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Frequently asked questions

11 October 2017
The Emissions and Energy Reporting System (EERS) is the system for all reporting under the National Greenhouse and Energy Reporting Act 2007 (NGER Act).​

EERS access, ​passwords and Client Portal

What is the difference between the Client Portal and EERS?

Client Portal

The Client Portal is the entry point for reporters to access their EERS account(s). It is also where people with the right access level, can add, edit or remove users from their organisation's EERS accounts. Applications for registration as a liable entity can also be submitted online via the Client Portal.

Once you have entered your user name and login details, you will be taken to the Client Portal home screen. To access EERS, you need to select the View details under the ‘My Systems’ heading then click the Launch EERS.

Image is a screenshot of the log-in page to access EERS, as described above. 

EERS

EERS is the system where NGER reports are created and submitted. Once you have logged into the client portal and selected the EERS link, you will then be taken to the EERS Home screen (you do not need a separate password to log into EERS).

From the EERS home screen you can select the appropriate reporting entity (if you have access to more than one organisation's EERS account), and then select the applicable reporting year.

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How do I get access to my organisation's EERS account?

To obtain an EERS account, an organisation must first have been registered under the NGER Act (i.e. as a controlling corporation or reporting transfer certificate holder) or have submitted an agreement, under section 22X of the NGER Act, that it is a responsible group member.

As a result of registration, your organisation's EERS account will be created and an NGER contact person and an executive officer from your organisation will be given access to the account.

If you wish to be added to your organisation's EERS account you need to:

  • create yourself a client portal account (if you do not already have one), and
  • provide your email address and client portal ID (eg CER123456) to your organisation's NGER contact person. They will then be able to use these details to add you to your organisation's EERS account.

If your NGER contact person has left your organisation, you need to complete the documentasset:CER-NGER-CP Addition of a New Contact Person form.

Once completed, this form can be emailed to the Clean Energy Regulator. The form needs to be submitted by an executive officer from your organisation, or if submitted by someone else, an executive officer must be copied into the email.

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How do I add new users to my organisation's EERS account?

You can add, edit and remove users from your organisation's EERS account via the self-service part of the client portal. To be able to manage users for your organisation's EERS account you need to have been assigned the Client Portal Manager role in the client portal.

At the time of your organisation's NGER registration, the Clean Energy Regulator will give the NGER contact person the Client Portal Manager role. That person may then choose to allocate the same permission to one or more people in the organisation.

To add new users to your organisation's EERS account, log into the client portal and click on the ‘View details’ button under the ‘My Organisations’ heading. Then select your organisation from the list provided.

 

From the My Organisations screen, provided you have the Client Portal Manager role, you will see a list of all people that currently have access to your organisation's EERS account. You will then have the option to edit the existing people's details, or add a new user.

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What are the roles and permissions that an EERS user can have?

There are eight different roles which a person can have. These roles are:

  • Client Portal Manager
  • Form Submitter
  • NGER Contact Person
  • NGER Coordinator
  • NGER Data Provider
  • NGER Executive Officer
  • NGER Guest, and 
  • NGER Nominated Report Submitter.

Each organisation must have an executive officer and an NGER Contact Person at all times (this may or may not be the same person).

See documentasset:User guide - Self-service EERS User Management via the Client Portal for more information on roles.

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I have a contact person and executive officer set up in EERS, why would I need to set up other roles?

When it is created, each organisation's EERS account will have an executive officer and an NGER Contact Person. The NGER Executive Officer and the NGER Contact Person may be the same person.

It is your organisation's choice to set up additional roles. Additional roles are useful for organisations that would like multiple people to have access to its EERS account. This allows for data entry to be performed for the organisation by a number of people. For example, an organisation reporting on numbers of facilities may wish people from each facility to be able to enter data.

Alternatively, an organisation may wish to set up a number of executive officers, to ensure that someone is available and has access to EERS to ensure that submissions can take place by the statutory deadlines.

See documentasset:User guide - Self-service EERS User Management via the Client Portal for more information on using the Client Portal to add users to an EERS account.

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The NGER Contact Person and Executive Officer with access to my organisation's EERS workspace has left the organisation – how do I get access to EERS?

