Vessel General Permit One Time Report

Table of Contents

One Time Report Electronic System

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Tutorial for the One Time Report Electronic System (PDF) (9 pp, 1.1MB) – step by step guide on how to use the electronic system.

Vessels Electronic Notice of Intent (eNOI) Home Page – users must submit a NOI if required by the VGP before they can submit a one time report. Please visit this page for more information on how to submit an electronic NOI.

How the System Works

• The owner/operator is required to submit a one time report for each vessel
• To The one time report collects information about the vessel owner/operator, the vessel itself, the impact of the Vessel General Permit (VGP) on the individual vessel, and the certifier of the report
• the submitter and the certifier of the report can be the same person or can be different
• a report can be filed one vessel at a time through the “File One Time Report” feature or multiple reports can be filed for multiple vessels through the “Perform Batch Upload” feature
• In order to certify the reports, the assigned certifier must input their certification key (received from an automated email message) into the system
• Once the certification key is accepted by the system, the system allows the certifier to accept or reject the submitted report
• If the certifier accepts certification of the report, the one time report is complete
• If the certifier rejects certification of the report, the submitter will receive an automated email notifying him/her to contact the certifying official to identify the changes that are needed and to file a new one time report with the changes requested by the certifying official

Helpful Tips About the System

• EPA strongly recommends that users read the tutorial before using the electronic system. The tutorial provides a step by step guide on how to use the system.
• Submitting and certifying reports via the batch upload feature may take a few minutes to process. Users can upload and submit up to 500 reports at one time and can certify up to 1,000 reports at one time.
• The certification key is linked to the certifier’s email address. The certifier will have the same certification key for all reports to which his/her email is assigned.
• If certain parts of the system are hidden, click the arrows located on the upper right corner of the tables located at the bottom of the screen to view the full page or the arrows located on the right and left hand bars of the screen.
• Both the submitter and certifier will need a CDX account to log into the system.

To enter the system, please click the following button:

One Time Report PDF

DISCLAIMER: Please be advised that the processing time for paper reports is considerably longer than for electronic submittals and the processing time will vary. EPA will provide confirmation that the report is complete and has been processed.

EPA strongly recommends that vessel owner/operators submit their one time reports through the electronic system. However, if owner/operators are unable to submit their reports electronically, please complete the fillable PDF for the one time report below and send the completed PDF to EPA (see the instructions at the end of the report).

To complete the paper one time report

• Mail (do not fax or email) the report to the EPA Vessels Processing Center (see the mailing address in the instructions at the end of the PDF)
• Send in the report with a certification statement (see Part 1.7 of the VGP (PDF) (162 pp, 1.8MB))
• Send in the original report with the certifier’s signature in ink. DO NOT send in copies of the report.

One Time Report (PDF) (4 pp, 657K)

Frequently Asked Questions (FAQs)

Who must file a one time report?

Suppose there are several operators who have active NOIs for the same vessel, who is required to submit the one time report?

When should owner/operators submit their one time report?

Does each vessel in a fleet require its own one time report under the VGP?

Is there a mechanism for batch submission of multiple one time reports?

Is there a mechanism for others (e.g. a ship’s agent) to prepare one time reports on behalf of vessel owner/operators?

Is a written document provided to confirm receipt of the certified one time report?

If a vessel is a commercial fishing vessel of any size or other non-recreational, non-military vessel less than 79 feet in length and has ballast water discharges, must a one time report be submitted?

If the vessel has been covered 30-36 months in total under the VGP, but the owner/operator and the NOI have changed, when is the current vessel owner/operator required to submit a one time report?

If a owner/operator filed a NOT, when would a one time report be required, if at all?

Suppose a owner/operator submits a NOI, but the vessel then sails outside U.S. waters for 36 months, when would the one time report be due, if at all?

Can vessel owner/operators submit one time reports earlier than the 30-36 month timeframe?

If a vessel’s one time report were to be due after the next VGP become effective, would the owner/operator still be required to complete a one time report?

If a vessel owner/operator became covered under the VGP between February 6 and September 19, 2009 (the date by which owner/operators were required to submit an NOI for those vessels that were delivered to the owner or operator on or before September 19, 2009), when will the one-time reports be due for these vessels?

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Who must file a one time report?

All owner/operators with vessels covered by the VGP are required to submit one time reports, regardless of whether or not Notices of Intent (NOIs) were required to be submitted to EPA.

The one time report from the vessel must be submitted by a party with operational control over the vessel. If the vessel owner meets the definition of “operator” in Part 7 of the VGP, the vessel owner may submit the one time report.

Discussion
For the purposes of the Vessel General Permit, an "operator" is any "party . . . who (1) has operational control over vessel activities, including the ability to modify those activities; or (2) has day-to-day operational control of those activities that are necessary to ensure compliance with the permit or to direct workers to carry out activities required to comply with the permit." VGP Part 7.

Suppose there are several operators who have active NOIs for the same vessel, who is required to submit the one time report?

