1. NPDES Electronic Reporting Rule
Deliberative Product --- Not for Release
NPDES Electronic Reporting Rule
Federal Biosolids Annual Report
[40 CFR 503]

2. Webinar Agenda
This webinar provides training on how to electronically submit the Federal biosolids annual report (in compliance with 40 CFR 503).
We will start with a quick overview of this report.
We will then go over the major aspects of the electronic reporting process:
Registration
Access
Reporting
Submission
It is very important that you follow the directions in this training to avoid mistakes that can delay your annual report submission.

3. NeT Zendesk URL - https://epanet.zendesk.com
User Guide (available under File Pod of Webinar)
Intro to EPA Biosolids eReporting
How to gain access to your NPDES ID
How to access Biosolids Annual Report
Quick Start Guide
5 Step Process

4. NeT Zendesk (contd.) GovDelivery: Training Schedule Articles
Permittees List (Public)
Training Schedule
Articles
How to change your Roles in CDX
CDX Roles for NeT Biosolids

5. Receive your new NPDES ID Create or Log into your CDX Account
Quick Start Guide
FIVE Steps:
Receive your new NPDES ID
Create or Log into your CDX Account
Request Access to your new NPDES ID for Biosolids Reporting
Create/Fill Out Biosolids Report
Sign and Submit Biosolids Report
Can Practice Filling out Form

6. Overview of the Federal Biosolids Annual Report
Webinar Agenda
Overview of the Federal Biosolids Annual Report
40 CFR 503

7. Overview of Biosolids Annual Report
In accordance with 40 CFR 503, pollutant monitoring and biosolids management information is summarized in a report and submitted to the authorized NPDES program each year (usually due February 19). NPDES regulated entities that need to submit this report include:
Class I sludge management facilities;
POTWs (as defined in 40 CFR 501.2) with a design flow rate equal to or greater than one million gallons per day; and
POTWs that serve 10,000 people or more.
EPA has authorized eight states to administer the Federal biosolids program (AZ, MI, OH, OK, SD, TX, UT, and WI). EPA administers the Federal biosolids program for all other 42 states and all tribes and territories, which covers approximately 4,500 filers.
See:
EPA Region 7 (Kansas City, KS) is designated as EPA’s Biosolids Center of Excellence and is the lead office for reviewing these annual reports and ensuring compliance with Part 503.

8. Overview of Biosolids Annual Report
In particular, EPA Region 7 reviews these annual reports to identify potential weaknesses in biosolids management.
Potential weaknesses include:
Marketing Class A or Class B biosolids without demonstrating the biosolids meet one of the pathogen reduction methods;
Failure to meet pollutant limits;
Failure to monitor at the required frequency;
Grossly inadequate annual reports;
Failure to report; and
Other weaknesses that may pose significant public health risks.
EPA will use electronic reporting for the 2016 Annual Biosolids Report (due no later than 21 February 2017) where EPA runs the Federal biosolids program (42 states and all tribes and territories).

9. Background on the Development of the Electronic Form
During a five-year rulemaking process EPA worked with over 25 states via a technical workgroup to define the data that must be electronically collected, managed, and shared with EPA.
NPDES Electronic Reporting Rule published on 22 October 2015.
Earlier this year EPA used a similar technical workgroup to develop and test the draft biosolids annual report form.
This technical workgroup met bi-weekly.
Technical workgroup members included staff from EPA HQ, EPA Regions, and state agencies (SC, NJ, GA, TN, CO, FL, WA, ID, PA, and OR).
Three rounds of user testing (involving >100 people from states and large and small POTWs)
This technical workgroup and user testing worked through various tasks including: developing reference values for the biosolids data elements, design and text of the electronic form, and form processing.

10. Background on the Development of the Electronic Form
It is important to note that the electronic form is different from the forms previously used by states and Regions.
EPA developed the draft form using a specific set of data elements from the NPDES Electronic Reporting Rule (Appendix A to 40 CFR 127).
These data elements were derived from EPA’s biosolids regulations (40 CFR 503).
EPA and state biosolids experts had significant input in the development of these data elements during the rulemaking.
The EPA-state technical workgroup tried to simplify the draft annual report as much as possible.

