Help with your annual performance statements

Help with your annual performance statements

Read the Annual performance statements user guide (PDF 1.6MB) or the frequently asked questions below for help on using the Portal to access, complete and submit your annual performance statements.


If you experience problems viewing your APS form, please refer to Portal help and troubleshooting to set up your browser compatibility.


Q&A about annual performance statements on the Portal + Expand all Collapse all

  • When can I access and submit annual performance statements on the Portal?

    Annual performance statements (APSs) are available for submission to registered users on 1 July and are due annually by 30 September.

  • The APSs show different types of status when I login. What does the different status mean?

    The meaning of different statuses are:

    Open – The current APS that is required to be completed between 1 July and midnight on 30 September.

    Customer Draft – APS has been partially completed and saved by the duty holder.

    Due Reminder 1 – Indicates that an APS is due in four weeks. A reminder email will have also been sent to the key contact.

    Due Reminder 2 – Indicates that an APS is due in two weeks. A reminder email will have also been sent to the key contact.

    Due Reminder 3 – Indicates that an APS is due in two days. A reminder email will have also been sent to the key contact.

    Submitted – A status only available for an overall amalgamated licence APS submission. Single site and individual amalgamated licence premises should search for Complied (Submitted), Complied (Sub) Validated, Non-complied (Submitted) or Non-Complied (Sub) Validated.

    Submitted (Validated) – An overall amalgamated licence APS submission that has been validated by EPA.

    Complied (Submitted) – A submitted APS for a single site, where the duty holder has declared that all conditions have been complied with.

    Complied (Sub) Validated – A submitted APS for a single site, where the duty holder has declared that all conditions have been complied with that has been validated by EPA.

    Non-complied (Submitted) – A submitted APS for a single site, where the duty holder has declared non-compliance with one or more conditions.

    Non-Complied (Sub) Validated – A submitted APS for a single site, where the duty holder has declared non-compliance with one or more conditions that has been validated by EPA.

    Overdue Show Cause Sent – An automatic status that occurs on 1 October indicating that an APS was not submitted by the deadline. The APS is editable and can be submitted up until midnight 30 June of the financial year it was created, after which it will change to ‘Never Submitted’.

    Overdue Show Cause Received – The Duty Holder’s response to the Show Cause letter has been received by EPA.

    Never Submitted – A read-only APS that was not submitted to EPA in the financial year in which it was created. This status follows on from ‘Show Cause Sent’.

    Cancelled – Where an APS is no longer required. The APS is read only.

    Re-submission Requested – An APS that has been submitted, but either the duty holder or EPA has requested that changes be made, and then it is resubmitted.

  • Will I be notified when my APS is ready for submission in the Portal?

    Yes, an email is sent to the key contact and the signatory (generally the CEO or managing director) when the APS first becomes available. Email reminders are also sent at four weeks, two weeks and two days before 30 September if an APS is yet to be submitted. If you have not received any notification and cannot access your APS please contact EPA.

    If an APS is not submitted by 30 September, a ‘show cause’ email and letter are sent to the signatory.

    Please ensure that the key contact and signatory details are up to date prior to 1 July. If you know that someone in your organisation has left, please contact EPA on 1300 EPA VIC (1300 372 842) to have the account information updated.

  • Is my APS a publicly available document?

    Yes. Annual performance statements must be submitted to EPA by 30 September annually. They are then checked by EPA for completeness, before becoming publicly available on 31 October.

    Although some information in an APS is recognised as being commercial in confidence and will not be published. Specific information designated as ‘not publicly available’ is listed in the Annual performance statement guidelines (publication 1320).

    Text at the top of each section specifies whether the information will be publicly available or not.

  • What if I’m unsure whether I comply with a particular licence condition?

    There is a series of publications on the EPA website that will help you understand your licence obligations and complete your APS.

  • What happens if I comply with all my licence conditions?

    Check that all questions have been answered, and the APS has been verified, signed and dated by the company’s most senior Australian-based officer before uploading/faxing and submitting the APS via the Portal.

    Ensure all documents that support compliance with your licence conditions are maintained for seven years, as we may conduct a licence audit of your site.

  • What happens if I don’t comply with some or most of my licence conditions?

    It is important that ‘No’ is selected in the ‘Declaration of compliance’ table for any non-compliances.

