Portal help

All questions and answers

Q&A about the EPA Interaction Portal + Expand all Collapse all

  • What are the system requirements to use the Portal?

    The Portal can be accessed via a wide range of browsers including:

    • Microsoft Internet Explorer 
    • Apple Safari 
    • Mozilla Firefox

    Some functions on the Portal, such as forms, require Adobe Reader 11 or above to be installed; therefore, these functions cannot be accessed on mobile devices. 

    Adobe Forms for annual performance statementswaste transport certificates and landfill levy statements are not supported by Google Chrome or the default browser for Windows 10, Microsoft Edge. If you are using Windows 10, you will need to change the default browser to Internet Explorer.

    We also recommend that you have the latest version of your browser and Adobe Reader installed so you can take advantage of the highest level of security and functionality. 

    The Portal uses Secure Sockets Layer (SSL) technology to ensure that transactions are secure. If you receive a network access or error message, please check with your system administrator to ensure that the Portal is available from your network. 

    You should always make sure you have up-to-date virus protection and security systems on your computer.

  • How can I see the interactive forms?

    To ensure that the interactive forms work correctly on your computer, please check that you have Adobe Reader 11 or above installed and you have correctly set the required plugins for your browser.

    We recommend you have the latest version of Adobe Reader installed to take advantage of the highest level of security and functionality.

    As the interactive forms take advantage of the Portal’s built-in functionality, the forms must use the Adobe Reader browser plugin, which is added to your browser when Adobe Reader is installed. Depending on your browser, you may need to apply to correct setting in order for the interactive forms to work correctly. Please refer to the Q&A relating to your browser for more information.

  • How do I use Adobe Forms in Internet Explorer in compatibility mode and when is it required?

    This is only required if you are working with waste transport certificates created prior to 28 June 2015. 

    1. Log in to the portal using Internet Explorer.

    2. Click the Alt key to open the Internet Explorer menu bar.

    Click the Alt key to open the Internet Explorer menu bar

    3. Click on the Tools menu and select Compatibility View settings.

    Click on the Tools menu and select Compatibility View settings

    4. Click the Add button to add the vic.gov.au address to the list ofWebsites you’ve added to Compatibility View’.

    Click the Add button to add the vic.gov.au address to the list of ‘Websites you’ve added to Compatibility View’

    The address vic.gov.au added to Compatibility View.

    5. Click Close.

    6. The Portal should refresh and should now be running in Compatibility View. Adobe Forms should now be able to launch from within the Portal.

  • What information can registered users view? You can register for an EPA Interaction Portal account as an individual or on behalf of a business. Registered users can only see and maintain information that directly relates to their account. 

    If you have a business account this may include: 

    • account management details 
    • current licences 
    • landfill levy statements 
    • waste transport certificates
    • annual performance statements 
    • audit reports. 

    If you have an individual account it may include:

    • account management details 
    • litter reports 
    • smoky vehicle reports.
  • My Adobe Form does not open in Safari or returns an error message

    Error message: ‘No authorization for input. Scroll down to view summary section or certificate’.

    First ensure you have the latest version of Adobe Reader installed on your machine.

    To check, or to apply the required adobe forms plugin settings, follow these instructions:

    1. Open the Safari Preferences (choose Safari > Preferences).

    2. Click the Security Tab.

    3. Ensure Allow Plug-ins is ticked for internet plugins.

    4. Click Manage Website Settings.

    5. Click Adobe Reader on the left-hand pane. If it is not available, go back to step 1 and ensure it is installed on your machine.

    6. Click Always Allow on ‘crm.epa.vic.gov.au’.

    7. Click Done.

  • My Adobe Form does not open in Firefox or returns an error message

    Error message: ‘No authorization for input. Scroll down to view summary section or certificate’.

    First ensure you have the latest version of Adobe Reader installed on your machine. To check, or to apply the required adobe forms plugin settings, follow these instructions:

    1. Open Firefox and go to the main menu.

    2.  Select Options.

    3. Choose Applications (depending upon which version of Firefox you are running, it will either be a menu option at the top of screen or on the left-hand side). A popup menu will appear listing different content types. 