11. Background on the Development of the Electronic Form
The form allows for the filer to report one or more biosolids management options (land application, surface disposal, incineration).
The form uses the term, Sewage Sludge Unique Identifier (SSUID), to distinguish one biosolids management (e.g., land application) from another biosolids management option (e.g., incineration).
The form only show options available under EPA’s regulations (e.g., only Class A pathogen reduction options are available for Class A biosolids).
The form also allows users to skip some questions or report ‘Unknown’ for a SSUID if the filer transfers these biosolids to an ‘Off-Site Third-Party Preparer.’
The form will ask for basic information on this Off-Site Third-Party Preparer.

12. Relevant Terms and Acronyms
Definition
Central Data Exchange
CDX
Point of entry on the Environmental Information Exchange Network for environmental data exchanges to the Agency. A CDX account is required to access the Biosolids Annual Report.
User ID
None
User name for CDX Login purposes. Recommend using user’s address
NPDES ID
NPDES Permit number: State Abbreviation + 7 digits (E.g. PA ) Biosolids Permit number: State Abbreviation + L + 6 digits (E.g. PAL123456)
Organization ID
ID number assigned to distinguish organizations from one another
Sewage Sludge Unique Identifier
SSUID
Term used to identify one Biosolids management option from another
Roles Next Slide

13. Certifier Permit Administrator Preparer Determine your Role
Can prepare an Annual Program Report, Certify, and Submit to EPA
Can approve/revoke access for others to NPDES ID
Permit Administrator
Can prepare an Annual Program Report for Certifier
Preparer
In other words:
Certifier can sign
Permit Admin CANNOT sign
Preparer CANNOT sign

14. Registration Steps for the Federal Biosolids Annual Report
Five Step:
Find NPDES ID
Create account in CDX
Request Access to NPDES ID
Fill out Biosolids Form
Sign and submit Biosolids Form

15. How to find your new Permit number for Biosolids Report:
Step 1: Receive New NPDES ID
How to find your new Permit number for Biosolids Report:
Postcard
Call Center at (toll-free) to

16. Step 2: Create or Log into CDX Account
CDX URL - (
New CDX User
Register with CDX
Existing CDX User
Enter User ID and Password
Add Program Service for Biosolids

17. Go to CDX and Register
Go to cdx.epa.gov

18. Accept Term and Condition

19. Select a Program Service

20. Select a Program Service

21. Select a Role

22. Create Account - CDX
Security Question: Case Sensitive for password recovery

23. Review Account Information
Search for your Organization
Click on the Organization id to link
Organization unavailable (see next slides)
You will need to Review Account information. Search for your organization (where you work) and search. If you organization is found, click on the link in the Organization id column. If your organization does not exist, instructions will follow.

24. Select Organization – Not Found
Organization unavailable
“Request that we add your organization”
If a search of the organization resulted in no data was found, you will need to click on the link to request that we add your organization.

25. Select Organization – Not Found
Fill out the required information for your organization
Noted with *
Click “Submit Request for Access”
Preparer and Permit Administrator are done after this form is submitted.
Certifier will continue with the next step.
Fill in the required information for your organization. Note all asterisk fields are required. Click Submit Request for Access.
Note: This DOES NOT give you access to the NPDES ID.

26. Certifier – Additional Steps Required
CDX Registration’s Additional Verification (for Certifier only)

27. LexisNexis Verification
Third Party Security Verification System. We do not track any data from this system.

28. Paper Signature Agreement
If you choose not to go thru LexisNexis Identify Proofing
Sign and mail Agreement
Regulatory Authority will approve
You will receive an when approved
If LexisNexis FAIL, Pop Up message will be instantaneous.

29. Provide 5 Additional Security Questions for Signing

30. Account has been created
Access to NeT is now available
Will still need to complete NeT Security Form (Request Access to NPDES ID) to have access to your facility’s NPDES ID
Certifier might have to wait a little while to be approve for access.

