. IV. SAVING YOUR TYPES OF EQUIPMENT PRODUCED FOR PREPARING THE WEEE REGISTER DECLARATION IV.1. WHAT DO I NEED TO KNOW ABOUT REGISTRATION? IV.1.1. Who performs registration? This procedure concerns the individual reporter performing its own registration It may be performed by: WEEE Register User guide for declarants 16/59

17 The SYDEREP appointed person or authorised representative, performing this stage on behalf of an individual reporter (the Appointing producer); The collective scheme, performing this stage on behalf of an individual reporter (its member). IV.1.2. Deadlines Registration may be performed at any time of the year in order for your declarations to include the information that must be reported during the reporting period. However, you need to have saved your data before you make the declaration (thus making it possible for you to update this during the rest of the year in preparation for the next declaration period). IV.2. WHAT INFORMATION NEEDS TO BE PROVIDED BEFORE THE DECLARATION CAN BE MADE? IV.2.1. Procedure Registration in the WEEE Register is a two-step procedure: Step 1 Registration of the equipment status (EEE) and the related collection and treatment organisation Step 2 Registration of the type of equipment (EEE) An orange link on the Dashboard table, on your homepage once logged in, redirects you to the Registration tab to check and complete the Membersips, Status of the equipement and Type of equipment produced tabs. The membership registration is completed by the Collective Scheme when importing its members. The Memberships tab is proposed to producers with read-only access. WEEE Register User guide for declarants 17/59

18 IV.2.2. Registration of the equipment status and the related collection and treatment organisation After logging in, select the EEE sector by clicking on EEE (on the left of the page). The Status of the Equipment page under My account / EEE Registration allows producers to specify the type of equipment (household or professional) and the organisation scheme implemented for each type. Some explanations are necessary regarding the information to be input: Type of equipment: Organisation: Tick the Household and/or Professional boxes (see the flowchart in Appendix VI.1.3 to help define the status of your equipment) Tick the box or boxes corresponding to the type of organization chosen to manage the waste produced by your products. Please refer to Appendix VI.1.5. for more information Click Save to save any modifications before navigating away from this page. This page must be updated when there is a change in the type of equipment marketed or in the collection and treatment organisation implemented by your company. The choice of organisation scheme impacts the reports generated. Only the Individual scheme organisation enables collection and treatment reports to be completed and an annual certificate to be uploaded directly on SYDEREP. WEEE Register User guide for declarants 18/59

19 In order to select the Collective scheme organisation, your collective scheme must have recorded your membership in the database. It you use a Collective scheme for certain equipment and an individual scheme for other equipment, select the individual scheme box only. The Collective scheme box will be automatically selected when your Collective scheme communicates your membership. IV.2.3. Registration of types of equipment This step involves the definition of the types of equipment produced (i.e. put on the market) by the producer in order to create the table in which the quantities put on the market will be reported. The following procedures concern reporters wishing to prepare reports for equipment for which it is not a member of a Collective Scheme. Information on the equipment covered by a PRO shall be transmitted by the PRO. The Type of equipment produced page under My account / EEE Registration allows producers to define the type of equipment put on the market. For more information on the types of equipment produced, please refer to Appendix VI.1.6 Since January 1, 2015, 11 categories of equipment were defined, and categories 1, 3 and 4 were divided into two sub-categories (A and B). See the list of categories and sub-categories in Appendix VI.1.4. WEEE Register User guide for declarants 19/59

20 You can add a type of equipment as follows: Step 3.1: Click on the Add a line button at the bottom of the table to open the Detail of a product line window: Step 3.2: Select the producer status for the equipment you wish to report in the Producer status box. For more information please refer to Appendix VI.1.2 Step 3.3: Select the equipment status in the drop-down list For more information please refer to Appendix VI.1.3. Step 3.4: Select the organisation in the drop-down list. Comment: The drop-down list of possible mode of organisation only includes those entered in step 2 (registration of the status of equipment and the related collection and treatment organization). It will not include the Collective scheme organisation if no collective schemes have been defined as an organisation set up for collection and no memberships have been recorded by schemes (registered memberships can be consulted in the Memberships tab) For more information please refer to Appendix VI.1.6 Step 3.5: Choose the equipment category or subcategories in the drop-down list. For more information please refer to Appendix VI.1.6 Step 3.6: Enter the HS4 code of the equipment in the Products line. The application will propose a list of corresponding HS4 codes after you have input the first few numbers of the HS4 code or a word from the title. Comment: you can input several HS4 codes (in the boxes that open) to create several equipment lines at the same time, if all the other information concerning the type of equipment (producer status, collection organization, equipment category) is identical. Step 3.7: Click on Save to update the list of equipment marketed. Repeat each of these 7 steps for each type of equipment to be registered. If you wish to delete an equipment type for which a report has not yet been submitted, simply click on the summary table of equipment lines. icon in the If a declaration is made for an equipment, you can delete it by going directly to your declaration and clicking on the trash at the end of the line. To edit the detailed form for a type of equipment, click on the pencil been declared for this type of equipment)., to the right of the line (possible only if nothing has WEEE Register User guide for declarants 20/59

21 If for a given HS4 code: Notes on the registration of types of equipment you sell equipment falling into several categories, OR you sell equipment under several status, OR you sell both household and professional equipment, OR you have chosen several different organisations, you must create a new type of equipment each time If you no longer market a type of equipment, you must delete the line referring to it directly in your declaration. You will no longer be considered a producer of this type of equipment and will not appear in the following year declaration. Equipment types must be updated as often as necessary and particularly before new equipment is put on the market. For each type of equipment defined in the application, the characteristics may only be modified if a report for quantities put on the market has not been submitted for this type of equipment. Once a report for EEE put on the market has been submitted, the only option is to delete the line in the declaration and create a new one. V. MAKING YOUR WEEE REGISTER DECLARATIONS V.1. WHAT DO YOU NEED TO KNOW ABOUT THE DECLARATIONS? The declarations are to be made, depending on the sectors, the actor category, the type of declarant or organisation method. The type of declaration to be filled out for WEEE Producers depends on the waste management organisation set in place. For example, a producer with an individual WEEE collection and treatment scheme will be required to complete at the start of each reporting period, a report for EEE put on the market, a collection report and a treatment report (containing 3 tabs) and provide an individual scheme annual certificate. The declaration can only be made in the reporting period (until 31 March of the following year). If you did not complete your declaration on time, refer to Appendix VI.2.9 to learn more on post-deadline access procedure. The annual declaration is mandatory even if you have not put any EEE on the market, or collected and treated any WEEE during the relevant year. In this case, a declaration to zero must be made (for the put on the market reporting) or the «no data to report this year» box must be ticked (for collection and treatment declarations). In the absence of a declaration, you are liable to pay a fine specified in the Environment Code. If you are no longer concerned by the declaration to the Register (cessation or change of activity, liquidation, etc.) you must request your unsubscription from the Register (see Part VI.2.4. ). V.1.1. Who makes the declarations? This procedure is intended forindividual reporters who make their reports themselves; It can be carried out by: SYDEREP appointed persons or authorised representatives, performing this step on behalf of the individual reporter (its appointing producer); Collective schemes performing this step on behalf of the individual reporter (its member). If you belong to a collective scheme as at 1 January of year Y, you must perform your own reporting for the previous year (Y-1) during the reporting period (until 31 March of year Y). If your membership to a collective scheme started during the year, you should report on the quantities of equipment put on the market, collected and treated by your individual scheme until the membership date. Your collective scheme will WEEE Register User guide for declarants 21/59