    4. Click Use Adobe Acrobat (in Firefox) and choose Use Adobe Reader (default). Selecting the installed Abode Reader ensures that the interactive form is rendered and displayed correctly, and can be used interactively. Note that, after you make these changes, you will need to close and reopen Firefox for them to take effect.

  • My Adobe Form does not open in Chrome or returns an error message

    Note that, as at September 2015, Google Chrome version 45 and above is not compatible with Adobe Forms. This means that when using the forms on the EPA portal, you will get the following error message:

    ‘No authorization for input. Scroll down to view summary section or certificate’.

    More information about the Google Chrome plug-in being disabled:

  • Safari can’t open the page or shows a certificate error

    This issue is related to a keychain on Macintosh computers.

    The first time you try to open the Portal with Safari would have launched a popup with the following message: ‘com.apple.webkit.networking.xpc wants to use Apple ID Authentication in Keychain’ and you would have selected either Allow or Always allow.

    In order to allow Safari to open the Portal please follow the steps below to remove the com.apple.idms.appleid.prd certificate.

    1. On your Mac, go to Spotlight search and search for Keychain Access.

    2. Open the keychain access and delete all certificates with the name com.apple.idms.appleid.prd.

    3. Close and open Safari again and the Portal should now work.

    4.  If the popup appears again, you may need to disable the keychain. This can be done in Settings > iCloud > keychain. Deselect the checkbox.
  • How do I create an account for the Portal?

    You can register for a Portal account as an individual or on behalf of a business. Registering as an individual allows you to report litter thrown from a vehicle, smoky vehicles and pollution incidents. Registered business users can access the statutory documents for their business.

    Each Portal user should have a separate account. Visit the Create account page, select which type of account you want and enter your email address.

    Once we’ve checked if you already have an account, you will be asked to enter information in all the mandatory fields (marked with a red dot ). Please make sure all information entered is correct.

    EPA will process requests for business accounts, which may include a confirmation process with the key contact at your organisation. This process may take up to three business days to complete.

    When an account has been approved we will send an email with the account details (username and password) to the registered address.

  • How much information do I need to supply?

    To create a Portal account, you must provide your full name, a contact phone number, email address and street address. If you are registering on behalf of a business, you will also need to provide an ABN, your company name and a reason for registering (for example, creating waste transport certificates).

    EPA uses this information to confirm the information that should be linked to your account. If any of the details or documents in your account are incorrect, please contact us on 1300 EPA VIC (1300 372 842).

  • How can I see who else in my organisation has an account?

    Please contact us on 1300 EPA VIC (1300 372 842).

    If you know that someone with an account in your organisation has left, please contact EPA to have the account deactivated.

  • I can’t access my account – what do I do?

    A login is required to access the EPA Interaction Portal. Your user name is your email address. Passwords are case sensitive.

    If you have entered your user name and password incorrectly twice your account will be ‘locked out’. You will need to reset your password using the Forgotten password? option on the portal login screen. An email will be sent to you with instructions on what to do next.

    We recommend you choose a password that is unique and not easy to guess. Your password is case sensitive and must have a minimum of eight characters. It should contain a combination of upper and lower-case letters, numbers and special characters.

  • How do I deactivate my account?

    If you leave an organisation or no longer require your account, it is important to close it. Please contact EPA on 1300 EPA VIC (1300 372 842) to request that your account be closed.

  • How does EPA protect my data?

    EPA values and respects the privacy of those who use the EPA Interaction Portal, and protects the personal and sensitive information collected through the Portal.

    We use technology and security policies, rules and measures to protect the personal information we collect, including from unauthorised access, improper use, alteration, unlawful or accidental destruction and accidental loss.

    To protect the sending of sensitive personal and business information to EPA we have implemented Secure Sockets Layer (SSL) technology to encrypt transactions.

    For more information please see EPA’s privacy policy.

  • How can I ensure my data is secure?

    To submit and maintain information through the Portal, you must have a registered, password-protected account. EPA confirms all requests for business accounts, to ensure that only users whose accounts are associated with an organisation can view its information.

    When you first log in to the Portal you may be prompted to reset your password. We recommend you choose a password that is unique and not easy to guess. It should contain a combination of upper and lower case letters, numbers and special characters.