You will need to complete and submit the Addition of a New Contact Person form, email it to reporting@cleanenergyregulator.gov.au and copy in an executive officer.

To complete the form, you need to provide the Client Portal user ID (e.g. CER123456) of the person being added. If the person does not already have a Client Portal user ID, they should obtain one by registering with the Client Portal through the Clean Energy Regulator website.

The new contact person will then be set up with access to EERS and the Client Portal, and can then use the Client Portal self-service functionality to add new users (e.g. a new executive officer).

Instructions on using the Client Portal to add, edit our remove EERS users, can be found in documentasset:User guide - Self-service EERS User Management via the Client Portal

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General EERS questions

Can I get an extension to the reporting deadline?

The NGER reporting deadline is a statutory deadline, and the Clean Energy Regulator cannot provide extensions. All 2015–16 NGER reports must be submitted by midnight,Monday, 31 October 2016 (AEDT).​​​​​​

Failure to submit your report by the due date is a contravention of the NGER Act that may attract a civil penalty of up to $360,000. Additional civil penalties of up to $18,000 may also apply for each day that a report is late. The NGER Act also contains a range of other possible responses for non-compliance, including use of enforceable undertakings and infringement notices.

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What information carries over from the previous reporting period for an existing reporter?

If your organisation had an EERS workspace and submitted an NGER report in the previous reporting year, your EERS workspace for the current reporting year will automatically be populated with information from your previous workspace. This information will include:

  • reporting entity details (name, ABN or ACN etc, addresses)
  • executive officer and contact person details
  • the entire corporate structure (including group members, facilities, business units, facility aggregate and network or pipelines)
  • details for entities in corporate structure (i.e. names, addresses, geographical coordinates and previously answered questions, and
  • facility activity data, with the exception of activity values, methods and matters to be identified.

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Can you explain the corporate structure which appears on the left side of the screen when I log into EERS?

When you select the appropriate reporting year on the EERS home screen you will be directed to the main details page for the reporting entity that you have selected. The reporting entity's corporate structure will be displayed on the left-hand navigation pane as shown below.

Image is a screenshot of the left-hand navigation page on the EERS homescreen as described above. 

The reporting entity (i.e. controlling corporation, reporting transfer certificate holder or responsible group member under section 22X) will be at the top of the list. Below the reporting entity will be a list of group members (if any – applicable only to controlling corporations) and the facilities that the reporting entity is responsible for reporting on.

Where there are both group members and facilities in the list, facilities that are under the operational control of a group member, will appear underneath the relevant group member.

Where a plus sign is visible next to an entity in your corporate structure, this means that by clicking on the plus sign you will be able to expand the list to view entities set up directly under that entity.

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Can I change my corporate structure from year to year?

Yes, you can alter your corporate structure to reflect changes that occur in your organisation as required.

For example you may wish to remove an entity from your corporate structure if your controlling corporation has sold a group member. You may also need to add facilities or group members. For example, if a group member has been acquired or your organisation has operational control over a new facility.

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I have entered data in EERS but it does not appear in my report(s) when I generate it (them). What do I do?

Data entered into an EERS workspace may not appear in a report. This may be correct or you may need to take further action, as follows:

  • Check that the facility in question has reached a relevant threshold – if you have entered data against a facility, but the facility is below relevant thresholds, it should not appear in NGER section 19 or section report.
  • Check that the facility is marked as 'Reporting'. To do this, go to the 'Facility Details' page for the facility, and check the 'Entity Status' field is marked 'Reporting'. If it is marked as 'Not Reporting', you need to change this field to 'Reporting', using the drop down menu, and save the changes.

Once you have confirmed the above, the facility should appear. If this doesn't occur, please contact the Clean Energy Regulator.

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I have made changes to my EERS workspace, but am unable to save these changes. What should I do?

Ensure that all mandatory fields, noted with a red asterisk, have been completed before saving a page. Where you selected the 'save' button, but it doesn't appear that anything has happened, scroll to the top of the page. EERS often provides instructions as to what information is missing.

When entering data that is a number between 0 and 1, ensure you include the '0'. For example:'0.625' not '.625'.

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I am unable to enter data for my facility because the 'Enter Activity Data' button is disabled

The 'Enter Activity Data' button will remain greyed out (disabled) until all mandatory fields have been completed and any changes have been saved. All fields with an asterisk (*) must be addressed.

