EUROPEAN COMMISSION DIRECTORATE-GENERAL CLIMATE ACTION Directorate A - International, Mainstreaming & Policy Coordination CLIMA.A.2 - Climate Finance, Mainstreaming, Montreal Protocol

ODS Licensing System

Manual

PART II

REGISTRATION OF AN ORGANISATION

The ODS Licensing System Manual comprises four parts:

• Part I. General information on ODS licensing,

• Part II. Registration of an organisation (Registration Manual),

• Part III. Manual for undertakings (Importers / Exporters / Producers),

• Part IV. Manual for Customs Offices.

Version 2.0

January 2018

ODS Licensing System (v 1.23)

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Important note:

This document has been prepared by European Commission for information purposes only. It is not legally binding. It may be subject to change without notice, in particular following revisions of the Montreal Protocol or other relevant acts. The user is responsible for ensuring compliance with existing legislation and should keep in mind that this document might not be up-to-date. The European Commission cannot be held liable for the use of this document.

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Contents – Part II

1. INTRODUCTION ....................................................................................................... 4

2. LOGIN ......................................................................................................................... 5

2.1. Obtain a username and password ...................................................................... 5

2.1. Check if your organisation is registered ............................................................ 6

3. STEPS OF REGISTRATION ..................................................................................... 8

3.1. Step 1 – Complete the registration form ............................................................ 8

3.1.1. How do I answer the questions? .......................................................... 8

3.2. Step 2 – Verify your registration form ............................................................ 13

3.3. Step 3 – Get the statement signed .................................................................... 13

3.4. Step 4 – Submit your registration form ........................................................... 13

4. PROCESSING THE FORMS ................................................................................... 15

5. CHANGING REGISTERED INFORMATION ....................................................... 16

5.1. Changing profile information .......................................................................... 16

5.2. Changing name or EORI number .................................................................... 17

5.3. Managing access — adding and removing users ............................................ 17

5.4. Adding more organisations .............................................................................. 18

5.4.1. Can a user have access to accounts of many organisations? ............. 18

5.4.2. Can an organisation have two accounts? ........................................... 18

6. DISABLE AN ORGANISATION ............................................................................ 19

7. CONTACT INFORMATION ................................................................................... 19

ANNEXES ........................................................................................................................ 20

Annex 1. Statuses of the forms .................................................................................. 20

Annex 2 Example of statement generated during registration .................................. 21

Annex 3. Error messages ........................................................................................... 22

Annex 4 Record of changes to the document ............................................................ 26

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1. INTRODUCTION

The ODS Licensing System is an electronic system for applying for licences, production authorisations, annual quota and for reporting.

Regulation (EC) No 1005/2009 of the European Parliament and of the Council on substances that deplete the ozone layer1 (the Regulation) sets out the requirements for reporting and licensing of the import and export of controlled substances2. These substances are referred to in this manual as ozone-depleting substances (ODS).

This manual explains how to register in the ODS Licensing System. Titles of some sections are presented in the form of questions to guide the reader to missing information.

This manual is addressed to:

1. undertakings which intend to report or apply for ODS licences.

2. customs offices which are involved in controlling ODS trade and wish to view or close ODS licences.

Link to ODS Licensing System

https://webgate.ec.europa.eu/ods2/domain/ods

1http://eur-lex.europa.eu/legal-content/EN/TXT/?qid=1513859496486&uri=CELEX:02009R1005-20170419

2 The controlled substances are listed in Annex I of Regulation (EC) No 1005/2009.

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2. LOGIN

You login to the ODS Licensing System with the EU Login Authentication Service3.

If you are a new user, before you register as an organisation, you must have an EU Login account as an user (see Table 4).

2.1. Obtain a username and password

The steps for creating password for EU Login are shown below.

Box 1. How do I create a password?

