Hazardous Waste Consignee Returns

Form Guidance HWR04A: Hazardous waste consignee returns sending an electronic return
Hazardous waste consignee returns sending an electronic return

A guide to the Hazardous Waste Regulations
Contents A Introduction 1 What are exceptional movements of hazardous waste? 2 How often should I send a return? 3 In what format do I have to send the return? 4 Where can I get advice on using the consignee returns spreadsheet? B Filling in an electronic return 1 The software and operating system you need 2 Opening the spreadsheet macros 3 Main-menu screen C Creating an XML return 1 Create details of the site, and give your billing details and the returns period 2 Consignment Details screen 3 Creating a return 4 Printing returns D Sending the XML consignee return to us E How much does it cost to send in a return?
Version number Date of publication September 2008 5.0 August 2011 Amended contact details for hazardous waste returns team. Updated information on macro settings for spreadsheet. Revisions to reflect the amended legislation and electronic returns system. Changes
Correcting information Disposing of hazardous waste at your site 1 How do I enter on-site disposals on my consignee return? H Consignments from Scotland and Northern Ireland 1 Consignment note codes 2 Entering the consignment details on the consignee return 3 Carriers-round consignment notes I Other waste without a consignment note J Entering hazardous waste that you reject K What if I am not a hazardous-waste consignee but I receive a consignment of hazardous waste and reject it? L Entering consignment note codes that are not in the correct format M Entering details from consignment notes that contain incorrect information Appendix A Hazard codes Appendix B Physical form Appendix C Codes for methods of disposal and recovery
F G
A Introduction
Only one type of consignment note now used. Requirement for round and collection numbers for consignments forming part of a multiple. New screenshots of electronic returns spreadsheet.
If your site receives hazardous waste, you must send us a consignee return every three months. The person who receives the hazardous waste is called the consignee. The return must give a summary of all the hazardous waste you have received as well as all of the consignments you have rejected. You can send your consignee returns by email or by post. This guide explains how to fill in an electronic return using our spreadsheet application. The guide also provides advice on how to enter information about exceptional movements of hazardous waste (see 1 below). This guide is part of a series of guidance notes we have produced on hazardous waste. These are available on our website at www.environment-agency.gov.uk/hazwaste.
You should read this document before you fill in your return.
The information in this guide is based on what we know at the moment. It may change in the future if there is a change in the law, if guidance from the government changes or as a result of our experience in regulating hazardous waste.
What are exceptional movements of hazardous waste?

is deposited on the site where it was produced;
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Exceptional movements of hazardous waste are when the waste:
HWR04A Version 2, August 2011
comes from Gibraltar, Northern Ireland or Scotland; is rejected by the site receiving it (the consignee); arrived at the site without a consignment note; or arrived at the site without the correct code on the consignment note.
How often should I send a return?
You need to send four returns a year, and each one must cover a three-month period (or quarter). The quarters are January to March, April to June, July to September and October to December. You need to provide the return by the dates shown below.
Quarter January to March April to June July to September October to December You must send us the return by: 30 April the same year 31 July the same year 31 October the same year 31 January the year after
You do not need to send us a consignee return if you produce hazardous waste but:
do not receive any hazardous waste that has been produced somewhere else; and do not dispose of your own hazardous waste on your own premises. The person who fills in the consignee return must be familiar with this guide. The person who sends it to us must be authorised to do so by your organisation. We will contact this person if we need to ask any questions about the return. You need to pay a fee for sending in a consignee return. For more information, please read section E. If you normally receive hazardous waste, but havent received any in one of the quarters shown above, you should send us a null return for that quarter. This guide explains how to do this. You will not have to pay a fee for sending a null return.
In what format do I have to send the return?
We set the format for the consignee return. You can send returns by email or by post if you use a paper form. Sending a return on paper will cost you more than sending one by email (see HWR04C, Hazardous waste consignee returns sending a paper return). You need to provide electronic consignee returns in a specific format called XML (extensible mark-up language). We have provided a special tool using an Excel spreadsheet to help you do this. If you are familiar with XML and want to produce your consignee return without using the spreadsheet application, please read HWR04B Consignee Returns A Quick Guide to the XML Schema. You can find the Excel spreadsheet application, HWR04B and HWR04C on our website at www.environment-agency.gov.uk/hazwaste. Or, you can contact the Hazardous Waste Returns Team using the contact details below.
Where can I get advice on using the consignee returns spreadsheet?

HWreturnsteam@environment-agency.gov.uk 03708 506 506 National Operator Returns Environment Agency Quadrant 2 99 Parkway Avenue Parkway Business Park Sheffield S9 4WF
You can contact the Hazardous Waste Returns Team in the following ways. Email: Phone: In writing: Do not send your consignee returns to this email address.
Filling in an electronic return
You can either download the Excel spreadsheet from our website or our Hazardous Waste Returns Team can email it to you. We recommend that you save the blank spreadsheet application and make a back-up copy of it. You should also make a back-up copy of your completed return.
The software and operating system you need
To use the spreadsheet, you need Microsoft Excel on a Windows operating system.
HWR04C Version 2, August 2011
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Opening the spreadsheet macros
You will need to enable macros for this spreadsheet to work. The way this is done varies between different versions of Office and Windows. Specific advice should be sought from your technical IT support, if you have one or by using the help function in Windows or Excel.
Main-menu screen
When the spreadsheet opens, you will see the main-menu screen.
C
1
Creating an XML return