    Please log out of the Portal after each session. The ‘Log off’ prompt is in the top right-hand corner of your screen.

  • What are the different statuses in the landfill levy search criteria?

    When you are searching for historic statements, you can narrow down the results by selecting a status from the dropdown menu.

    • ‘New’ means a statement that is awaiting submission to EPA.
    • ‘Certified’ means a statement that has been completed and submitted by the duty-holder (landfill operator).
    • ‘Under Assessment’ means a statement that has been submitted to EPA and is undergoing a review.
    • ‘Awaiting DH Response’ means a statement that has been submitted, and EPA has requested further information from the duty-holder.
    • ‘Approved’ means a statement that is approved for a refund from EPA.
    • ‘Finalised’ means a statement that has been assessed and closed out.
  • Do I need to provide more information in the new landfill levy system?

    Landfill levy statements submitted through the Portal use Adobe interactive forms. While they may look a little different than statements submitted through the previous system, the information required is essentially the same.

    The interactive forms have dropdown fields, some of which are mandatory (red), which contain information linked to your licence. Depending on answers you provide at the start of the form – for example, was waste deposited under a 30A approval – you may be required to fill in additional sections.

    There is one new section that all landfill owners need to complete: trends and influences on landfill disposal. Please respond to these questions to the best of your knowledge.

  • Who should I get to sign off on my landfill levy statement?

    A signed copy of a statement must be attached in the system before EPA will consider the statement to be complete. 

    Annual statements must be signed by the CEO (or highest Australian-based representative), whereas quarterly statements can be signed by a delegated officer.

  • Why can’t I enter recycling tonnages in the landfill levy quarterly statements?

    Where a licence holder can demonstrate that waste has been recycled, a rebate on the landfill levy may apply. This rebate is only claimable on annual payments.

    To claim a rebate, the licence-holder must supply details of the amount of waste (in tonnes) removed for recycling and the date when it was removed from the premises. For information on the supporting evidence that must be supplied when claiming a rebate, refer to Calculating the landfill levy and recycling rebates (publication 332).

  • What if I make a mistake in my landfill levy statement?

    Please ensure that the data included in your quarterly landfill levy statements is correct. Once a statement is submitted, its status becomes certified and the data cannot be changed.

    If you realise that an error has been made in a certified statement – for example, municipal waste tonnes received – there are two ways that the data can be updated. If the error is minor, an adjustment can be made in the annual statement. If the error is significant and should be fixed immediately, an adjustment process will need to be initiated by EPA. Please contact EPA on 1300 372 842 if you require an adjustment to be made in relation to a certified statement.

  • How can I print a copy of my landfill levy statement?

    You can print a copy of your statement at any stage by clicking on the printer icon in the Adobe toolbar. The printer icon is the third from the left.

  • How do I attach documents to my landfill levy statement?

    To attach documents to your landfill levy statement, such as a signed copy of the statement or recycling receipts, click on the paperclip icon on the right-hand side horizontal menu. You will then see the ‘Attachments’ submenu. Click on the fourth icon (a paperclip with a star) to open the ‘Add files’ box. You can then browse and select the relevant attachments from your computer.

    To see an image related to attachments, please refer to our Landfill levy quick reference guide (PDF 1.0MB).

  • What are the different statuses in the licence search criteria?

    Your current licence is available for download through the Portal. In future, as it is updated, you may be able to search for old versions of your licence and/or applications by selecting a status from the dropdown menu:

    • ‘Draft’ is a licence application that has been generated by EPA, either at the instigation of EPA or the duty holder.
    • ‘In Progress’ is a licence application that is currently being assessed by EPA.
    • ‘Approved/Issued’ is your current licence.
    • ‘Historical’ are expired versions of licences.
    • ‘Refused’ is a licence application that has been rejected by EPA.
    • ‘Withdrawn/Cancelled’ is a licence application that has been either withdrawn by the duty holder or cancelled by EPA.
    • ‘Suspend’ is a licence that has been suspended by EPA.
    • ‘Surrender’ is a licence that has been surrendered by the duty holder.
  • Has my licence number changed?

