National E-Manifest System

On This Page:

• Background
• The Regulated Community and e-Manifest
• Manifest Corrections
• e-Manifest Fees
• Additional New York State Requirements
• Resources & EPA FAQs for Users
• Contact Information for DEC's Waste Transport & State Assistance Section

Background

The United States Environmental Protection Agency (EPA) developed a national electronic manifest (e-Manifest) system (link leaves DEC's website) that facilitates the tracking and transmission of the EPA uniform hazardous waste manifest form (EPA Form 8700-22) using a web browser. This system was implemented by the EPA in partnership with industry and states. The new system was designed to make manifesting more effective and convenient for users. Paper manifesting is still allowed under this new system, however, the cost of using paper manifests is higher than using completely electronic manifests. For paper manifests, a 5-copy manifest must be used instead of the old 6-copy manifest. The e-Manifest system launched on June 30th, 2018.

The Regulated Community and e-Manifest

On July 17, 2018, DEC issued an enforcement discretion letter implementing certain provisions of EPA's e-Manifest rule in New York State. The letter describes how DEC will exercise enforcement discretion with respect to certain less-stringent provisions of EPA's e-Manifest rule. The letter also discusses the more stringent New York State requirements that will be maintained. The letter can be accessed here: DEC e-Manifest Enforcement Discretion Letter, updated April 14, 2022 (PDF, 385 KB).

The regulated community can use the various outreach materials provided by EPA on the e-Manifest website (links leave DEC's website). EPA conducts webinars (link leaves DEC's website) related to the development and progress of the e-Manifest system; archived copies of previous e-Manifest webinars are located on the same webpage. EPA's e-Manifest team provides updates through the EPA e-Manifest listserv emailing list and EPA Monthly Update webpage. These updates cover a range of topics including system development, implementation, and various meetings and workshops. You can access these updates by subscribing to EPA's e-Manifest listserv (send a blank e-mail to [email protected] to subscribe) or visiting EPA's e-Manifest Monthly Update webpage (links leave DEC's website).

Verify Your Site Information

It is recommended that you use RCRAInfo Web (link leaves DEC's website) to verify that the EPA ID number, site name, location address, mailing address, and contact phone number that are associated with your site are correct. The information associated with your site in RCRAInfo will be used on your electronic manifests in the e-Manifest system, so it is important that the information in RCRAInfo is correct. Site information can be updated in the myRCRAid module of the RCRAInfo Industry Application (App).

Site Identification (ID) Numbers

EPA Region 2 issues the EPA ID numbers for sites located in New York State. EPA ID numbers are assigned to a site's physical location (an EPA ID number does not transfer with the handler if the handler moves to a different site). Small quantity generators (SQGs), large quantity generators (LQGs), transporters, and treatment, storage, and disposal facilities (TSDFs) are required to have an EPA ID number. EPA ID numbers for New York facilities beginning with "NYP" are provisional ID numbers and should only be used for 30 days after the number is issued. EPA ID numbers for New York facilities beginning with "NYP" or "NYN" should not be used as the permanent EPA ID number for a site in the e-Manifest system, please contact EPA Region 2 for details. For more information about New York site locations, please see the EPA Region 2 webpage on obtaining EPA ID numbers (link leaves DEC's website) or call EPA Region 2 at (212) 637-4106.

Account Registration

See the industry user guide (PDF, 328 KB) for user account registration information before registering and using the RCRAInfo App - production (link leaves DEC's website) to view, e-sign, or submit official manifests using e-Manifest.

Communicating with Transporters and Receiving Facilities

Generators should communicate with their selected transporters and receiving facilities (e.g., TSDF, recycler, etc.) to decide who will be responsible for creating new manifests and whether paper or completely electronic manifests will be used; this will help to prevent duplicate manifests for the same shipment.

Receiving facilities are responsible for the submittal of final, signed manifests to the e-Manifest system and the payment of associated fees. It is recommended that generators and transporters contact their receiving facilities for available participation options and costs under the new system.