    Non-compliances must be reported to EPA as soon as they occur.

    There are significant penalties for providing false and misleading information in your APS.

  • How do I report on new conditions that were not present in my previous licence?

    If you cannot demonstrate compliance with a condition for the last financial year – including a condition you’ve not had before – you will need to select ‘No’ to indicate non-compliance. In the 'Non-compliance detail’ page, you will be able to explain why you couldn’t comply and how you aim to ensure compliance in the following financial year.

  • There is a button called ‘Validate’ on the header of my APS form. What does this do? This button allows you to check any errors in your APS form as you are filling out the form. Simply click the button and if you have an error, a message box will appear with the detail of your error.
  • How do I report on conditions in my amalgamated licence that are the same or similar to my previous corporate licence?

    If the conditions and discharge limits in your amalgamated licence are the same or similar to those in your corporate licence, assess and report accordingly. If you have any difficulties please contact EPA.

  • Do I declare non-compliance in my APS for discharges for which I had applied for and received 30A approval?

    If you have not complied with a licence requirement you must declare that in an APS, even if a 30A approval has been in place. You may then detail the fact that a 30A was in place when you complete the non-compliance details.

  • Do I declare non-compliance with condition LI_G1 even if I have declared non-compliance with other condition/s in the event of waste discharge?

    Any non-compliance with a specific condition should be reported against that. These do not have to be re-reported against LI_G1. If any waste is discharged that is not covered by any of the existing licence conditions, then non-compliance must be declared with LI_G1.

  • I have a licence with landfill conditions. There are two new fields under Auditor Requirements /Recommendations, how do I fill these in? The new fields you need to fill out are ‘Priority’ and ‘Status of Completion’.

    You should look in your audit report and it should have priority rating for each recommendation. Select the priority (high, medium or low) relevant for the recommendation. If the audit report does not have the priority rating for any recommendation, you can select the ‘blank’ option and at the same time talk to your auditor. You should also include a comment under ‘Recommendation’ as to why you have chosen ‘blank’ as priority for the recommendation.

    For ‘Status of Completion’ you can select ‘not started’, ‘in progress’ or ‘completed as appropriate for the recommendation.


  • What does high, medium and low priority mean?

    High priority requires immediate action to manage high environmental risk or mitigate high impact.

    Medium priority requires prompt action (within six months) to manage moderate to low environmental risk or mitigate a moderate to low impact.

    Low priority requires action prior to the next Landfill Operation Audit to manage a low environmental risk, or mitigate a low impact.

  • How do I attach additional information?

    You cannot attach any additional information with the APS. However, you must retain all documents and monitoring records used for preparation of the annual performance statement and must be able to produce these to EPA during any future inspection or assessment.

    The only document that can be attached to the portal is the signed copy of the APS. This will then be published on the EPA website.

  • For previous APSs I used to do a number of calculations – where are those calculation pages? How do I put those calculations in?

    A number of calculations are not required any longer because they are done by EPA’s new data management system. These calculations will use the information you provide in your APS.

  • Can I update my APS information in my draft APS?

    Yes, you can update your draft APS.

  • What do I do if I cannot open my draft APS and get an error message?

    When selecting a saved APS form you may see the following error message:

    Error message when trying to open a draft APS

    Click the ‘Search’ button again to refresh and you should be able to see your APS. If the error persists contact EPA.

  • How do I send the draft APS to other personnel in my company for review?

    Other personnel who were issued with a Portal username and password will be able to access your APS.

  • I look after more than one site but can see the APS for only one site. What should I do?

    Send EPA a request with all the details and we may give you access to other sites.

  • Why can’t I see the APSs for all my organisation’s premises?

    You will only be able to see all of your organisation’s premises if you are the Key Contact person.

  • Who should sign and date my APS?

    An APS must be signed and dated by the company’s most senior Australian-based officer.

  • What if my company details (CEO, key contact, registered address etc) are incorrect?

    If the signatory’s name is incorrect, update the name in the APS then notify EPA immediately.

  • How do I get my CEO’s signature on the electronic APS?

    The CEO or the company’s most senior Australian-based officer must physically sign and date the hard copy of the completed APS.

    Once you are ready to have the completed APS signed, you must print the APS then give it to the CEO or the company’s most senior Australian-based officer to sign and date.

