The Manual Reporting Process

Step 1: Set Up Your Access

You cannot use a personal account for this; it must be tied to your business entity.

Step 2: Choose Your Submission Method

Once inside the portal, you have two pathways to report your data:

Step 3: Fill in the Data and Submit

Using the spreadsheet, fill out the mandatory fields for every waste movement you receive. You must use the exact European Waste Catalogue (EWC) codes authorised by your environmental permit.

Completing the Receipt of Waste Template

The workbook's reference tabs feed the two data-entry tabs (7 and 8). Get familiar with these first:

Tab 7 — Waste Movement Level

This tab records the logistics and legal entities involved in moving the waste to your site.

Section 1 — Waste Receipt Details (Your Site)

• A—
  Do not populate

  Leave blank.

• BWaste Tracking ID
  Do not populate

  Leave blank unless you are modifying a movement DEFRA has already processed.

• CYour unique reference
  Mandatory

  Create your own tracking ID for this delivery (e.g. INV-2026-001). Use this exact ID in Tab 8 to link the contents.

• DSite name
  Mandatory

  Your facility's official name.

• E / FSite address & postcode
  Mandatory

  The physical location where the waste was received.

• GReceiver's authorisation number
  Mandatory

  Your environmental permit or exemption reference (e.g. EPR/AB1234CD).

• HRegulatory position statements (RPS)
  Optional

  If operating under a specific RPS exemption, enter its reference number.

• I / JReceiver email & phone
  Optional

  Contact details for your site's responsible person.

Section 2 — Waste Movement Details

• KDate and time received
  Mandatory

  Precise timestamp of delivery, formatted exactly as Excel requires (typically DD/MM/YYYY HH:MM).

• LHazardous waste consignment code
  Conditional

  If the waste is hazardous, provide the official Consignment Note code.

• MReason for no consignment number
  Conditional

  If hazardous but you have no consignment code, type an explanation here.

• NSpecial handling requirement
  Optional

  Any safety instructions (e.g. "Keep dry", "Fragile containers").

Section 3 — Waste Carrier Details

• OCarrier registration number
  Mandatory

  The Environment Agency carrier licence number (e.g. CBDU123456).

• PReason for no registration
  Mandatory

  If the carrier is legally exempt, explicitly state why.

• QCarrier organisation name
  Mandatory

  Legal company name of the haulage / waste management firm.

• R / SCarrier address & postcode
  Optional

  The carrier's registered office address.

• T / UCarrier email & phone
  Optional

  Direct contact info for the transport company.

• VMeans of transport
  Mandatory

  How the waste arrived — choose from the dropdown (Road, Rail, Sea).

• WVehicle registration number
  Conditional

  If you chose "Road", log the lorry/van number plate here.

Section 4 — Waste Broker / Dealer Details

• X–ACBroker / dealer details
  Optional

  If a middleman arranged transport, complete their organisation name, address, contact info and broker registration number. If no broker was involved, leave entirely blank.

Tab 8 — Waste Item Level

This tab details the physical and chemical characteristics of the actual waste items.

Section 1 — Item Linking & Core Details

• A—
  Do not populate

  Leave blank.

• BYour unique reference
  Mandatory

  Type the exact same reference you created in Tab 7 (Column C). This is the glue connecting the waste description to the delivery vehicle.

• CEWC code
  Mandatory

  The 6-digit code (e.g. 20 03 01 for mixed municipal waste). See Tab 3 for the full legal index.

• DWaste description
  Mandatory

  A clear, plain-English description (e.g. "Shredded commercial timber pallets").

• EPhysical form
  Mandatory

  Select from the dropdown: Solid, Liquid, Sludge, or Gas.

• FNumber of containers
  Mandatory

  Numeric quantity (e.g. 1, 4, 12). If loose or bulk-tipped, enter 1.

• GType of containers
  Mandatory

  Select from the dropdown (Skip, IBC, Loose/Bulk, Drum).

Section 2 — Weight Data

• HWeight unit of measurement
  Mandatory

  Select your unit (typically Tonnes or Kilograms).

• ITotal weight of waste
  Mandatory

  Numeric value only — do not type units like "t" or "kg" into the box.

• JIs the weight estimated?
  Mandatory

  Yes for a visual estimate; No if you used a calibrated weighbridge ticket.

Section 3 — POPs & Hazardous Identification

• KContains POPs?
  Mandatory

  Yes or No. Common in old electrical items or upholstered seating.

• LPOP name & concentration
  Conditional

  If "Yes" in K, select the POP compound and list its concentration. See Tab 5.

• MHow were POPs determined?
  Conditional

  Manufacturer Data, Laboratory Testing, or Industry Knowledge.

• NIs the waste hazardous?
  Mandatory

  Yes or No — the EWC asterisk is the easiest way to decide (see below).

• OHazardous property codes
  Conditional

  If hazardous, enter the relevant HP code (e.g. HP 3 Flammable, HP 14 Ecotoxic). See Tab 6.

• PComponent name & concentration
  Conditional

  Required if hazardous: which chemical compound makes it hazardous, and at what percentage.

• QHow were hazardous components determined?
  Conditional

  Your method (e.g. WAC Testing, Safety Data Sheet).

Section 4 — Final Processing

• RDisposal / Recovery code & weight
  Mandatory

  What you're doing with this item, using R and D codes (e.g. R3 recycling of organic substances, or D1 deposit onto land), plus the weight allocated to that process. See Tab 4.

Before you submit: validate

One wrong code or missing field and the Environment Agency rejects the whole movement. Run your completed file through our free validator — it checks every rule DEFRA cares about and gives you a line-by-line report.