All prescribed industrial waste (PIW) transportation needs a waste transport certificate (WTC). To cancel a WTC:

Requirements to cancel a waste transport certificate

  • Only an authorised contact from the company listed in Part A can cancel a WTC.
  • You can only cancel WTCs that have not been used to transport waste where the status is ‘Part B submitted’ or ‘Part C overdue’.
  • To cancel less than 10 WTCs, you must provide sufficient supporting evidence for each WTC.
  • To cancel more than 10 WTCs, you must provide sufficient supporting evidence upon request for the WTCs that EPA identifies.

Keep up-to-date with closing your WTCs or you may be in breach of the Environment Protection (Industrial Waste Resource) Regulations 2009. Send weekly cancellation requests when you have a number of cancellations. This is one way to keep records up to date and avoid overdue waste transport certificates.

Learn how to cancel waste transport certificates

  • Who can cancel a waste transport certificate

    Only the party listed in Part A of the certificate can ask to cancel WTCs. This is the waste producer or accredited agent. Only this party can verify that the waste has not left their site. They must email cancellation requests to wastecert@epa.vic.gov.au

    If you are the party listed in Part B (transporter) or Part C (receiver), you can notify EPA that you did not transport/receive waste listed on a WTC. 

    1. Fill in EPA's Receiver notification of overdue WTC spreadsheet (Excel 29KB).
    2. Email the completed spreadsheet to EPA: wastecert@epa.vic.gov.au
  • How to find waste transport certificates you need to cancel

    You can use the EPA Interaction Portal to create a list of WTCs that may need to be cancelled.  

    Filter your WTCs by status on the EPA Interaction Portal and export to Excel. We suggest filtering by ‘Part B Submitted’ or ‘Part C Overdue’.

    You can paste this data into a WTC cancellation request spreadsheet (Excel 27KB).

    Screenshot of the waste transport certificate section in the EPA Interaction Portal with red boxes around some text

    Screenshot of the waste transport certificate section in the EPA Interaction Portal with red boxes around some text and the search button

  • When you can cancel a waste transport certificate

    Depending on the status of the WTC, you may not need to cancel the WTC. You may be able to save it for later use.

    Cancelling when Part A is submitted

    You can amend Part A of a waste transport certificate any time on the portal by selecting the ‘change or review an existing certificate’ option in the Waste Transport Certificate section. Once you have searched for the waste transport certificate, select the attachment link and click ‘Undo Part A’ at the bottom of the waste transport certificate form. This will then allow you to amend Part A.

    Screenshot of the Undo Part A button in the EPA Interaction Portal

    This certificate can then be used for future waste loads and does not need to be cancelled.

    If you have submitted only Part A and the 'Undo Part A' button is not showing, please email wastecert@epa.vic.gov.au.

    Cancelling when Part B is submitted or Part C is overdue

    You can request to cancel a certificate if it was not used to transport waste and you have not submitted Part C. You can cancel the certificate at ‘Part B submitted’.

    Cancelling when Part C is submitted

    This indicates the waste has been received, so you should not need to cancel the certificate. To dispute the details of a submitted certificate, contact EPA by emailing wastecert@epa.vic.gov.au

    Screenshot of the waste transport certificate section in the EPA Interaction Portal with red boxes around some text

  • When to supply supporting evidence

    Request to cancel less than ten waste transport certificates

    When you want to cancel less than 10 WTCs, you must provide supporting evidence for each WTC you want to cancel.

    Provide the evidence when you submit your WTC cancellation request spreadsheet (Excel 27KB). This allows EPA to promptly review your request.

    Request to cancel more than ten waste transport certificates

    When you want to cancel more than 10 WTCs, it is classified as a ‘bulk cancellation’ request complete and submit a WTC cancellation request spreadsheet (Excel 27KB). You don't need to supply supporting evidence for every WTC at this stage. We will contact you with a list of WTCs that we have identified for audit.