Create details of the site, and give your billing details and the returns period. To do this, you need to select the Consignee Details button and follow the instructions in section 1a below. Create details of the consignment. To do this, you need to select the Consignment Details button and follow the instructions in section 1b below. Create the XML return. To do this, you need to select the Create Return button and follow the instructions in section 1c below.
The three steps below give a summary of how to create a return. You must do this in the following order.
Create details of the site, and give your billing details and the returns period
From the main menu, click on the Consignee Details button. This will take you to the first of three screens. Screen 1 lets you enter the contact details for the site. Screen 2 lets you enter details about the site. Screen 3 lets you enter the billing address and the returns period. Each of these screens has an on-screen help button (the i button in the top right-hand corner) that provides advice on how to fill in the parts of the screen. Please read section 1d for more details.
1a Consignee Returns (Screen 1 of 3) Site Details

On this screen, we need you to provide contact details of the person who is responsible for the return. The person should be familiar with the information in the return and we will contact them if we have a question. You must provide a name, contact phone number and email address. (The information you must provide is shown by an asterisk.) You can choose the persons title (Mr, Mrs, Miss and so on) from the drop-down menu. You can move between boxes (known as fields) on the screens by either clicking into them using the mouse, or using the tab key. If you use the tab key, you will be taken through the fields in the correct sequence.
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A screenshot of this screen is shown below.
Moving to the next screen Once you have filled in all the fields, choose the Consignee site details > button to take you to screen 2 of 3. Exit button To exit from this screen without saving, click on the Exit button. This will take you back to the main menu.
1b Consignee Returns (Screen 2 of 3) Consignee Site Details

On this screen, you need to provide details about the site that receives the hazardous waste. The screen is shown below, with examples to show you what information you need to give for each field. There is more guidance on these fields below.
Waste-permit number The waste-permit number is not the same as the hazardous-waste producer registration number (premises code) for the site. Do not enter the premises code. You need to provide the waste-permit number for your site. We will have given you this number when we issued your permit to handle hazardous waste.
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If your site deals with hazardous waste under more than one permit, you need to send one consignee return each quarter for each permit. If you do not have a waste permit issued by us (for example, if your local authority regulates your work), please phone us on 03708 506 506 for more information. Site Name / Installation Name Enter the name of the site that holds the waste-permit number you gave above. Primary Address and Street Enter the name and number of the premises you use as the site. For example, if your site is at 4 Acacia Avenue, enter 4 in Primary Address and Acacia Avenue in the next field (Street). If your site has a name (for example, Kingfisher House), enter Kingfisher House in the Primary Address field and the street name in the next field (Street). Locality and Town In the Locality field, enter the name of the village, small town or urban area where your site is based. For example, this could be Aston (where the Town name would be Birmingham) or a town in the suburbs (for example Crowland which is a small town outside Peterborough). If you dont know the locality for your site, enter the name of the town or city. If you do this, please repeat it in the Town field as well. We need you to do this to make sure the format of the address meets the Governments standards. County Enter the county (for example, Lincolnshire) or unitary authority (for example, Manchester or West Midlands) that your site is in. Postcode Enter the full postcode for the site. We cannot accept the postcode if you have not given it in full. Agency Area Using the drop-down menu, choose the area in which the part of the Environment Agency that issued your waste permit is based. If you do not know this, please leave it blank. Moving to the next screen Once you have filled in the fields with the correct information, click on the Billing and return details > button to take you to the next screen. Exit If you want to exit from this screen without saving, click on the Exit button to take you back to the main menu. Changing details If any of your details change, please contact the Hazardous Waste Returns Team so that we can update your records. If you dont do this, we may not accept your next consignee return.
1c
Consignee Returns (Screen 3 of 3) Billing and Returns period
Please use this screen to provide the billing details for the site and the returns period. The screen is shown below, with advice on what to enter in each field.
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Billing Details Please provide details of the person we can contact with questions about the invoice for your consignee return. Enter the name, phone number and address in the same format as the Consignee Site Details on the previous screen. If the organisation you want us to send the invoices to (the billing organisation) is different to the organisation receiving the hazardous waste, please enter the name of the billing organisation in the Primary Address field. Consignee Internal Reference You can enter your own reference for the return if you want. For example, this could be your purchase order number or some other reference number for the consignee return that you need for your accounts. You can leave this field blank if you do not need to include your own reference number. Returns Period This refers to the quarter (a period of three months) and year when you received the hazardous waste at the site. Please select the appropriate quarter from the drop-down list. Null Return You must still send us a return even if you did not receive any hazardous waste in a quarter but you are permitted to receive it. You must also send us a return if you are permitted to dispose of hazardous waste produced on your site but have not in a particular quarter. This is called a null return. If you are sending us a null return, please tick this box by clicking into it with the mouse. We will not charge you if you send us a null return. If you have received hazardous waste, you must not tick the Null Return box. Changing details If any of your details change, please contact the Hazardous Waste Returns Team so that we can update your details. If you dont do this, we may not accept your next consignee return. Saving your information To finish the process, select Save. At this point, the software will check that the information you have provided is correct. If you have left any compulsory fields (the ones with asterisks next to them) blank, or provided information in the wrong format, a warning message will appear. Once you have clicked OK, the software will show you where you have made a mistake. You must correct the mistakes before moving on to the next stage providing the details of the hazardous waste you have received (section 2). After the details have been saved, select Exit to return to the main menu. You can now enter the consignment details (shown overleaf).
1d On-screen help the i button