31. Accessing the Federal Biosolids Annual Report

32. Step 3: Requesting Access to New NPDES ID
Gaining Access to the NPDES ID
All users will be required to fill out the NPDES ID Request form
Log into NeT – BIOSOLIDS: NeT – EPA Biosolids Program
First person to request access to the NPDES id must have a “Certifier” or “Permit Administrator” role in CDX

33. Step 3: Requesting Access to New NPDES ID
Click on the FORMs link

34. Step 3: Requesting Access to New NPDES ID
Select “NPDES ID Access Request Form”

35. Step 3: Requesting Access to New NPDES ID
First person – Certifier or Permit Administrator Role
Choose “INITIAL Permit Administration Request to Regulatory Authority” from pick list
Enter your 9 digit NPDES ID
Click “Lookup”

36. Step 3: Requesting Access to New NPDES ID
Confirm and Submit Now
You will receive an confirmation
The Regulatory Authority (RA) from your EPA Region will approve or deny your request
You will be notified via when the action is taken by the RA

37. Step 3: Requesting Access to New NPDES ID
Once the “Initial” person is approved by the RA, all other users must also request access to the NPDES ID from the Initial requestor
The Initial person approved will have the responsibility to approve all users for that NPDES ID in NeT
Each person that has the role of “Certifier” or “Permit Administrator” that has submitted the NPDES id access form and been approved, can approve others for access to that NPDES ID

38. Step 3: Requesting Access to New NPDES ID
Click on the FORMs link

39. Step 3: Requesting Access to New NPDES ID
Select “NPDES ID Access Request Form”

40. Step 3: Requesting Access to New NPDES ID
Second person – Certifier, Permit Administrator Role, or Preparer
Choose “NPDES ID Access” from pick list
Enter your 9 digit NPDES ID
Click “Lookup”

41. Step 3: Requesting Access to New NPDES ID
Enter the address of any Certifier or Permit Administrator that has been approved access for that NPDES ID
Click “Submit Now”

42. Step 3: Requesting Access to New NPDES ID
You will be redirected to a submission confirmation page
Save your submission Tracking Code for your records
Can also download a copy of your submission

43. Step 3: Requesting Access to New NPDES ID
If the person you are routing your form to in NeT does not have access to the NPDES ID, you will receive the following message
Go into your Task folder
Retrieve the form and change the address for the Certifier or Permit Administrator
Please contact your Certifier/Permit Administrator to confirm they’ve received their NPDES ID Approval Request

44. Approve an NPDES ID Access Request Form
Log into NeT – BIOSOLIDS: NeT – EPA Biosolids Program
Click on your role (Certifier or Permit Administrator)

45. Approve an NPDES ID Access Request Form
Click on Tasks to see all tasks yet to be completed

46. Approve an NPDES ID Access Request Form
Select the Task with “Approve NPDES ID Access Request” in the title
Confirm the information within the form
Click approve to grant access to the requester
Person may now fill out a Biosolids Annual Report Form

47. Reporting Using the New Federal Biosolids Annual Report Form
Step 4 & 5
[DEMO OF FEDERAL BIOSOLIDS ANNUAL REPORT FORM]

48. Maximum total # of all attachments
Allowed Attachments
File types allowed
.txt, .csv, .doc, .docx, .xls, .xlsx, .zip, .pdf, .jpg
Maximum file size
20 MB
Maximum total # of all attachments
Cannot exceed 20 MB

49. Submitting the Federal Biosolids Annual Report Form

50. Signing and Submitting the Form
It is important to remember that only the ‘Certifier’ can digitally sign the report and submit it to EPA.
The ‘Preparer’ and the ‘Permit Administrator’ can fill out a form and must then route it to the ‘Certifier.’
A PDF copy of the form (will be sent to the Certifier.

51. Resources CDX Assistance
Call (toll-free) or (970) for International callers
NPDES eReporting Website:
Biosolids Online Resources:
Biosolids Quick Start Guide and User Guide
Sample Paper Form (PDF)
CDX Roles and How to Change Your Roles in CDX
Biosolids Annual Program Report Assistance
Call Center at (toll-free) to
Biosolids:
Biosolids Contact: Google “EPA Biosolids Contact”