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Frequently asked questions

24 July 2019

The National Greenhouse and Energy Reporting (NGER) scheme, established by the National Greenhouse and Energy Reporting Act 2007 (NGER Act), is a single national framework for reporting and disseminating company information about greenhouse gas emissions, energy production and energy consumption.

Corporations that meet a NGER Scheme threshold must register and, once registered, report each year.

The Emissions and Energy Reporting System (EERS) is the system used for all reporting under the NGER Scheme. EERS allows NGER reporters to prepare and submit their emissions and energy reports.

The Client Portal is a secure entry point to access online forms, systems and other information for schemes administered by the Clean Energy Regulator. It is the entry point for reporters to access their Emissions and Energy Reporting System (EERS) account(s).

Further information on NGER Scheme reporting is available at Forms and resources and further information on using EERS is available at Tools to assist you.

If you require further information in relation to the NGER Scheme reporting or EERS please contact the Clean Energy Regulator on 1300 553 542 or reporting@cleanenergyregulator.gov.au.

Contents

EERS access, password and Client Portal questions

What is the difference between the Client Portal and EERS?

Client Portal

The Client Portal is a secure entry point to access online forms, systems and other information for schemes administered by the Clean Energy Regulator. It is the entry point for NGER reporters to access their Emissions and Energy Reporting System (EERS) account(s).

It is also where users with the right access level, can add, edit or remove users from their organisation's EERS accounts. For further information on EERS user access see - How do I manage users in my organisation's EERS account?

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 'My Systems' tab then click 'EERS'.

EERS

EERS is the system used for all reporting under the NGER Scheme. EERS allows NGER reporters to prepare and submit their emissions and energy reports. Once you have logged into the Client Portal and selected the EERS link via the 'My Systems' tab, you will then be taken to the EERS home screen. You do not need a separate username and password to log into EERS.

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

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

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

As a result of registration, your organisation's EERS account will be created and an NGER contact person and 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 a Client Portal account (if you do not already have one), and
  • provide your email address and Client Portal ID (e.g. CER123456) to your organisation's NGER contact person or any other person from your organisation that has the Client Portal Manager role. They will then be able to use these details to add you to your organisation's EERS account.

If the NGER contact person has left your organisation, and there is no other person in your organisation that has the Client Portal Manager role, 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.

Further information is available in the documentasset:User guide - Self-service EERS User Management via the Client Portal and What roles can an EERS user have?.

How do I manage users in my organisation's EERS account?

To edit, remove or add users to your organisations' EERS account you will need the Client Portal Manager role. Your organisations NGER contact person and executive officer will have this role and they can assign it to you.

To edit, remove or add users, you need to log into the Client Portal, click on the 'My Connections' tab and then the 'Manage' button for the organisation under the 'Associated Organisations' heading—n if you have a 'View' button next to the organisation this means that you do not have the Client Portal Manger role for the organisation. Then click on the 'User Access' tab. You can edit a user's roles or remove a user by selecting the 'Edit' or 'Remove' buttons next to each user's name. To add a user select the 'Add User' button.

To add users to your organisation's EERS account, you must first verify that:

  • a current employee has the Client Portal Manager role or another appropriate EERS role
  • the new user has created their own Clean Energy Regulator Client Portal account. The user will need to advise the Client Portal Manager of both their Client Portal user account ID, for example, CER123456 and the email address associated with their user account. For further details, refer to the question-How do I get access to my organisation's EERS account?

Further information is available in the documentasset:User guide - Self-service EERS User Management via the Client Portal and What roles can an EERS user have?

What roles can an EERS user have?

There are six different EERS roles that a person can have. These roles are:

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

Each organisation must have the NGER Contact person and NGER Executive Officer role 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.

The NGER contact person and executive officer with access to my organisation's EERS account has left the organisation, how do I get access to EERS?

If your NGER contact person has left your organisation, and there is no other person in your organisation that has the Client Portal Manager role, you need to complete the documentasset:CER-NGER-CP Addition of a New Contact Person form.

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.

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.

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 or remove EERS users, can be found in documentasset:User guide - Self-service EERS User Management via the Client Portal

General EERS questions

Can information be carried over from the previous reporting period for an existing reporter?

If your organisation has an EERS account 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 reporting period 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.

Can you explain the corporate structure that 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.

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. Further information on corporate structure is available in the documentasset:EERS User Guide.

Can I modify my corporate structure?

You can modify your corporate structure in EERS to reflect changes within your organisation.

For example, you may need to add a new group member and facilities under the operational control of the new group member to your corporate structure if your controlling corporation has acquired a group member.

Further information on corporate structure is available in the documentasset:EERS User Guide.