There is a help button (the i button) in the top right-hand corner of some of the screens. If you click on this button, a box will appear with information on how to fill in the fields on that screen.
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Consignment Details screen
To enter details of the hazardous waste you have received, select the Consignment Details button from the main menu. This will take you to the consignment details worksheet. It will be blank when you first open it, apart from the buttons at the top and the consignment details table headings. You can enter details into the Consignment Details screen in three different ways.
By entering information directly onto the spreadsheet. By using the on-screen buttons and forms (see section 2a). By importing information you have already prepared (see section 2b). You must enter the first row of information into row 7. You must not leave it blank. You need to provide the following details about each consignment of waste you have received. Consignment note code Enter the code of each consignment of hazardous waste you received. For more details on the correct format for the consignment note code, read section M. If there wasnt a consignment note with the waste, read section I.
You must include each item of waste in the consignment on separate lines, repeating all the details from Code on the consignment note to Producers postcode where there is more than one item of waste in each consignment. Different items of waste have different European Waste Catalogue (EWC) codes. The software will do this for you if you use the buttons to add consignment details (see section 2a). Is it a single or multiple consignment? A single consignment is a collection of hazardous waste from one producer. A multiple consignment contains consignments from different producers, which all have unique consignment note codes but are collected on the same vehicle. If the consignment was a standard consignment, select Single. If the consignment was part of a multiple consignment, select Multiple. Our guide HWR03 Consignment notes contains details of the multiple consignment system. Where a consignment is part of a multiple the following information needs to be entered for each consignment note. Round number XXXXXXXXXXXXXXX This number may be any combination of numbers and letters up to a maximum of 15. The round number may also contain either the forward slash (/) or hyphen () characters but no spaces are allowed. Collection number YY must be a whole number between 1 and 99. Date you received it Enter the date when you received the consignment at your site. The date must be in the format: DD/MM/YYYY. Producers registration number Most hazardous-waste producers must have their premises registered with us. If the consignment has come from a registered producer of hazardous waste, enter the producers registration number (premises code) for their site. Do not leave any spaces in this field. However, you must enter EXEMPT in this column if the waste is:
from a producer who does not have to register as a hazardous-waste producer; from Gibraltar, Scotland or Northern Ireland; hazardous waste which has been dumped illegally; or from a ship. For advice on whether producers should be registered or not, read our guide entitled Do I need to notify my premises? (HWR02A), which you can get from our website, www.environment-agency.gov.uk/hazwaste. Producers postcode Enter the full postcode of the premises the hazardous waste was removed from. You must include the space in the middle of the postcode, but there must be no spaces before or after the postcode. European Waste Catalogue (EWC) codes
Enter each EWC code in the consignment. The EWC is also known as the list of wastes. It describes waste and gives each type of waste a unique six-digit code. Hazardous waste is identified by an asterisk (*). You must enter the full six-digit EWC code on the consignee return. Do not enter the asterisk. Only hazard codes must be entered. The code must not contain any spaces. We will not accept your return if it contains a six-digit code for a non-hazardous item of waste or a code shorter or longer than six digits. For each EWC in the consignment, you need to give the following details. Hazard codes Enter the hazard codes for each item of waste in the consignment.
We have provided the list of hazard codes in Appendix A and only these codes must be used. All hazard codes applicable to the waste must be entered. Where the waste has no hazards after assessment it must be recorded as NA.
Physical form You can enter either the full word or the abbreviation (for example, L for liquid). We have provided the options in Appendix B. You must only use one description for each type of waste (with a different EWC code). If one type of waste is made up of liquids and solids (for example, lead-acid batteries), you should write Mixed or M. Weight (in kilograms) Enter the weight of each type of waste in kilograms. Do not enter this in tonnes, gallons or litres or any other measure. Only enter numbers do not enter any text or symbols. Do not enter more than two decimal places. Do not use commas to separate numbers (for example, to enter twenty thousand, use 20000 and not 20,000). If you reject a consignment (or part of a consignment), you must enter the full weight, including the part you rejected. Do not enter 0. Code for method of disposal or recovery These codes describe what you have done to the waste. They are given abbreviations called R or D codes. We have listed these in Appendix C. You must include an R or D code for each EWC code. If you receive a consignment (or part of a consignment) that you then reject, you must identify this in your return. To do this, enter REJ in the Code for method of disposal or recovery column, for each of the EWC codes you rejected.
2a Using the on-screen buttons to add, amend and delete consignment details
Add New Consignment button This is used to add consignment details to the spreadsheet. The new consignment details are always added to the end of any consignment details that have already been entered. If you have not already entered any details, using the form will place the first line of information onto row 7. Click on the Add New Consignment button. The following screen appears. (We have added examples to show how to fill in this screen.)
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The information needed in each field is explained below. Consignment Note Code Enter the consignment note code for the waste movement. Please refer to later sections of this guide on how to enter this if:
you received the consignment without a code; the consignment note code was in the wrong format; or you received the consignment from Gibraltar, Scotland or Northern Ireland.
