Help with your waste transport certificates

Help with your waste transport certificates

Read the Waste transport certificates quick reference guide (PDF 1.5MB) or the frequently asked questions below for help on using the Portal to submit waste transport certificates.


Watch a short video about how to manage waste transport certificates on the EPA Interaction Portal. View or download the high resolution version (MP4 29MB).

Q&A about waste transport certificates on the Portal + Expand all Collapse all

  • 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 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


Page last updated on 13 Aug 2015