I want to enter data, but the Data Entry tab is locked

If you are trying to enter data and the Data Entry tab is locked (has a picture of a padlock and the tab cannot be selected), this is because a report has been generated but not submitted.

Image is a screenshot of the instruction stated above 

To unlock your workspace and allow further data entry, go to the reports tab and remove the unsubmitted report.

Image is a screenshot of the instruction stated above 

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How do I attach documents to my report in EERS?

If required, you are able to submit supporting information along with your EERS report. To attach supporting documents, please select the 'Add File' button from the reports tab prior to generating your draft report. This allows you to select the required document from your computer. Once this has been selected, click on 'Upload' to attach the document to your report. Documents cannot be attached in EERS once a report has generated. If you generate a report and need to add an attachment you will need to remove the report, add the required attachment and generate the report again.

Please note that only .PDF files can be uploaded, and must be below 5MB in size. A maximum of four documents can be uploaded.

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Who can submit a report?

All reports are to be submitted by an executive officer (or equivalent) of your organisation.

An executive officer is defined as a:

  • director
  • chief executive officer (however described)
  • chief financial officer (however described), or
  • a secretary (ie a company secretary).​

 

Alternatively, the Executive Officer may authorise a nominated report submitter to submit a person's NGER report through EERS, on their behalf.

The Executive Officer who provided the authorisation, should be the person whose details are selected in the Executive Officer field in EERS. ​


 

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Will I be notified when I successfully submit my report(s) in EERS?

Once your report has been successfully submitted, it will appear in the Submitted Reports table under the Reports tab. This table also includes the date and time of submission and the version of the report.

Image is a screenshot of the instruction stated above 

A report receipt will also be available in EERS. The receipt will confirm the time and date of the submission, the version and type of report submitted. It will also note who submitted the report. You will then be able to print a copy of this receipt for your records.

To locate the receipt in EERS, click on the Reports tab, then under Submitted Reports click on Action button for the report submitted then select Report Submission Receipt.

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I can't generate a draft report in EERS, what should I do?

Reports are generated in EERS by going to the Reports tab and selecting the Generate option in the Action column against the unsubmitted report you wish generate. If the Action column says Disabled, check that an executive officer and contact person have been selected on the Data Entry page for the reporting entity. Once you select both of these people and save the change, you will get the option to generate a report.

If you have generated a report and the Action column against that report says 'Preparing Report', try hitting the 'F5' key. This refreshes the page and the report should appear for you to view. The 'Action' column will then allow you to remove the report so you can continue entering data (see FAQ—I want to enter data, but the Data Entry tab is locked, for information on removing a generated report).

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How do I save an electronic copy of my report?

You are able to save electronic copies of reports by using the print function. This will work for both submitted and unsubmitted reports.

Once you have generated or submitted a report, view that report by clicking on the hyperlink.

Image is a screenshot of the instruction stated above 

This will open up an on screen version of the report you are attempting to save. Click either Print Report in the left hand menu, or Print on the right of the screen:

Image is a screenshot of the instruction stated above ​​

Once you have selected print, the print options box should appear. Depending on your set-up, you will be able to save as a PDF or XPS file.

Image is a screenshot of the instruction stated above 

Select Adobe PDF (if installed) or Microsoft XPS Document Writer from the list of available printers, and then click on print.

You will then be prompted to complete the save by entering your file name and choosing where you wish to save the document to.

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Am I able to resubmit my report(s) in EERS?

The Clean Energy Regulator encourages voluntary disclosure of reporting errors. If you detect an error in a previously submitted report you must contact the Clean Energy Regulator.

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What is the Small Facilities Percentages link?

The Small Facilities Percentages link enables reporters under section 19 of the NGER Act to report greenhouse gas emissions, energy production and energy consumption of a facility as a percentage of the corporate group's total emissions and energy, where the facility meets the requirements of regulation 4.26 of the National Greenhouse and Energy Reporting Regulations 2008.

This link is viewable in the left-hand navigation pane, beneath the Corporate Structure box on the Reporting Entity Information screen in EERS as shown below.