Do not enter any spaces. Type of Consignment Select whether the consignment is a single consignment (Single), or part of a multiple consignment (Multiple). For consignments that are part of a multiple collection the following information needs to be added. Round Number XXXXXXXXXXXXXXX This number may be any combination of numbers and letters up to a maximum of 15. The round number may also contain either the forward slash (/) or hyphen () characters but no spaces are allowed. Collection Number YY must be a whole number between 1 and 99. Date Received (dd/mm/yyyy) Enter the date you received the consignment. This field will automatically show todays date. You should amend this to the actual date you received the consignment. The date must be in the format dd/mm/yyyy and must be in the returns period you gave earlier in section 1c. Do not enter any spaces. Exempt Producer? You must select this box if the waste is:
from Gibraltar, Scotland or Northern Ireland; waste which has been dumped illegally (fly-tipped waste); from a producer that is exempt from having to register as a hazardous-waste producer; or from a ship.
To do this, click on the box with the mouse (or press the space bar). When you select this button, EXEMPT automatically appears in the next field (Producer Registration Number). If you select this box by mistake, click it again with the mouse (or press the space bar) to remove the tick. Producer Registration Number Enter the producer registration number (premises code) for the site producing the waste. Do not enter any spaces. If you have selected the Exempt Producer? box but the producer is not exempt, you will need to de-select it as described above to enter the producer registration number. Producer Postcode Enter the full postcode of the premises producing the waste. You must include the space in the middle of the postcode, but do not enter any spaces before or after the postcode. EWC Code(s) You can choose the EWC (European Waste Catalogue) codes using the drop-down list. Select this field then enter the first two digits of the EWC code. Find the correct EWC code by scrolling down the list and clicking on it. If there is more than one EWC code in the consignment, you can enter the extra waste using the Add New Waste button. Hazard To select the correct hazard codes for the consignment, click on the > button. A drop-down list will appear. You can add a hazard by clicking on the appropriate one. You can click on more than one hazard. If you have selected one by mistake, click on it again to de-select it. Once you have chosen all the appropriate hazards for the waste, select Save to return to the Add New Consignment screen. Physical Form Choose the type of waste (see Appendix B) by selecting the correct option from the drop-down list.
Quantity (Kilograms) Enter the weight of the waste in kilograms. You should only enter a number with up to two decimal places. If you rejected the waste, you must still enter the weight of the waste that you rejected. Mode Of Disposal Select the relevant three-digit code from the drop-down list depending on how you recover or dispose of the waste. The descriptions associated with the three-digit code are shown in Appendix C. If you rejected the waste, select REJ. Once you have entered all of the details for this waste, select Save. We recommend that you do this even if you have more waste to add to this particular consignment. If this is the only waste in the consignment, select Exit to return to the Consignment Details screen. The new details of the waste are included at the bottom. Add New Waste button If there is more than one type of waste in the consignment, select the Add New Waste button. When you do this, the software will automatically enter the correct information in the Consignment Note Code, Type of Consignment, Date Received, Exempt Producer?, Producer Registration Number and Producer Postcode fields.
Fill in the other fields as described above. If you need to add more waste, repeat the process. If you add a type of waste by mistake, select Undo. This will remove the details you have just added. This option only becomes available when you have added the details for two or more types of waste.
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When you have filled in all the details, select Exit to return to the Consignment Details screen. The new waste is added to the bottom, as shown below.
Add New Waste Details to Existing Consignment button Use this button when you need to add more details to a consignment. Select the consignment that needs details adding to it by clicking anywhere on the line. Select the Add New Waste Details to Existing Consignment button.
When you do this, the information automatically appears in the Consignment Note Code, Type of Consignment, Date Received, Exempt Producer?, Producer Registration Number and Producer Postcode fields, so you dont have to enter the same information again. Fill in the other fields as described above for the Add New Consignment button. If you need to add more details, repeat the process.
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When you have entered all the details, select Exit to return to the Consignment Details screen.
This time, the new details appear immediately below the line that you originally selected. Edit button This allows you to edit details in a consignment. You can also edit straight onto the spreadsheet. When you use the Edit button, the spreadsheet checks the changes to make sure that the information is in the right format. To edit a consignment, click on the relevant line on the spreadsheet then click on the Edit button. The screen is the same format as the Add New Consignment and Add New Waste Details to Existing Consignment screens, described above. However, the screen will show the details currently on that line of the spreadsheet.
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Make the necessary changes, then select Save then Exit.
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A warning message will appear to show that you have made changes, as shown below. Select Yes to make those changes to the spreadsheet.
Delete button If you enter a consignment on the spreadsheet by mistake, you can delete it using the Delete button. Click on the consignment to select it, then click on the Delete button. If you need to delete more than one consignment, select all the relevant consignments and click on the Delete button. When you click on Delete, a warning message will appear.
Select Yes to delete the line (or lines), or No to cancel it. You can also delete a line by selecting it, choosing File from the toolbar, then scrolling down to select Delete. Validate button The information you have entered must be checked (validated) before the XML return can be created. Click on the Validate button to do this. If there are any mistakes (shown in red) or duplicate lines (shown in yellow), please read section 2c. You must correct these before sending the return to us. If there are no mistakes or duplicate lines, a message will appear, as shown below.
Select OK. If you want to add more consignments by copying information from other sources, please read section 2b. If all your information has been successfully validated, you must now create the return.
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You will need to return to the Main Menu screen first. To do this, click in the Main Menu tab in the bottom left-hand corner of the screen.
2b Importing consignment details into the spreadsheet

