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Transition to electronic submission of waste transport certificates
From 1 July 2019 EPA will no longer accept paper waste transport certificates for the movement of prescribed industrial waste (PIW) in Victoria. Duty holders will be required to submit waste transport certificates electronically via the EPA Interaction Portal.
You can no longer buy paper waste transport certificates.
The transition away from paper waste transport certificates marks the first phase in the implementation of EPA’s new waste tracking tool. It will be released as part of the transition to the new Environment Protection Amendment Act 2018 that takes effect on 1 July 2020.
More information can be found at Why EPA is switching to electronic waste transport certificates.
EPA is committed to supporting waste producers, transporters, and receivers in meeting their obligations to transition to electronic waste transport certificates, and general use of the EPA Portal. Resources and support can be obtained via the EPA website, the EPA Interaction Portal and the Customer Service Team on 1300 372 842 (1300 EPA VIC).
How to get electronic waste transport certificates
Electronic certificates are free of charge.
If you are a producer, accredited agent or transporter, once your registration for the portal has been finalised and you have received your log in details, electronic waste transport certificates will be automatically allocated to your account.
Refunds for unused paper waste transport certificates have now ceased. Unused books can still be returned free of charge to:
Reply Paid 4395
GPO Box 4395
Register to use electronic waste transport certificates
Electronic certificates submitted between now and 30 June 2020 will be free of charge.
Every producer, transporter and receiver using waste transport certificates must register.
1. Visit the EPA Interaction Portal.
2. Select the “Create Account” link found below the login fields.
3. Select “Register on behalf of a business” even if you are a sole trader.
4. Follow the steps of entering a business email address, and the verification process.
Refer to the EPA Interaction Portal guide for further assistance.
Please note that you must use a desktop computer operating Internet Explorer with Adobe Reader 11 or higher to access the portal.
Forms are not compatible with Safari, Google Chrome, Mozilla Firefox or Microsoft Edge. Forms are not accessible via mobile devices. 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.
Registration to EPA Portal access is not immediate, and it may take a couple of days for your account to be created. A confirmation email will be sent to the registered email address, confirming once the registration has been completed.
Our Customer Service Team can be contacted via 1300 372 842 (1300 EPA VIC), should you require further support in registering for the EPA Portal. Remember that you have 7 days from the date of the waste transportation to complete and submit the waste transport certificate.
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).
Why EPA is switching to electronic waste transport certificates
In order to improve tracking of production, movement and receipt of prescribed industrial waste, EPA is investing $5.5 million to switch to a fully GPS electronic tracking system.
The new system will enable EPA to monitor the movement of waste more quickly and accurately. This will help to prevent potential harm to Victorians and the environment by intervening earlier.
In line with this objective, EPA will phase out all paper certificates by 1 July 2019, ensuring all certificates are recorded electronically.
The transition to electronic submission of waste transport certificates marks the first phase in the implementation of EPA’s new waste tracking tool. It will be released as part of the transition before the new Environment Protection Amendment Act 2018 that comes into effect on 1 July 2020.
EPA is committed to supporting duty holders as they transition to the new electronic system. For further assistance, please refer to our EPA Interaction Portal guide, or contact us at 1300 372 842 (1300 EPA VIC).
You can no longer buy paper waste transport certificates for movement of prescribed industrial waste within Victoria . EPA will phase out all paper certificates by 1 July 2019.
Any unused paper waste transport certificates received by EPA by 31 July 2019 will be refunded at $5 per certificate. To claim a refund, print and complete a refund claim form (form F1015).
Paper waste transport certificates can be returned using the reply paid address on the form or in person at any EPA office. Refunds for the paper certificates will be made by EFT. No cash or cheque refunds will be provided.
Please contact the Customer Service Team on 1300 EPA VIC (1300 372 842) if you require assistance.
As part of the transition period, EPA is no longer able to issue paper Waste Transport Certificates for the movement of prescribed industrial waste within Victoria.
Duty Holders are encouraged to register for the EPA Portal, and use electronic Waste Transport Certificates during this transition, to ensure that compliance responsibilities are met following the electronic system deadline of 1 July 2019.
In order to set up a new Portal account, please complete the below instructions:
1. Visit the EPA Portal website; portal.epa.vic.gov.au
2. Select the “Create Account” link found below the login fields.
3. Select “Register on behalf of a business”.
4. Follow the steps of entering a business email address, and the verification process.
Please note that it may take a couple of days for our contact centre to action this request.
