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Chapter 4: Applications

This chapter provides information on the applications disposal facilities can make.

In this chapter

This chapter contains the following topics:

Overview

Introduction

OWLS enables the authorised verifier for a disposal facility to make applications as listed below.

Note: Data entry users can only ‘view’ applications.

Application

When to use

Annual permission application

Apply to submit returns annually instead of monthly.

You are only eligible to apply if your facility’s expected net tonnage for the year is 1000 tonnes or less.

Note: The application form to request annual permission for the following financial year is only available from 1 June to 19 July. You must submit the application before 20 July (for that financial year).

Average tonnage application

Apply to use an average tonnage method for light vehicles.

If you want to apply to change any other type of method, call 0800 WDLEVY (0800 935 389).

Return extension application

Apply for an extension of time to submit a return.

Payment extension application

Apply for an extension of time to pay an invoice.

Storage time extension application

Apply to extend the time diverted material (which has previously been reported as gross tonnage) is stored on site beyond the automatically allowable six months.

Waiver application

Apply to have some, or all, of the levy amount waived in exceptional circumstances.

Levy refund application

Apply for a refund of the levy money already paid on material for which a waiver was granted.

Note: Do not enter requests for reimbursements in OWLS. Direct any request for a reimbursement to 0800 WDLEVY (0800 935 389).

Apply to submit annual returns

When to use

Use these steps to apply to change from monthly returns to annual returns, or to apply to continue to submit annual returns.

Notes:

  • You can only apply to submit annual returns between 1 June and 20 July.
  • The change will only take effect at the start of a financial year.

Refer to the Calculation and Payment of the Waste Disposal Levy guide for more information.

Who is responsible

Verifier

Steps

Step

Action
1

Click the Applications link in the content menu.
2

Select Annual Permission from the New Application drop-down list.

Result: The Annual permission application screen displays.

Annual permission application screen
3

Complete the following fields:

Field Description
Expected net tonnage for financial year Type your expected net tonnage for the financial year in metric tonnes.
Evidence of expected net tonnage

Type a description of how you calculated this figure.

If your evidence is longer than 200 characters, please attach a file containing the details (see step 4).
4

Attach evidence of how the expected net tonnage was calculated.

To attach a file to the application, click the Browse… button, select the relevant files, and click Open.

Note:

  • To attach additional files, click the more link.
  • The maximum file size is 4MB.
5

Click the Submit button.

Result: You are returned to the Application summary screen and the Annual Permission application appears in the list with the status Submitted.

What happens next?

The levy collector will consider your application, and advise you of the outcome by 1 August.

If your application is declined, you will need to continue to submit monthly returns.

Apply to use the average tonnage method for light vehicles

When to use

Use these steps to apply to use the average tonnage method for your facility. This method allows you to weigh a sample of the light vehicles delivering waste to your facility, and calculate an average weight of waste carried.

Note: Please contact us on 0800 WDLEVY (0800 935 389) to discuss your situation before you submit an application, or to change your method to any other type.

Refer to the Calculation and Payment of the Waste Disposal Levy guide for more information about methods used to calculate tonnage.

Role

Verifier

Steps
Step Action
1 Click the Applications link in the content menu.
2

Select Average Tonnage from the New Application drop-down list.

Result: The Average Tonnage Application screen displays.

Average Tonnage Application screen
3

Complete the following fields:

Field Description
Effective from date Select the date the change is to take effect from.
Reason for application

Type the reason you wish to change to the average tonnage method.

Note: If your reason is longer than 200 characters, please attach a file containing the explanation (see step 8).
4

Click the Add vehicle button to add the light vehicle details.

Result: The vehicle fields display.

The Vehicle fields display
5

Complete the following fields:

Field Description
Vehicle type Type the light vehicle type (eg, car, van, trailer).
Average tonnage

Type the average waste tonnage for that vehicle type.

Note: Ensure you type this figure in tons. For example, 50kg will be 0.05.
How average tonnage calculated

Type a description of how you calculated the average tonnage.

Attach supporting evidence for your application. To do this, see step 8.
Evidence of statistical validity

Type a description of the evidence of statistical validity of your average tonnage.

If possible, attach supporting evidence for your application.

Note: If your calculations or evidence are longer than 200 characters, please attach a file containing the details (see step 8).
6

Click the Add button to add the vehicle details to the table. Once added, use the links in the Actions column to update the information. Use:

  • Edit to update the vehicle information
  • Remove to delete the vehicle information.

Actions links to update
7 If you want to add any other vehicles, return to step 4.
8

To attach supporting evidence to your application, click the Browse… button, select the relevant files, and click Open. Supporting evidence may include:

  • details about your survey method eg:
    • how and when you performed the survey
    • who your survey groups were
  • statistical data in Excel format (or similar) eg, weighbridge records.