If you have already prepared consignment details using another system, you can copy these and paste them into the spreadsheet. We provide instructions on how to do this after the following notes. If you are not copying the information from another spreadsheet, you need to convert it into a format that you can import into our consignee returns spreadsheet. If you dont know how to do this, contact your IT provider. You must make sure the information in the spreadsheet that you prepare is in the correct format and the correct order to match our consignee returns spreadsheet. You must not leave any spaces after any information in the spreadsheet, as this can prevent the return from being validated. You must also make sure that the date is in the correct format dd/mm/yyyy (not in the American format, mm/dd/yyyy). If there is more than one type of waste in a consignment, you will need to repeat all of the details from Consignment Note Code to Producer Postcode for each EWC code in the consignment. To copy the information you want to import, follow these steps. 1 2 3 Open the Excel spreadsheet that contains the original information. Select all of the consignment details (press Ctrl and A together). Copy this information. (Press Ctrl and C together, or right-click with the mouse and select Copy, or go to Edit on the toolbar then select Copy from the drop-down list.)
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4 5 6 7
Go into the Consignment Details screen on the Consignee Returns spreadsheet. If the spreadsheet has no consignment details in it, click into the box below the consignment note number table heading (cell B7). If there are details in the spreadsheet, click into the blank box in column B that is below the bottom line of waste details. Paste the original information into the spreadsheet. (Press Ctrl and V together, or right-click with the mouse and select Paste.) Select the Validate button to check the details that you have pasted into the spreadsheet. A message will appear to show whether the validation was successful (see the example shown overleaf) or not. Please see section 2c for details on the mistakes that can prevent the validation from being successful.
Do not leave a blank row in the middle or at the start of consignment details. The validation process will not continue below a blank line. If you paste in any information below a blank line, it will not be validated or included in the return file you send to us (see the example below).
None of the consignment details below the blank line will be included on the return. So, the return would not reflect the waste you have received. If the software does not validate all the information you have entered, please read section 2c for more advice. If you want to add more consignments using the on-screen buttons, read section 2a.
If all the information you have copied has been successfully validated and you have fully filled in the return, you must now create the XML return file. Return to the main menu by clicking on the Main Menu tab in the bottom left-hand corner of the screen (as shown at the end of section 2a). To create the return, read section 3.
2c
Mistakes with validating the information
If the information contains any mistakes, a warning message will appear when you click on the Validate button. This will show how many mistakes and duplicate lines there were and how many rows were successfully validated, as shown in the example below.
When you click on OK, the mistakes are displayed as shown overleaf. Mistakes in the consignment details incorrect information is highlighted in red.
Duplicate entries duplicate rows (where all of the details in a line are repeated somewhere else in the consignment details) are highlighted in yellow. A comment box is also included on each duplicated line to show where the duplicate entry is.
You must correct all the mistakes and duplicates before you send us the return. The XML return cannot be created if there are mistakes and duplicates in the information.
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When you have corrected the mistakes, you will need to validate the information again. Click on the Validate button.
Creating a return
After the consignment details have been validated, select Create Return from the main-menu screen. You will be prompted to save the return as an XML file on your computer, as shown below.
Make a note of where you have saved the file. We do not recommend that you change the name of the file, but you can do so if you want. In the Save as type field, you must not change XML files. Select Save. Once the file is saved, a message will appear. Click on OK. The XML return has now been created. The final step is to send it to us (see section D).
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Printing returns
If you need to print the details of the return, click on the Print button in the main menu. This takes you to a preview screen, which shows you what the return will look like on paper.
Click on the Print button to print the site and billing details and the consignment details.
Sending the XML consignee return to us
You must send the XML returns to us by email at Hazwastereturn@environment-agency.gov.uk We only use this email address for receiving returns. Please do not use it to ask us questions or send any other correspondence to the Hazardous Waste Returns Team. (See section A4 above.)
How much does it cost to send in a return?
The fees are as follows. Electronic returns
10 for a single consignment 5 for an individual consignment that was one of a number of consignments (known as a multiple) Paper returns 19 for a single consignment 10 for an individual consignment that was one of a number of consignments (known as a multiple)
Correcting information
We will not amend any information in your return. If your return contains information that is not correct, or you have received hazardous waste and not recorded it on your return, you must fill in another return with the correct information for all of the hazardous waste you have received. You must then send this new return to us at the email address in section E and ask us to cancel your previous return. To cancel a return, you must phone us on 03708 506 506. We will ask you to confirm your cancellation in writing in any of the following ways. By writing to us at: National Operator Returns Environment Agency Quadrant 2 99 Parkway Avenue
Parkway Business Park Sheffield S9 4WF By email: cancelhwreturn@environment-agency.gov.uk You must only use this email address to let us know you are cancelling a return. Do not use it to send or resend your returns.
Disposing of hazardous waste at your site
If you dispose of the hazardous waste you produce by depositing it on your site, you must include this on your consignee return. The following table shows which activities this applies to.
Code D01 D02 D03 D04 D05 D06 D07 D08 D09 D10 D11 D12 D13 D14 D15 Description Putting the waste into or onto land Land treatment Deep injection Surface impoundment Putting the waste into a special landfill designed for that waste Releasing waste into a lake or river Releasing waste into the sea (including the sea bed) Biological treatment which results in final mixtures which are disposed of in any of the ways numbered D01 to D12 Physico-chemical treatment which results in final mixtures which are disposed of in any of the ways numbered D01 to D12 Burning the waste on land Burning the waste at sea Permanently storing the waste Blending or mixing the waste before carrying out any of the processes numbered D01 to D12 Repackaging the waste before carrying out any of the processes numbered D01 to D13 Storing the waste temporarily before carrying out any of the processes numbered D01 to D14. Do not use this code if you have produced it on the site where you are storing it and you are just storing it until it is collected by somebody else. Do I need to include the disposal on my return? Yes Yes Yes Yes Yes Yes No No No No No Yes No No No but time limits apply see below
If you store hazardous waste until someone else collects it, we do not need an on-site disposal return from you unless you store the waste for more than:
three years, if you are going to send the waste to be recycled, recovered or treated; or one year, if you are going to send the waste to be disposed of. You do not need to include on your return any waste you produce at your site that you re-use, recycle or recover on the same site.
How do I enter on-site disposals on my consignee return?
To tell us about waste you produce and dispose of at your site, enter one consignment number on your return and provide details under that consignment number of every single type of hazardous waste that you have deposited on your site. For the information needed in the Consignment Details part of the return, put one consignment note code in the following format. AAAnnn/QxYYC, where:
AAAnnn is the hazardous-waste registration number (premises code) for the site; Qx is the number of the relevant quarter (use Q1 for January to March, Q2 for April to June, Q3 for July to September, and Q4 for October to December); YY is the year (for example, 07 for 2007); and C is the country use E for England and W for Wales.
For example, ZAC045/Q106W would be used for recording the deposit of all hazardous waste on a site in Wales that was produced by that site; with premises code ZAC045; between January and March 2006. Against that one consignment note code, put the following information.
In the Type of Consignment field, click on Single. In the Date Received field, put the last date of the quarter (for example, 31/03/2007, 30/06/2007, and so on).
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In the Producer Registration Number field, put your premises code. In the Producer Postcode field, put the postcode for the premises. In the EWC code(s) field, put the EWC code for each type of waste you are disposing of. In the Hazard field, enter the hazard codes for the waste. In the Physical Form field, use the drop-down list to choose the type of waste you are disposing of. In the Quantity (Kilograms) field, enter the total weight (in kilograms) of waste you disposed of in the quarter. In the Mode Of Disposal field, use the drop-down list to select the relevant code for the method you used to dispose of the waste.
Even if you are disposing of the hazardous waste on-site, you must let us know that your site produces hazardous waste and register with us. You need to do this unless your site is exempt from being registered. For more advice, please read guide HWR02A Do I need to notify my premises?. You can find this on our website at www.environment-agency.gov.uk/hazwaste.
H
1
Consignments from Scotland and Northern Ireland