22 report on the quantities of equipment put on the market, collected and treated during the period covered by the contract. In certain cases, a retroactive membership or a delegation to the collective scheme of the reporting for the period before membership is possible (mandate for the period before membership). Ask your collective scheme. V.1.2. How do I access the declarations and see the state of progress of my declaration? Once the registrations specific to the WEEE Register have been completed, you can carry out your reporting. Step 1: Be connected to your account on the WEEE sector and click on the Reporting tab. The My Reports page presents a table summarising the reports for your entity on the WEEE Register, and a search engine that can be used to locate reports according to three criteria: year, type (EEE put on the market, collection, treatment, individual scheme annual certificate) and status (to be completed, in progress, transmitted). Click on the report type to display the relevant report page. The Dashboard bar, at the top right of the page, is used to monitor the progress of your reports for the current reporting period. Click on it. The following box appears. Click on the report to be completed. WEEE Register User guide for declarants 22/59

23 Step 2: Carry out your reporting: IF YOU ARE Household EEE producer Professional EEE producer REPORTS Only if you have set up an approved individual scheme (none to date): EEE put on the market Collection of Household WEEE Treatment of Household WEEE and products resulting from treatment If you belong to a collective scheme, it will carry out your reports on SYDEREP for you. EEE put on the market (unless you have delegated this step to your collective scheme or an appointed person) And, only if you have set up an individual scheme: Collection of Professional WEEE Treatment of Professional WEEE and products resulting from treatment Individual scheme annual certificate If you belong to a collective scheme, it will carry out your reports on SYDEREP for you. You must make your reporting in tonnes and to the nearest kilogramme (3 figures after the full stop). For example, to report a total of 802 kg: enter and not 802. V.2. HOW DO I FILL OUT MY DECLARATIONS? Note The declaration of placement on the market consists in declaring each year the quantities of equipment (in tons and in units) placed on the French market by the producer during the previous year, by type of equipment. V.2.1. Declaration of placement on the market according to type of equipment produced For the Individual scheme organisation, producers are required to perform EEE put on the market reporting themselves, or delegate this step to a SYDEREP appointed person. Producers that belong to a collective scheme are not required to complete this step in SYDEREP. However, they must send their reports to their collective schemes according to specific terms and conditions (reporting times and deadlines may differ from those of SYDEREP). To date, no individual system for household equipment has been approved by government authorities. The reporting procedure outlined below therefore only concerns professional equipment producers. The report on quantities put on the market should be carried out every year during the reporting period. Step 1: For each type of equipment to be reported, i.e. for each line in the Type of equipment produced table that you completed at the registration stage: enter in the Units column units put on the market during the relevant year for the reporting period, AND enter in the Tonnage the number of tonnes put on the market during the relevant year for the reporting period. WEEE Register User guide for declarants 23/59

24 Number of units The number of units to be entered corresponds to the actual number of units put on the market. Generally, a unit means a sales unit, i.e. the equipment, including all its accessories sold in the same packaging. This notion will generally be equivalent to the unit invoiced. The equipment, which can either be sold with another piece of equipment or separately, is not considered as a unit if sold with another piece of equipment of which it forms an integral part, but is considered a unit if sold separately. Example A computer sold with a keyboard, mouse, monitor and CPU will be considered as 1 unit (as invoiced: 1 computer); the same CPU sold separately will also be considered as 1 unit; the mouse or keyboard sold separately will be considered as 1 unit. Number of tonnes The number of tonnes to be entered corresponds to the weight of the equipment marketed. This weight covers the equipment, as well as any accessories sold simultaneously (in the same sales unit), whether electric or not. Weight does not include: Batteries and accumulators (which are reported in a different register), Operating manual Packaging. Note: Using the Add button, a missing reporting line can be added (which would not have been defined when registering the types of equipment), if the producer status and the related organisation were defined during registration (see registration procedure, paragraph IV.2.2). The list of equipment types of the Type of equipment produced list under My account / EEE registration is automatically updated. Note Columns can be sorted in ascending/descending order using the dropdown menu that appears by clicking the arrow to the right of the column. It is also possible to filter the data in the table by typing the first few characters of the desired label: If you have many lines to enter this allows you, for instance, to put them in the order that suits you. WEEE Register User guide for declarants 24/59