1. Go to the ODS Licensing System https://webgate.ec.europa.eu/ods2/domain/ods

2. The EU login page is displayed. Select ‘Create an account’.

3. The sign-up page is displayed. Enter your personal details and submit the request.

4. You will receive an e-mail with an activation link.4

5. The activation link takes you to the page where you can set your password. Create a password.

6. Use your e-mail address and new password upon your next login.

3 EU Login is a point for user authentication to a range of Commission information systems. Every time you use a website that requires EU Login authentication, you will automatically be transferred to the EU Login page, where you will be asked to enter your user name and password. 4 If you do not receive an e-mail with an activation link then: 1) check your spam box, 2) check if the e-mail address you provided for identification in EU Login is the same as the one you are using for receiving e-mails. 3) If the above are not applicable then reset the password in EU Login by clicking on ‘Lost your password?’

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You will be able to choose between entering the ODS Licensing System, the labODS registry and the F-Gas Portal when you log in (see Figure 1). Select ODS Licensing System.

Figure 1. First page after log-in; Select ODS Licensing System

2.1. Check if your organisation is registered

The following page will be displayed if you entered the ODS Licensing System for the first time (see Figure 2). Enter your EORI number/ reference number. The system checks the EORI number/ reference number to confirm that no one has registered your organisation before.

Figure 2. Second page after log-in; Check if your organisation is registered

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See Box 2 for information on how to check if the number is correct.

Box 2. What is my EORI number/ reference number?

If you are representing an undertaking:

1. Contact your department for customs affairs and get the EORI number of your undertaking. Undertakings involved in imports and exports have a unique EORI number (Economic Operators Registration and Identification number) under customs legislation. It is usually the same as the VAT number.

2. Check if the EORI number is valid under the following link http://ec.europa.eu/taxation_customs/dds2/eos/eori_validation.jsp?Lang=en

3. Type in the EORI number in the ODS Licensing System

4. Click on the button 'Check'5

If you are representing a customs office:

1. Check if your reference number is valid under the following link http://ec.europa.eu/taxation_customs/dds2/col/col_search_home.jsp?Lang=en

2. Type in the reference number in the ODS Licensing System.

3. Click on the button 'Check'

If your number is not yet registered you can proceed and register a new organisation.

5 Words written in bold and in inverted commas refer to command buttons shown on the screen.

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3. STEPS OF REGISTRATION

Below are the steps which you need to follow to register your organisation.

3.1. Step 1 – Complete the registration form

Complete the registration form with information applicable to your organisation. Below is a description of the sections you need to complete in the registration form.

Table 1 Sections in the registration form

Section Description Organisation type

Select from the two options: undertaking (i.e. company) or customs office.

Organisation details

Provide the address and telephone number of the organisation you are registering. If you apply for licences, this information will later be used on ODS licences. It must be the same as you provide to customs in the SAD declaration.

Users: Contact person

Provide details on your affiliation with the organisation you are registering. Remaining information in this section is filled in automatically based on the data provided at the step of defining your password.

Questions: Business specifications

This section does not apply to customs offices. If you are an undertaking provide answers to questions. See the next section for information on how to complete the questionnaire.

3.1.1. How do I answer the questions?

This section is only applicable to undertaking users. It is not relevant for customs users.

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The registration form includes a set of questions on the nature of your business (See Figure 3). The questions are presented in Table 2. Depending on your answer to these questions the remaining questions may be displayed on your screen (see Table 3).

All questions must be answered. Relevant functionalities will be activated in your account based on the answers you provide in the questionnaire.

Figure 3. Questions in Business Specifications section

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Table 2 General questions in questionnaire

Question Functionality Description Do you import ODS into the EU?

If you answer YES to this question you will have access to functionalities specific for import licences.

The definition of import is provided in Regulation (EC) No 1005/2009 Art 3 (18)

Note: Trade within the customs territory of the European Union6 is not considered as import or export.

Do you export ODS out of the EU?

If you answer YES to this question you will have access to functionalities specific for export licences.