Image is a screenshot of the left-hand navigation pane 

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How do I check if I have entered the correct latitude and longitude for a facility?​

The Clean Energy Regulator requires latitude and longitude coordinates (coordinates) for a facility to be provided to three decimal degrees in EERS.

Coordinates need to be consistent with the Geocentric Datum of Australia. The Australian datum aligns to the World Geodectic System and is consistent with the formats used in internet and portable GPS tools commonly available in Australia..

There are a number of different formats for expressing coordinates, for example:

  • decimal degrees [dd.ddd] (26.500°)
  • degrees, decimal minutes [dd mm.mmm]  (26° 30.000'), or
  • degrees, minutes, seconds [dd mm ss.s] (26° 30' 0.00").

The manner and form specified by the Clean Energy Regulator for reporting coordinates is to provide coordinate information to three decimal degrees.

Converting to decimal degrees

A street address can be converted to coordinates in decimal degrees using iTouchMap (Google).

A conversion calculator from degrees, minutes and seconds to decimal degrees is available through the Australian Antarctic Data Centre (Department of the Environment and Energy​​​). This page also links to other Australian Government websites that convert Universal Transverse Mercator map coordinates to decimal degrees.

Other location information

Note that if your facility: (i) is a network, pipeline or transport facility, (ii) is not a single site, and (iii) has no Australian street address, a brief description of both its location and its activities, and a state or territory designation, must be provided in EERS. If the ANZSIC code provided for the facility does not match one of these sectors, and an Australian street address is not provided, then any missing coordinate data will be considered as non-compliant reporting.

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What electricity consumption units (kWh or GJ) should I use to report scope 2 emissions?

To determine scope 2 emissions from consumption of electricity that is not produced at the facility, please use the unit kilowatt hours (kWh), rather than gigajoules (GJ). In EERS, KWh is selected in the drop down list next to the Quantity field. The Quantity field is where the amount of electricity consumed is provided by the reporter, as shown in the EERS screen shot below.

The unit kWh is the unit that most electricity bills use. In the past, only kWh have been able to be used for NGER. If you do have the electricity consumption information in GJ, then please convert it to kWh before entering it into EERS. This unit conversion is done by multiplying the GJ consumed by 0.0036 to determine the kWh consumed. See the screen shot below for more information about electricity consumption input.

Please note the unit for the emission factor used in the calculation is kilograms of carbon dioxide equivalence per kWh (kg CO2-e or kWh).

Screenshot of the Activity Attributes screen in EERS, with the Quantity field highlighted and set to kWh. 

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How do I know if a fuel is primary or secondary?

Primary and secondary fuels and other energy commodities are defined in regulation 1.03 in the NGER Regulations 2008 (NGER Regulations) as follows:

  • Primary fuel or energy commodity means a fuel or energy commodity extracted or captured from natural sources with minimal processing, and includes the fuels and energy commodities mentioned in Schedule 1 (in the NGER Regulations) as being primary fuels or energy commodities.
    • Such forms of energy include non-renewable fuels such as black coal, crude oil, liquefied petroleum gas and renewable fuels such as wind, solar or bagasse.
  • Secondary fuel or energy commodity means a fuel or energy commodity produced by converting energy from one form (usually a primary fuel or energy commodity) to another form for consumption, and includes the fuels and energy commodities mentioned in Schedule 1 (in the NGER Regulations) as being secondary fuels or energy commodities.

EERS will default to the nomination provided in the NGER Regulations unless a nomination is required.

In some cases the NGER Regulations will specify that a nomination (primary or secondary) is required and you will need to determine if the fuel or energy commodity is primary or secondary. You may need to contact your supplier to confirm to source of the fuel or energy commodity. Generally a fuel or energy commodity purchased from a supplier will be secondary.

Why do I need to know whether a fuel is primary or secondary?

Ascertaining whether a fuel is primary or secondary is relevant for calculating net energy consumption of the facility.

Under the concept of net energy consumption, energy that an entity uses to produce other energy, where that produced energy is also used by the same entity, is not counted as energy consumption.

To calculate net energy consumption, regulation 5.03 of the NGER Regulations specifies that:

  • For each facility in the corporation, adjust the facility's energy consumption by deducting the energy content of the secondary fuels and energy commodities produced from the operation of the facility from the total energy consumed by the operation of the facility. The figures derived from each facility are then added together to produce a total of net energy consumption for all facilities.