25 You can also delete a reporting line by clicking on the icon at the end of the line. Step 2: Save the EEE put on the market report by clicking on the Save button. Changes can nevertheless be made throughout the regulatory reporting period. Step 3: Transmit your EEE put on the market report by clicking on the Transmission tab. Before clicking on the Transmit button, you can write a comment to the Register administrator. After having transmitted, changes can still be made throughout the regulatory reporting period. See part V.3. for further details about the Transmission tab. Consistency checks are carried out during validation. If the tonnages/units quotient exceeds the unit weight thresholds defined by the administrator, a nonblocking error message asks you to verify your entry (kilogramme / tonne inversion for example). If you wish to confirm your report click on the Send button. Similarly, if your report exceeds by a certain percentage your reports from the previous year, an alert warns you of a potential error in the data sent. If the number of units is equal or greater than 1, it is not possible to report 0 ton. It is mandatory to report at least 1 kg. To validate your report, all boxes of the table must be completed. If you have nothing to report for certain boxes, tick the Not applicable box or, if you no longer produce the equipment, delete the equipment by clicking on the trash at the end of the line. If no blocking error is detected, a window asks you to confirm the transmission. For each report transmission, a confirmation is sent to the sector designated contact or the player who sent the report (the individual reporter or possibly his Appointed person). The button opens a new window that summarises your report. To print it, click on the Print button. After its transmission, the report s status changes to Sent in the summary table of the company s reports (Reporting Menu/My Reports). Note: Based on the waste management organisation schemes defined by the producer, the EEE put on the market report can be completed by several players: The producer completes the Individual scheme lines; The collective schemes complete the lines that concern them. The producer cannot complete lines relating to a collective scheme. For reports involving multiple players, the Sent status only appears when all the lines of the report have been sent. Your declaration will thus have the transmitted status once your collective scheme filled in all the lines regarding it. WEEE Register User guide for declarants 25/59

26 V.2.2. Declarations of collection of professional WEEE Note The yearly collection report states the quantities of WEEE collected by the producer during the previous year. Only producers that have set up an individual scheme for collection and treatment can report on collection ( individual scheme organisation). To date, no individual scheme for household equipment has been approved by the public authorities. The reporting procedure outlined below therefore only concerns professional equipment producers. The collection report must be completed on a yearly basis during the reporting period. Step 1.1: Based on the report summary table on the Reporting/My reports page, click on Collection of Professional WEEE in the type of reporting column, or select this report using the shortcuts in the Dashboard table that recaps the reports to be completed. The following page is displayed: WEEE Register User guide for declarants 26/59

27 Step 1.2: Report the quantities of WEEE collected ( Collection ), the quantities of used EEE exported to be re-used outside France ( Export ) and the quantities of WEEE collected by holders ( Holders ) in the table, indicating the total tonnage collected, during the year concerned by the current report, by equipment category. The Export column does not apply to new equipment sold abroad (the latter must not be reported on SYDEREP). It is related to tonnages of used equipment that your company exports to be reused in a country other than France. The «holders» column is related to WEEE tonnages managed directly by holders themselves (without you taking charge of it) in cases in which your company has concluded a contract with a waste management operator. For more details on the scope of this declaration, see section I Very few producers are concerned with these two reports. Step 1.3: Save the collection data reported by clicking on Save. Modifications can be made during the reporting period. Step 1.4: Transmit your EEE put on the market report by clicking on the Transmission tab. Before clicking on the Transmit button, you can write a comment to the Register administrator. After having transmitted, changes can still be made throughout the regulatory reporting period Note: If you do not have any quantity of equipment to declare for the year in question, select No data to report this year, fill in the comment field to explain your situation (optional) and click on the Transmission tab and on the Transmit button. The report will only be taken into account when you have clicked on the "Send" button. A series of checks will be carried out at the time of the transmission. You may then have to correct your report if inconsistencies are noted, in order to send it (example: report largely exceeding the previous year s report). WEEE Register User guide for declarants 27/59

28 If no blocking error is detected, a window asks you to confirm the transmission. V.2.3. Declaration of treatment of professional WEEE Note The yearly treatment report states the quantities of WEEE treated by the producer during the previous year. Only producers that have set up an individual scheme for collection and treatment can report on treatment ( individual scheme organisation). To date, no individual scheme for household equipment has been approved by the public authorities. The reporting procedure outlined below therefore only concerns professional equipment producers. The treatment report must be completed on a yearly basis during the reporting period. Note The treatment declaration includes 6 tabs: Professional WEEE treated reported by country, Professional WEEE treated reported by treatment centre, Products generated from treatment processes, Treatment of professional WEEE from holders by country and Treatment of professional WEEE from holders by treatment site. Very few producers are concerned with reporting tonnages from holders. See appendice VI.1.1. for an example of a treatment declaration. V DECLARATION OF WEEE TREATED BY COUNTRY The reporter enters the quantity of equipment treated during the previous year. The quantities are declared in tonnes, by distinguishing: the country where the treatment took place; the equipment category ; the type of treatment. This involves the type of treatment for the end-of-life equipment. There are 5 types of treatment Treatment of equipment SYDEREP term Re-use of whole appliances Re-use of components Recycling of materials Incineration with energy recovery Elimination without recovery Re-use Re-use of components Recycling Energy recovery Destruction Step 2.1: Based on the report summary table on the Reporting/My reports page, click on Treatment of Professional WEEE in the type of report column, or select this report using the dashboard that summarises the reports to be completed. The page below is displayed. By default, the table automatically generated on this page corresponds to the quantities of equipment treated in France. WEEE Register User guide for declarants 28/59

29 Step 2.2: Report the quantities treated by country. If you do not have any quantity of WEEE treated to declare for the year in question, select No data to report this year, and click on Save, then go on the Transmission tab to transmit your report. If your equipment was treated in France, complete the table, according to the type and category of equipment. The quantities treated are reported in tonnes (T). For each country where equipment is treated: 1. Select the waste destination, i.e. the country where the treatment took place from the drop-down list on the lower right of the table. 2. A Treatment of Professional WEEE table specific to the country selected is displayed. 3. Enter the total number of tonnes of WEEE treated during the year concerned by category and type of treatment. WEEE Register User guide for declarants 29/59

30 Step 2.3: Save the treatment data reported by clicking on Save. Modifications can be made during the reporting period. Procedure for deleting a treatment report table in case of error 1. Click on the bin icon beside the name of the country whose data you wish to delete. 2. Click on Save, the table disappears from the screen. Step 2.4: click on the Professional WEEE treated reported by treatment center tab. V DECLARATION OF WEEE TREATED BY TREATMENT CENTRE Step 3.1: Declare the quantities of WEEE treated by treatment facility. WEEE Register User guide for declarants 30/59

