Department of Toxic Substances Control Department of Toxic Substances Control
 

Annual EPA ID Number Verification Questionnaire FAQs



Verification Questionnaires are scheduled to be mailed in June 2014.




Annual EPA ID Number Verification Questionnaire – Generators, transporters, and facilities who are authorized to store, transport, treat, and dispose of hazardous waste are required to annually verify their EPA ID Number information per Health & Safety Code section 25205.16(b). In approximately June of each year, the Department of Toxic Substances Control mails the EPA ID Number Verification Questionnaire forms to EPA ID Number holders who have active status or who have had their EPA ID Number used on a manifest during the prior calendar year. The Verification Questionnaire Package also includes a Schedule A fee form for the calculation of manifest fees owed and a Schedule B fee form to calculate total EPA ID Number verification and manifest fees owed.

Any generator, transporter, or facility operator who fails to return the Verification Questionnaire forms shall be subject to suspension of any and all identification numbers and to any other enforcement action (Health & Safety Code section 25205.16(c)).

 
Top 10 Frequently Asked Questions


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Q. I received a Manifest Fee Calculation Sheet for Manifest Fees. I don’t know what a manifest is, and I do not have hazardous waste. I did not apply for an EPA ID Number. Why did I receive this form?
A.

You received the manifest fee calculation sheet because:

(1)  You used a hazardous waste manifest to transport hazardous waste during the prior calendar year on a temporary EPA Identification (ID) Number (valid for 90 days); or

(2)  You used a hazardous waste manifest to transport hazardous waste during the prior calendar year on an out-of-state EPA ID Number. Your manifests were counted as California-regulated manifests because your hazardous waste was brought into California for recycling, treatment, storage or disposal ; or

(3)  You had work done on your home or property during the prior calendar year where hazardous waste was generated as a result of this work. If you had construction work done, for example, there may have been asbestos removed. If you had property cleaned up, there may have been waste oil, paints, solvents, etc. that were removed. These materials would require a hazardous waste manifest in order to be transported for proper disposal.  Contact your contractor for more information.

 

DTSC collects a one-time fee of $7.50 for each non-recycled hazardous waste manifest that is used. If you are a home owner, property owner, individual or a business that employs less than 100 people, there is a fee exemption that provides for up to four free manifests in a calendar year. In order to receive this fee exemption, you will need to write the Manifest Tracking Number(s) in the space provided on the Manifest Fee Calculation Sheet for each of the non-recycled manifests you are claiming as free. Do not call DTSC for manifest tracking numbers. You must refer to your records; you are required to keep copies of your hazardous waste manifests for 3 years. You will find the Manifest Tracking Number in Box 4 in the top right corner of your Hazardous Waste Manifest copy. If you do not have a copy of the manifest(s), contact the hazardous waste transporter or contractor who performed the work for you.

 

Whether or not you owe manifest fees, you are required to complete the form and return it to DTSC.

 

Q. What is a BOE Number?
A.

   If your business generates or produces less than five (5) tons of hazardous waste per year, the

    BOE Hazardous Waste Account Number does not apply to you. Leave the BOE Number blank.

 

    If your business generates or produces five (5) or more tons of hazardous waste per calendar year, regardless of the final disposition of the waste, you need a Board of Equalization (BOE) Number (HG EF 36-xxxxxx). The BOE Hazardous Waste Account Number is also known as a generator fee account number.

 

      If you need a BOE Hazardous Waste Account Number, you must apply with the BOE using eRegistration (eReg), available at http://www.boe.ca.gov/elecsrv/eServices.htm, 24 hours a day.  If you have questions regarding registration, please contact BOE's Taxpayer Information Section for assistance at 1-800-400-7115 toll free to (TTY: 711). Do not delay returning your completed Verification Questionnaire forms and payment while you wait for a BOE Number. You can notify DTSC later when you receive your BOE Hazardous Waste Account Number. You can find additional information on the BOE Website.

