Instructions For Completing The Periodic
Compliance Certification Spreadsheet
Download Spreadsheet:
Once you are
logged onto DEP Online, go to the Documents and Forms tab. Under the Air Program, click on the Excel
icon for the Periodic Compliance Certification Spreadsheet to download and save
a blank copy of the spreadsheet to your computer. You can also download the spreadsheet without
logging on to DEP Online at: https://www9..nj.gov/DEP_RSP/Orchestrate.do?initiate=true&orchestrationId=Core-Documents
Once this
spreadsheet has been completed in accordance with the below instructions, you
must log onto DEP Online and select the Periodic Compliance Certification
service to submit the spreadsheet to the NJDEP.
Validation
Tab:
This
worksheet is used to validate and lock the spreadsheet after it has been
completed. Upon completion of the
spreadsheet, navigate to the Validation Tab and click the “Validate”
button. After clicking “Validate”, any
validation issues will be displayed. If validation issues appear, you must make
corrections to the spreadsheet as directed, return to the Validation Tab, and
click “Validate” again. Repeat this process until you do not receive any
validation issues. Next, click the “Lock” button to lock the spreadsheet. Once
locked, the spreadsheet can be uploaded to the Department’s NJEMS central file.
Facility
Info and Cert Status Tab:
1. Facility Name: Enter the
2.
Program
Interest Number: Enter the Program Interest (PI) number for which the Title V
annual certification is being submitted. The Program Interest Number is a
five-digit facility identification number assigned by the Department, which can
be found on your approved operating permit.
3.
Submittal
Type: Choose Submittal Type, by clicking the corresponding radio button. Note -
“combined” refers to a submittal covering both the 2nd Half
Semi-Annual Deviation Report, and the Annual Compliance Certification.
4.
Is
this a Revision?: In Section 4, select “yes” if this is a re-submittal,
otherwise select “no”.
5.
Reporting
Year: Enter the year for which you are reporting. Note that for Annual
Compliance Certs., electronic submittals are only available to facilities
reporting on a calendar year basis. If
your operating permit requires submittal of Annual Compliance Certs. 60 days
from the anniversary of the initial approval date, you must continue to submit
Annual Compliance Certs. on paper forms (100, 100A, and 100B).
Paper
forms can be found here: https://www.nj.gov/dep/enforcement/annualcomplreports.htm
6.
Due
Date: This field should auto-populate based on your previous selections.
7.
Reporting
Period: These fields should auto-populate based on your previous selections.
Semi-Annual
Deviation Reports:
Choose selection “f”.
Annual Compliance
Certifications:
Compliance Status for the Reporting Period.
Click the radio button corresponding to the statement indicating the
facility’s status for the reporting period. Read all five statements thoroughly
and choose the one that best reflects the facility’s compliance throughout the
reporting period. If your facility did not comply with all applicable
requirements in the operating permit continuously throughout the reporting
period, regardless if the facility has returned to compliance, DO NOT select
statement “a”.
Continuous Compliance Summary Tab - Section IIIa
Summary of Facility and Emission Unit Compliance Status:
This Section is
used to document the compliance status of all Emission
Units/Batch Processes during the reporting period.
Annual
Compliance Certs. and Combined 2nd
Half Semi-Annual Deviation Report/Annual Compliance Certs.:
1.
Permit
Activity ID: Enter the Permit Activity ID. This ID is listed on your approved
operating permit and consists of the letters “BOP” followed by 5 digits. i.e.
“BOP080001”. Note that you may have had
more than one Operating Permit in effect during the period for which you are
reporting. If this is the case, all Permit Activity IDs in effect during
the reporting period must be listed.
2.
Emission
Unit/Batch Process: Section IIIa must include each Subject Item included for
each Operating Permit that was in effect during the reporting period.
Under
this column, fill in each Subject Item listed in the associated operating
permit. Enter only one Subject Item per row. For each Subject Item you will be
certifying compliance for all requirements listed under that Unit. If you have any insignificant Sources (IS)
with requirements, you must also list them in this section. Note: You don’t
have to list each step for Batch Process, but the certification does include
all step requirements.
3.
Continuous
Compliance During Reporting Period:
You
must select Continuous Compliance for each Subject Item for which you are
certifying continuous compliance by using the dropdown menu to select “yes” or
“no” to indicate whether or not the Subject Item was in continuous compliance
during the reporting period.
Semi-Annual Deviation Reports:
Section
IIIa is optional for Semi-Annual Deviation Report submittals. If you wish to
list Emission Unit/Batch Process information for Subject Items in a semi-annual
deviation report, please see above
instructions for Annual Compliance Certs., and Combined 2nd Half Semi-Annual
Deviation Report/Annual Compliance Certs. Otherwise this section can remain
blank.
Deviation Compliance Summary Tab - Section IIIb Summary
of Facility and Emission Unit Compliance Status:
This section is
used to enter details of deviations that occurred during the reporting period.
