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Chapter 4: Applications

This chapter provides information on applying for methodology and reporting changes, waivers, time extensions and refunds.

Overview

OWLS enables the authorised Verifier for a disposal facility to apply for extensions, refunds and waivers, as listed below.

The Data Entry user only has view access to this functionality.

Application When to use
Return extension Apply for an extension of time to submit a return.
Payment extension Apply for an extension of time to pay an invoice.
Waiver application Apply to have some, or all, of the levy amount waived in exceptional circumstances.

Average tonnage application

Apply to use an average tonnage method for calculating the tonnage value submitted on your returns. This applies to light vehicles only.

If you are changing to any other type of method, call 0800 WDLEVY (0800 935 389).
Annual returns application Apply to submit annual returns. You are eligible to submit an application if your facility’s expected net tonnage for the year is less than 1000 tonnes.
Extension of storage time application Apply to extend the time diverted material is stored on site beyond the automatically allowable six months.
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).

 

Application summary screen

You can view the status of pending and previously requested applications using 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 the application after it had been approved.

The Verifier can only VIEW the application.

 

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. An extension of time to submit your return does not change the date on which the levy must be paid.

Notes:

  • Only one extension can be granted for any return.
  • This application is not applicable to annual returns.

Who is responsible

Disposal Facility Verifier

Steps

Step Action

1

Click on the Applications link in the Content panel.

2

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

Result: The Return Extensionapplication 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

Enter 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.

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 Add files link.

  • The maximum file size is 3MB.
5 Click the Submit button.

Where to 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 on 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 payment is due.

Role

Disposal Facility Verifier

Steps

Step Action

1

Click on the Applications link in the Content panel.

2

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

Result: The Payment extension application screen displays.

Payment extension application screen

3

Enter the number of the invoice for which you want an extension in the Invoice No. field and then press TAB.

Result: The system automatically populates the Amount to be extended field based on the invoice number.

Note: If you enter:

  • an invalid invoice number you will not be able to proceed. Re-enter the correct invoice number, and press TAB

  • the wrong invoice number, and the system has populated the amount field with the information from a different invoice, you will need to Cancel out of the application screen, and return to step 1.

4

Enter 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.

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 Add files link.

  • The maximum file size is 3MB.

6

Click the Submit button.

Where to 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 will need to pay the levy on the due date.

If the application is successful, you will need to pay in full by the extended due date. No further extensions for the same payment will be given.

Note: If you do not pay by the approved due date, interest will be charged on the outstanding amount.

 

Apply for a waiver

When to use

Use these steps to apply to have the requirement to pay an amount of levy money waived.

You should only use this application in exceptional circumstances, and will need to prove why the event justifies a waiver of the levy.

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

Role

Disposal Facility Verifier

Steps

Step Action

1

Click on the Applications link in the Content panel.

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 start period from the drop-down list.
Single month

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

Note: When selected, the To field will be greyed out.
To If the waiver is required for more than one month, select the end period from the drop-down list.
Material code Select the relevant type of material.
Tonnage Enter the tonnage.
Reason for application

Enter 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.
If any part of the waiver applied for… If you are applying for a waiver for material on an existing invoice(s), enter the invoice number(s).
3

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 Add files link.
  • The maximum file size is 3MB.
4 Click the Submit button.

Where to next?

We will notify you in writing of the decision 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.

 

Apply to use the average tonnage method for your facility

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.

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

Disposal Facility Verifier

Steps

Step

Action

1

Click on the Applications link in the Content panel.

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

Enter the reason you wish to change to an average tonnage method.

Note: If your reason is longer than 200 characters, please attach a file containing the explanation.

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 Enter the vehicle type.
Average tonnage Enter the average tonnage for that type.
How average tonnage calculated

Enter a description of how you calculated the average tonnage.

You may also wish to attach one or more files as supporting evidence for your application.
Evidence of statistical validity

Enter a description of the evidence of statistical validity of average tonnage.

You may also wish to attach one or more files as supporting evidence for your application.
Note: If your calculations or evidence are longer than 200 characters, please attach a file containing the details.

6

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

  • edit to update the vehicle information

  • remove to delete the vehicle information.

Actions links to update

7

Repeat from step 4 for any other vehicles you want to add.

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.

  • statistical data in Excel format (or similar) eg, weighbridge records.

Note:

  • To attach additional files, click the Add files link.

  • The maximum file size is 3MB.

9

Click the Submit button.

Where to 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.

 

Apply to submit annual returns

When to use

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

Smaller disposal facilities, where expected net tonnage for the financial year is 1000 tonnes or less, may apply to submit annual returns.

You can apply at any time to be approved to submit annual returns. 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

Disposal Facility Verifier

Steps

Step

Action

1

Click on the Applications link in the Content panel.

2

Select Annualpermission 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 Enter your expected net tonnage for the financial year in metric tonnes.
Evidence for expected net tonnage

Enter a description of how you calculated this figure.

If your evidence is longer than 200 characters, please attach a file containing the details.

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 Add files link.

  • The maximum file size is 3MB.

3

Click the Submit button.

Where to next?

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

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

 

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

When to use

Use these steps to apply to extend the time period for the storage of material beyond the six-month limit. You should submit your application at least a month in advance of the expiry date for that material (six months after it was received).

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

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

Role

Disposal Facility Verifier

Steps

Step Action

1

Click on the Applications link in the Content panel.

2

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

Result: The Storage time extension application screen displays.

Storage time extension application screen

2

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) Enter the weight of the material for which you are requesting an extension.

Date materials received

Select the month and year the material was received.

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

Material 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

Enter 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.

3

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 Add files link.

  • The maximum file size is 3MB.

4

Click the Submit button.

Where to next?

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

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

 

Apply for a refund

When to use

Use these steps to apply for a refund of the levy money paid after a waiver was granted.

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

Note: Do not enter requests for reimbursements in the Refund screen. Any request for a reimbursement should be directed to 0800 WDLEVY. Please note that a:

  • Refund is a refund of the levy money paid after a waiver was granted.

  • Reimbursement is a reimbursement for an amount of money credited against the account.

Role

Disposal Facility Verifier

Steps

Step Action

1

Click on the Applications link in the Content panel.

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

Enter 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

Enter the amount of money to be refunded.

Reason for application

Enter the reason you require a refund.

Note: If your reason is longer than 200 characters, please attach a file containing the explanation.

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 Add files link.

  • The maximum file size is 3MB.

5

Click the Submit button.

Where to 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.