 

Q. What is the SIC Code?
A.

        The Standard Industrial Classification (SIC) Code is a 4-digit number that best describes your company’s primary business activity. If you do not know your SIC Code, you can use the U.S. Occupational Health and Safety Administration Standard Industrial Classification (SIC) System Search.

        

Common SIC Codes:

        Auto Body Shop - 7532

         Auto Dealer - 5511

         Auto Parts - 5531

         Auto Repair (general) - 7538

        Dental Office - 8021

        Doctor’s Office and Clinics - 8011

        Elementary and Secondary Schools - 8211

        Gas Station - 5541

        Metal Fabrication - 3499

       Refrigeration & Air Conditioning Repair-7623                                                

Q. I see the category “air compliance solvents” on Schedule A? What is this?
A.

     Some businesses were required to switch from petroleum-based solvents to air compliance solvents (also called water-based cleaners). “Air compliance solvent" means solvents, including aqueous solutions, required or approved for use by the State Air Resources Board, an air pollution control district, or an air quality management district to meet air emission standards. For more information, contact your hazardous waste transporter or your local environmental agency.

 

        Businesses that do not recycle their air compliance solvent waste who want to use the reduced $3.50 fee must use their internal records to identify manifests used solely for waste derived from air compliance solvents. DTSC does not have this information for you. You can find a list of Certified Clean Air Solvents on the South Coast Air Quality Management District’s website at www.aqmd.gov/rules/cas/prolist.html

 

Q. I have an EPA ID Number that is suspended. Why did DTSC suspend the number? What does this mean?
A.

        DTSC may have suspended your EPA ID Number because we did not receive a Verification Questionnaire from your company in the past, or the post office returned your Verification Questionnaire as undeliverable.  Returning this year’s Verification Questionnaire does not automatically reactivate the number. 

 

If an EPA ID Number is “suspended”, it will be reactivated only if you fax or mail DTSC Form 1358 (EPA ID Number Application) to our office. IMPORTANT:  Do not mail DTSC Form 1358 with your Verification Questionnaire forms. Mail DTSC Form 1358 separately to the address listed on DTSC Form 1358. 

Q. I want to send in my paperwork by overnight mail. What address should I send it to?
A.



The address for overnight mail is: 

 

            Department of Toxic Substances Control

Accounting Unit, EPA ID Number

1001 I Street

Sacramento , CA   95814-2828



Q. What is a Federal Employer ID Number (FEIN)?
A.

A Federal Employer ID Number (FEIN) identifies a business entity. This number is also referred to as a Federal Tax ID Number. Generally, all businesses need an FEIN. Many one-person businesses use their Social Security Number as their FEIN. If you don’t have a FEIN, use your Social Security Number.

 

        You can find additional information about Federal Employer ID Numbers on the IRS website.

 

Q. Can I fax these forms to DTSC?
A.

No.  DTSC cannot accept faxed Verification Questionnaires or Fee Assessment forms.



Q. When are the Verification Questionnaire and Manifest Fee forms due to DTSC?
A.

The forms are due 30 days from the date of receipt.

Q. What happens if I don’t return my Verification Questionnaire within 30 days?
A.

You are subject to suspension of any and all EPA ID Numbers assigned.




Questionnaire and Assessment Forms


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Q. Why did I get the Verification Questionnaire?
A.

    You received the Verification Questionnaire and Manifest Fee Assessment forms because you have or had an EPA ID Number that was active at any time during the 2012/2013 fiscal year (July 1, 2012 through June 30, 2013), and/or your EPA ID Number was used on hazardous waste manifest(s) to transport hazardous waste in 2012. 

 

Q. Am I required to fill out the Verification Questionnaire and Manifest Fee Assessment forms?
A.

      Yes. All individuals and businesses that have an EPA ID Number are required to participate in DTSC’s annual EPA ID Number Verification Questionnaire process.  If you don't return your Verification Questionnaire documents, your EPA ID Number will show "Inactive" status in the Hazardous Waste Tracking System.

