Home Menu

Electronic Reporting Forms: Important Notes

The electronic reporting forms were designed so that you can paste values—transaction data, specifically—from other Excel spreadsheets into the forms. However there are some important things to remember if you decide to maintain your data in another spreadsheet and then paste them into the electronic reporting forms.

Data in all of the cells that have a drop-down list in the electronic forms must match the data lists in these drop-down cells exactly. The form will allow you to enter incorrectly formatted data; however, if you do not format the data properly, EPA’s tracking system will not accept your submission.

Example: Company A is an Exporter of Class II ozone-depleting substances (ODSHelpODSA compound that contributes to stratospheric ozone depletion. ODS include chlorofluorocarbons (CFCs), hydrochlorofluorocarbons (HCFCs), halons, methyl bromide, carbon tetrachloride, hydrobromofluorocarbons, chlorobromomethane, and methyl chloroform. ODS are generally very stable in the troposphere and only degrade under intense ultraviolet light in the stratosphere. When they break down, they release chlorine or bromine atoms, which then deplete ozone. A detailed list (http://www.epa.gov/ozone/science/ods/index.html) of class I and class II substances with their ODPs, GWPs, and CAS numbers are available.). They have a large number of transactions and are eager to use the electronic reporting system so they can cut and paste their transaction data from their internal data system into Section 2 of the new Class II Exporter electronic form. Among the countries receiving ODS are the United Kingdom and France. Company A cut and paste their data into the electronic reporting form, referring to the United Kingdom as the “UK” and France as “France.” Their export data totaled correctly in Section 3 of the Exporter report with the country references of UK and France carrying forward. Company A saved and submitted the report to EPA and was surprised when EPA notified them that there was a problem with their report. What happened?

Answer: When cutting and pasting data into an electronic form, submitters must ensure that the data they are cutting and pasting match the electronic form references. In the example above, Company A referred to the United Kingdom incorrectly. If you look at the drop-down list of country selection options, the United Kingdom is referred to as “United Kingdom of Great Britain and Northern Ireland,” not “UK.” (This is the terminology referenced in the Montreal ProtocolHelpMontreal ProtocolThe international treaty governing the protection of stratospheric ozone. The Montreal Protocol on Substances That Deplete the Ozone Layer and its amendments control the phaseout of ODS production and use. Under the Montreal Protocol, several international organizations report on the science of ozone depletion, implement projects to help move away from ODS, and provide a forum for policy discussions. In addition, the Multilateral Fund provides resources to developing nations to promote the transition to ozone-safe technologies. The full text of the Montreal Protocol (http://ozone.unep.org/Publications/MP_Handbook/Section_1.1_The_Montreal_Protocol/) is available from the United Nations Environmental Programme (UNEP)..) The form accepted the UK reference, but when EPA attempted to upload the data into the Ozone Depleting Substance Tracking System, the reference to UK was not recognized, and the data could not be processed.

Remember! Any data cut and paste into the electronic forms must use the exact same references in any drop-down list.


Detailed Information on Drop-Down Lists and Formatting in Each Form:

A. Class II Producer(3 pp, 3 MB)

Drop-Down Lists:

  • Column A (Section 2): Chemical Name
  • Column A (Section 3): Chemical Name*

*Please note: The form will automatically generate a list of chemical names in column A for you. However, if you do enter data manually into this column, it must match the drop-down list.