    In some cases, you may see a different licence number from what you are used to. The new licence numbers are allocated by our system and they no longer have a prefix (e.g. ES, SW or EA). The change in number occurs as your licence is amended or updated.

    Eventually all licences will have new licence numbers.

  • When will corporate licences be available through the Portal?

    Corporate licences are now referred to as amalgamated licences. Amalgamated Licences are also now available through the Portal.

    The prefix ‘CL’ is no longer used in the licence number and the numerical digits are also changing. This change has an impact on organisations that use paper waste transport certificates. Such organisations should now use the individual premises reference number when completing Part C of a certificate, rather than the old corporate licence number.

  • Why can't I create a waste transport certificate?

    Waste transport certificates must be purchased from EPA before a certificate can be created and submitted. Electronic certificates cost 50 cents each and can be purchased by calling 1300 EPA VIC (1300 372 842).

    To ensure you can always create certificates we recommend you purchase new credits when the number of available certificates (as shown in Part A) is at least 10.

    Waste transport certificates are interactive forms. To ensure that they display correctly on your computer, please make sure you have downloaded the latest version of Adobe Reader, available on the Adobe website.

  • What information do I need to provide in the new waste transport certificate system?

    While waste transport certificates may look a little different in the new system, there are no new information requirements.

    The interactive forms have dropdown fields, some of which are mandatory (red), that contain information linked to your organisation and role.

    We have removed some information requirements for certificates submitted through the portal. You no longer need to supply:

    • run sheets (accredited agents’ Attachment 3)
    • PIN numbers for permitted vehicles
    • alpha prefixes for licence numbers.

    You will no longer receive emails when certificates are submitted in the Portal. Instead, we have improved the search function so you will be able to track whether a statement is in draft or has been submitted.

  • Which waste code should I use on my waste transport certificate?

    Waste is defined by the Environment Protection Act as any matter, whether solid, liquid, gaseous or radioactive, that is discharged, emitted or deposited in the environment in such volume, constituency or manner as to cause an alteration of the environment.

    The Industrial Waste Resource Regulations specify that you must include a valid waste code for the material that is being transported.

    A list of approved waste codes can be found here. If you cannot identify which waste code to use please contact us on 1300 EPA VIC (372 842).
  • How can I check waste transport certificates I have already created?

    The Portal allows you to easily find how many waste transport certificates have been created and submitted by your organisation.

    When you click on the ‘Change or review an existing certificate’ link, you will be taken to the search page. Here you can search for all certificates submitted in the last two years or narrow down the results using a range of criteria.

    The search results can be sorted by each of the headings. Clicking on a heading (for example, ‘Status’), to sort the results in ascending or descending order.

    All results can be exported to Microsoft Excel by clicking on the ‘Export to spreadsheet’ button, which is located in the top right-hand corner of the results table.

    To open an individual certificate, click on the ‘Attachment’ link. This will open the file as a PDF document in a new window.

  • Why can’t I see my waste transport certificate number?

    When you first create a certificate, the certificate number is blank. The number will be generated when you submit Part A.

    You can save a created certificate as a draft without reducing your purchased credits. Your available purchased certificates (your credit amount) will only update when Part A of a certificate is submitted.

    To save a certificate as a draft, click on the ‘Save as draft’ button on page 2. Clicking on the ‘Save’ icon at the top of the page will not save your document into the system.

  • Who should be the emergency contact on waste transport certificates?

    In Part A of each waste transport certificate you must nominate an emergency contact. The dropdown list will show your name, and may also show other people from your organisation.

    Please select the most appropriate person to be contacted in the case of an emergency. Please also check that the phone number provided is correct.

    If the phone number showing in your certificate is incorrect, please update it in the ‘Account management’ section of the Portal. If the contact details for another person are incorrect, they must be updated by the account holder.

    If you know someone in your organisation with an account has left, please contact EPA on 1300 EPA VIC (1300 372 842) to have the account deactivated.

  • How can I create a waste stream template for my waste transport certificates?

    If you regularly transport the same type of waste, with the same receiver and disposal options, you can save time by using a waste stream template.To create a template simply submit part A of a waste transport certificate with all of the required information and then send this certificate number to wastecert@epa.vic.gov.au and this will be converted into a template. 