A facility's net energy consumption is required to be reported in a controlling corporation's section 19 report, a reporting transfer certificate holder's section 22G report and a section 2​​​2X reporter.

Further information on net energy consumption can be found in the supplementary guidelines: documentasset:Supplementary Guidelines: Energy production and consumption and on the ​net energy consumption page.

You do not need to calculate net energy consumption, EERS automatically calculates net energy consumption based on reported energy consumption and production for each facility and this value will appear in a report generated in EERS.

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Is liquefied petroleum gas (LPG) a primary or secondary fuel or other energy commodity?

Nomination is required when reporting liquefied petroleum gas (LPG). Purchased LPG (item 44 in schedule 1 of the NGER Regulations) is a secondary energy commodity. For LPG consumed at the facility where it is produced, LPG is a primary energy commodity. See the question above about primary and secondary fuels and other energy commodities.

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How do I report consumption of E10?

Background

E10 is a common blended fuel produced by blending up to 10 per cent ethanol with gasoline.

Under section 1.18 of the National Greenhouse and Energy Reporting (Measurement) Determination 2008 a blended fuel is a fuel that is a blend of fossil and biogenic carbon fuels. For example, E10 is a blend of gasoline (fossil fuel) and up to 10 per cent ethanol (biogenic carbon fuel).

Examples of biogenic carbon fuels under the NGER legislation are listed in items 10–16; 28–30 and 52–54 of Schedule 1 of the National Greenhouse and Energy Reporting Regulations 2008 (NGER Regulations).

The NGER legislation does not define fossil fuels. However, taking the ordinary meaning of the term, a fossil fuel is: a carbon-based fuel from fossil hydrocarbon deposits, including coal, oil and natural gas.

E10 is not a listed fuel type under the NGER Regulations, therefore E10 is not reported in EERS. Rather, when E10 is consumed the components that make up E10 need to be reported.

Example—reporting greenhouse gas emissions and energy consumption from combustion of E10

A facility purchases 10,000 litres of E10 for use in a transport facility. Using the product specifications provided by the manufacturer, it is determined that the E10 is made up of 7 per cent ethanol and 93 per cent gasoline.

Therefore, the purchased E10 contains 700 litres of ethanol and 9,300 litres of gasoline. The purchased E10 is used to fuel fleet cars for the corporations, meaning that the fuel is combusted for use in an internal combustion engine.

As both the ethanol and gasoline are listed energy commodities, the corporation with operational control of the facility must report the greenhouse gas emissions and energy consumption from the combustion of:

  • ethanol (item 53—ethanol for use in an internal combustion engine), and
  • gasoline (item 56—gasoline (other than for use as fuel in an aircraft) as consumed by combustion.

For more information on the reporting of E10 and other blended fuels, please see the supplementary guideline documentasset:Reporting blended fuels and other fuel mixes.

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What are the CO2 emission factors for petroleum based oils and greases?

EERS requires reporters to specify the carbon dioxide emissions factor when entering activity data for petroleum based oils and greases, as shown below:

Screenshot of carbon dioxide emissions factor for oils and greases. 

The carbon dioxide emission factor refers to the amount of carbon dioxide emitted for an activity. Part 3 of Schedule 1 in the National Greenhouse and Energy Reporting (Measurement) Determination 2008 (the Determination) provides an emission factor of 27.9 for the combustion of petroleum-based oils and greases for stationary energy purposes.

Alternatively, a site specific carbon dioxide emissions factor can be used in accordance with Method 1 under section 2.48A(2) of the Determination, or Method 2 or 3 under sections 2.48B and 2.48C respectively.

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How is the Global Warming Potential (GWP) value for methane applied to solid waste reporting for the 2015-16 reporting year?

For the 2015-16 reporting year onwards, the National Greenhouse and Energy Reporting (Measurement) Determination 2008 requires that emissions from the source ‘solid waste disposal on land’ be estimated using a GWP of 25 t CO2-e for methane, regardless of when the waste contributing to those emissions was deposited at the landfill. The Solid Waste Calculator for the 2015-16 reporting year has been amended to include the change in calculating GWP for methane.

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