Q. I don’t have any corrections or changes to my Verification Questionnaire and don’t owe any fees; do I still have to send in my forms?
A.

      Yes, you must complete and return all forms to DTSC even if you don’t owe any fees. You are required by law to verify this information every year. If you no longer need an EPA ID Number, check the box in Number 6 on the Verification Questionnaire to cancel the EPA ID Number. You are still required to return all the forms and fees owed if you cancel your number.  Even if you do not owe fees, you must return all the forms to DTSC.

 

Q. I recently inactivated my number, but I still received a Verification Questionnaire. Why?
A.

    You will receive a Verification Questionnaire if your EPA ID Number was used on a hazardous waste manifest during 2012 regardless of whether your EPA ID Number was active or inactive. If you recently inactivated your EPA ID Number, you will still receive a Verification Questionnaire if the number was active at any time during the 2012/2013 fiscal year (July 1, 2012 – June 30, 2013). You must pay the EPA ID Verification Fee, if any is due, if your number was active during this time.

Q. My number is not active and has not been active for years, so why did I get the Verification Questionnaire?
A.

    You will receive a Verification Questionnaire if your EPA ID Number was used on a hazardous waste manifest during 2012 regardless of whether your EPA ID Number was active or inactive.

 

     Some possible scenarios:

 

     (1)    The new company at the site location may have
inadvertently used your EPA ID Number.

 

     (2)   Another company has inadvertently used your
       EPA ID Number (mistakes such as typos,      
       transposed numbers, etc.

 

     (3)   Your company may have changed locations, but 
      you are using your previous ID Number on 
      hazardous waste manifests at your new 
      location. Review your manifests to see if this is 
      the case.

Q. I have canceled this EPA ID Number on a previous Verification Questionnaire, yet I continue to receive the forms. Why?
A.

    The owner of a canceled, inactive or suspended EPA ID Number will receive a Verification Questionnaire if the ID Number was active at any time during the 2012/2013 fiscal year (July 1, 2012 – June 30, 2013) or the EPA ID Number was used on a hazardous waste manifest in 2012. If your EPA ID Number was inactive and you did not have any hazardous waste removed, it may be that someone else is inadvertently using your EPA ID Number on manifests. If you think that someone else is using your ID Number, please call our office at (877) 454-4012 (toll-free) or (916) 255-4439.

 



Q. What is the Verification Questionnaire?
A.

     DTSC mails the Verification Questionnaire every year to owners of permanent EPA ID Numbers to verify the ID Number information on file. You are required to complete and return this form and pay the annual EPA ID Verification fee due, if any, even if there are no changes to the information on the form.

 

DTSC mails the annual EPA ID Number Verification Questionnaire with Fee Assessment forms for the manifests used under this ID Number in the prior calendar year. You must return all forms to DTSC whether or not you owe fees.  DTSC also provides an on-line verification at http://dtsc-web01.dtsc.ca.gov/eVQ/Home.aspx.

 

Q. I received a Manifest Fee Calculation Sheet (DTSC 1194), but no Verification Questionnaire. Why?
A.

     A Verification Questionnaire is not required for temporary EPA ID Numbers (“CAC” or “CAP”) or out-of-state EPA ID Numbers. However, you are required to return the Manifest Fee Calculation Sheet and pay manifest fees if any are due. If you have an out-of-state EPA ID Number, your manifests were counted as California-regulated manifests because your hazardous waste was brought into California for recycling, treatment, storage or disposal during the prior calendar year.