1.
Permit
Activity ID: Permit Activity ID: Enter the Permit Activity ID associated with
the requirement for which you are reporting a deviation. This ID is listed on
your approved operating permit and consists of the letters “BOP” followed by 5
digits. i.e. “BOP080001”. Note that you
may have had more than one Operating Permit in effect during the period for
which you are reporting.
2.
Subject
Items(s): Use these columns to enter the Subject Item(s) from the Operating
Permit for the deviation(s) you are reporting.
3.
Requirement
Reference #: Enter the referenced # for the deviation(s) you are reporting.
4.
Requirement
Type: Select the requirement type for the deviation(s) you are reporting.
5.
Description:
Briefly describe the deviation.
6.
Compliance
Status at the End of the Reporting Period: Select “In” or “Out” to indicate
compliance status at the end of the reporting period with regard to the
deviation(s).
7.
Was
this Deviation Intermittent or Continuous Throughout the Reporting Period?: If
the deviation was ongoing throughout the entire reporting period select
“continuous”. Otherwise select “intermittent”.
8.
Deviation
Notification/Department Response Status: Note - more than one selection may
apply, user can select multiple items from the drop-down menu.
Compliance
Report: Select “Compliance Report” if you have previously submitted information
relative to the deviation to the Department in a compliance report. (i.e.
EEMPR). If “Compliance Report” is selected, you will be required to add
information under the column labeled “Compliance Report Type”. Note that if
“Compliance Report” is selected, Columns “P” (Recurring Deviation of
Requirement) through “X” (Comments) on this Tab are optional.
DEP
Addressed with ENF Action: Select “DEP Addressed with ENF Action” if you have
received an enforcement action (i.e. NOV, AONOCAPA) from the Department for the
deviation you are reporting. If “DEP Addressed with ENF Action” is selected,
you will be required to enter the EA Activity Number under the column labeled
“Enforcement Action Activity Number”
Notification: Select “Notification” if you have previously
notified the Department of the deviation. If Notification is selected, the user
will be required to enter the CC# or reported date under the column
labeled “Communication Center
Notification Number or Reported Date”.
9. Compliance Report Type: If “Compliance Report” was selected under the
“Deviation Notification/Department Response Status” column, you are required to
enter information in this field. Use
this field to specify the type of report the deviation was reported under (i.e.
EEMPR).
10. Enforcement Action Activity Number:
If “DEP Addressed with ENF Action” was
selected under the “Deviation Notification/Department Response Status” column,
you are required to enter information in this field. Use this field to enter
the EA# (i.e. PEA080001).
11.
12. Recurring Deviation of Requirement: If
the deviation occurred on multiple dates throughout the reporting period select
“yes”. Otherwise select “no”.
13. List all Deviation Dates or
14. Deviation Discovery Date: Enter the date
on which you first became aware of the deviation.
15. Affirmative Defense Requested?: Select
“yes” or “no” to indicate whether or not
you asserted affirmative defense to liability for the deviation.
16. Did the Deviation Result in Excess
Emissions? Select “yes” or “no” to
indicate whether or not the deviation resulted in excess emissions.
17. Estimate the Amount of Emissions Below: Select
contaminant as appropriate. If excess emissions can be calculated, fill in the
approximate amount of excess emissions in lbs.
18. Describe the steps taken to correct the
problem: Enter text in this field as appropriate.
19. Comments: Enter comments as appropriate.
Printing for submittal to EPA
To print the
spread sheet deviations tab for submittal of a paper copy of the Annual
Certification to EPA:
1. In My Workspace, in the My Services - Submitted
section, Click on the icon in the Summary column for the Annual Certification
service you wish to print.
2. Select Printer Friendly version link,
this will bring up a printable version of the two part Certification. Print this page and sign next to your name
for both certifications. After printing close the printer friendly webpage.
3. In the Service Summary Page, while
holding the CTRL key click the link under the Specific Registration Information
to upload the spreadsheet. Continue holding down the CTRL key until the pop-up
appears. You may have to hold down the CTRL key while selecting open or save on
the pop up window.
Print
the Facility Info and Cert Status tab and the Continuous Compliance Summary
tab.
Go
to the Deviation Summary tab (instruction for Excel 2003. Excel 2007-2010 will
be different).
1. Go to File > Page Setup > Page Tab,
Select Landscape.
2. If you have the ability, select 8.5 x 14
(Legal Size) paper.
3. Under Scaling, you can also select Adjust to:
and enter 90 %
Steps
2 and 3 will allow the Deviation Summary tab to fit on three pages, instead of
5 pages.
4. Go to File > Page Setup > Sheet Tab and
check ‘Row and Column Headings'.
This
will allow each page of the Deviation Summary tab to be properly aligned for
review by EPA.
5. Go to File > Print Preview, adjust margins
as you wish.