Note:

  • To attach additional files, click the more link.
  • The maximum file size is 4MB.
9

Click the Submit button.

Result: You are returned to the Application summary screen and the Average Tonnage application appears in the list with the status Submitted.

What happens next?

The Secretary for the Environment will consider your application, and advise you of the outcome. If the application is declined, your existing calculation method will remain in force.

Approved Average Tonnage applications (and other methodologies) are viewable on the Methodology screen.

Apply for an extension of time to submit your monthly return

When to use

Use these steps to request an extension of time to submit a monthly return if, due to unusual circumstances, you cannot submit your return on time.

Notes:

  • An extension of time to submit your return does not change the date on which the levy must be paid.
  • Only one extension can be granted for any return.
  • This application is not applicable to annual returns.

Who is responsible

Verifier

Steps
Step Action
1 Click the Applications link in the content menu.
2

Select Return Extension from the New Application drop-down list.

Result: The Return Extension application screen displays.

Return Extension application screen
3

Complete the following fields:

Field Description
Month for extension

Select the month and year combination for which you are seeking the extension. You will only be able to select a period if:

  • there are more than 15 days until the due date for that return
  • an extension for that period does not already exist.
Reason for extension

Type the reason you are unable to submit the return on time.

Note: If your reason is longer than 200 characters, please attach a file containing the explanation (see step 4).
4

To attach supporting evidence to the application, click the Browse… button, select the relevant files, and click Open.

Notes:

  • To attach additional files, click the more link.
  • The maximum file size is 4MB.
5

Click the Submit button.

Result: You are returned to the Application summary screen and the Return Extension application appears in the list with the status Submitted.

What happens next?

The levy collector will consider your application, and advise you of the outcome at least five days before the return is due.

If your application is declined, you will need to submit a return before the due date.

Apply for an extension of time to pay

When to use

Use these steps to request an extension to the due date of the levy payment if, due to unusual circumstances, you cannot pay the levy on time.

You must submit the application no later than 15 days before the payment is due.

Role

Verifier

Steps
Step Action
1 Click the Applications link in the content menu.
2

Select Payment Extension from the New Application drop-down list.

Result: The Payment extension application screen displays.

Payment extension application screen
3

Type the invoice number for which you want an extension in the Invoice No. field and then click the Find Invoice button.

Result: If the invoice number is valid, the system automatically populates the Amount to be extended field based on the invoice amount.
4

Type the reason you are unable to pay the levy on time in the Reason for application field.

Note: If your reason is longer than 200 characters, please attach a file containing the explanation (see step 5).
5

To attach supporting evidence to the application, click the Browse… button, select the relevant files, and click Open.

Note:

  • To attach additional files, click the more link.
  • The maximum file size is 4MB.
6

Click the Submit button.

Result: You are returned to the Application summary screen and the Payment Extension application appears in the list with the status Submitted.

What happens next?

The levy collector will consider your application, and advise you of the outcome at least five days before the payment is due.

If your application is:

  • declined, you need to pay the levy by the due date.
  • successful, you need to pay the levy by the extended due date.

Notes:

  • If you do not pay by the approved due date, interest will be charged on the outstanding amount.
  • No further extensions for the same payment will be given.

Apply for an extension of storage time for material on your facility

Introduction

An extension of storage time allows you to claim a credit on material (previously reported as gross tonnage) that is older than six months if it is being removed for recycling or further processing within the extension period.

When to use

Use these steps to apply to extend the time period for the storage of material beyond the six-month limit.

Note: You should submit your application at least a month in advance of the expiry date for that material (six months after it was received).

Refer to the Calculation and Payment of the Waste Disposal Levy guide for more information.

Role

Verifier

Steps
Step Action
1 Click on the Applications link in the content menu.
2

Select Storage Time from the New Application drop-down list.

Result: The Storage time extension application screen displays.

Storage time extension application screen
3

Complete the following fields:

Field Description
Material code for which extension sought Select the type of material for which you require the extension.
Extension weight (tonnes) Type the weight of the material, in tonnes, for which you are requesting an extension.
Date received

Select the month and year the material was received.

Note: The date must be within the last six months.
Removal date sought

Select the month and year you want to extend the storage time to.

Note: The extension must be within two years of the received date.
Reason for application

Type the reason you want to extend the storage time. Include a description of the material, if an appropriate selection is not available in the material code drop-down list.

Note: If your reason is longer than 200 characters, please attach a file containing the explanation (see step 4).
4

To attach supporting evidence to your application, click the Browse… button, select the relevant files, and click Open. Supporting evidence may include:

  • photographs showing the segregation of materials
  • agreement with a recycler
  • evidence that the levy was paid on the material, if available.