Q. I received a form that has an EPA ID Number beginning with “CAC” or “CAP”. Why did I receive this form?
A.

EPA ID Numbers with a prefix “CAC” or “CAP” are temporary ID Numbers issued to businesses, homeowners, and property owners that have a temporary cleanup situation or a one-time disposal of hazardous waste. Temporary numbers are good for 90 days from the date issued. If you are a property owner or homeowner, you may have had work or improvements done on your home, building or property. As a result of this work, hazardous waste was generated and a hazardous waste manifest was used to track the disposal of the hazardous waste.  If you had construction work done, for example, there may have been asbestos removed. If you had a property cleaned up, there may have been waste oil, paints, solvents, etc. removed. To be transported for disposal, these materials would require a hazardous waste manifest. In order to use a hazardous waste manifest, you (or a contractor working on your behalf) obtained a temporary EPA ID Number. This Manifest Fee Calculation Sheet is for you to determine if you owe manifest fees. Even if you do not owe fees, you must complete and return the Manifest Fee Calculation Sheet to DTSC.

Q. My business moved, so the site address on my Verification Questionnaire is different. What should I do?
A.

       EPA ID Numbers are issued to one specific site location. If you move, you must cancel your current EPA ID Number. Check Box 6 on the Verification Questionnaire (page 1) and return it with all of the forms. In order to apply for a new EPA ID Number for your new location, please submit DTSC Form 1358

 

IMPORTANT:  Do not mail DTSC Form 1358 with your Verification Questionnaire forms.

Mail DTSC Form 1358 separately to the address listed on DTSC Form 1358. 

 

Q. The business name and information shown on the Verification Questionnaire is not mine. What should I do?
A.

     If the EPA ID Number begins with “CAL” and you have been using the previous owner’s EPA ID Number, you must stop using it immediately, and apply for your own EPA ID Number. To apply for a new permanent EPA ID Number for your business, please submit DTSC Form 1358.

 

You must pay for any non-recycled manifests that you generated using the previous owner’s EPA ID Number. You must also correct those manifests. You can find information on how to correct manifests on the DTSC website at: http://www.dtsc.ca.gov/IDManifest/Manifests.cfm. Select “Manifest Correction Letters” from the list of links on the webpage.

 

     Prior to returning the forms to DTSC, please write a note on page 1 of the Verification Questionnaire that this is not your EPA ID Number for this location. If you obtained a new number prior to June 30, 2013, you should also receive a Verification Questionnaire for your new EPA ID Number. 

 

     Finally, if the EPA ID Number on the Verification Questionnaire begins with “CAD”, “CAR” or “CAT” and is a federal EPA ID Number, please update the information on the form. Federal EPA ID Numbers are site specific, but not owner specific, so they may be transferred to a new owner at the same site. 

Q. What forms must I return to DTSC?
A.

       Return all the Verification Questionnaire and fee forms that you receive. You must return all forms even if no fee is due

       (Please note that you need to return the Credit Card Payment Form only if you owe fees and choose to pay by credit card.

 

Q. I have several permanent EPA ID Numbers for various sites in California, but did not receive a Verification Questionnaire or Manifest Fee Calculation Sheet for each site. What should I do? 
A.

You should receive a Verification Questionnaire or Manifest Fee Assessment for each California EPA ID Number that was active during fiscal year 2012/2013 (July 1, 2012 – June 30, 2013) or used on a manifest during calendar year 2012. You should check with each site or location, and your company mailroom, to see if they received the Verification Questionnaire(s). Please allow enough time for mail delivery by the post office and for routing within your organization. 

       

  If you do not receive a Verification Questionnaire, you should call DTSC at (877) 454-4012 (toll free) or (916) 255-4439.

Please do not re-create forms and fill in your own information because these forms will be rejected during the sorting process.

 

Q. I received my Verification Questionnaires at several different mailing addresses and have had difficulty tracking them down. Is there something I can do to prevent this from happening again?
A.

     Yes. Register to e-file your Verification Questionnaire documents at http://dtsc-web01.dtsc.ca.gov/eVQ/Home.aspx.




Payment of Fees


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Q. I sent in my Verification Questionnaire but forgot to enclose the payment. What do I do?
A.

