How to Complete a Hazardous Waste Manifest
If you are a new generator of hazardous waste or need a little refresher on how to complete your hazardous waste manifest form, this guide should help.
Important Note. The DTSC has been stepping up the collection of hazardous waste manifest fines lately.
Simple little mistakes could cost you $20 a pop!
We will also try to encompass some of the most frequently asked questions about certain sections of the manifest, to give you greater clarity and assistance when trying to figure what to put in the specific boxes.
Let’s get started.
We have colored coded each section to help you understand who is responsible for each section of the manifest.
Who Is Responsible For Each Box on the Manifest
In general, the sections marked with a specific color circle would be completed by the company's indicated.
Box 1: Generator ID Number
This is where you place your EPA ID Number. If you do not have one, you can apply for one here:
Instructions to Apply for EPA ID Number
You will need an EPA ID number for each facility that generates hazardous waste. Unless, each facility is connected together. If one facility is a block away from the other facility, you will need two EPA ID Numbers.
Box 2: Page 1 of
Enter the total number of pages needed to complete the manifest. You may not have enough room in Box 9 for all the waste stream you are shipping, so a continuation sheet may be needed. You can access a copy here.
Box 3: Emergency Response Phone
Enter the phone number for which emergency response information can be obtained in the event an incident occurred during transportation. The emergency response phone number must:
- Be the number of the generator or the number of an agency or organization who is capable of and accepts responsibility for providing detailed information about the shipment
- Reach a phone that is monitored 24 hours a day at all times the waste is in transportation (including transportation related storage)
- Reach someone who is either knowledgeable of the hazardous waste being shipped and has comprehensive emergency response and spill cleanup/incident mitigation information for the material being shipped or has immediate access to a person who has that knowledge and information about the shipment.
Note: Emergency Response phone number information should only be entered in Item 3 when there is one phone number that applies to all the waste materials described in Item 9b. If a situation (e.g., consolidated shipments) arises where more than one Emergency Response phone number applies to the various wastes listed on the manifest, the phone numbers associated with each specific material should be entered after its description in Item 9b.
Box 4: Manifest Tracking Number
This section must be pre-filled by the printer on the manifest with a unique tracking number.
Box 5: Generator’s Name & Mailing Address
Enter the name of the generator, the mailing address to which the completed manifest signed by the designated facility should be mailed, and the generator’s telephone number.
Note, the telephone number (including area code) should be the normal business number for the generator, or the number where the generator or his authorized agent may be reached to provide instructions in the event the designated and/or alternate (if any) facility rejects some or all of the shipment.
Also enter the physical site address from which the shipment originates only if this address is different than the mailing address.
Box 6: Transporter 1 Company Name & U.S. EPA ID Number
Enter the name of the first transportation company and their U.S. EPA ID Number who will transport your waste. Vehicle or drive information may not be entered here. Ask your transportation company for the U.S. EPA ID Number if you do not know it.
If the transportation company you are planning to use does not have an U.S. EPA ID Number, then do not use them to dispose of your waste. Your liablity for the waste is at risk.
Box 7: Transporter 2 Company Name
Enter the name of the second transportation company who will transport you waste, if applicable.
In certain instances, the first transport company may take the waste and then hand it off to a second transportation company.
Again, vehicle or drive information should not be entered here. If more than two transportation companies are needed, then use a continuation sheet.
Box 8: Designated Facility Name & Address
Enter the company name and site address of the facility designated to receive the waste. Also enter their U.S. EPA ID Number and their phone number. Your transportation company can help you with this information.
Box 9a: HM
If the wastes identified in Item 9b consist of both hazardous and nonhazardous materials, then identify the hazardous materials by entering an “X” in the box next to the corresponding hazardous material identified in Item 9b.
There are times when a “X” or “RQ” can be used in Box 9a.
When do you need to put an “X” in Column 9a?
An “X” should be placed in Column 9a when DOT regulates the waste type and quantity as a hazardous material, and the manifest is used to ship both DOT regulated and non-DOT regulated wastes. If the waste is a Reportable Quantity, the generator can use “RQ” instead of “X” in Item 9a.
For a shipment with Reportable Quantity, is it acceptable or recommended to use “RQ” in Box 9a in lieu of an “X” or check mark?
Yes. According to both 49 Code of Federal Regulations (CFR) and 40 CFR either “RQ” or “X” may be entered in the HM column (box 9A) if the material or waste being shipped is a reportable quantity.
Box 9b: U.S. DOT Description
Enter the U.S. DOT Proper Shipping Name, Hazard Class or Division, Identification Number (UN/NA) and the Packing Group for each waste as identified in 49 CFR 172. Include technical name(s) and reportable quantity references, if applicable.
Note: If additional space is needed for waste descriptions, enter the additional descriptions in Item 27 on the continuation sheet. Also, if more than one Emergency Response phone number applies to the various wastes described in either Item 9b or Item 27, enter the applicable Emergency Response phone numbers immediately following the shipping descriptions for those items.
Box 10: Containers
Enter the number of containers for each waste and the appropriate abbreviation from the Table below for the type of container.
Types of Containers
Box 11: Total Quantity
Enter, in designated boxes, the total quantity of waste. Round partial units to the nearest whole unit, and do not enter decimals or fractions. To the extent practical, report quantities using appropriate units of measure that will allow you to report quantities with precision. Waste quantities entered should be based on actual measurements or reasonably accurate estimates of actual quantities shipped. Container capacities are not acceptable as estimates.
Box 12: Unit Wt./Vol.
Enter, in designated boxes, the appropriate abbreviation from the Table below for the unit of measure.
