MBR requires waste depots receiving over 20,000 tonnes of solid waste per annum (or otherwise directed by the EPA) to report monthly to the EPA on quantities of waste or other matter:
To support verification of reports, various record keeping, annual stocktake and annual site survey requirements apply depending on the type and scale of operations.
The table below provides an overview of requirements for different types of waste depots. Please see ‘Reference materials’ below for further details.
What if the EPA’s list of material types does not include one of the material we need to report?
We ask that you choose a waste and material types that best fits the material you are trying to categorise. If there are specific material that are not covered by any category then please email or contact us on (08) 8204 2004 .
If I recycle all incoming material into new product which often happens ie new asphalt, how is that categorised or does it need to be?
Yes it needs to be categorised and you should use the best fit material type and then can provide a description for the product in the ‘Further information’ field.
If mixed wastes are split into the various categories upon receipt based on origin or bin type. The waste will be stored based on waste type after sorting and it will not be easy to determine whether outgoing waste was originally receipted as hard waste, skip, kerbside, etc. How can we categorise those wastes when reporting stockpile balances & outgoing waste?
You will only need to categorise the material type when it is being sent out. This does not need to be the same material type as when it was received.
Can we access the upload template via the EPA website?
Yes, this is the link to the template.
How do we access the system?
Reporting the mass balance monthly returns will be done through the online electronic licencing forms (ELF) system portal using your current credentials.
Access to each licence is done using the Authorisation number and a single password provided to the holder of the licence. The system cannot create more than a single login and it is the responsibility of the licence holder to manage access to this portal.
How do I apply for an exemption?
All applications for an exemption must be made in writing and sent by email. Exemptions granted by the EPA will be in writing and sent via email to an authorised person.
How does the EPA define a qualified surveyor?
The definition can be found in the Waste reporting, record keeping and measurement standard. It requires that a licensed or registered surveyor under the Survey Act 1992 be used.
Is it an option to use another method such as drone imagery, rather than a surveyor?
The EPA requires a third party (verified surveyor) to undertake stocktakes and surveys, however exemptions can be applied for and will be assessed on a case-by-case basis.
Surveys and stocktakes – how often are these required?
Annual stocktakes/surveys are to be conducted on any one-day within a three-month period. This 3-month period begins 6 months prior to the licence renewal date and ends 3 months prior to the licence renewal date.
Other government departments require information to be confirmed with a statutory declaration. Is this an option as surveyors add cost to this process?
The EPA is not looking to do statutory declarations. Licensees are able to apply for exemption to undertake themselves. A declaration by an authorised person confirming information provided is correct is required when submitting a survey or stocktake report.
Do the transporters also have to keep those records? Or does the facility manage that data?
Only waste facilities undertaking mass balance reporting have to keep those records
We noticed in the Waste reporting, record keeping and measurement standard that video monitoring records are required to be kept for 12 months. Under what conditions might exemptions for this be considered given the potential costs of expanding storage by 10–15 times to comply with the requirement?
The requirement to install and operate a video monitoring system will only be required upon the EPA issuing a notice in writing to do so.
What if there are differences in tonnages between the monthly reporting and the stocktakes or surveys?
The EPA understands there will be some variationsin the mass of materials due to factors such as material loss/gain and the use of conversion factors. Data tolerances will be considered when assessing the reconciling the monthly reports with the stocktakes/surveys. Licensees are encouraged to provide an explanation of any variance in the data when these differences arise.
Will there be a mechanism for comparing weighbridges at transfer stations and landfill sites?
It is not possible to track specific loads transferred between sites and through mass balance reporting data. . If large discrepancies are identified in the data reported by connected sites the EPA may use this as a trigger for further investigation to understand the issue, while recognising that there can be legitimate reasons for these changes (such as moisture loss).
Will macro-level data be reported/available to industry?
Macro-level data will be used to inform public documents such as the annual recycling activities survey published by Green Industries SA.
What about waste generated on site, ie trommel fines? These are a residual of our process and used on site under an approval. Do these have to go over the weighbridge or can we use a conversion factor?
All material must be weighed when coming into the site, but when reporting the amount used, on-site conversion factors can be used so it does not have to be re-weighed. There is more information on this in the Waste reporting, record keeping and measurement standard.
What is required in place of weighbridge operator’s name where the weighbridge is unmanned/automatic?
The obligation for recording a gate operators name is required as part of the record keeping requirements (records to be kept at the site and available to view by the EPA if requested).
Where the weighbridge gate has an identification system (ie your RFID card that records the truck details, registrations number etc) then record it as 'automated'. If the relevant details of the vehicle are collected at the time of entry then the gate operator name should be recorded as 'unattended'.
Any plans to provide industry specific training? Organics industry operators have a lot of commonality, such as material loss in process (decomposition) and will presumably affect our conversion factors
The EPA is happy to provide further training to industry sectors. Please email or contact us on (08) 8204 2004.