       You can send in your payment with a letter stating that you sent in your Verification Questionnaire but not your payment.  The letter must include your EPA ID Numbers, business name, phone number, your name and signature.  If you did not include your fee forms with your Verification Questionnaire, include them with your letter and payment.



Q. I completed my Verification Questionnaire and fee forms and I do not owe any fees. Is this possible?
A.

       Yes.  This is quite common.  If your organization has fewer than 50 employees and your business did not manifest hazardous waste, your business recycled all of your hazardous waste, or you used consolidated manifesting with your transporter, your fees will be zero.  However, you are required to complete and return all forms to DTSC.



Q. I have several EPA ID Numbers. Do I have to pay the EPA ID Number verification fee rate for each of my ID Numbers?
A.

    Yes, up to a maximum of $5,000. Use the chart on Schedule B to determine the fee rate for your company based upon the total number of persons employed in California by the organization for more than 500 hours during calendar year 2012. After determining the total number of California employees, refer to the chart and multiply the rate by the number of EPA ID Numbers held by your organization. If the result exceeds $5,000, pay the maximum ID verification fee of $5,000.

 

Q. My EPA ID Number was issued by a state other than California. Do I need to pay the EPA ID Number Verification Fee?
A.

     No. 

California does not assess a verification fee on out-of-state EPA ID Numbers. However, you are required to pay manifest fees for manifests used on this EPA ID Number if the waste was handled by a permitted facility in California or is imported to California during calendar year 2012.

 



Q. Can I fax my credit card payment to DTSC?
A.

        No.  Please do not fax credit card payment forms.  To ensure the confidentiality of your credit card information, send your credit card payment, along with your completed forms, to the address on the credit card payment form.



Q. What is the Department of Toxic Substances Control’s Tax ID Number?
A.

The Tax ID Number is 68-0281381.



Q. Do I count temporary/part-time employees? 
A.

     An employee must have worked more than 500 hours during calendar year 2012 to be included in your total count.



Q. I had zero manifests during 2012. Do I still owe $7.50? 
A.

No, but you must return all forms.






Manifest Fee Exemption


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Q. How do I know if I am entitled to the 2012 manifest fee exemption? 
A.

Answer the following 3 questions:

    a) Are you a business?

For purposes of this exemption, a “business” includes home owners, property owners, cities, counties, school districts, sole-proprietors, companies, etc.

    b) Do you have less than 100 employees?

    c) Do you have non-recycled hazardous waste manifests with shipment dates between January 1, 2012 and December 31, 2012? (Manifest used solely for air compliance solvent waste cannot be claimed as free. If not recycled, the fee for these manifests is $3.50.)

           

    If you answered yes to all of the above, then you may deduct the fee for up to four manifests.

 

Q. How do I file for the manifest fee exemption?
A.

     EPA ID Number owners who received the Verification Questionnaire package will deduct the fee for the manifests on Schedule B – Fees Summary Sheet. EPA ID Number owners who received only the Manifest Fee Calculation Sheet (temporary and out-of-state numbers) will deduct the fee on the Calculation Sheet. List the manifest number of each manifest you are claiming as free (up to four). If you do not list the Manifest Tracking Number, you cannot claim the manifest as free.  You will find the Manifest Tracking Number in Box 4 in the top right corner of your Hazardous Waste Manifest copy. If you do not have a copy of the manifest(s), contact the contractor or hazardous waste transporter who performed the work for you.  Do not call DTSC for Manifest Tracking Numbers. 

 

       Whether or not you owe manifest fees, you are required to complete the form and return it to DTSC.

 



Q. What is the Manifest Fee Exemption?
A.

      The first four non-recycled manifests used in a calendar year by a business with less than 100 employees are not subject to the manifest fee.



Q. I have air compliance solvents manifests. Why can’t I claim them?
A.

       The fee for these manifests is already a reduced fee ($3.50).  A business can claim as free only those non-recycled manifests that have a fee of $7.50.