    If you have any questions please contact EPA on 1300 EPA VIC (1300 372 842). 

  • How can I easily find my proposed transporter or receiver for my waste transport certificate?

    Tap the first letter of the proposed receiver/transporter company name and you will be able to scroll through all of the companies starting with that letter.

  • Why do I receive an error when I try to submit Part B of my waste transport certificate?

    Part B of waste transport certificates must include the details of the waste transporter.

    When entering the vehicle registration details, don’t include a space between the alphabetic and numeric characters.

    Right: VNN000

    Wrong: VNN 000

    The vehicle used for transportation must be licensed by EPA to transport prescribed industrial waste.

    If you have named a transporter in part A and that transporter has changed you will still be able to enter another company’s vehicle details but you will receive a pop-up message that highlights the difference.

    If you still receive an error when submitting Part B, please contact EPA on 1300 EPA VIC (1300 372 842).

  • How long does it take to create and submit a waste transport certificate?

    Waste transport certificates can be created as new or from an existing waste stream template. If you select a new template, you will need to enter details in all dropdown fields of Part A. 

    If you choose to create a certificate from an existing template, most details will be pre-filled. You will only need to enter details of the waste group before being able to submit Part A.

    If you have all the details to hand, it should take no longer than a minute to create and submit Part A of a new waste transport certificate. Less time is required if you are using an existing template.

    Please note that if you have been inactive in the Portal for longer than 30 minutes, you may receive a ‘timeout’ error. You will have to login to the Portal again to start a new session before you can create and submit certificates.

  • How do I know which system to use to complete a waste transport certificate?

    From 25 March, you will no longer be able to create certificates in the WasteCert system. This system will however continue to be available, for a limited time, to close out existing certificates. If the certificate the driver gives you looks like this then use WasteCert to complete part C:

     WasteCert certificate

    But if your certificate looks like this, then you’ll need to use the EPA Interaction Portal to complete the certificate:

    New waste transport certificate

     

  • What types of litter can I report on the Portal?

    Littering from a vehicle or by a person in close association to their vehicle can be reported to the EPA. For example, if a person drops a cigarette butt on the ground and then gets into a car and drives away, we can act against the vehicle owner. The types of litter you can report are:

    • cigarette butts
    • food waste (e.g. apple cores)
    • food packaging
    • drink containers.

    Other forms of litter need to be reported to your local council or other relevant agency. This littering includes:

    • installation of posters without consent
    • windblown litter from commercial premises or construction sites.

    Unsolicited advertising material in mailboxes and on parked cars should be reported to the Distributions Standards Board on 1800 676 136.

  • What information do I have to include with my litter reports?

    EPA requires the following information to be able to take action with a litter report:

    • registration number
    • vehicle description (including):
      • make
      • body type (sedan, utility, van etc.)
      • colour
      • model (if possible)
    • where the incident occurred – road, suburb or town
    • when the incident occurred
      • date
      • time (including am or pm)
    • type of litter
      • lit cigarette
      • unlit cigarette
      • food or beverage item
    • description of the person who littered (if possible) – male or female, brown hair, olive skin etc.

    If we don't have all this information, we may not be able to process your report.

    Be sure to keep your notes after completing the online form in case we need to contact you to clarify the information.

  • Can I report interstate vehicles on the Portal?

    At this stage, EPA can only process reports for Victorian-registered motor vehicles. This is something we may revisit in the future. We encourage you to continue to report litterers – we couldn’t run the program without your help.

  • How long do I have to lodge a litter report through the Portal?

    To help us process reports promptly, please submit them within seven days of the offence. In the date and time section, you will only be able to select a date from the last fourteen days. EPA cannot accept reports older than this.

  • Can I report litter from a vehicle in a car park?

    Yes. Although a car park may seem to be private property (for example, owned by a shopping centre), litter laws consider car parks as public roadways.

  • What information do I have to include with my smoky vehicle report?

    We need to have:

    • your full name and contact details
    • the registration number
    • a description of the vehicle –
      • make
      • body type (sedan, utility, van, etc.)
      • colour
      • model (if possible).