The one time report should be filed during the 30-36 month time frame after the vessel initially got coverage under the VGP. The owner/operator who operates the vessel during the 30-36 month time frame after initial VGP coverage will be required to submit the one time report. If there is more than one owner/operator during that 30-36 month time frame, then it is up to the different operators who should submit the one time report. Please be advised that EPA requires only one report for each vessel.

When should owner/operators submit their one time report?

As stated in Part 4.4.4 of the VGP, vessel owner/operators are required to submit a one time report for each vessel between 30 months and 36 months after obtaining permit coverage.

Does each vessel in a fleet require its own one time report under the VGP?

Yes, each individual vessel requires its own complete one time report in accordance with Part 4.4.4 of the permit.

Is there a mechanism for batch submission of multiple one time reports?

Yes. EPA’s one time report electronic system has a batch submission process. Users can upload and submit up to 500 reports at one time. Up to 1000 reports can be certified at one time. Instructions can be found on the batch upload template (which can be downloaded on the electronic system or below) and technical support is available.

There is a batch upload template for Microsoft Office Excel 2007 and 2010. If you have an older version of Microsoft Office, please visit http://www.microsoft.com to download a compatibility pack that will allow you to open, edit, and save the newer Excel file.

Is there a mechanism for others (e.g. a ship’s agent) to prepare one time reports on behalf of vessel owner/operators?

Yes. EPA's one time report electronic system allows a one time report to be created by one entity and certified by the owner/operator separately. Instructions are available on the tutorial and technical support is available.

Is a written document provided to confirm receipt of the certified one time report?

If you submit the one time report electronically, you will receive confirmation via email that you have completed the report.

If you submit the one time report in hard copy, EPA will provide confirmation that the report is complete and has been processed. However, the processing time for paper reports is considerably longer than for electronic submittals and the processing time will vary. If the paper one time report is incomplete, EPA may send the report back to the preparer for resubmission.

If a vessel is a commercial fishing vessel of any size or other non-recreational, non-military vessel less than 79 feet in length and has ballast water discharges, must a one time report be submitted?

Yes. Per the terms of the VGP, for each vessel covered by the VGP, the owner/operators are required to submit a one time report between 30 months and 36 months after obtaining permit coverage.

If the vessel has been covered 30-36 months in total under the VGP, but the owner/operator and the NOI have changed, when is the current vessel owner/operator required to submit a one time report?

The one time report should be filed 30-36 months after the vessel initially got coverage. A one time report must be submitted by the vessel owner/operator who is operating the vessel in the 30-36 month time frame. The previous owner/operator is not required to submit a one time report for that vessel.

If a owner/operator filed a NOT, when would a one time report be required, if at all?

If you have terminated VGP coverage for a vessel and no longer operate that vessel, then you will not be required to submit a one time report assuming that this coverage is terminated before the 30-36 month deadline for submitting one time reports.

If you still own/operate the same vessel, but the name has just changed or modifications to NOIs have occurred during the 30-36 month time frame, then you will be required to submit a one time report for the most recent active NOI between 30 - 36 months after the vessel initially got coverage.

Suppose a owner/operator submits a NOI, but the vessel then sails outside U.S. waters for 36 months, when would the one time report be due, if at all?

For each vessel, owner/operators are required to submit a one time report between 30 months and 36 months after obtaining permit coverage. Unless the owner/operator submitted a Notice of Termination (NOT) to stop VGP coverage of the vessel, the owner/operator is still required to submit the one time report in the specified time frame.

Can vessel owner/operators submit one time reports earlier than the 30-36 month timeframe?

Yes. EPA will accept submission of one time reports from vessels with less than 30 months of VGP coverage. However, EPA must receive completed one time reports from all VGP covered vessels 36 months after they have received VGP coverage at the latest.

If a vessel’s one time report were to be due after the next VGP becomes effective, would the owner/operator still be required to complete a one time report?

No. As stated in Part 4.4.4 of the VGP, vessel owner/operators are required to submit a one time report for each vessel between 30 months and 36 months after obtaining permit coverage. If the 30-36 month timeframe occurs outside the current permit’s term, then a one time report is not required from that vessel.

If a vessel owner/operator became covered under the VGP between February 6 and September 19, 2009 (the date by which owner/operators were required to submit an NOI for those vessels that were delivered to the owner or operator on or before September 19, 2009), when will the one-time reports be due for these vessels?

For any vessel owner/operator who submitted a NOI on or before September 19, 2009, the vessel owner/operator had permit coverage starting February 6, 2009. The one-time report will be due for these owner/operators by February 6, 2012.

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Contact Us

By Phone: 866-352-7755 (8:00 am – 5:00 pm EST)
By E-mail: noi@avanticorporation.com (noi@avanticorporation.com)
By Online Form: Fill out this form to get more information about completing the one time report or to ask about the status of your one time report submission

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Last updated on May 30, 2012 9:20 AM
URL:http://cfpub.epa.gov/npdes/vessels/vesselsreporting.cfm