The definition of export is provided in Regulation (EC) No 1005/2009 Art 3 (19)

Note: Trade within the customs territory of the European Union7 is not considered as import or export.

Do you import or produce in the EU ODS for laboratory or analytical use?

If you answer YES to this question you will have access to the quota application form. When quota is assigned you will have access to the import licence application form and production authorisation form for laboratory or analytical use.

Essential laboratory or analytical uses are listed in Commission Regulation (EU) No 291/2011.

Do you purchase HCFC from an EU producer for repackaging and subsequent export?

If you answer YES to this question you will have access to the HCFC form (i.e. HCFC repackaging declaration).

This question refers to undertakings making use of the exemption set out in Regulation (EC) No 1005/2009 Art 11 (5). Such undertakings must submit a declaration.

6 Except trade with Monaco and certain territories of EU Member States. See list of territories for

details. https://circabc.europa.eu/d/a/workspace/SpacesStore/dab38573-f415-4cf1-991b-21f2a9128153/Territories%20&%20countries%20with%20a%20special%20relation%20to%20the%20EU%20and%20trade%20rules

7 The list of territories also available at CIRCABC online forum. Go to tab 'Library' and next to folder '2. Other supporting documents for ODS licensing'

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Do you produce ODS in the EU?

If you answer YES to this question you will have access to the reporting

form.

This question refers to undertakings obliged to report under Art 27 of Regulation (EC) No 1005/2009. Such undertakings must submit a

report each year.

Do you destroy ODS in the EU?

Do you use ODS as feedstock?

Do you use ODS as a process agent?

Do you hold stocks of ODS?

Do you produce, import or export new substances?

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Table 3 Specific questions in questionnaire

Question Functionality Description Do you import/export substances or mixtures of substances?

If you answer YES to these questions you will have access to applicable import/ export licence application forms and the quota application where relevant.

Examples of substances: 1) Halon 1301 in a pressurised gas cylinder which is not designed for a specific use (e.g. a standard gas bottle), 2) CTC in a glass bottle for laboratory uses. Examples of mixtures: 1) A bottle containing CFC 12 (5%) and methanol (95%), 2) A refillable container of R-501 (blend of HCFC-22 and CFC-12

Do you import/export products and equipment containing or relying on ODS?

If you answer YES to this question you will have access to applicable import/ export licence application forms.

Example of products: 1) Fire extinguisher containing halon 1301, 2) Halon 1211 in a pressurised gas cylinder specifically designed to be used in lavatory fire protection systems on aircrafts, Example of equipment: 1) Aircraft which includes portable extinguishers or fixed systems containing halon, 2) Refrigerator and air conditioner, 3) Heat pump.

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3.2. Step 2 – Verify your registration form

Please verify your form and click on the button 'Save'. The system will run an automatic check for errors when you are downloading the statement.

3.3. Step 3 – Get the statement signed

Click on the button 'Download' in section Registration Form Statement. You will have a statement generated if there are no errors in your registration form. It is generated automatically in a printable format based on information from your registration form. See Annex 2 for an example of a statement.

The statement is a formal confirmation from your management that your organisation would like to register in the ODS Licensing System. It must be printed on headed business paper and signed by a person who has the authority to make legally binding statements on behalf of the organisation, e.g. the general manager.

The steps for preparing the statement are shown below.

Box 3 How do I prepare the statement?

1. Go to the section 'Confirmation of intent to register' of the registration form.

2. Type in the name and function of the person who will sign the statement i.e. the authorising person's details.

3. Press the 'Download' button and the statement will open in pdf format.

4. Print the statement on headed business paper.

5. Have the statement signed by the authoring person.

6. Scan the signed statement.

7. Upload it back to the registration form by pressing the 'Browse' button and next 'Upload'.

Make sure to press the 'Upload' button

Remember to upload a new statement if you change any information in the form.

If a printable version of the statement does not open when you press "Download" then please go back to Step 2 - Verify your registration form.