Consignment note codes
You must include each consignment of hazardous waste you receive from Scotland or Northern Ireland on your consignee return.
Do not enter the code used on the Scottish or Northern Irish consignment note onto your return. We have provided a scheme that allows the unique consignment note code issued in Scotland or Northern Ireland to be entered in the format we need for returns. Enter the code in the following format: CCX0nn/nnnnn, where:
CC is the country code (SC for Scotland and NI for Northern Ireland); X is the second character from the left of the Scottish or Northern Irish consignment note code (this will be either A, B or C); 0 is a zero (do not include this if the Scottish consignment note number has eight characters see below); and nn/nnnnn are the numbers on the original consignment note from Scotland or Northern Ireland. For a note with seven digits, include a zero before the rest of the numbers in the code. So, for a Scottish consignment note with code SA3876543, the entry on the consignee return would be SCA038/76543. SC is the country code, A is the second character from the consignment note code, and 03876543 is the numbers on the Scottish code with an extra zero added at the beginning. For a note with eight digits, you do not need to add an extra zero. For example, for a consignment of lead acid batteries from Northern Ireland on consignment note DB00059876, you would enter NIB000/59876 on the return.
This can be shown as follows:
Entering the consignment details on the consignee return
To enter the Scottish and Northern Irish consignments into the Consignment details part of your return, you must do the following.
Convert the code on the consignment note into the acceptable format (as shown above). In the Type of Consignment field, select Single by clicking on it. You must not enter Multiple for any consignment from Scotland or Northern Ireland. Multiple consignments are only allowed in England or Wales. Enter the date you received the waste. Enter EXEMPT in the Producer Registration Number field. Enter the postcode of the premises where the waste was removed from in the Producers postcode field. If the consignment is a carriers round, enter the postcode of any one of the producers on the round. You can find these in the carriers schedule. Enter the EWC codes for each type of waste in the consignment. For each EWC code:
enter the hazard codes for the waste; use the drop-down list in the Physical Form field to select which type of waste you are receiving; give the total weight (in kilograms); and give the code for the method you are using to dispose of the waste.
Carriers-round consignment notes
In Scotland and Northern Ireland, only one consignment note code is provided for a carriers round that contains different loads of hazardous waste from different producers. For these carriers rounds we do not expect you to enter the individual information for each producer. But you must show separate information for each type of waste collected, under separate EWC codes. For example, waste was collected from three Scottish producers on a carrier round with consignment note code number SA0400123. Producer A had 1000 kilograms of EWC code 130105 and 200 kilograms of EWC code 160601.
Producer B had 150 kilograms of EWC code 160601. Producer C had 2000 kilograms of EWC code 130105. In your return, you would enter 3000 kilograms of 130105 and 350 kilograms of 160601 under consignment note code SCA004/00123.
Other waste without a consignment note
There should be a consignment note with all hazardous waste that is moved, even if there is only a small amount of waste and it is low risk. You must enter a line on the return for each time you receive hazardous waste without a consignment note. To do this you will need to create a consignment note code for each consignment you received without a consignment note. Use the following format. EXENON/CNxxx, where:
EXENON/CN is the first part of the code, which shows you did not receive a consignment note for the waste; and xxx is a unique code that you produce, which identifies each time you received waste without a consignment note. In the Type of Consignment field, select Single by clicking on it. Enter the date you received the waste. Enter the premises code of the site where the waste came from if you know what it is, otherwise enter your producer registration number (premises code). Enter the postcode of the person who produced the waste (if you know it). If you dont know the postcode, enter your own postcode. Enter the EWC codes for each type of waste you received in the consignment. enter the hazard codes for the waste; use the drop-down menu in the Physical Form field to select which type of waste you have received; enter the total weight (in kilograms); and enter the code for the method you used to dispose of the waste or recycle it.
Against that consignment note code, put the following information.
For each EWC code, put the:
You need to put your producer registration number unless your premises are exempt from having to be registered. For more advice, please read guide HWR02A Do I need to notify my premises?. If you are exempt from having to register your premises, enter EXEMPT in the Producer Registration Number field.
Entering hazardous waste that you reject
If you reject a consignment of hazardous waste for any reason, you must still record it on the consignee return. This applies even if you only reject part of the consignment. If you reject all of the waste in a consignment, you will not have to pay a fee. For every consignment of waste you reject (including where you reject part of the consignment), you should record the full details of the consignment on the return. Enter REJ in the Mode Of Disposal field in the Consignment Details section of the return. In the Quantity (Kilograms) field, enter the weight of the waste you rejected. Do not enter 0.
What if I am not a hazardous-waste consignee but I receive a consignment of hazardous waste and reject it?
Even though you are not a hazardous-waste consignee, you must still provide a return because the regulations state that returns must be provided for consignments of hazardous waste that are rejected. We will not charge a fee if you reject all of the consignment, so we will not charge you for sending the return to us. If you are not a hazardous-waste consignee but you have received and rejected hazardous waste, you should send us a paper consignee return (see HWR04C, Hazardous waste consignee returns sending a paper return), with a covering letter stating that you are not a hazardous-waste consignee but have rejected hazardous waste from your site.
Entering consignment note codes that are not in the correct format
LLLAAA is the producers registration number (or the exempt code, if they do not have to register as a producer of hazardous waste); XXXXX is a unique code which identifies the consignment; and R is an extra letter you would use only if you have rejected a single consignment. LLL must be in letters.
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If the hazardous waste is a single consignment, the valid format for the consignment note code is LLLAAA/XXXXXR, where:
The following characters are allowed.
AAA must be in numbers if the waste is from a hazardous-waste producer that has registered their premises. Otherwise, these can be letters. XXXXX can be made up of letters, numbers or both. R can only be R. LLLAAA is the producers registration number (or the exempt code, if they do not have to register as a producer of hazardous waste); XXXXX is a unique code which identifies the consignment; M must be used to show that the consignment is part of a multiple consignment; and R is an extra letter you would use only if you have rejected a consignment which is part of a multiple consignment. LLL must be in letters. AAA must be in numbers if the waste is from a hazardous-waste producer that has registered their premises. Otherwise, these can be letters. XXXXX can be made up of letters, numbers or both. R can only be R.
If the hazardous waste is a multiple consignment, the valid format for the consignment note code is LLLAAA/XXXXXMR, where:
The following characters are allowed.
We will not accept any other format for the consignment note codes. You may receive a consignment that another consignee has rejected. In this case, the consignment note code will have a R on the end of it. You must enter the consignment note code in full on the return, including the R. If you have received a consignment note with a code that is not in this format (and the consignment is not on a Scottish or Northern Irish consignment note), you will need to change it into the correct format to enter it on the return. You will need to keep a record in your register of:
what the original consignment note code was; the date you received it; what change you were making; the reason for this change; and the number you used on your consignee return.
If the code on the consignment note does not include the producers registration number for the premises the waste was collected from, or there is no information showing that the producer at that site is exempt, you will need to find this out. Either contact the producer direct, or contact the carrier who collected the consignment and delivered it to you. You can also find out if a site is registered by phoning us on 03708 506 506. We can give you the following details:
The name of the person or organisation holding the registration number (premises code); The address and postcode of the site; The producers registration number; The date that the premises code became valid; The date the premises code will no longer be valid.
Once you have the producers registration number, create the appropriate consignment note code using the format at the beginning of this section. There is an example at the end of this section. If the producer is exempt from having to register (see guide HW02A Do I need to notify my premises?), you should use the following format for the consignment note code. EXEXXX/YYYZZ, where:
EXE shows the producer is exempt; XXX are letters or numbers that identify the waste-collection business (for example, the first three letters of the name of the waste-collection business); YYY are letters or numbers showing the trading name for the premises (for example, the first three letters of the organisation name); and ZZ are letters or numbers that the exempt producer creates to give a unique code for identifying the collection.
For example, for a collection by Bobs Waste from a company called A A Aardvark, EXEBOB/AAA01 or EXEBOB/AAAG1 would be acceptable. If you receive a consignment of hazardous waste from a producer who is not registered (and would not qualify as being exempt from having to register), please contact us immediately on 03708 506 506 with their name, address and postcode. You should enter the consignment code as follows:
EXENOT/REGZZ, where:
EXENOT/REG shows that the producer wasnt registered; and ZZ are letters or numbers giving the collection a unique code.
Example You receive three consignments with consignment note codes of HW001, HW002 and AB001. None of these codes is in the correct format. You find out that the first consignment was from a registered producer with registration number MMZ999, the second was from an exempt producer called Acme Waste Ltd, and the third was from a producer called Maradonna Waste Handling at postcode ZZ1 1BB, which wasnt registered. We suggest that you should record these in your register as follows:
Date you received the consignment 15/7/2007 Consignment note number HW001 Incorrect information Consignment note number Consignment note number Consignment note number Entered on return as: MMZ999/HW001 Reason Consignment note number was not in the correct format. Producers registration number is MMZ999. Consignment note number was not in the correct format. Producer exempt. Consignment note number was not in the correct format. Producer was Maradonna Waste Handling at postcode ZZ1 1BB. Not registered. Informed Environment Agency on 16/07/2007.
15/7/2007 16/7/2007
HW002 AB001
EXEACM/HW002 EXENOT/REG01
Entering details from consignment notes that contain incorrect information
You must not amend a consignment note, even if you know it contains incorrect information. If you know that the consignment note contains incorrect information, you can enter the correct information on the consignee return, but you must not amend the consignment note. Instead, you must keep a record that shows:
what the mistake was on the consignment note; what you entered on the consignee return; and your reason for entering a different code on your return.
Example On 13 July 2007, you receive a consignment of lead-acid batteries. The consignment note identifies the EWC code as 160602. Your record would show the following:
Date you received the consignment 13/07/2007 Consignment note number ZYX987/zyxwv Incorrect information EWC code entered as 160602 Entered on return as: 160601 Reason The code on the consignment note was for NiCd batteries. The load contained lead-acid batteries.
You should keep this record in the site register with the consignment note.
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Appendix A Hazard codes

