Checklist and tips for reporting pollutant releases

Reporting online

• complete the comment boxes to give context to the information, particularity if large changes are being reported
• if quantities are flagged in the Report Validation section of the online system, review the values carefully and, if they are deemed correct, provide a comment with as much information as possible to minimize follow-up 
• keep contact information (especially email addresses) current
• identify your Public Contact (the person whose name will appear on the website)
• identify your Technical Contact (this must be a company representative)
• provide Coordinator information if you are reporting for multiple facilities
• identify consultants in the Contractor Contact field only

Common errors to avoid

Quantity errors

• report quantities in correct units (e.g., grams vs. kilograms)
• watch for decimal errors (e.g. 300 tonnes vs. 3.00 tonnes)
• when using prepopulated forms, be sure to update quantities from previous years

Reporting errors

• calculate but do not report any manufacture, process or otherwise use (MPO) amounts; report only the release, disposal and recycling amounts
• if you meet the MPO reporting threshold for a Part 1 substance, you must add the substance to your report and report all releases, disposals and transfers for recycling; if the quantity eventually released, disposed of or recycled is zero, you must still add the substance and indicate the lack of reportable quantities by selecting the appropriated checkbox(es) within the system
• do not report substances contained in final products shipped to customers or end users
• to avoid double-counting, do not report disposals as both on-site and off-site 
• select “No significant change or no change” as the reason for changes in quantities reported from the previous year only if the change in quantities is less than 10%
• ensure the appropriate sub-category is chosen when entering quantities; provide comments if year-to-year changes in the sub-categories occur 
• if an error in a previous year’s report is discovered, an updated report with corrected values must be submitted using the online reporting system
• ensure that mitigation activities (e.g. emission control devices) are considered in calculations

Reporting checklist

Complete and keep documentation for at least 3 years

• assumptions and activity data
• emission factors and estimation parameters
• emissions measurement procedures, sampling procedures, equipment calibration and maintenance
• internal calculations that support reported quantities