3.4. Step 4 – Submit your registration form

You can submit the registration form once the statement is uploaded. You will find the button 'Submit' on the bottom of the form. If error messages appear then please go back to Step 2 - Verify your registration form.

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After you submit the registration form you will receive an e-mail informing you about the initiation of registration process.

All e-mails are sent in copy to your competent authority8 in the country where your organisation is based in. You can contact them if you need any assistance on national level.

8 For the list of competent authorities see https://circabc.europa.eu/d/a/workspace/SpacesStore/34dce2ba-

c117-4e31-b9c4-266c8c2926e9/Competent%20Authority%20in%20Member%20States%20contact%20information.pdf Also available at CIRCABC online forum. Go to tab 'Library' and next to folder '4. Contact information'

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4. PROCESSING THE FORMS

The Commission can accept, send back or reject the registration form.

The steps for processing the registration form are shown below.

The Commission can send the registration form back to you for corrections or for obtaining additional information (see Annex 1). In this case you will receive an e-mail indicating the reason why the registration form was sent back to you. The reasoning will also be displayed in the registration history table at the bottom of the form in the column comment. If the form was sent back to you please correct it and submit it again for re-evaluation.

If the Commission confirms that you need access to the system by accepting your registration form then you will receive an e-mail informing you about the completion of the registration process. Once processing is completed you will have access to the homepage of the ODS Licensing System.

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5. CHANGING REGISTERED INFORMATION

Once the registration process is completed you have access to the homepage of the ODS Licensing System and to your profile. The functionalities available in your account depend on information provided in the registration form (see Table 2 and 3). You will find the registered information in the profile in your account (see Figure 4).

This chapter provides information on changes you can do in your profile. The changes may result in changing the functionalities of your account.

Figure 4. The profile tab in the top menu

5.1. Changing profile information

If you need to update information in your profile (e.g. address, telephone number or business specification), you must enter it and click on ‘Edit’ at the bottom of the screen in your profile (see Figure 5). Next, carry out the necessary changes and press ‘Save’ to confirm (at the bottom of the screen).

Figure 5. Making changes to your profile; Select 'Edit'

If the business of your undertaking changes, you must update the answers to the questions.

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5.2. Changing name or EORI number

The procedure for changing the name of the organisation or EORI number is different from that described in section 5.1.

Before the name of an undertaking registered in the ODS Licensing System can be changed, it must be formally verified so as to make sure that quota rights and licences can be transferred to the new legal entity.

If you plan to change the name of your organisation, you must inform the Commission by letter:

• indicating the old name, the new name and the EORI number;

• explaining the background to the change; and

• giving the names of new contact persons (if applicable).

The letter must be prepared on headed business paper and signed by a person authorised to make legally binding statements on behalf of the organisation, e.g. general manager.

5.3. Managing access — adding and removing users

You can add an employee of your organisation as a new user of your account in the ODS Licensing System. The new user will be granted access to the system and receive e-mails relating to ODS licensing and reporting.

Similarly, you can remove any person who no longer needs access. It is crucial to keep this information up to date, in particular the e-mail address, as e-mail messages will be sent to the users indicated in the profile.

In order to add or delete a user, you must change information in the ‘Users’ section in your profile. Enter your profile, select ‘Edit’ at the bottom of the screen (see Figure 6) and make the changes in the ‘Users’ section as indicated in Figure 6. Next, select ‘Save’ at the bottom of the screen to confirm the change.

Figure 6: Managing access by adding and deleting users

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The names and e-mail addresses of employees in the ODS Licensing System are protected. See the Privacy Statement for information on the use of personal data in the ODS Licensing System.9

5.4. Adding more organisations

Adding another user to an account is different than adding another organisation to the ODS Licensing System. This section describes the different cases.

For the purpose of the ODS Licensing System the definitions of a user and an organisation are presented in the table below.