Q. I have multiple EPA ID Numbers? Do I get four free manifests on each individual ID Number?
A.

No.  You many take this exemption once per calendar year per business, even if the business has multiple EPA ID Numbers (permanent and/or temporary). 


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Manifest Counts and Facility Information


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Q. What is a manifest?
A.

     A Hazardous Waste Manifest is the shipping document that travels with the hazardous waste from point of generation, through transportation, to the final treatment, storage and disposal facility. It contains information about the type and quantity of hazardous waste and identifies the location from where the hazardous waste was removed, the hazardous waste transporter, and the treatment, storage and disposal facility.

Q. DTSC shows a different manifest count than I show in my records. What should I do?
A.

       If you believe the manifest count shown is incorrect, you may use the count from your own files.  However, please be aware that any difference between the manifest counts you report and the manifest counts printed on the form is subject to audit by DTSC.

 

        If you believe the DTSC count shows manifests as non-recycled but your records show the waste was recycled, you may use your counts as long as you have documentation that the waste was recycled.  Any difference between the recycled and non-recycled counts you report and the counts printed on your form is subject to audit by DTSC.  To qualify as a recycled manifest, all waste on the manifest must be recycled

 

Please do not attach your recycling certificates/letters to the Verification Questionnaire or Manifest Fee Calculation forms.  Keep these documents with your manifest records.

 

Q. I had several pick ups of hazardous waste during 2012, yet DTSC shows a manifest count of zero. Why?  
A.

    Your hazardous waste transporter may be removing your hazardous waste on a consolidated manifest instead of a regular manifest. With this procedure, your transporter assumes responsibility as the generator of the hazardous waste and manifests it on their EPA ID Number. You are not responsible for manifest fees for manifests in which you are not the generator. If your transporter used a consolidated manifest, they are required to give you a receipt or bill of lading when they pick up your hazardous waste. You may check with your transporter to see if they are operating as a consolidated transporter.  

 

     If you had manifests for shipments of hazardous waste during 2012 and your transporter did not use a consolidated manifest, but DTSC shows a manifest count of zero, check the generator EPA ID Number listed on your manifest copies. If you used the incorrect EPA ID Number, you are still required to pay for the manifests. Please correct the manifest counts printed on the form to match your records. You are also required to correct those manifests to the correct EPA ID Number.

 

You can find information on how to correct manifests on the DTSC website at: http://www.dtsc.ca.gov/IDManifest/Manifests.cfm. Select “Manifest Correction Letters” from the list of links on the webpage.

 

Q. I am not sure if my hazardous waste was recycled or not. How can I check on this?
A.

       The disposal facility adds a code to the hazardous waste manifest to indicate it was recycled at their facility.  You can find the hazardous waste management method codes in Box 19 on the manifest.  The codes for recycled waste are H010, H020, H039, H050, or H061.  See Supplemental California Manifest Instructions for detailed descriptions. 

 

        It is important to note that in some cases (H141), the initial receiving facility only transfers waste to a different facility that may recycle or otherwise handle the waste.  You can contact your hazardous waste transporter or disposal facility to see if your waste was recycled at a subsequent facility.  If you claim that waste was recycled but it is not documented on the manifest, DTSC may ask for additional documentation.

 

Please do not attach your recycling certificates/letters to the Verification Questionnaire or Manifest Fee Calculation forms.  Keep these documents with your manifest records.

Q. How can I check my facility information online?
A.

        DTSC’s Hazardous Waste Tracking System (HWTS) allows access to information via 10 public reports.  Go to Hazardous Waste Tracking System.  Select “Reports” from the menu.

Q. I need to write a Manifest Correction Letter. How do I do this?
A.

        You can find information on how to correct manifests on the DTSC website at:  http://www.dtsc.ca.gov/IDManifest/Manifests.cfm.  Select “Manifest Correction Letters” from the list of links on the webpage.




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