Note:

  • To attach additional files, click the more link.
  • The maximum file size is 4MB.
5

Click the Submit button.

Result: You are returned to the Application summary screen and the Storage Time application appears in the list with the status Submitted.

What happens next?

The Secretary for the Environment will consider your application and advise you of the outcome.

If your application is granted, the column Diverted tonnage older than six months will display on your return applications for the approved period.

Apply for a waiver

When to use

Use these steps to apply for a waiver on the levy for certain materials when exceptional circumstances apply.

Note: You will need to provide evidence to justify the waiver of the levy.

Refer to the Calculation and Payment of the Waste Disposal Levy guide for more information.

Role

Verifier

Steps
Step Action
1 Click the Applications link in the content menu.
2

Select Waiver from the New Application drop-down list.

Result: The Waiver Application screen displays.

Waiver Application screen
3

Complete the following fields:

Field Description
Period from Select the starting month from the drop-down list.
Single month

Click the check box if the waiver is required for one month.

Note: When selected, the Period to field will default to the Period from date.
Period to If the waiver is required for more than one month, select the end date from the drop-down list.
Material Select the relevant type of material.
Tonnage Type the tonnage of material you are applying to waive.
Reason for waiver

Type a description of the event that led to the waiver request, including a detailed description of why the situation is exceptional.

Note: If your reason is longer than 200 characters, please attach a file containing the explanation (see step 4).

If any part of the waiver applied for…

If you are applying for a waiver for material on an existing invoice(s), type the invoice number(s).
4

To attach supporting evidence to the application, click the Browse… button, select the relevant files, and click Open.

Note:

  • To attach additional files, click the more link.
  • The maximum file size is 4MB.
5

Click the Submit button.

Result: You are returned to the Application summary screen and the Waiver application appears in the list with the status Submitted.

What happens next?

The Secretary for the Environment will consider your application and advise you of the outcome within 10 working days.

If a waiver is granted, a credit adjustment based on tonnage figures will be applied and included in your next invoice. A waiver number will also be provided for use when applying for a refund.

Apply for a refund

When to use

Use these steps to apply for a refund when your account is in credit following a waiver.

Note: Do not enter requests for reimbursements here. Any request for a reimbursement should be directed to 0800 WDLEVY (0800 935 389). An example of when a reimbursement can apply is when a return is amended and the levy amount is less than what was paid.

Refer to the Calculation and Payment of the Waste Disposal Levy guide for more information.

Role

Verifier

Steps
Step Action
1 Click the Applications link in the content menu.
2

Select Levy Refund from the New Application drop-down list.

Result: The Levy refund application screen displays.

Levy refund application screen
3

Complete the following fields:

Field Description
Waiver number

Type the waiver number to which the refund application relates.

Note: This is the waiver number provided when the waiver was granted.
Amount to be refunded Type the amount of money to be refunded.
Reason for application

Type the reason you require a refund.

Note: If your reason is longer than 200 characters, please attach a file containing the explanation (see step 4).
If known, please provide any invoice… Enter the invoice number(s) to which the refund relates.
4

To attach supporting evidence to the application, click the Browse… button, select the relevant files, and click Open.

Note:

  • To attach additional files, click the more link.
  • The maximum file size is 4MB.
5

Click the Submit button.

Result: You are returned to the Application summary screen and the Levy Refund application appears in the list with the status Submitted.

What happens next?

The levy collector will consider your application and advise you of the outcome.

An accepted application for a refund will result in money being paid to the disposal facility.

Application summary screen

You can view the status of pending and previously requested applications by clicking the Applications link in the content menu and viewing the Application Summary screen.

Application summary screen

Status Description/action
Submitted The verifier has submitted the application and can View or Update it.
Assessment in progress

The levy collector has begun assessment of the application.

The verifier can only View the application.
Resubmission required

The levy collector has requested the verifier to resubmit their application.

The verifier can Update the application.
Approved

The levy collector has approved the application.

The verifier can only View the application.
Declined

The levy collector has declined the application.

The verifier can only View the application.
Revoked

The levy collector has revoked an Average Tonnage application after it had been approved.

The verifier can only View the application.

Methodology screen

You can view the type and status of methods used for calculating tonnage at your facility on the Methodology screen. This screen will display:

  • approved Average Tonnage applications (with a link to that application)
  • other methodologies advised during registration or requested via the 0800 WDLEVY (0800 935 389) number.

Methodology screen

Field Description
Methodology The method used to measure materials at the facility.
From Date The date from which the facility will use the methodology.
To Date The date at which the method expires.
Status

The current status of the methodology:

  • Pending (start date is in the future)
  • Active (facility is currently using the methodology)
  • Expired (end date is in the past).