    The signed and dated APS should then be scanned and uploaded in the Portal or faxed to EPA on 03 8677 9063.

  • How do I submit my APS?

    For single-site licences OR SINGLE-SITE LICENCES

    APS submission via the EPA Interaction Portal

    – Ensure the APS is complete and all of the mandatory fields and questions have been answered.

    – Print the APS then get the authorised signatory to sign and date the APS.

    – Scan all pages of the APS then save.

    – Upload and attach all pages of the signed APS.

    – Under the ‘Submit’ tab, click the ‘Submit’ button.

    – If you have submitted your APS correctly, you should receive an email from EPA advising receipt of your APS.

    APS Submission by fax

    – Ensure the APS is complete and all of the mandatory fields and questions have been answered.

    – Print the APS then get the authorised signatory to sign and date the APS.

    – Fax all pages of the signed APS to EPA on "03 8677 9063.

    – Under the ‘Submit’ tab, click the ‘Submit’ button.

    – If you have submitted your APS correctly, you should receive an email from EPA advising receipt of your APS.

    For amalgamated licences OR AMALGAMATED LICENCES

    – Complete the APS for each premises.

    – Once the APS for each premises has been completed and submitted via the EPA Interaction Portal, the final amalgamated APS form will be generated and made available in the Portal.

    – Complete the final amalgamated APS via the EPA Interaction Portal.

    – Ensure the final amalgamated APS is complete and all of the mandatory fields and questions have been answered.

    – Print the final amalgamated APS then get the authorised signatory to sign and date the APS.

    – Upload or fax all pages of the signed and dated final amalgamated APS as per the aforementioned instructions.

    – If you have submitted your final amalgamated APS correctly, you should receive an email from EPA advising receipt of your APS.

    See the Annual performance statements user guide for more information.

  • For an amalgamated licence, once the final report is generated can I go back and edit information for specific sites?

    No, you cannot edit the premises’ APS after you have submitted it via the EPA Interaction Portal. To make changes to an APS that you have already submitted, you will need to contact EPA requesting a re-submission of your APS.

  • How do I save my APS?

    Click the ‘Save As Draft’ button.



  • Can I save my own copy of my APS?

    No, you cannot save your own personal copy of the APS form.

    Never use ‘Save As’ or the ‘Save As’ disc icon to save your APS form.

    Ensure that you always click the ‘Save As Draft’ button to save your APS form.

  • How do I attach and upload my APS form then submit it?
    • Once your company’s most senior Australian-based officer has signed and dated the APS, scan the APS (all pages) and save it.
    • Log back in to the EPA Interaction Portal
    • Go to the ‘Submit’ tab and complete all mandatory fields, and ensure that you select ‘Attach’.
    • Click the paper clip icon on the left hand side of the APS form.
    • Click the paperclip with the yellow circle next to it.
    • Select the saved scanned copy of the signed APS that you want to upload and submit.
    • Once you have uploaded your APS and all of the mandatory fields have been completed, click the ‘Submit’ button.
    • If you have submitted your APS correctly, you should receive an email from EPA advising receipt of your APS.
  • I have uploaded/faxed my signed APS – is that all I have to do?

    No, you need to log back in to the EPA Interaction Portal, open the APS Input form, go to the ‘Submit’ tab and click the ‘Submit’ button.

    Once you have done this, you will receive an email from EPA confirming receipt of your APS.

  • I want to submit my APS, but when I click the Submit button I receive an error message?

    You have received an error message because:

    1 - There are mandatory fields (red) that have not been completed. The Portal will not allow you to submit an APS that has been partially completed, i.e. all mandatory fields and questions must be completed before the Portal will accept your APS.

    To avoid this, click ‘Validate’ button at the top of the page to check any error/s as you are filling out the form.

    2 - You have selected ‘Attached’ as your method of submitting your APS, however, you have not uploaded the signed APS in the Portal

  • Do I need to submit all pages of APS form?

    Yes, you must ensure that you have all the pages of APS form including the signed page before you upload in the system or fax to EPA.

  • Can I submit a hardcopy of the APS form? No, you cannot submit hardcopy APS.

    You need to submit by attaching the signed copy of APS through the portal or by faxing the signed copy of APS


Page last updated on 13 Aug 2015