31 To add a treatment site, click on Add a company. WEEE Register User guide for declarants 31/59

32 It is not allowed to create a treatment facility under a SIREN number. The SIRET must be informed. It is not possible to modify a treatment facility that already exists on SYDEREP : in case of change of SIRET or company name, it is necessary to create a new facility. Treatment facilities have validity dates. It is only possible to report data using facilities with valid dates. First indicate the country then the SIRET number (SIREN + 5 numbers) or National Identification Number of the treatment company to be added to the declaration. Several sites have been pre-registered in SYDEREP: If the entity is already registered in the database, related data will be filled in automatically. The legal name of the company may be slightly different from the business name you use. The SIRET number and site address are used to confirm that this is the right site. The name of the site is added to the company name to fill in the declaration more easily. If this is not the case, indicate the legal name and the company name and city (to differentiate between different companies with the same business name), address and postal code. Click on Save. A table with the company name appears and you can start reporting the tonnages per category and type of treatment. Enter this information and save. Repeat this step for each treatment site. You must enter information for each site that you add, otherwise the tables will not be saved (saving is carried out only if the table contains data). Step 3.2: Save the declared treatment data by clicking on Save. Data may be modified throughout the declaration period. Step 3.3: Click on the Products generated by treatment processes tab. Note This declaration intends to declare the quantities of WEEE or fractions of WEEE sent to treatment facilities per treatment site and shall indicate at least the first treatment sites and, if possible, successive treatment sites for treated products (Decree of June 30, 2009, amended by Decree of October 9, 2014, on declarations to the WEEE Register non official translation). Note In case WEEE were treated on a site in Europe, only your tonnages coming from France must be declared. V REPORTING THE PRODUCTS GENERATED FROM TREATMENT PROCESSES You must specifically report the quantities of certain products resulting from treatment (table «Mandatory»). This report is to be completed for all products, regardless of the country where they were treated. Note: A table named Others with no lines appears at the bottom of page. It must not to be taken into account. Step 3.1: Enter the total tonnage of products for each line (in tonnes), to the nearest kilogramme (3 digits figures after the full stop). WEEE Register User guide for declarants 32/59

33 Step 3.2: Save the data reported on products resulting from treatment by clicking on Save. Modifications can be made during the reporting period. Step 3.3 : Click on the Treatment of professional WEEE from holders by country tab. V DECLARATION OF WEEE FROM HOLDERS TREATED BY COUNTRY Holders are natural or legal persons who have deposited and treated the WEEE they held directly from waste management operators who have concluded contract with a collective scheme or a producer who has set up an individual system. The collective scheme or producer who has set up an individual system may therefore declare these tonnages as long as an audit of the operator is carried out. The report related to quantity treated by holders corresponds to the declaration of WEEE tonnages managed directly by holders themselves (Whithout you taking charge of it, within the framework of your individual system), in the case where your company has concluded a contract with a waste management operator. For more details on the scope of this statement, see section I.2.3. Very few producers are concerned with these two reports. V Declaration of the quantity of equipment treated by holders by country Step 4: Report the quantities treated by country by the holders. Proceed in the same way as for the «Declaration of WEEE treated by country» tab, and then click on the «Treatment of professional WEEE from holders by treatment site» tab. WEEE Register User guide for declarants 33/59

34 V Declaration of WEEE from holders treated by treatment site Step 5: Report the quantities treated by holders by treatment site. WEEE Register User guide for declarants 34/59

35 Step 6: Transmit your EEE put on the market report by clicking on the Transmission tab. Before clicking on the Transmit button, you can write a comment to the Register administrator. After having transmitted, changes can still be made throughout the regulatory reporting period. V.2.4. Submission of the individual scheme annual certificate Since 2012, a certificate of regulatory compliance must be provided by producers who have implemented an individual scheme, in line with Decree This certificate can be downloaded from French homepage of SYDEREP, section Documents to download ( Attestation de mise en place d'un système individuel d enlèvement et de traitement des DEEE professionnels», available only in French). It has to be completed and uploaded on the platform before March 31 st as explained afterwards (you have the possibility to do a second upload with the missing financial items before October 31 st ). WEEE Register User guide for declarants 35/59

36 The «provisions» (fund) to be completed in the certificate (section 6) correspond to the cumulative amount of the provision (and not the amount of the annual provision). If you do not send this certificate, the ministry will consider that you do not comply with your producer s obligations and will be able to implement the provisions of the Environment Code (article L541-10) which provides administrative penalties against persons who do not comply with the obligations under the regulations for waste. As a result, your declaration will be considered as non-compliant. In the tab Reporting EEE, click on Individual scheme annual certificate. A window opens and you can upload your attestation by clicking on. Then click on the Save button. V.3. HOW DO I SEND MY DECLARATIONS? Each declaration (place on the market, collection and treatment) has to be transmitted once filled out. The transmission procedure is explained in the field below. After filling out and saving your declaration, you can transmit it by clicking on «Transmission» tab then on «Transmit» button. You also have the possibility to add a comment to the Register administrator in the dedicated field. When the informative window below pops up, click on «OK» button. WEEE Register User guide for declarants 36/59

37 Once your declaration is transmitted, the «Transmission» tab will be updated and go from to A voucher appears too (see below) and is sent by to the sector designated contact who has sent the declaration. Attention The declaration will only be taken into account when you have clicked on the «Transmit» button. A series of verifications will take place when you hit the transmit button. Therefore, it is possible that you will have to make corrections to your declaration if inconsistencies are found, before the declaration is sent. If some inconsistencies are detected, a red message will appear to indicate you the procedure. Example below: If there is a modification after transmission, declaration will be back to «Declaration in progress» status; the user has to send its declaration again. Even if the declaration has been sent, the user may come back and modify the declaration at any time during the entire declaration period. If you have submitted all reports but the annual certificate, your declaration will be considered as non-compliant. WEEE Register User guide for declarants 37/59

38 VI. APPENDICES VI.1. REGULATORY ASPECTS VI.1.1. Scope of the WEEE legislation French Decree No of 20 July 2005, revised by Decree No of August 19, 2014 defines the following notions of EEE and WEEE. Electrical and electronic equipment or EEE means equipment which is dependent on electric currents or electromagnetic fields to function properly, and equipment for the generation, transfer and measurement of such currents and fields, designed for use with a voltage rating not exceeding 1,000 Volts for alternating current and 1,500 Volts for direct current. WEEE means waste electrical and electronic equipment. Consumer goods (cartridges, CDs, etc.) are not considered as EEE according to existing regulations, unless they form an integral part of a discarded product at the time of its disposal. To find out what are the exclusions from the scope and to obtain more information on the scope you can consult: French Decree No (only available in French): The notice to the producer edited by the Ministry of the Environment (only available in French): dernierjo&categorielien=id VI.1.2. Who is the «producer»? The producer of EEE in the meaning of the French Decree is the entity, which puts the equipment on the French market. That definition leads one to distinguish between the five following producer statuses: manufacturer selling products manufactured in France under his own brand: manufacturer importer (importing from a non-eu country): importer introducer (importing from an EU country): introducer distributor selling exclusively under his own brand: retailer selling under his own brand distance seller selling equipment from abroad: distance seller of equipment Legal persons selling equipment from abroad, by means of distance selling, directly to French households or users other than French households, are considered to be producers by extension. The decision tree on the next page helps identify the producer by determining his status. It is designed in order that there can only be one single producer for each piece of equipment introduced on the market, with only one single status out of the five existing possibilities. WEEE Register User guide for declarants 38/59