    You must supply sufficient supporting evidence within the timeframe we specify.  

    Once EPA is satisfied with the evidence, every WTC on the bulk cancellation request may be cancelled.

    If we are not satisfied with the evidence, we will ask for evidence for more of the WTCs you want to cancel.

    We will ask for additional supporting evidence if we cannot reasonably assess your reason for cancellation.

    Examples of supporting evidence

    When you complete a WTC cancellation request spreadsheet (Excel; 27KB), include a description of the supporting evidence. This is so you can supply the evidence upon request.

    Examples of supporting evidence include: 

    • the replacement WTC number if the waste was transported on another WTC (the replacement WTC) should be at ‘Part C submitted’
    • Key pieces of information will need to match for EPA to accept this is a duplicate WTC. For example – waste code, load description, date.
    • The duplicate WTC must be the same date or later than the WTC you want to cancel. 
    • site logbooks detailing waste loads transported that match certificates used
    • emails requesting, confirming the change or cancellation of transportation
    • records of waste loads rejected by the receiver
    • any relevant records or documents that explain the circumstance and why the cancellation was necessary.

    When no other evidence exists, EPA may require a statutory declaration from the company director. The statutory declaration must:

    • state the reason evidence can’t be produced
    • state the overdue waste transport certificates that weren’t used to transport waste described in Part A and B of the waste transport certificate
    • include a list of the WTCs you want to cancel.

    The Environment Protection (Industrial Waste Resource) Regulations 2009 require you to keep WTC documentation for two years.

  • How often you should cancel waste transport certificates

     A WTC is overdue if Part C is not submitted within seven days of the waste being received at a lawful site. When a WTC is overdue, you may be in breach of the Environment Protection (Industrial Waste Resource) Regulations 2009.

    To avoid overdue waste transport certificates, you should submit weekly cancellation requests to wastecert@epa.vic.gov.au within seven days of Part B being submitted.

    We recommended you put the information for each WTC that needs to be cancelled into a WTC cancellation request spreadsheet (Excel 27KB) and email this list to EPA every week or fortnight: wastecert@epa.vic.gov.au

    It is important that you ensure effective record keeping so you can supply supporting evidence to EPA when required. 

  • Examples of common situations where you may need to cancel a waste transport certificate

    Here’s how to handle these common situations.

    Example 1

    After you submitted Part B you noticed there's a mistake on the WTC (incorrect transporter, waste code, etc.). You create a new WTC and need to cancel the one with the mistake.  

    Problem: There is a mistake on the WTC that you can't undo. 

    Reason: Describe the error you made.

    Evidence: The WTC number actually used for the waste load.

    Note: all other details will need to match to prove these certificates were for the same load. 

    Example 2

    Your organisation expects to move 10 trucks of waste for a specific job. 10 WTCs were created to Part B submitted. On the day of the job only seven trucks of waste were created, so only seven WTCs were used. You will not be using the remaining three WTCs. You need to cancel those three WTCs. 

    Problem: You created too many WTCs that won't get used.

    Reason: Describe how many extra WTCs were made for each job/day.

    Evidence: Site logbooks matched to WTCs used on the day.

    Note: the certificates submitted will need to match the certificates you want to cancel.  

    Example 3

    You prepared one or more WTCs in advance for a regular waste collection, but waste wasn't generated, or the collection didn't happen. 

    Problem: Regular generation or collection of waste didn't happen.

    Reason: Describe which regular collection (waste type, date) didn't happen.

    Evidence: Log of day's activity, or an email confirming there was no collection.

    Example 4

    You scheduled a job, but it couldn't be completed on the scheduled day. The waste load went on a different day with a different transporter or to a different disposal site.

    Problem: A job was cancelled or rescheduled. You didn't need the WTC.

    Reason: List the job details, and why the job was changed.

    Evidence: Email correspondence about the cancellation/rescheduling, and the WTC number.

Reviewed 1 March 2021