Hazard code H1 H2 H3A Hazard Explosive Oxidising Highly flammable Description of the hazard Substances and preparations which may explode under the effect of flame or which are more sensitive to shocks or friction than dinitrobenzene. Substances and preparations which exhibit highly exothermic reactions when in contact with other substances, particularly flammable substances.
Liquid substances and preparations having a flash point below 21C (including extremely flammable liquids); or Substances and preparations which may become hot and finally catch fire in contact with air at ambient temperature without any application of energy; or Solid substances and preparations which may readily catch fire after brief contact with a source of ignition and which continue to burn or be consumed after removal of the source of ignition; or Gaseous substances and preparations which are flammable in air at normal pressure; or Substances and preparations which, in contact with water or damp air, evolve highly flammable gases in dangerous quantities.
H3B H4 H5 H6
Flammable Irritant Harmful Toxic
Liquid substances and preparations having a flash point equal to or greater than 21C and less than or equal to 55C. Non-corrosive substances and preparations which, through immediate, prolonged or repeated contact with the skin or mucous membrane, can cause inflammation. Substances and preparations which, if they are inhaled or ingested or if they penetrate the skin, may involve limited health risks. Substances and preparations (including very toxic substances and preparations) which, if they are inhaled or ingested or if they penetrate the skin, may involve serious, acute or chronic health risks and even death. Substances and preparations which, if they are inhaled or ingested or if they penetrate the skin, may induce cancer or increase its incidence. Substances and preparations which may destroy living tissue on contact. Substances and preparations containing viable micro-organisms or their toxins which are known or reliably believed to cause disease in man or other living organisms. Substances and preparations which, if they are inhaled or ingested or if they penetrate the skin, may induce non-hereditary congenital malformations or increase their incidence. Substances and preparations which, if they are inhaled or ingested or if they penetrate the skin, may induce hereditary genetic defects or increase their incidence. Waste which releases toxic or very toxic gases in contact with water, air or an acid. Substances and preparations which, if they are inhaled or if they penetrate the skin, are capable of eliciting a reaction of hypersensitization such that on further exposure to the substance or preparation, characteristic adverse effects are produced. [As far as testing methods are available.] Waste which presents or may present immediate or delayed risks for one or more sectors of the environment. Waste capable by any means, after disposal, of yielding another substance, (for example, a leachate), which possesses any of the characteristics above. Where an absolute hazardous waste, after assessment, does not possess any hazardous properties.
H7 H8 H9 H10 H11 H12 H13
Carcinogenic Corrosive Infectious Toxic for reproduction Mutagenic Toxic gas release Sensitizing
H14 H15 NA
Ecotoxic Hazard after disposal No hazard
Appendix B Physical form