39 In the case of introducers (putting on the French market equipment from other EU countries), it is possible that the producer has appointed an authorised representative in France to manage the collection and treatment of WEEE from these products. In this case, the appointed authorised representative replaces the French producer (introducer) and the latter shall not declare the equipment to the WEEE Register. This does not apply to resellers selling equipment under their brand name. For the record, distance sellers from another EU country must designate an authorised representative to represent the European producer in France. WEEE Register User guide for declarants 39/59

40 VI.1.3. Status of the equipment For each type of EEE introduced on the market, the producer must determine the status of the equipment, which can be that of: Household equipment: all equipment capable of being used by households; Professional equipment: all equipment used only for professional purposes. The following decision tree helps producers determine the status of each type of equipment to be registered: Important: the obligations of producers vary according to the status of the equipment that is considered (see section VI.1.5. ). VI.1.4. Categories of equipment EEE, whether professional or household, have to be classified in one of the following categories as defined by the Environmental code. The 11 categories of equipment valid from January 1, 2015 until August 14, 2018 SYDEREP name if different 1 1A 1B Large household appliances Temperature exchange equipment Other large household appliances 2 Small household appliances 3 3A 3B 4 4A 4B IT and telecommunication equipment Screens, monitors, and equipment containing screens having a surface greater than 100 cm 2 Other IT and telecommunication equipment Consumer equipment Screens, monitors, and equipment containing screens having a surface greater than 100 cm 2 Other consumer equipment 5 Lighting equipment 6 Electrical and electronic tools 7 Toys, leisure and sports equipment 8 Medical devices 9 Monitoring and control instruments 10 Automatic dispensers 11 Photovoltaic panels IT and Telecommunications -Screens > 100 cm² Other IT and Telecommuncations Consumer equipment -Screens > 100 cm² Other consumer equipment WEEE Register User guide for declarants 40/59

41 VI.1.5. Collection and treatment organisation VI WHICH ORGANISATION FOR THE COLLECTION AND TREATMENT OF PROFESSIONAL WEEE Producers must take responsibility for the organisation and financing of the disposal of WEEE from professional EEE put on the market after 13 August 2005 and of WEEE taken back when replaced by new equipment: by joining an approved collective scheme: «collective scheme», by implementing their own collection and treatment scheme: individual scheme. From 1 January 2017, three Collective schemes have been officially approved for professional WEEE and they cover all equipment categories. Appendix VI describes the different categories of equipment for which these collective schemes are approved. Since 2012, a certificate of conformity with the legislation must be provided by producers who have implemented an individual scheme, in line with Decree This certificate can be downloaded from French homepage of SYDEREP, section WEEE: section Documents to download ( Attestation de mise en place d'un système individuel d enlèvement et de traitement des DEEE professionnels», available only in French). It has to be completed and uploaded on SYDEREP before March 31 st. VI WHICH ORGANISATION FOR THE COLLECTION AND TREATMENT OF HOUSEHOLD WEEE The household collection is made: by local authorities who are implementing a specific collection scheme (drop-off centres, collection points for instance); by distributors (return to the store, take-back during delivery, etc.); possibly by producers implementing an approved individual collection scheme ; by other entities such as associations with a social purpose, etc. Collected WEEE are then removed and recovered by various operators working for producers. Indeed, producers of household EEE must organise and pay for the collection and treatment of WEEE in accordance with their respective market shares. They can comply with their obligations by: joining an approved collective scheme: collective scheme, implementing their own collection and treatment scheme, which must be approved by public authorities: individual scheme By 1 January 2017, four Collective Schemes have been accredited for household WEEE. There exists no approved individual scheme for the collection and treatment of household WEEE. To date, all producers of household equipment must therefore join a collective scheme in order to make their declarations to the WEEE Register. VI ROLE OF APPROVED COLLECTIVE SCHEME Household WEEE For 2017, the following 4 collective schemes are approved for the collection and treatment of household WEEE: Type of WEEE Collective scheme Website All WEEE except lamps and photovoltaic panels ECOLOGIC ECO-SYSTEMES Lamps RECYLUM Photovoltaic panels PV Cycle WEEE Register User guide for declarants 41/59

42 Note Photovoltaic panels are included in the scope since the transposition of Directive 2012/19/EU. They are considered household EEE and the collective scheme PV Cycle was approved on January 1, 2015 for their collection and treatment. Professional WEEE For 2017, 3 collective schemes were approved for professional WEEE sector. Collective scheme ECOLOGIC ECO-SYSTEMES RECYLUM Categories covered by the accreditation Website Small household appliances X X 2 - Large household appliances X X 3 - IT and telecommunication equipment 4 Consumer equipment X 5 Professional lighting equipment 6 Electrical and electronic tools 7 Toys, leisure and sports equipment X X X X X 8 Medical devices X 9 - Monitoring and control instruments 10 Automatic dispensers X X X X X A producer member of one or more collective scheme(s) for all of his equipment types has the ability to delegate to his collective schemes all of his obligations regarding SYDEREP: sign in, registration (definition of equipment types) and reporting. In this case, the producer has nothing to do, and no obligation to log on to the Register. Nevertheless, he will receive an informing him of the validation of his registration, including information enabling him to log in if necessary: the designated contact for the producer receives this when his collective scheme signs him in. These elements enable the producer concerned: to have confirmation that one of its collective scheme registered him on SYDEREP; to log on to the Register, and consult the data input on his behalf by his collective scheme (registration data, reports), if he wishes so. VI.1.6. Definition of the type of equipment A type of equipment produced is defined by the set of the five following criteria: the producer status the status of the equipment the organisation type the category of the equipment The code HS4 of the equipment, defined by the nomenclature of the 4-digit Harmonized System The following table provides details on these data: WEEE Register User guide for declarants 42/59

