OES Reporting Reminder and Program Updates

In this issue:

• Deadline for June’s Steward's/Remitter's Report
• How to file a Monthly Steward’s/Remitter's Report
• Payment Information
• Remitter's and Sub-Remitter’s Agreement Approval
• Cancellation of Remitter's and Sub-Remitter’s Agreements
• Returns/Credits Update

1) Deadline for June’s Steward's/Remitter's Report

The deadline for Stewards/Remitters & Sub-Remitters to file June’s Steward's /Remitter's Report under Ontario’s Waste Electrical and Electronic Equipment (WEEE) program is Friday, July 31, 2009. This will be the third monthly report for companies that supply designated Phase 1 Electronic and Electrical Equipment (EEE) in Ontario. Stewards, Remitters and Sub-Remitters should be tracking monthly the amount of EEE that they Supply for use in Ontario since the program began on April 1, 2009. Previous reporting and payment periods include:

• Report and Payment #1: for April 1-30, 2009 was due on May 30, 2009 and,
• Report and Payment #2: for May1-30 was due on June 30, 2009.
• Report and Payment #3 for June 1-30 is due on July 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 Ontario Electronic Stewardship and is compliant with the Waste Diversion Act (WDA)and the WEEE Program Plan Rules. Non-complying Stewards may be subject to enforcement actions by the Ministry of the Environment as prescribed under Sections 36 - 41 of the 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.

2) How to file a monthly Steward’s/Remitter’s Report

To file your Steward's/Remitter's Report and ensure that your organization is compliant with the WDA and the WEEE program Rules, please complete the following steps:

1) Login to the OES Online Reporting System by clicking on the link https://mtsreport.oesdatasystem.ca/login.aspx

2) Enter your Application number, e-mail address and password.

3) If your organization has not confirmed its obligation as a Steward/Remitter, you will need to go to complete Steps 1 to 4 first:

• Step 1 "Confirm Obligation";
• Step 2 "Confirm/Update Contact Information";
• Step 3 "Confirm /Update Company";
• Step 4 "Remitters and Agreements".

4) Proceed to Step 5 "Enter Monthly Data" and enter the quantity of obligated EEE that your organization Supplied for use in Ontario during the period for which it is required to report, either as the obligated Steward, or as a Remitter or Sub-Remitter (where your organization is remitting on behalf of another Steward or Remitter).

5) Click Next to proceed to Step 6 "Methodology" and answer the appropriate questions.

6) Click Next and proceed to Step 7 "Brands Management" and review the list of Brands.

Similar to previous months, if required, this Step can be skipped.  OES is making improvements to the Brand Management page. Once this page is updated, all companies will be obligated to complete the Brand Management page for all previously filed Steward’s/Remitter’s Reports.

7) Click Next and go to Step 8 "Submit Steward’s Report:"

8) Click Next go to Step 9 "Invoice Listing" page and download your organization’s invoice that indicates the amount owing, based on your Report. Please make payments as outlined below.

3) Payment Information

OES provides information that enables Stewards, Remitters and Sub-Remitters to download their invoices from a confidential web-based system. No invoices are distributed by mail.

Stewards/Remitters are required to make payments by cheque or Electronic Fund Transfer (EFT). Cheques are to be made payable to:

Ontario Electronic Stewardship
26 Wellington St. East, Suite 601
Toronto, Ontario, M5E 1S2

For information on electronic transfer payments please email oesaccounting@ontarioelectronicstewardship.ca

To obtain an invoice, your company’s primary contacts or billing contacts are directed to go to Step 9 on the Steward Reporting System and download invoices and process as appropriate, Please be aware that you will need to deactivate any pop up blocker on your system to be able to download any invoices.

4) Remitter's and Sub-Remitter’s Agreement Approval

As of July 31, 2009 OES will have approved all Remitter’s and Sub-Remitter’s Agreements that have been agreed to by both organizations and where Brands have been assigned.

OES-approved Remitter’s and Sub Remitter’s Agreements take effect the first day of the month that follows approval by OES.  For example, if OES approves a Remitter's Agreement on July 30, then the Steward is obligated for the product supplied for use in Ontario, between April 1 to July 31, 2009, and the Remitter is obligated starting from August 1, 2009. The Remitter will file its first EEE Remitter's Report for the quantity sold during the data period of August 1-31 and would continue to file Reports until the Agreement is cancelled.

Please note that OES had implemented a policy that made the effective date on any Agreement that was approved by both parties before July 1, 2009 to be April 1, 2009. This policy is no longer applicable and from now on, OES will review and approve Remitter’s and Sub-Remitter’s Agreements twice a month.

Remitter's and Sub-Remitter's Agreements will only be approved when:

• both companies have agreed to the terms of the Agreement with each other,
• the Steward has assigned Brands to the Remitter or the Remitter has Brands that they have assigned to the Sub-Remitter 

5) Cancellation of Remitter’s/Sub-Remitter’s Agreements

OES, the Steward, Remitter or Sub-Remitter may terminate a Remitter’s or Sub-Remitter’s Agreement at any time. To do this, any of the parties would need to login to the OES online reporting system and navigate to the “Approved RA” tab. Choose: “Cancel” OES will then send a confirmation email to the other participant. The cancellation takes affect on first day of the next Data Period. Please refer to the Termination Section 5.0 of the Agreements for details: www.ontarioelectronicstewardship.ca/pdf/stewards/remitters_agreement.pdf. The Agreement still requires the Remitter or Sub-Remitter to include the EEE supplied for use in Ontario until the last day of the month in which the Agreement was cancelled.

6) Returns/Credits Update

OES is advising Stewards and Remitters that the OES Online Reporting System will be modified to allow organizations to amend their filed Steward’s/Remitter’s Reports to account for returns made during the previous data period.  Please be advised that this is under development. This Credit/Return feature will allow companies to manage their returns. Please be advised that credits will be applied to future months.

For more information:
 
Visit: www.ontarioelectronicstewardship.ca
Email: customerservice@ontarioelectronicstewardship.ca
Call: 1-888-646-1820

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