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Processor Reporting Overview

The tracking of material movement from an approved Collection Site through to end market is necessary to meet the requirements of 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.

There are two types of reports required from AMS Processors:

  • Process Claims
  • Diversion Reports

Process Claims

These are only required for those materials for which AMS provides payment for processing services.

Process claims document quantities of Automotive HSP materials received from approved Haulers that have been processed at an approved Processing Facility. AMS requires the submission of process claims to validate claims for payment.

Claims must be submitted within 14 days of receiving the Automotive HSP (i.e. delivery date from the Hauler).

If you are unsure if you need to submit Process Claims, please review your Services Agreement or reach out to the SPR team.

Click here to learn how to submit a Process Claim.  

Diversion Reports

Diversion Reports capture:

  • The type and weight of material that was Received at your Processing Facility
  • How the processed materials were managed at end of life (i.e., material Recovered).

Example of Automotive HSP Diversion:

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Diversion Reports must contain the following information:

  • The type and weight of material that was Received at a Processing Facility
  • How the processed materials were managed at end of life (i.e., material Recovered - referred to as “disposition types”)

Note that the disposition types, as outlined in the HSP Regulation and described in the table below are available as dropdown items on the WeRecycle Portal.

** The AMS definitions in the table below will be updated once RPRA definitions are provided to ensure consistency.

Disposition Types Definitions/Examples**
Recovered

Resource Recovery and Circular Economy Act 2016 defines “resource recovery” as “the extraction of useful materials or other resources from things that might otherwise be waste, including through reuse, recycling, reintegration, regeneration or other activities (from).

HSP Regulation section 29. (2) states “what may be counted as part of the weight of recovered resources are the following:

1.       The weight of recovered resources that may be counted with respect to a type of HSP must be from HSP of the same type.

2.       For the purposes of determining whether the management requirement has been satisfied under section 31, the weight of recovered resources that may be counted must be from HSP that was supplied to a consumer in Ontario.

3.       The weight of recovered resources that may be counted must be from recovered resources that are,

         i.            used or destined to be used by a person for the making of new products or packaging, or

       ii.            reused by a person.

For oil filters, section 29. (2) 7. states: “recovered resources from oil filters must not include:

     iii.            Any oil residue contained in the used oil filter.

     iv.            Any oil which is captured, recaptured, extracted, collected or diverted during processing.

Land disposed

HSP Regulation states: “land disposed” has the same meaning as “land disposal” in Regulation 347:

“land disposal” means, with respect to a waste, the deposit or disposal of the waste upon, into, in or through land, including,

(a) the deposit of the waste at a dump,

(b) the landfilling of the waste,

(c) the discharge of the waste into a geological formation by means of a well, and

(d) the landfarming of the waste, in the case of a petroleum refining waste,

and “land disposed” has a corresponding meaning
Incinerated The thermal treatment of a waste prior to final disposal of the residual materials.
Stored, stockpiled, daily landfill cover or otherwise deposited on land The temporary storage for future use, use as covering of waste in a landfill, or deposition on land other than landfilling.
Used as fuel or fuel supplement The use of extracted materials for the purpose as a fuel or fuel supplement e.g., using the extracted materials to power/heat a facility (e.g., used oil) or operate a vehicle (e.g., bio diesel).  

Diversion reports must be submitted on the Portal within 30 days of each quarter’s close. Processors have the option to report more frequently.

Click here to learn how to submit a Diversion Report and see reporting timelines for each quarter.

Processing Incentive Rates 

Claims for processing of Automotive HSP are paid in accordance with the terms of your Services Agreement, where applicable.

Reporting and Administrative Top-up

A reporting and administrative top-up of $2,500 will be paid annually by AMS to each Processor for satisfying the reporting requirements identified in their Services Agreement, the HSP Regulation and this document. Payment will be made 30 days following AMS approval of your final Diversion Report for the prior year.

Reporting Materials to RPRA

Processors are also required to submit reports to RPRA in accordance with the HSP Regulation and with RPRA’s guidance provided on their website and in the HSP Verification and Audit Registry Procedure. AMS has aligned the WeRecycle Portal reporting categories with current guidance provided by RPRA to AMS to ensure that the data you prepare and submit to AMS will aligns with RPRA’s reporting registry. Please contact RPRA if you have any questions about their reporting process. RPRA’s Compliance and Registry Team can be reached at registry@rpra.ca or 1-833-600-0530.

Reporting Automotive Plastics

The HSP Regulation designates Antifreeze and Oil Containers as two distinct designated materials, with Antifreeze including both Antifreeze Fluid and Antifreeze Containers. The collection and management of these container types are combined as “Automotive Plastics” and the WeRecycle Portal supports this method of reporting.  Reporting these materials to RPRA is slightly different.

To support material specific reporting to RPRA, AMS can provide Service Providers with an allocation formula for “Automotive Plastics”. 

Please contact AMS for assistance with any questions about reporting Automotive Plastics or for more details about the allocation formula.

Additional Information for Processors

Please review the following information for further guidance.

After Your Reports are Submitted

All submitted claims and reports are subject to audit. Service Providers must retain all manifests and any other supporting documentation.

Record Retention

The HSP Regulation requires AMS Haulers and Processors to retain all records, in paper or electronic format for a period of five years from the date of the record being created. Records are subject to review by RPRA.  All records related to the management of Automotive HSP are also subject to review by AMS.

Payment for Processing Services

Payment details for processing materials received from approved Haulers are included in your Services Agreement.

Report Adjustments

AMS may review submitted Process Claims and Diversion Reports. Payments may be withheld or revisions and/or supporting documentation may be requested for any claims or reports that do not meet the report submission requirements.

  • If any errors or omissions are identified, AMS will contact you to review your claim or report.
  • This may require correction and re-submission of your claim or report.
  • If payment has already been issued, an adjustment may be required.
  • Service Providers are to provide immediate notification to AMS of any errors in previously submitted claims or reports.

 

 

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