43 Data Producer status Explanations, comments Producer status is to choose from the following five proposals: manufacturer selling products manufactured in France under his own brand importer (importing from a non-eu country) introducer (importing from an EU country) distributor selling exclusively under his own brand (retailer selling under his own brand) distance seller selling equipment from abroad Please consult appendix VI.1.2 to define your producer status. EEE status The status of the equipment is to be selected from two options: Household equipment Professional equipment Please refer to appendix VI.1.3 to determine the status of the equipment. Organisation See appendix VI.1.5. for more information on the different types of organisation possible. Category The Directive 2002/96/CE sorts EEE, whether professional or household, in one of the 11 categories proposed by the application. Starting from the 2015 declarations, categories 1, 3 and 4 are replaced with categories 1A, 1B, 3A, 3B, 4A, 4B. Caution! For each of the equipment type, the producer has to determine himself in which category the equipment belongs: The producer can refer to the document Avis au producteur, which provides a list of equipment for each category (only available in French). Be cautious, the list is not exhaustive; one equipment can be included in one category without being clearly mentioned in the list provided. In case of doubt, neither ADEME, nor the administrators, are authorised to decide the category of a given HS4: it is the producer s responsibility to decide on this issue. HS4 code The HS4 code corresponds to the customs code for the equipment. To find the corresponding HS4 code to your equipment, please consult the nomenclature (exhaustive) of the Harmonized System (HS) of the World Customs Organisation (WCO or WCO) available at the following address: edition/hs-nomenclature-2017-editio.aspx (section XVI) it can also be downloaded on the following website: The list is presented in an Excel file, you can use the search function (Ctrl + F) to search for your products of interest by keyword (the first 4 digits are the HS4 code). VI.2. GENERAL FUNCTIONS AND SYDEREP NAVIGATION VI.2.1. General Points about Navigation The fields marked with a * must be filled out. WEEE Register User guide for declarants 43/59

44 You will sometimes see this icon and help information.. If you pass your mouse over it you will see more specific information You NAVIGATE the site using the main menu, tab menu and side menu: MENUS Tab menu Side menu PRINTING the content of the tab pane: you may print the tables under each tab to prepare your declaration or to keep a hard copy of it, should you so desire, by clicking the print icon on each tab pane: : Note You can now print ALL the declaration in one click, but you must do this for EACH type of declaration: all the tabs from a single declaration can be downloaded in a PDF document in one click. MODIFYING COLUMN WIDTH: you may increase or decrease the width of the columns in some of the tables by clicking the line between the two. WEEE Register User guide for declarants 44/59

45 VI.2.2. Forgotten Passwords and Address Modification after First Login You may generate a new password if you have lost the one you had by clicking on the Forgot your password? Link at any point in time: Do not, however, lose your login name (= address) because you need this to regenerate your password. You can check or modify the details you entered when you signed up if needed, by clicking My Account / Company / tab Identity and Contacts. You may modify your address if you need to and this then becomes your new login name. You may also change your password any point in time by clicking the Change Password link in the dark blue band next to your name: VI.2.3. Consultation of your company account VI MY ACCOUNT MENU, COMPANY TAB You can consult your company s data by clicking on: the My Account menu and the Company tab WEEE Register User guide for declarants 45/59

46 By default, if you have not selected a sector on the home page, before clicking on the My Account menu, the sectors listing on the right of the screen is positioned on All sectors. You can then choose your sector in order to carry out the next steps. VI PLAYER INFORMATION BAR An information bar summarising the data of the company is posted above the tabs. You can generate a PDF actor sheet by clicking Certificate. This document attests to the company s presence in SYDEREP. It gives the products placed on the market by the producer, the organisation set in place and at the end of the declaration periods, and the list of the declarations to be filled out by the company, along with their statuses (To be completed, In Progress or Transmitted). VI IDENTITY TAB This tab provides the information entered at the time of your sign-in request. We ask that you update any changes in order to have a valid company file. This is the information that will appear in the printed copy of your player file (see previous section) and in the search accessible for all offered on the SYDEREP home page. All fields can be modified except for the SIREN and the country. If the SIREN changes, this means that there has been a change of activity, the company must thus apply for deregistration (see VI.2.4. ) and has to make a new application. The SIRET can be modified in the case of a change in address for example. Modifications are only authorised for the company designated contact. Modifications can also be made by collective schemes for their members. A SYDEREP appointed person cannot modify the information of his or her appointing company. WEEE Register User guide for declarants 46/59

47 A Comment field is present. A Comment field can be used to indicate who made a modification and when. An Individual reporter may make declarations on behalf of companies as of To do this, the declarant must tick the box which gives them access to new screens allowing them to manage their appointing persons' declarations and their own declarations. VI CONTACTS AND DESIGNATED CONTACT PEOPLE (SIDE MENU) SYDEREP needs a single company designated contact and a designated contact by sector. It is also possible to add other contacts. Each contact can use SYDEREP based on the rights assigned There are 4 profiles for a SYDEREP registered player, to which correspond a set of rights: The company designated contact profile has the most rights. It can modify company data, company and sector contacts, signing-in to a new sector, modify registration data (memberships, organisation, approvals, etc.), and the related reports. The sector contact profile = the company contact profile without the rights to modify data about the company, contacts and sign-in data, but with the right to modify sector contacts. The modification profile is the sector contact profile without the rights to modify sector contacts, but with the right to carry out reports. The consultation profile is the profile attributed to contacts who can only consult data. This is the profile attributed by default to new contacts. By default, the company designated contact is also the sector contact for each of the sectors validated on sign-in. The company designated contact can designate a new contact for each sector to which he/she signed in. WEEE Register User guide for declarants 47/59

48 Creation of a new sector designated contact: The new contact added receives an informing him/her of the creation of his/her user account with a link to activate the account and enter a password in order to access SYDEREP. To designate a new SECTOR DESIGNATED CONTACT, select the radio button and click on Save. A confirmation message appears: in the sector designated contact column The new contact has been registered as a sector designated contact: It is not possible to modify the profile of company and sector contacts by editing their file (by clicking on the pencil icon at the right of the table): a preliminary designation of a new designated contact is necessary from the list of contacts (otherwise the drop-down list is greyed). The drop-down list of authorised profiles therefore does not contain the profile of the company or sector contact, since the change of the company or sector contact is not possible at the contact detail level but at the contact list level (above screen). WEEE Register User guide for declarants 48/59

