Comply with a waste discharge authorization

Once you have an authorization, you must understand, maintain and comply with your conditions to ensure environmental compliance.

How to ensure compliance with your authorization

Carefully read your authorization to understand all requirements. You may need to:

You must comply with all terms and conditions of your authorization at all times. Failure to do so is a non-compliance and could result in enforcement action.

Submit routine reports

A routine report is a regularly scheduled submission of data and documentation for authorized discharges. For example: monthly, quarterly and annual reports.

Who has to submit routine reports?

Each authorization includes unique requirements. Many authorizations require some type of routine report. Some authorizations require multiple types of routine reports.

For details of frequency and what to include in routine reports check:

  • The specific regulation you are authorized under
  • The authorization sent to you by ministry staff if you were sent one

How to submit

Step 1: Gather information

Check your authorization for your specific requirements under the Reporting Requirements or Monitoring Requirements sections. For authorizations under a regulation, check the regulation for specific information.

Step 2: Submit

Review the Naming Conventions Guidance Document (PDF, 471KB) for details and instructions.

Reminders for submission:

  • Only PDF and Excel file formats are accepted
  • Data must be attached to an email and not put in the body of the email
  • For documents larger than 50MB submit via multiple emails and number the emails in the subject line (For example: Email 1 of 5, 2 of 5, 3 of 5)
  • If naming conventions are not followed, it will not be accepted

All reports and data submitted to:

An email reply from the ministry will notify you that your email: 

  • Is accepted 
  • Needs to be resubmitted with corrections
Acceptance of your email is not a compliance determination.

Upload data to the Environmental Monitoring System

The Environmental Monitoring System (EMS) is a database for physical, chemical and biological data of air, water and soil analyses throughout the province. 

Who has to upload environmental data to EMS?

If it required by your authorization you must upload discharge and receiving environment monitoring data directly in the EMS.

How to submit

Step 1: Gather information

Review your authorization to determine the parameters and monitoring frequency that is required.

Choose an accredited laboratory capable of working with the EMS database to perform data analyses.

Step 2: Upload data

Read the Step-by-Step Guide (PDF, 144KB) to upload data to EMS.

Reminders:

  • Ensure data meets quality, accuracy and correctness standards
  • Data must be uploaded by an accredited laboratory

The Environmental Monitoring System page provides detailed instructions on how to view and use data entered into EMS.


Submit annual status forms

An annual status form (ASF) is used to report your compliance status for all of your authorization requirements under the Environmental Management Act (EMA)

Who must submit an ASF?

You are required to submit an ASF as an appendix to the annual report every year if your authorization states this as a requirement.  

Who can complete the ASF?

Anyone designated by the authorization holder can complete the ASF form and sign it. For example, the environmental manager, technician, corporate officer, or consultant engineer.

How to submit

Step 1: Gather information

You need:

  • A copy of your authorization 
  • Monitoring data from the last year
  • Routine reports from the last year
  • Compliance reporting if applicable

Review:

Step 2: Complete ASF form

Use the Annual Status Form Template (Macro-enabled XLS, 33KB) for instructions on how to fill out the form.

Reminders while completing the form:

  • All conditions which have a requirement or limit should be included in the annual status form
  • Condition headings should not be included
  • You must add any new conditions and/or remove any old conditions from the ASF if you have changed an authorization

Step 3: Submit 

Review the Naming Conventions Guidance Document (PDF, 210KB) for details and instructions.

Reminders for submission:

  • Only PDF and Excel file formats are accepted
  • Data must be attached to an email and not put in the body of the email
  • For documents larger than 50MB submit via multiple emails and number the emails in the subject line (For example: Email 1 of 5, 2 of 5, 3 of 5)
  • If naming conventions are not followed, it will not be accepted

All forms and documents submitted to:

An email reply from the ministry will notify you that:

  • Your email is accepted or
  • Needs to be resubmitted with corrections
Acceptance of your email is not a compliance determination.

Report a non-compliance

In the event of a non-compliance, authorization holders may need to submit a report to the ministry. For example: an unauthorized bypass, malfunctions, toxicity test failures, discharge exceedances

 

Learn how to report a non-compliance

If human health or the environment is actively being harmed

If a spill is occurring, please contact the 24-hour Spill or Environmental Emergency Reporting line at 1-800-663-3456.

More information can be found at Report a Spill.

Once you have contacted the Spills line, you must also submit a report of non-compliance and follow the directions below.

How to submit a report of non-compliance

Review your authorization to determine if you have non-compliance reporting requirements.

If it is not a requirement of your authorization, you are still encouraged to self-report any non-compliance because it proves a willingness to comply and develops a compliance history.

If you fail to submit reports of non-compliance in accordance with your authorization you are in non-compliance. Ensuring environmental compliance is your responsibility.  

Step 1: Gather information

It is best practice to report any non-compliance as soon as sufficient information is available.

The non-compliance report must include the following:

  • Authorization number
  • Legal name of the authorization holder, including ‘doing business as’ names
  • Date of the event
  • Description of the non-compliance
  • If available:
    • Test results
    • Remedial action
    • Explanation of most probable cause

Step 2: Submit

Read Compliance Report e-mail Template (PDF, 272KB)

Submit to:

Reminders:

  • In the subject line of the email, include authorization number, Non-Compliance Report (NCR), start date of non-compliance, description of non-compliance
    • For example: 123456 NCR 20200101 TSS exceedance

You will receive an email stating your submission has been received. 

Ministry staff may contact you to:


Prepare for an environmental compliance inspection 

An environmental compliance inspection can occur at any time with and without notification. It is your responsibility to learn how to prepare and what to expect if a compliance inspection occurs.


Pay annual fees and securities

You will receive an invoice for annual discharge fees which are based on the Permit and Approval Fees and Charges Regulation

Fees specific to:

For asphalt plants and wood waste landfills, you must submit your annual production data to PermitAdministration.VictoriaEPD@gov.bc.ca in order to calculate your annual fees.

Ensure your securities are up to date as agreed upon during the authorization process.

Need help?

If you have questions about how to maintain your authorization, our administration staff can help.

Ask a question