I have entered data in EERS but it does not appear in the report when I generate it. 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 and/or corporate threshold has been met. If a facility is below the facility threshold, it will only appear in an NGER report if the controlling corporation has passed the corporate threshold. If a controlling corporation passes only the facility threshold, then only those facilities that pass the facility threshold will appear in the NGER report. Further information on thresholds is available on the Clean Energy Regulator website.
  • 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. Further information on facility details is available in the EERS User Guide.

If you have checked the above and believe that the data entered should appear in the report, contact the Clean Energy Regulator on 1300 553 542 or reporting@cleanenergyregulator.gov.au.

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

Please check the following:

  • Ensure all mandatory fields (noted with a red asterisk) have been completed before saving.
  • Where you have 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.
  • If there is a 'calculate' button on the screen you will need to press the 'calculate' button before the 'save' button. For example, when reporting Scope 2 emissions and associated electricity consumption you need to press the 'calculate' button to calculate scope 2 emissions before saving.

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 entity (i.e. Facility, Facility Aggregate or Facility - Network - Pipeline) fields have been completed and any changes have been saved. All fields with a red asterisk (*) must be addressed. Further information on facility details is available in the EERS User Guide.

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 or the report has been submitted.

If the report has been generated but not submitted, to unlock your report and allow further data entry, go to the 'Reports' tab and click 'remove under the action column.

If your report has been submitted you are able to view information in the Data Entry tab but you will be unable to make any changes. If you believe you need to make changes to a submitted report please contact the Clean Energy Regulator.

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 Geodetic 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 latitude and longitude coordinates. However, the manner and form specified by the Clean Energy Regulator for reporting coordinates is to provide coordinate information to three decimal degrees, e.g. [dd.ddd] (26.500°).

Converting to decimal degrees

A street address can be converted to coordinates in decimal degrees using getLatLong.net (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.

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 towards the bottom of the corporate structure column on the left.

Further information on small facilities percentage reporting is available in the Aggregated facility reporting, percentage estimates and incidental emissions and energy guideline.

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 for the reporting entity. To check this, go to Data Entry, then click on the reporting entity in the corporate structure, then click on Edit Reporting Entity Information. 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 I want to enter data, but the Data Entry tab is locked, for information on removing a generated report).

How do I attach documents to my report in EERS?

You are able to submit supporting information along with your EERS report if required. To attach supporting documents 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.

Note: only a maximum of four PDF files can be uploaded, and must be below 5MB in size.

Who can submit a report?

All reports are to be submitted by an executive officer of your organisation.

An executive officer is defined as a:

  • director
  • chief executive officer (however described)
  • chief financial officer (however described), or
  • secretary (i.e. company secretary).

Alternatively, the executive officer may authorise someone to submit the report on their behalf. The person submitting the report on behalf of the executive officer, must have the NGER Nominated Report Submitter role in EERS. Further information about EERS roles can be found in the documentasset:User guide- Self-service EERS User Management via the Client Portal.

The executive officer who provided the authorisation must be the person whose details are selected in the executive officer field in EERS.

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.

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:

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.

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.

Will I be notified when I successfully submit my report 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.

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 or save 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 the Action button for the report submitted then select View Submission Receipt.

Common NGER reporting 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 2018-19 NGER reports must be submitted by midnight, Australian Eastern Daylight Time (AEDT), Thursday, 31 October 2019.

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 $420,000. Additional civil penalties of up to $21,000 may also apply for each day that a report is late. The NGER Act provides for other possible regulatory responses to non-compliance, including the use of enforceable undertakings and infringement notices.

Am I able to resubmit an NGER report?

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.

Technical NGER reporting questions

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

Nomination of primary or secondary 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. For more information, see How do I know if a fuel is primary or secondary?

How do I report E10 in EERS?

Background

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

Under section 1.8 of the NGER Measurement Determination 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 guideline.

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:

The carbon dioxide emission factor refers to the amount of carbon dioxide emitted per unit of fuel. Part 3 of Schedule 1 in the National Greenhouse and Energy Reporting (Measurement) Determination 2008 provides an emission factor of 13.9 (Kg CO2-e/GJ) 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.

What is net energy consumption and how do I report it?

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

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

Nominating a fuel as primary or secondary is necessary for calculating net energy consumption of the facility. 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 22X reporter.

You do not need to manually 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.

To calculate net energy consumption, regulation 5.03 of the National Greenhouse and Energy Reporting Regulations specifies that:

  • For each facility of the corporation's group, 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 net energy consumption amounts derived for each facility appearing in the NGER report are summed to determine the net energy consumption for the controlling corporation.

Further information on net energy consumption can be found in the supplementary guidelines: documentasset:Reporting energy production and consumption guideline and on the net energy consumption page.

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 National Greenhouse and Energy Reporting 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.
  • Examples include non-renewable fuels such as brown coal and crude oil, and renewable energy sources such as wind and solar.
  • 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.
  • Examples include natural gas, coal seam methane gas and diesel oil.

EERS will indicate if a fuel or energy commodity is primary or secondary 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.



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