49 VI MANDATES TAB The Mandates item on the side menu allows you to manage any mandates you may have (see Part VI.2.6). You can access the mandates that have been created for you by a SYDEREP appointed person and that are awaiting signature on this screen. You will need to edit the line and sign the form for the SYDEREP appointed person to be able to make the declarations on your behalf. You can also see your mandate history on the same screen. A mandate that has expired cannot be modified. A new one must be created. VI MY ACCOUNT MENU, SIGNING IN TAB A player s sign-in data can be seen by means of this tab: The information on this screen cannot be modified. You will need to contact an administrator if you have made an error at the time of the sign-in and you wish to change the category or type of declarant You may still access your account and view your previous declarations if you deregister (using the same login name and password). WEEE Register User guide for declarants 49/59

50 The different registration statuses for the sector are as followed: pending validation signed up rejected deregistered. VI.2.4. Unsubscription from SYDEREP If the regulatory obligations for a sector do not apply to you anymore, you can ask for unsubscription from the sector. Beware, the company designated contact can ask for unsubscription from each sector the company is registered to. Nevertheless, the sector designated contact will be able to ask for unsubscription only from sectors for which he is sector designated contact. A SYDEREP appointed person will not be allowed to ask for unsubscription on behalf of an appointing producer. This is also the case for a company that would like to request unsubscription on behalf of an establishment. To request unsubscription, click on the appropriate sector tab, then click on the My account menu / EEE Signing in tab / Unsubscription request button. A window Detail of an unsubscription request is displayed. You must: Select an unsubscription reason in the drop-down list (Repurchase/fusion, Duplication (two accounts for the same company), Change of SIREN, Change of activity, Cessation of activity/liquidation, Other) ; Support your claim as explicitly as possible to facilitate the processing of your request in the Justification dedicated field. Your request will be rejected if there is no justification (if you have selected the reason other ) ; Indicate the last year of reported or reportable data in the last field. It refers to the calendar year for which you have to declare for the sector concerned. For example for WEEEE, the calendar year when the last EEE were put on the market or for ELV, the calendar year when the last ELV or carcases were taken over. Once all field are filled in, click on the «Save» button. Then you will automatically be redirected to the «Signing in» window on which you can see your request for unsubscription. WEEE Register User guide for declarants 50/59

51 Your unsubscription request will be processed by the sector s administrator. If your request is accepted, you will receive an automatic confirmation . If you asked for unsubscription to several sectors, you will receive a confirmation for each sector. If your request is rejected, an will be sent explaining the reasons for refusal. Once your company has deregistered, you will still have access to SYDEREP with the same username and password consult your declarations. Nevertheless, you will not be allowed to modify your declarations. VI.2.5. Declaration-Associated Functions Not applicable tick box: when you do not have data to report for the year, but do not want to delete the lines concerned, you can check not applicable. Once the box is checked, all the input fields for the line are dimmed (if values were entered, they are deleted). Remember to transmit your declaration after this intervention. Comparison of a report with a previous report: quick access to the same type of declaration for the previous year is available when you view your declaration for the current year. Click See previous year, in the light blue band at the top of the page to do this: You will need to use the Declaration menu to go back to the declaration for the current year. MINIMUM AND MAXIMUM THRESHOLDS WITH ALERTS: these thresholds are set by the administrator as regards the data guaranteed as accurate the previous years for the entire database. There are two types of alert: The user receives non-blocking alerts when he/she enters tonnages that fall below or exceed the thresholds configured by the administrator. This limits entry errors. The quantity entered is displayed in orange and the threshold value is superimposed over the field entered. WEEE Register User guide for declarants 51/59

52 Blocking thresholds have been created for certain sectors. The user must then correct the entry in order to send the report. The quantity entered is displayed in red and the threshold value is superimposed over the field entered. DECLARATION STATUSES The statuses appear in the light blue band at the top of the declaration pages. To be completed: the status for a declaration at the start of the declaration period. Declaration in Progress: the declaration has been saved at least once. The user has clicked the SAVE button at the bottom of the screen: The data entered has been saved. The user may quit SYDEREP and come back and complete their declaration at a later date, any time during the entire declaration period. When the declaration comprises several tab panes, the data should be saved before clicking on the next tab. You will lose your data unless you save first. Note No verification: (data completeness verification, for example) is not carried out when a declaration is saved. It is only carried out when the declaration is sent. Transmitted: the declaration has been sent. The user has clicked the Transmission tab then on the Transmit button at the bottom of the screen, after putting a comment to the administrator in the dedicated box (optional). The data entered has been sent to the ADEME. Even if the declaration has been sent, the user may come back and modify their declaration at any time during the entire declaration period. This transmission proves that you have met your regulatory declaration obligations. WEEE Register User guide for declarants 52/59

53 If a declaration is modified after it has been transmitted, the declaration status returns to "In Progress" and the user must send their declaration again. Note All the blocking controls, specific to each declaration and each sector are carried out on each tab pane of the declaration on transmission. You shall therefore be led to modify your declaration if the validation has detected any inconsistencies. If inconsistencies are detected on the declaration, a red message is displayed and shows you the procedure to be followed. Example: Even if the declaration has been sent, the user may come back and modify their declaration at any time during the entire campaign period. If no blocking error is detected, a confirmation window is displayed and a transmission receipt is sent by to the designated contact person for the sector of the actor that sent the declaration (the Individual reporter or possibly their SYDEREP appointed person). A transmission receipt is sent each time the declaration is sent. VI.2.6. Specific Points for SYDEREP Appointed Persons VI DEFINITIONS An Appointing producer is a person or a company which, through a mandate, gives another party the right to represent the person or company in a legal act (here, the obligation to report to the WEEE register) An Appointed person is a person or a company that has received a mandate to represent the Appointing producer in a legal act. A single mandate is signed between the appointed person and the company, enabling the appointed person to have access to all the company s accounts. VI Sign-in SIGNING UP FOR SYDEREP, ENTERING AND CONFIRMING MANDATES The appointed person must sign up by selecting the SYDEREP Appointed Person actor category. The producer must sign its own company up by selecting the Individual reporter actor category and setting the type of declarant to Producer. The Individual reporter may also choose to be an appointed person. After registering, it may tick the box labelled "Would like to be an appointed person for other companies" under My Account/Company/Identity. They shall then be able to enter mandates and make declarations on the behalf of other companies in addition to their own declarations (branches with a different SIREN number, for example) Details may only be modified by the designated company contact person. A SYDEREP appointed person may not modify its appointing person's contact details. WEEE Register User guide for declarants 53/59

