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 and A on APS + Expand all Collapse all

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

    Annual performance statements (APSs) are available for submission on 1 July and are due each year by 30 September. However, if the due date falls on a weekend or public holiday, it is moved to the next business day.

  • What do the different types of APS status mean when I log in?

    The different statuses show progress of the APS. They are listed below.

    Open – The current APS is required to be completed between 1 July and 30 September.  However, if the due date falls on a weekend or public holiday, the due date is moved to the next business day.

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

    Due Reminder 1 – The first reminder email sent to key contact informing them that the APS is due in two months.

    Due Reminder 2 – The second reminder email sent to key contact informing them that the APS is due in one month.

    Due Reminder 3 – The final reminder email sent to key contact informing them that the APS is due in two days.

    Submitted – A status only available for an overall amalgamated licence APS submission.

    Complied (Submitted) – APS is submitted for a single site and the licence holder has declared that all conditions have been complied with.

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

    Overdue Show Cause Sent – A status that occurs after APS submission due date which indicates an APS was not submitted by the deadline.

    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.

    Re-submission Requested – An APS has been submitted, but either the licence holder or EPA has requested that changes be made.

  • 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 two months, one month and two days before the due date if an APS is yet to be submitted. If you have not received a notification and cannot access your APS, please contact EPA.

    If an APS is not submitted by the due date, 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 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. After being checked by EPA for completeness, APSs become publicly available on 31 October.

    Some information in an APS is commercial in confidence and, as such, 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.

  • 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.
  • 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.

  • How do I attach additional information?

    You cannot attach any additional information with an APS. However, you must retain all documents and monitoring records used to prepare it and be able to produce them 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.

  • How do I submit my APS?

    For 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. Click the ‘Save as Draft’ button to ensure your information is saved.
    • Print the APS then get the authorised signatory to sign and date the APS.
    • 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. Click the ‘Save as Draft’ button to ensure your information is saved.
    • 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

    • 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 and ensure all 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.
  • How do I provide the annual survey data required by condition LI_L12?

    The independent annual survey data must be provided to EPA with the APS by emailing legible PDFs to aps@epa.vic.gov.au.

  • How do I amend my submitted APS?

    If any errors are identified by the licence holder before the APS due date, please contact the APS Team and request an opportunity to resubmit. You will be able to make the necessary changes in the portal after your APS form has been regenerated.

    If any errors are identified by the licence holder after the APS submission due date, please contact the APS team immediately.

Page last updated on 19 Dec 2018