Generators

Generators should obtain a RCRAInfo Industry User App account if they have an EPA ID number for their site and wish to access and sign electronic manifests using the e-Manifest system web-based submittal software. If generators intend to meet the manifest recordkeeping requirements by storing their manifests in the e-Manifest system, they will need to have an EPA ID number for their site and obtain a RCRAInfo Industry App account and have access to their site in e-Manifest. Generators should verify that all their manifests since 6/30/18 are available in RCRAInfo. If not, they should contact the receiving facility.

Completely paperless (electronic) manifesting is the lowest cost e-Manifest submittal method. If a generator wishes to use completely electronic manifests, then the generator must select a transporter and a receiving facility that are also able to use completely electronic manifests. Note: All records for completely electronic manifests will only be accessible through RCRAInfo, which requires internet connectivity.

Transporters

Transporters must have an EPA ID number. Transporters should be identified as a Transporter of Hazardous Waste in RCRAInfo (Item 11.A.1.a. on the EPA Site ID Form 8700-12; can be updated in myRCRAid module). Transporters may verify their hazardous waste transporter activity using RCRAInfo Web (link leaves DEC's website). Transporters will need to obtain a RCRAInfo Industry User App account if they wish to access and sign electronic manifests using the e-Manifest system web-based submittal software. Note: Transporters of hazardous waste that pick up from or deliver to locations in New York State must have a valid Part 364 Waste Transporter permit issued by DEC. Please see DEC's Waste Transporter page for more information.

Receiving facilities

Receiving facilities must have a RCRAInfo Industry App User account. Receiving facilities who receive wastes that require the use of a hazardous waste manifest (federal hazardous wastes, state-only hazardous wastes, etc.) are required to have an EPA ID number to use the e-Manifest system, even if the facility is not obligated to have an EPA ID number under regulations.

If a receiving facility in New York has an EPA ID number and a user registered in RCRAInfo for e-Manifest for their site, but is not available to be selected as the "designated facility" on an electronic manifest, the facility may need to be added to e-Manifest's receiving facility lookup table by DEC. In this case, the facility should contact DEC and request that their facility be added to the lookup table by sending an email to [email protected] with the subject "e-Manifest: Add Facility" (the facility's EPA ID number should be included in the email).

Receiving facilities are required to submit all final manifests to the e-Manifest system except those for exported waste. The option for receiving facilities to submit paper manifests by mail to the e-Manifest system has been phased out. Beginning June 30, 2021, paper manifests can still be used, but rather than mailing them to EPA's e-Manifest Paper Processing Center, EPA is requiring receiving facilities to scan them and upload their image file into RCRAInfo. This submittal method requires the Manifest Tracking Number to be typed in as part of the submission. There is a fee for each final manifest that a receiving facility submits to the e-Manifest system and each receiving facility is billed on a monthly basis. See the e-Manifest User Fee Rule FAQ (link leaves DEC's website) for more information. Receiving facilities accepting wastes that are state-only hazardous wastes will be required to submit final manifests to the e-Manifest system. This includes wastes that are state-only hazardous wastes in New York State or state-only hazardous wastes in the state where the waste was generated.

Manifests that Must be Submitted to RCRAInfo e-Manifest

Hazardous waste manifests need to be submitted by receiving facilities if they are used to ship a waste that is required to be transported using a hazardous waste manifest by EPA or the state regulations of the generator state or destination state except those for exported waste.

Mailing Paper Manifests to e-Manifest Paper Processing Center - Phased Out June 30, 2021

Beginning June 30, 2021, the requirement for receiving facilities to submit paper manifests may be met only by transmitting electronically an image file or both an image file and data to RCRAInfo.

Manifest Corrections

Users who need to correct paper manifests can either correct a manifest on paper before the receiving facility submits it into e-Manifest, or they can correct it electronically using RCRAInfo after the paper manifest has been submitted into e-Manifest. Users who need to correct hybrid or electronic manifests can only correct those manifests electronically using RCRAInfo.

e-Manifest Fees

EPA issued the Final Rule: User Fees for the E-Manifest System and Amendments to Manifest Regulations (User Fee Rule) (link leaves DEC's website) on January 3rd, 2018. This rule created the initial fee schedule for users of the e-Manifest system.

The e-Manifest fees that the regulated community must pay are based upon the method used to collect the manifest data (e.g., paper or electronic). EPA only imposes user fees upon receiving facilities. Receiving facilities are assessed a fee for each final manifest that they submit to the e-Manifest system and will be billed on a monthly basis. EPA revises the fee schedule every two years to ensure that the fees charged to the regulated community reflect the cost of running the e-Manifest system.