54 Entering a Mandate A mandate may be entered using the Add Mandate button: - either by the producer using the My Account/Mandates menu item (see paragraph VI.2.3.5) - or by the appointed person using the Appointing Persons/Search item (a specific sector and not "all sectors" must be selected in the orange box) The start date of the mandate should cover the period for which the data will be reported. Example: An authorised representative must submit declarations for the years 2014 and 2015 and was appointed by the producer on 01/01/2016. The mandate start date should be 01/01/2014 so that the authorised representative can declare information for the years 2014 and Signing a Mandate If the mandate has been created by the producer, the appointed person must sign it by clicking Appointing Persons/ Mandates to be Confirmed. Click the pencil and tick the box labelled "I, the undersigned, [appointed person contact] certify that my company [appointed person] accepts the [producer] mandate" and save. If the appointed person created the mandate, the producer must sign it by clicking My Account/Company/Mandates. Then click the pencil and tick the box labelled "I, the undersigned [producer contact] certify that my company [producer] mandates [appointed person]" and save. To be valid, the mandate must be signed by the producer AND by the appointed person. Declining a Mandate The producer or the appointed person may decline the mandate if the date of the mandate is not compliant. To do this, follow the procedure for signing the mandate, only tick the box labelled "I decline the mandate". VI APPOINTING PERSONS MENU The Appointing Persons Menu is displayed for the appointed persons and Individual reporters that ticked the box labelled "Would like to be an appointed person for other companies" under My Account/Company/Identity. This menu allows appointing person searches. VI APPOINTING PERSONS/SEARCH The search by registration number is an exact search. You need to specify the exact registration number for the company. SIREN/SIRET search is of the Starts by kind (in order to list all establishments of a company). The first SIREN digits are used to find the company. The Corporate name search is of the Contains kind. Search by postal code allows to find actors whose postal code starts with the numbers you have entered (thus, you can type, for instance, only 2 numbers to search for all companies in the same department). The mandate status search covers a restricted list. The user selects a status form the proposed list. WEEE Register User guide for declarants 54/59

55 The corporate name can be clicked: it involves a link to the company file of the Appointing producer. A Declarations [sector] tab takes you to a pane that allows you to enter or view the specific declarations for a sector, for the actor that was searched for, directly from the actor sheet (My Account menu), without needing to go back to the Declarations menu. VI APPOINTING PERSONS/MANDATES TO BE CONFIRMED Using this tab, it is possible to consult mandates to be validated. The list comprises all the actors that have created a mandate that associate them with the appointed person. The appointed person must accept the mandate for it to be confirmed by both parties. The corporate name can be clicked: it involves a link to the company file of the Appointing producer. VI DECLARATION MENU The Declaration menu allows the user to access the following tabs: - My Appointing Persons' Declarations: a search engine providing access to the appointing persons' declarations - Import. Advice For Appointed persons, it is best to use the APPOINTING PRODUCERS menu which offers more refined criteria, in order to search for the reports of a specific Appointing producer. In this case, you will find the file of the player s file that has the Reporting tab described below. VI.2.7. Requests Menu SYDEREP database information extraction requests are available, under the Requests menu for some sectors and for some types of actors. VI.2.8. SYDEREP Registration Number You will find your SYDEREP registration number in the My Account menu in the light blue band near the top. This number will be of use to you for your communications with your sector administrators. VI.2.9. Post-Deadline Declarations You may be granted special access to previous declarations if you have not made your declarations for previous years. You must send this request to the registredeee@ademe.fr. These post-deadline declarations (declarations for previous years) are to be made during the declaration periods. Requests for post-deadline access for the modification of existing declarations shall be treated on a case-by-case basis. WEEE Register User guide for declarants 55/59

56 VI.1. EXAMPLE OF DECLARATION VI.1.1. Declaration of treatment of professional WEEE A producer of computer servers treated 200 tonnes of equipment in 2015, in France and Germany, through three treatment companies. Its treatment declaration, using the six tabs of the declaration, must indicate what was treated, where, by whom and how. Tab 1: Declaration per country. The tonnage treated in France and in other countries (e.g. Germany) should be reported separately, specifying the category and type of treatment. Tab 2: Declaration per site. In France, WEEE were treated by Company 1 and Company 2. In Germany WEEE were treated by Company 3. Therefore at least the 3 tables regarding these companies should be filled in. WEEE Register User guide for declarants 56/59

57 WEEE fractions could have been sent for further treatment in other facilities. Such declarations should also be mentioned as often as possible (e.g. sorting of crushed fractions, recycling of electronic cards, etc.). WEEE Register User guide for declarants 57/59

58 Tab 3: Declaration of products generated from treatment processes, that is to say components and substances removed prior to the treatment process because they might represent a pollution hazard or might be of interest for recycling, e.g. printed circuit boards must be reported in this tab. Tab 4 : declaration of professional WEEE from waste operators treating WEEE from holders and having contracted with your company. Same filling method as for tab 1 (report by country). Tab 5 : declaration of professional WEEE from waste operators treating WEEE from holders and having contracted with your company. Same filling method as for tab 2 (report by treatment site). Tab 6 : transmission of the report. WEEE Register User guide for declarants 58/59

59 L ADEME EN BREF L'Agence de l'environnement et de la Maîtrise de l'energie (ADEME) participe à la mise en œuvre des politiques publiques dans les domaines de l'environnement, de l'énergie et du développement durable. Afin de leur permettre de progresser dans leur démarche environnementale, l'agence met à disposition des entreprises, des collectivités locales, des pouvoirs publics et du grand public, ses capacités d'expertise et de conseil. Elle aide en outre au financement de projets, de la recherche à la mise en œuvre et ce, dans les domaines suivants : la gestion des déchets, la préservation des sols, l'efficacité énergétique et les énergies renouvelables, la qualité de l'air et la lutte contre le bruit. L ADEME est un établissement public sous la tutelle conjointe du ministère de l'ecologie, du Développement durable et de l'energie et du ministère de l Éducation nationale, de l'enseignement supérieur et de la Recherche.