Although the electronic waste transport system may look different to paper waste transport certificates, the information requirements are the same.
The interactive forms have drop down fields, some of which are mandatory. For overview of the waste transport certificate process see the EPA Interaction Portal Guide.
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 in Waste codes (publication IWRG822). If you cannot identify which waste code to use please contact us on 1300 EPA VIC (1300 372 842).
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.
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.
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.
If you regularly transport the same type of waste, with the same receiver and disposal options, you can save time by using a waste transport certificate 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 email@example.com and this will be converted into a template.
If you have any questions please contact EPA on 1300 372 842 (1300 EPA VIC).
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.
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.
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).
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 drop-down 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.
EPA's preferred approach is that all waste producers are registered in the portal and complete and submit Part A of waste transport certificates.
EPA recognises business operating models vary, therefore transporters may complete and submit Parts A and B providing:
In situations where urgent amendments are required on an electronic Waste Transport Certificate, EPA suggests creating a new electronic Waste Transport Certificate, and emailing firstname.lastname@example.org to arrange cancellation of the initial Waste Transport Certificate with the error.
Please note that the cancellation request is required in writing, and cannot be processed via the phone to the Customer Service Team.
The movement of controlled waste from interstate to Victoria is managed by the National Environment Protection (Movement of Controlled Waste between States and Territories) Measure (NEPM).
Requirements for the movement of controlled waste from interstate to Victoria are provided in Movement of controlled waste into Victoria (publication IWGR831). The application form is available on the waste transportation forms page.
The interstate movement of prescribed industrial waste (PIW) from Victoria is managed under both:
Requirements for the movement of PIW from Victoria are provided in Movement of industrial waste from Victoria (publication IWGR832). The application forma is available on the waste transportation forms page.
Certificate books for the interstate movement of PIW can be purchased form EPA by calling our customer service team on 1300 372 842 (1300 EPA VIC).
An Accredited Agent is a person or company authorised to carry out certain functions on behalf of a waste producer. Essentially, they become responsible for the waste in place of the producer. In many cases, an Accredited Agent is also a waste transporter.
An Accredited Agent is a waste transporter who is authorised to act on behalf of a waste producer for specific waste types.
An accredited agent fills out parts A and B of a waste transport certificate and can use one certificate for the collection of waste from multiple producers. Using an Accredited Agent can simplify waste transport for waste producers with smaller quantities of certain types waste.
The Accredited Agent application form is available via the EPA website, including the application process, waste code limitations, and details of supporting documentation. Note that the application assessment period for new Accredited Agents may take up to six months.
For any queries regarding Accredited Agents or the application process, please contact the EPA Customer Service Team via 1300 372 842 (1300 EPA VIC) or email email@example.com
Common errors experienced include a blank screen showing in place of the Waste Transport Certificate PDF document, or the error message "No authorisation for input" when selecting details for Part C of a Waste Transport Certificate.
After signing into the EPA Portal, the system requirement specifications are displayed on the home screen, and include:
The following system settings and checks will resolve the majority of issues experienced:
- Confirm the internet browser being used is Internet Explorer. If using a Windows 10 system, please also set Internet Explorer as the default (as otherwise this system setting may not pull data from the correct location for the electronic Waste Transport Certificate to work correctly).
- Ensure Adobe Reader 11 is installed.
- Add EPA as a trusted site.
Should these checks and setting corrections not resolve the issue, please contact EPA on 1300 372 842 (1300 EPA VIC) for further assistance.
Where an electronic waste transport certificate is unable to be created (e.g. local computer system issues, non-supported Mac computers, or a portal outage), an emergency waste transport certificate can be obtained by contacting our customer support team on 1300 372 842.
Emergency waste transport certificates are registered for single use only, and include a unique identifier.
Emergency waste transport certificates are issued via email, as an editable PDF document. Once Part B of the Emergency Waste Transport Certificate has been completed, copies are to be emailed to firstname.lastname@example.org by the waste transporter. In addition to this, once Part C of the Emergency Waste Transport Certificate has been completed, copies are to be emailed to email@example.com by the waste receiver.
Further specific instructions on using the emergency waste transport certificate will be contained within the issuing email, or can be clarified by contacting our customer support team via 1300 372 842 or firstname.lastname@example.org.