More information about fees, including the current fees and planned fee changes, can be found on EPA's e-Manifest User Fees and Payment Information webpage and e-Manifest User Fee Rule FAQ (links leave DEC's website).

Additional New York State Requirements

DEC will continue to require the following:

• The use of all applicable state hazardous waste codes including: PCB wastes (state-only hazardous waste codes B001-B007) in 6 NYCRR 371.4(e) (link leaves DEC's website) and ultimate disposal method code (L, B, R, T) (See 6 NYCRR 372.2(b)(2)(ii) (link leaves DEC's website)).
• Generators located in New York State must continue to submit a paper copy of the generator copy of the hazardous waste manifest forms to DEC if the waste on the manifest is exported to a foreign country. Generators who use the EPA e-Manifest system for entire manifest transactions (electronic manifest from the generator to the receiving facility) will not be required to submit paper copies of electronic manifest forms to DEC. Instead, DEC will have access to the manifest data in the EPA e-Manifest system.

Resources & FAQs for Users

DEC Full Industry User Guide (PDF, 328 KB)
DEC Simplified e-Manifest Industry User Guide (PDF, 162 KB)
EPA e-Manifest General FAQ (link leaves DEC's website)
EPA e-Manifest User Fee Rule FAQ (link leaves DEC's website)

General e-Manifest questions (federal requirements, software design and development, etc.) should be directed to EPA via email sent to: [email protected] (link leaves DEC's website).

What to Do When a Manifest is Missing from Your Site's e-Manifest Tab in RCRAInfo

If, you do not see a particular manifest in your site's e-Manifest tab in RCRAInfo and it has been 30 days since the waste was shipped, there are some steps you can take to try to find that manifest in RCRAInfo. If you are a small quantity generator or a large quantity generator and you are not able to locate a copy of your final manifest (either in RCRAInfo or from your receiving facility) within 45 days of the date that the waste was shipped, you will need to send a manifest exception report to DEC. Please note, export manifests to foreign receivers are not entered into or stored in RCRAInfo at this time so RCRAInfo cannot be used to locate those manifests.

To find a missing manifest, other than those manifests used to export waste:

Log-in to RCRAInfo and click on the e-Manifest tab. Use the "Check Manifest Status" button to search by Manifest Tracking Number. If a manifest returns a status of "Found" but you still cannot find it by using the "Search Manifests" button, please contact EPA using the "Feedback/Report an Issue" link.

You can also contact the receiving facility listed on the manifest. Receiving facility staff are responsible for entering data into RCRAInfo for most paper manifests they receive and accept. If the receiving facility entered the manifest into e-Manifest and the manifest does not appear on a handler's e-Manifest tab in RCRAInfo and the handler has an EPA ID number, then it may be that an error was made when the receiving facility user entered the EPA ID number from the paper manifest into e-Manifest. If the receiving facility only uploaded an image file of the scanned paper manifest into RCRAInfo, then it may still be awaiting processing by EPA at the Paper Processing Center. Handlers may want to consider contacting their receiving facilities for more information about their manifests.

EPA e-Manifest Helpdesk for Industry Users

Available: 8:00 am - 6:00 pm EST
Toll Free: (833) 501-6826
Direct Line: (970) 494-5508
Email Helpdesk for Industry Users: [email protected]

Contact Information for DEC's Hazardous Waste Compliance & Technical Support Section

Hazardous waste manifest forms and related correspondence should be mailed to:
NYS Department of Environmental Conservation
Division of Materials Management
Hazardous Waste Compliance & Technical Support Section
625 Broadway
Albany, NY 12233-7252

Contact Information:
Hazardous Waste Compliance & Technical Support Section
Phone: (518) 402-8730
Fax: (518) 402-9024
E-Mail: [email protected]

Disclaimer

e-Manifest is a federal program. The content on this page is for informational purposes only and, while believed to be accurate, should not be relied upon for official federal requirements of the e-Manifest program or legal interpretation. Export manifests to foreign receivers are not entered into e-Manifest and cannot be stored in the e-Manifest system at this time.