    EPA supports safe driving practices. You should use an appropriate, safe means of recording these details. These details enable us to cross-check the registered details on the VicRoads database to avoid mistakes.

    We also need to know where and when you saw the vehicle:

    • road, suburb or town
    • date
    • time (including am or pm).

    We may not be able to process your report without all this information.

    The Portal provides dropdown lists where you can select the relevant item.

    If you don't have information such as vehicle make or vehicle body type, select ‘Unlisted’ from the list and enter any information in the ‘Vehicle model’ field that may help us identify the vehicle, such as any signage identifying the owner.

    Be sure to keep your notes even after completing the online form, in case we need to contact you to clarify the information.

  • Can I report interstate vehicles on the Portal?

    At this stage, EPA can only process reports for Victorian-registered motor vehicles. This is something we may revisit in the future. We encourage you to continue to report pollution – we couldn’t run the program without your help.

  • Are there any restrictions on the vehicles I can report on the Portal?

    No. But if you report a semi-trailer or other similar vehicle emitting smoke, we can only act if you give us the registration number of the prime mover section at the front. Trailer registrations such as ‘12345 S’ can’t be followed up.

  • How long do I have to lodge a report on the Portal?

    To help us process reports promptly, please submit them within seven days of the offence. In the date and time section, you will only be able to select a date from the last fourteen days. EPA cannot accept reports older than this.

  • Can I report a noisy vehicle on the Portal?

    EPA cannot process public reports of noisy vehicles. You can report a noisy vehicle to the highway patrol unit at your local police station. If a police officer assesses the vehicle as being too noisy, the vehicle will be referred to EPA for noise testing.

    Get more information about motor vehicle, train and tram noise and motor vehicle noise testers approved by EPA.

  • I’ve forgotten my password. How can I access the Portal?

    Your username for the Portal is your email address.

    You can reset your password using the Forgotten password? option on the Portal login screen. An email will be sent to you with instructions on what to do next.

    We recommend you choose a password that is unique and not easy to guess. Your password is case-sensitive and must have a minimum of eight characters. It should contain a combination of upper and lower-case letters, numbers and special characters.
  • My contact details have changed. Can I change them on the Portal?

    Once you’ve logged in to the Portal, you can update your contact details or your password in the ‘Account management’ section.

  • Why do I need to register to report litterers and smoky vehicles online?

    We need your name, address and contact details in case we need to contact you about the report. You only need to register once. After registering you are a registered EPA pollution reporter. You’ll have immediate access to our reporting pages, saving you time when you next report.

  • How do I report the location of an offence on the Portal?

    There are two ways you can find the location of a litter or smoky vehicle offence in the Portal.

    You can type in the name of the street and suburb and then click on the ‘Search’ button. While you are typing, a list of suggestions will display. You can select one of these or choose to continue typing. Once a location has been selected, the map will then update to show the address you’ve selected.

    You can also use the map function to find your location by zooming into the area you want. When you have found the location of the offence, click on the map to put a marker on the map.

    If the marker on the map is in the wrong spot, simply click on the correct location to move the marker.

    Please check that the ‘Location selected’ box (at the bottom of the map) is correct before proceeding to the next step. Sometimes the location name displayed is not what you may be looking for – generally near intersections. We suggest that you click on a slightly different position on the map to reset the marker and location.

  • Why doesn’t my existing reporting account work on the Portal?

    EPA has recently upgraded a number of our systems into one centralised Portal. All active litter and smoky reporting accounts have been migrated from the old system into the Portal.

    Unfortunately, this means that if you weren’t an active reporter you may need to re-register for a Portal account.

    To register for litter and smoky vehicle reporting, click on the Create account link. If we already have a record of your email address, it means you already have an account. You’ll then be able to reset your password.

    Please note that there is a limit of 40 characters in the username field for the Portal. Please contact EPA if you have an email address longer than this length.

  • I’m stuck – how can I move to the next step?

    There are four steps to report litter thrown from a vehicle, and three to report a smoky vehicle. The last step in each process is to review the information provided and declare that it is true and correct.

    You can only move through the reporting steps if all mandatory fields (indicated by ) are completed. If the proceed to the next step button is not active, please check that you have entered all the required information.

Page last updated on 13 Aug 2015