Table 4 Definition of user and organisation for the purpose of the ODS Licensing System

Type Description User A user of the ODS Licensing System is the contact person of the

organisation. In case of undertakings, a user applies for licences or completes a report. However, the licence or report are for the organisation.

Organisation An organisation is an undertaking or a customs office.

The functionalities available for the user depend on the type of organisation the user is representing. If you are representing an undertaking you can apply for licences or report. If you are representing a customs office you can close licences.

5.4.1. Can a user have access to accounts of many organisations?

A user can register more than one organisation. This functionality is applicable to users working on behalf of more than one undertaking, for example, a central business unit in a group of companies applies for ODS licences for all companies within the group.

To register another organisation please select "Register new organisation" from the menu.

5.4.2. Can an organisation have two accounts?

An organisation cannot have two accounts in the ODS Licensing System. One account is assigned to one organisation. The system will check if your organisation has already been registered by evaluating the EORI number of the undertaking or the reference number of the customs office. The same number cannot be used in two accounts in the ODS Licensing System (See Figure 2).

9 https://circabc.europa.eu/sd/d/1cd6e7dc-81ab-410a-ba15-

eae12d55a4ea/Privacy%20statement%20ODS%20Licensing%20System%20v1.pdf; also available on the CIRCABC online forum – go to the ‘Library’ tab and the ‘3. Date protection & security’ folder.

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6. DISABLE AN ORGANISATION

If an organisation no longer requires an account in the ODS Licensing System because for example ODS business ceased, the account can be disabled.

To disable an account you must send a request by e-mail to the Commission.

When an account is disabled it will no longer be accessible for the organisation. Additionally, the personal data of the former users will not be visible to any other users of the ODS Licensing System including the Commission and the competent authority. However, all non-personal data are retained. The Commission and competent authorities will have access to historic licences of the organisation.

7. CONTACT INFORMATION

A list of contact points at the Commission and of the competent authorities in the Member States is available at CIRCABC online forum, in library in folder '4. Contact Information'10.

10 https://circabc.europa.eu/w/browse/91661b30-3bd7-4b25-b083-dbc64092175c

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ANNEXES

Annex 1. Statuses of the forms

The status of the form depicts the progress made in the registration process. You will find the status in the top left corner of the registration form.

The table below presents the colour-coding and the description of the different statuses.

Table I Status of registration form

Status Description DRAFT Work in progress; the registration form has not been submitted yet.

REQUESTED The registration form is submitted. You requested the registration of an organisation. The request is going to be processed within 5-10 working days.

REVISION The Commission has sent the registration form back to you. Changes need to be done in the form. You must resubmit the form.

The status changes when you use any of the following command buttons:

a) "Save": you can save the form and come back to it at a later stage. If this button is used for the first time then the status of a new form becomes DRAFT11.

b) "Withdraw": you can only withdraw a registration form if it was not submitted i.e. a form in status DRAFT. Your registration form will then be removed and you will exit the ODS Licensing System.

c) "Submit": you can submit the form. The status of a new form changes from DRAFT to REQUESTED.

The status also changes if the Commission processes the application. If the Commission sends the form back to you for corrections or for obtaining additional information (see Chapter 4) then the status of the form changes from REQUESTED to REVISION.

11 Words written in capitals refer to statuses of the form

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Annex 2 Example of statement generated during registration

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Annex 3. Error messages

Error message Which field does it refer to?

What does it mean?

Select the type of organisation.

Section 'Organisation type'

One of the two radio buttons must be selected.

The organisation type you have selected is not applicable to your profile.

Section 'Organisation type'

A customs officer cannot register an undertaking. An employee of an undertaking cannot register a customs office.

Organisation's name is required

Organisation name* Organisation name is not valid. Minimum 3 characters are required. Include the legal form e.g. ltd, GmbH, SARL.

Organisation's phone is required

Telephone* Telephone number has not been provided.