G L M P S U Gas Liquid Mixed Powder Solid Sludge
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Appendix C Codes for methods of disposal and recovery

Disposal codes
Code D01 D02 D03 D04 D05 D06 D07 D08 D09 D10 D11 D12 D13 D14 D15 Description Putting the waste into or onto land Land treatment Deep injection Surface impoundment Putting the waste into a special landfill designed for that waste Releasing waste into a lake or river Releasing waste into the sea (including the sea bed) Biological treatment which results in final mixtures which are disposed of in any of the ways numbered D01 to D12 Physico-chemical treatment which results in final mixtures which are disposed of in any of the ways numbered D01 to D12 Burning the waste on land Burning the waste at sea Permanently storing the waste Blending or mixing the waste before carrying out any of the processes numbered D01 to D12 Repackaging the waste before carrying out any of the processes numbered D01 to D13 Storing the waste temporarily before carrying out any of the processes numbered D01 to D14. Do not use this code if you have produced it on the site where you are storing it and you are just storing it until it is collected by somebody else.
Recovery codes
Code R01 R02 R03 R04 R05 R06 R07 R08 R09 R10 R11 R12 R13 Description Using the waste as a fuel or to generate energy in another way Recycling or re-using solvents Recycling or re-using organic substances which are not used as solvents (including composting and other biological transformation processes) Recycling or re-using metals and metal compounds Recycling or re-using other inorganic materials Regenerating acids or bases Recovering parts used for reducing pollution Recovering parts from catalysts Oil refining or other ways of re-using oil Treating land to benefit farming or improve the environment Using waste resulting from any of the activities coded R01 to R10 Exchange of waste so any of the activities coded R01 to R11 can be carried out on the waste Storing waste before carrying out any of the activities coded R01 to R12 (unless the waste was produced on the site where you are storing it).
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Hazardous Waste Consignee Returns

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Hazardous Waste Consignee Returns

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Form Guidance HWR04A: Hazardous waste consignee returns sending an electronic return

Hazardous waste consignee returns sending an electronic return

What are exceptional movements of hazardous waste?

Exceptional movements of hazardous waste are when the waste:

HWR04A Version 2, August 2011

How often should I send a return?

In what format do I have to send the return?

Where can I get advice on using the consignee returns spreadsheet?

Filling in an electronic return

The software and operating system you need

HWR04C Version 2, August 2011

Opening the spreadsheet macros

Creating an XML return

1a Consignee Returns (Screen 1 of 3) Site Details

HWR04C Version 2, August 2011

A screenshot of this screen is shown below.

1b Consignee Returns (Screen 2 of 3) Consignee Site Details

Consignee Returns (Screen 3 of 3) Billing and Returns period

HWR04C Version 2, August 2011

1d On-screen help the i button

HWR04C Version 2, August 2011

Consignment Details screen

HWR04C Version 2, August 2011

HWR04C Version 2, August 2011

HWR04C Version 2, August 2011

HWR04C Version 2, August 2011

Make the necessary changes, then select Save then Exit.

HWR04C Version 2, August 2011

HWR04C Version 2, August 2011

2b Importing consignment details into the spreadsheet

HWR04C Version 2, August 2011

Mistakes with validating the information

HWR04C Version 2, August 2011

HWR04C Version 2, August 2011

Sending the XML consignee return to us

How much does it cost to send in a return?

The fees are as follows. Electronic returns

Disposing of hazardous waste at your site

How do I enter on-site disposals on my consignee return?

HWR04C Version 2, August 2011

Consignments from Scotland and Northern Ireland

This can be shown as follows:

Entering the consignment details on the consignee return

Carriers-round consignment notes

Other waste without a consignment note

Against that consignment note code, put the following information.

For each EWC code, put the:

Entering hazardous waste that you reject

The following characters are allowed.

HWR04C Version 2, August 2011

The following characters are allowed.

Entering details from consignment notes that contain incorrect information

HWR04C Version 2, August 2011

Appendix A Hazard codes

Flammable Irritant Harmful Toxic

H7 H8 H9 H10 H11 H12 H13

Ecotoxic Hazard after disposal No hazard

Appendix B Physical form

HWR04C Version 2, August 2011

Appendix C Codes for methods of disposal and recovery

HWR04C Version 2, August 2011

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