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WeRecycle Resources

Hauler Reporting Overview

The tracking of material movement from an approved collection site through to end market is necessary to meet the requirements under the Hazardous and Special Products (HSP) Regulation.

Often, multiple service providers are involved in the hauling, consolidation and processing of Automotive HSP. To ensure all material collected on behalf of AMS is managed by approved Service Providers, it is critical that all Service Providers submit complete and accurate reports. This ensures AMS has accurate data to track the management requirements outlined in the HSP Regulation.

This article covers the following requirements for Haulers:

  • Collection Site Management
  • Transport Claims for Direct Moves
  • Bulk Move Reports
  • Record Retention

Collection Site Management

Accurate and up to-date collection site information ensures that AMS can manage its collection network and meet regulatory requirements. It also ensures that your sites are configured for seamless reporting on the WeRecycle Portal.

Per the terms of the Services Agreement, AMS will only approve claims for the collection, transportation and delivery of Automotive HSP from Collection Sites that have been approved by AMS. 

Haulers must notify AMS of any changes in their collection sites by emailing siteaddress@autostewardship.ca:

  • Follow the steps below to register and seek approval of any new sites in advance of submitting claims on the Portal:
    • Complete the AMS Site Information Template.xlsx
    • Email the completed template to siteaddress@autostewardship.ca
    • Once we have received the completed template, we will review your request and notify you within five business days
  • To remove existing collection sites:
    • Please email us to provide 30 days' notice
  • To update the name, address or other information related to an existing collection site
    • Please notify us within 30 days of all changes

Transport Claims for Direct Moves

When materials are picked up from an approved Collection Site and delivered to an approved Processor on the same day, on the same route, by the same driver, this is referred to as a Direct Move. Transport claims for Direct Moves are:

  • Required to be submitted within 14 days of the Service Date
  • Reviewed by AMS within 30 days of submission
  • Paid within 30 days of AMS approval of the claim.

For each Direct Move, one Transport Claim is required. Click here to learn how to report a Direct Move.

Bulk Move Reports

A Bulk Move occurs any time a material is picked up from an approved Collection Site, transported to a Consolidation Point (e.g., a transfer station or any other location where “bulking” or consolidation of material takes place, including consolidation trailers or mobile Consolidation Points) before being transported to an approved Processor. Bulk move materials can be:

  • Movements to different branches within a Service Provider’s network 
  • Transfers to another Service Provider.

Haulers are to submit claims only after Automotive HSP is delivered to an approved Processor.  AMS understands that consolidation of materials may be beneficial for many Service Providers to enable efficient business operations and logistics management and therefore accommodates Bulk Moves with a two-step reporting process that enables tracking of these material movements. Bulk Move reports are:

  • Required to be submitted within 14 days of pick-up from the Collection Site(s) and drop off at the approved Processor
  • Reviewed by AMS within 30 days of submission.

Haulers must also retain all the supporting documentation that tracks the movement of materials through the Consolidation Points up to delivery to the Processor. These records may be subject to audit by AMS and/or RPRA.

Bulk Move reporting is a two-step process:

        STEP #1: Submission of Transport Claim(s) within 14 days of the Service Date (i.e., pick-up of Automotive HSP from a registered and approved AMS Collection Site).

        STEP #2: Submission of Bulk Move Report(s) within 14 days of the Service Date (i.e., pick-up of the consolidated Automotive HSP from the Hauler’s Consolidation Point and          delivery to the Processor)

Click here to learn how to report a Bulk Move.

Bulk Move Examples

Submit transport claims and bulk move reports as outlined below. 

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Direct Move

A “direct move” is where material is moved from Collection Site(s) to Processor.

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Reporting Requirement = One Transport Claim

Only requires submission of Transport Claim(s) within 14 days of the Service Date (i.e., pick-up of Automotive HSP from a registered and approved AMS Collection Site).

Simple Bulk Move

A “simple bulk move” is a bulk move with a single consolidation point. 

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Reporting Requirement = One Transport Claim + One Bulk Move Report

STEP #1 - Submission of Transport Claim(s) within 14 days of the Service Date (i.e., pick-up of Automotive HSP from a registered and approved AMS Collection Site and delivery to the Consolidation Point).

STEP #2 - Submission of Bulk Move Report(s) within 14 days of the Service Date (i.e., pick-up of the consolidated Automotive HSP from the Hauler’s Consolidation Point and delivery to an approved Processor)

Complex Bulk Move - Single Branch

A “complex bulk move” is a bulk move with multiple Consolidation Points. In this example, the material was transported from pick up to delivery to the Processor by one branch. 

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Reporting Requirement = One Transport Claim + One Bulk Move Report

STEP #1 - Submission of Transport Claim(s) within 14 days of the Service Date (i.e., pick-up of Automotive HSP from a registered and approved AMS Collection Site and delivery to the First Consolidation Point).

STEP #2 - Submission of Bulk Move Report(s) within 14 days of the Service Date (i.e., pick-up of the consolidated Automotive HSP from the Hauler’s Last Consolidation Point and delivery to an approved Processor).

Complex Bulk Move - Multiple Branches

In this example, the material was transported from pick up and delivered to the First Consolidation Point by Branch #1, and then delivered to the Processor by Branch #2. Branch #1 must also obtain and retain records to ensure material flow can be tracked from its First Consolidation Point to the Last Consolidation Point.

Branch #1 - Submits Transport Claim

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STEP #1 - Submission of Transport Claim(s) within 14 days of the Service Date (i.e., pick-up of Automotive HSP from a registered and approved AMS Collection Site and delivery to the First Consolidation Point).

Branch #1 – Obtains and maintains records for all interim moves up to the Last Consolidation Point.

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Branch #2 - Submits Bulk Move Report

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STEP #2 - Submission of Bulk Move Report(s) within 14 days of the Service Date (i.e., pick-up of the consolidated Automotive HSP from the Hauler’s Last Consolidation Point and delivery to an approved Processor)

Additional Information for Haulers

Please review the following information for further guidance related to Hauler Reporting.

After Your Claims are Submitted

All submitted claims are subject to verification and audit, so Service Providers must retain Bills of Lading and all other supporting documentation.

Non-Automotive HSP

 AMS will only accept claims for Automotive HSP. Service Providers must exclude the weight of any non-automotive HSP from their reports. 

Payment for Hauler Services

  • The Services Agreement requires Haulers to deliver Automotive HSP to an approved Processor 
  • For administrative purposes, payments are issued to Haulers on approval of the Transport Claim (Bulk Move Step #1) before delivery to the approved Processor (Bulk Move Step #2).
  • AMS reserves the right to retroactively adjust previous Transport Claims and withhold payment for any future claims if there are discrepancies with Bulk Move reporting, including if Bulk Move reports are not submitted.

Claims Adjustments

  • If any errors or omissions are identified, AMS will contact Haulers to review your claim.
  • This may require correction and re-submission of your claim.
  • If payment has already been issued, an adjustment may be required.

 

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