Telephone number is not valid. Please follow the format e.g. for Belgium +32 2 123 45 67

Telephone* The format of the telephone number is wrong. International format including country code applies. Use plus (+) in front of the number.

Country must be selected. Country* Select the country from the drop down menu. Select the country where your organisation operates.

Organisation's city is required

City* City name is not valid. Minimum 3 characters are required.

Organisation's street is required

Street* Street name is not valid. Minimum 3 characters are required.

Street number is not valid. It can't start with '0'

Number The number of the house is not obligatory however it cannot be '0'.

EORI number is required EORI number* (for undertaking)

EORI number has not been provided.

EORI number is not correct. Follow European format e.g. NL123456789

EORI number* (for undertaking)

The format of the EORI number is wrong. The first two characters must be the country code in capital letters. Spaces are not allowed.

Check if your EORI number is valid on the following page:

http://ec.europa.eu/taxation_customs/dds2/eos/eori_validation.jsp?Lang=en

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Error message Which field does it refer to?

What does it mean?

AEO number is not correct. Follow European format e.g. DEXXX1234

AEO number (for undertaking)

The format of the AEO number is wrong. The first two characters must be the country code in capital letters. Spaces are not allowed.

Check your AEO number on the following page:

http://ec.europa.eu/taxation_customs/dds2/eos/aeo_consultation.jsp?Lang=en

Reference number is not correct. Follow European format e.g. NL123456789

Reference number* (for customs office)

The format of the reference number for the customs office is wrong. The first two characters must be the country code in capital letters. Spaces are not allowed.

Check your reference number is valid on the following page:

http://ec.europa.eu/taxation_customs/dds2/col/col_search_home.jsp?Lang=en

Select the employee type. Section 'Contact person'.

One of the two radio buttons in section 'Contact Person' must be selected.

Indicate if you have the authority to represent the organisation in the ODS Licensing System

Section 'Contact person'.

The tick box in section 'Contact Person' must be ticked.

Contact person's email address is not unique

Section 'Manage access' The e-mail you are trying to add is already present in the table or there is another conflict in e-mail management. If there is another conflict contact the Commission.

First name of contact person is not valid. Minimum 2 characters are required.

Section 'Manage access' Provide the first name of the person you want to grant access to.

Last name of contact person is not valid. Minimum 2 characters are required.

Section 'Manage access' Provide the last name of the person you want to grant access to.

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Error message Which field does it refer to?

What does it mean?

E-mail address is not valid.

Section 'Manage access' Provide the e-mail of the person you want to grant access to in the following format: xx…@xx.xx

Answer every question by selecting Yes or No.

Questions in the questionnaire

No answer was provided to a general question (see Table 3 of this manual) or to a specific question (see Table 4). One of the two radio buttons must be selected; yes or no.

Select at least one tick box (use type) for every question where you answered Yes.

Tick boxes under the specific questions

At least one type of use has to be ticked under a specific question if the answer to the specific question was Yes.

Select at least one substance group under every use you selected

Substance group tick boxes under the use type

At least one group has to be ticked under each selected use type.

First name of authorising person is required

First name* Provide the first name of the person who will sign the statement. See Step 3 – Get the statement signed (section 3.3).

Last name of authorising person is required

Last name* Provide the last name of the person who will sign the statement. See Step 3 – Get the statement signed (section 3.3).

Function of authorising person is required

Function* Provide the function of the person who will sign the statement.

Upload the statement Section 'Statement' Use the "Browse" button to upload a scan of the signed statement.

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Annex 4 Record of changes to the document

Version Date Description 0.1 03/2013 Draft version of registration manual published prior to

deployment of ODS Licensing System.

1.0 04/2013 First version of registration manual

1.1 06/2013 Minor modifications after first deployment

1.2 08/2013 Format modifications 1.3 04/2016 Format modifications 2.0 01/2018 Second version of registration manual. Organisations with

reporting obligations register in the ODS Licensing System.