IMPORTANT Information for Stewards and Remitters regarding updates to the OES Reporting System, Filing and Payment deadlines, and Interpretive Memorandum

You are receiving this notice because you are a company that has requested to be on a Bits & Bytes distribution list, you are a registered Steward or Remitter, or you attended the
May 6th Webcast for Stewards and Remitters: How to file your monthly report.

This email provides important updates to the OES Reporting System including the Remitter’s Process, and information on monthly Steward’s/Remitter’s Report filing and payment.  OES is also releasing an Interpretive Memorandum which clarifies the definition of Peripherals under the Rules. 

Monthly Steward’s/Remitter’s Report and Payments Due

The Ontario Electronic Stewardship (OES) WEEE program was launched on April 1, 2009. Stewards/Remitters should have tracked the Electrical and Electronic Equipment (EEE) they supplied for use in Ontario for the data period of April 1 – April 30, 2009. The first monthly EEE Steward’s/Remitter’s Reports and applicable payments are due to OES by May 31, 2009. Companies that file Steward’s/Remitter’s Reports and make payments according to the fee schedule in the Rules are considered to be in good standing with OES and compliant with the Waste Diversion Act (WDA).

Obligated Stewards and Remitters who fail to pay applicable EEE Fees may be subject to a penalty of 10% of the Obligated EEE Fees due and payable. Interest may be charged at the posted prime interest rate plus 3% on any outstanding balance due. Non-complying Stewards may be subject to enforcement actions by the Ministry of the Environment as prescribed under Sections 36 - 41 of the WDA.

NEW: The Online Reporting System is ready to accept your monthly reports for the data period of April 1-April 30, 2009. OES held a webcast on May 6th, 2009 outlining the steps required to file your Steward’s/Remitter’s Report please review slides 58-67 available on our website for further information http://www.ontarioelectronicstewardship.ca/consultation/webinars.html

Key Points:

• Data must be entered into the online system
• You must signify your agreement that the report is accurate and complete before being able to submit your report to OES
• OES will be posting invoices on the system that primary contacts and billing contacts will be able to download and process – Invoices will NOT be mailed out.
• Stewards/Remitters are to make payments by cheque ONLY to:
  • Ontario Electronic Stewardship
    26 Wellington St. East, Suite 601
    Toronto, Ontario, M5E 1S2

Update on the OES Online Reporting System

Please note that the Master Agreement is no longer required for the Remitter’s process. As a result, the Remitter’s Agreement & Sub-Remitter’s Agreement have been changed and approved by the OES board.

Companies that have completed the Remitter’s Process online must re-confirm their acceptance of these agreements and participation in the Remitter’s Process by answering a series of questions on the Remitters & Agreements tab page.

• Remitter’s Agreement only deemed to take effect in next month following approval by OES
• For start up purposes only any approved agreements dated before May 31,2009 can have effective date of April 1, 2009 to allow Remitter (Sub-Remitter), and not the Steward, to report & remit fees to OES for EEE supplied into Ontario for April & May 2009
• Stewards still obligated for all EEE it supplied for use in Ontario until the Remitter reports & remit fees (the Steward is not responsible for reporting to OES for the EEE that is covered under a Remitter’s Agreement (unless the Remitter is in Default)

Re-Confirming participation in the Remitter’s Process

Remitter’s and stewards must confirm their participation in the Remitter’s Process. Please follow the steps below to finalize your organization’s status in the Remitter’s Process:

1) Login to the Online Reporting System with your application number, login ID, & password

2) Go to Step 4 Remitters and Agreement

3) Review the Agreements

4) Answer the question:

5) Click Save. This box will disappear.

6) If you click Yes you will be able to change your answers to question A B and C then to save your changes please click CONFIRM

7) If you decide not to enter into any Remitter’s or Sub-Remitter’s Agreements will lose any Agreement request & its associated data.

8) After clicking ‘Confirm’ you will be able to continue with filing your report and processing Agreements.

9) If you have made a mistake contact customer service via email with your change request customerservice@ontarioelectronicstewardship.ca.

10). Emails will be sent out starting next week. Please note that Stewards (as with Remitter’s Agreements) and Remitters (as with Sub-Remitter’s Agreements) are required to enter in their brands and associate their brands with EACH agreement request. You MUST check the boxes and save the information for EACH agreement.

11) Agreements with NO brands will NOT be approved by OES.

12) After OES approves each Agreement OES will email a copy of the completed agreement to the Remitter’s contact for each affected company.

13) If you have an agreement already in place with No brands, please wait for system updates next week that will allow users to already requested agreements.

Coming soon to OES Reporting System

Starting June 1st for the May 1 to May 31 reporting period, the OES Reporting System will include an additional screen allowing Stewards/Remitters to account for returns made during that period.

Interpretive Memorandum

For greater clarity, the OES technical working group amended the language under the Material Designation of peripherals in the Rules.  As per the Rules, OES has issued an Interpretive Memorandum.  Please review the new list of inclusions and exclusions by clicking on the following link: http://www.ontarioelectronicstewardship.ca/pdf/rules/IM_may8_2009.pdf

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