Units of Measure
Note: Tons, Metric Tons, Cubic Meters, and Cubic Yards should only be reported in connection with very large bulk shipments, such as rail cars, tank trucks, or barges.
Box 13: Waste Codes
Enter up to six federal and state waste codes to describe each waste stream identified in Item 9b. State waste codes that are not redundant with federal codes must be entered here, in addition to the federal waste codes which are most representative of the properties of the waste.
We have a complete list of California Waste Codes for you to easily access the right codes to use.
Box 14: Special Handling Instructions & Additional Instructions
- Generators may enter any special handling or shipment-specific information necessary for the proper management or tracking of the materials under the generator’s or other handler’s business processes, such as waste profile numbers, container codes, bar codes, or response guide numbers. Generators also may use this space to enter additional descriptive information about their shipped materials, such as chemical names, constituent percentages, physical state, or specific gravity of wastes identified with volume units in Item 12.
- This space may be used to record limited types of federally required information for which there is no specific space provided on the manifest, including any alternate facility designations; the manifest tracking number of the original manifest for rejected wastes and residues that are re-shipped under a second manifest; and the specification of PCB waste descriptions and PCB out-of-service dates required under 40 CFR 761.207. Generators, however, cannot be required to enter information in this space to meet state regulatory requirements.
Box 15: Generator’s Offeror’s/ Certification
- The generator must read, sign, and date the waste minimization certification statement. In signing the waste minimization certification statement, those generators who have not been exempted by statute or regulation from the duty to make a waste minimization certification under section 3002(b) of RCRA are also certifying that they have complied with the waste minimization requirements. The Generator’s Certification also contains the required attestation that the shipment has been properly prepared and is in proper condition for transportation (the shipper’s certification). The content of the shipper’s certification statement is as follows: “I hereby declare that the contents of this consignment are fully and accurately described above by the proper shipping name, and are classified, packaged, marked, and labeled/placarded, and are in all respects in proper condition for transport according to applicable international and national governmental regulations. If export shipment and I am the Primary Exporter, I certify that the contents of this consignment conform to the terms of the attached EPA Acknowledgment of Consent.” When a party other than the generator prepares the shipment for transportation, this party may also sign the shipper’s certification statement as the offeror of the shipment.
- Generator or Offeror personnel may preprint the words, ‘‘On behalf of’’ in the signature block or may hand write this statement in the signature block prior to signing the generator/offeror certification, to indicate that the individual signs as the employee or agent of the named principal.
Note: All of the above information except the handwritten signature required in Item 15 may be pre-printed.
Box 16: International Shipments
For export shipments, the primary exporter must check the export box, and enter the point of exit (city and state) from the United States. For import shipments, the importer must check the import box and enter the point of entry (city and state) into the United States. For exports, the transporter must sign and date the manifest to indicate the day the shipment left the United States. Transporters of hazardous waste shipments must deliver a copy of the manifest to the U.S. Customs when exporting the waste across U.S. borders.
Box 17: Transporter Acknowledgement of Receipt of Materials
Enter the name of the person accepting the waste on behalf of the first transporter. That person must acknowledge acceptance of the waste described on the manifest by signing and entering the date of receipt. Only one signature per transportation company is required. Signatures are not required to track the movement of wastes in and out of transfer facilities, unless there is a change of custody between transporters.
If applicable, enter the name of the person accepting the waste on behalf of the second transporter. That person must acknowledge acceptance of the waste described on the manifest by signing and entering the date of receipt.
Note: Transporters carrying imports, who are acting as importers, may have responsibilities to enter information in the International Shipments Block. Transporters carrying exports may also have responsibilities to enter information in the International Shipments Block. See above instructions for Item 16.
Box 18a: Discrepancy
- The authorized representative of the designated (or alternate) facility’s owner or operator must note in this space any discrepancies between the waste described on the manifest and the waste actually received at the facility. Manifest discrepancies are: significant differences (as defined by §§ 264.72(b) and 265.72(b)) between the quantity or type of hazardous waste designated on the manifest or shipping paper, and the quantity and type of hazardous waste a facility actually receives, rejected wastes, which may be a full or partial shipment of hazardous waste that the TSDF cannot accept, or container residues, which are residues that exceed the quantity limits for “empty” containers set forth in 40 CFR 261.7(b).
- For rejected loads and residues (40 CFR 264.72(d), (e), and (f), or 40 CFR 265.72(d), (e), or (f)), check the appropriate box if the shipment is a rejected load (i.e., rejected by the designated and/or alternate facility and is sent to an alternate facility or returned to the generator) or a regulated residue that cannot be removed from a container.
- Owners or operators of facilities located in unauthorized states (i.e., states in which the U.S. EPA administers the hazardous waste management program) who cannot resolve significant differences in quantity or type within 15 days of receiving the waste must submit to their Regional Administrator a letter with a copy of the manifest at issue describing the discrepancy and attempts to reconcile it (40 CFR 264.72(c) and 265.72(c)).
- Owners or operators of facilities located in authorized states (i.e., those states that have received authorization from the U.S. EPA to administer the hazardous waste management program) should contact their state agency for information on where to report discrepancies involving “significant differences” to state officials.
Box 18b: Alternate Facility (or Generator)
Enter the name, address, phone number, and EPA Identification Number of the Alternate Facility which the rejecting TSDF has designated, after consulting with the generator, to receive a fully rejected waste shipment. In the event that a fully rejected shipment is being returned to the generator, the rejecting TSDF may enter the generator’s site information in this space. This field is not to be used to forward partially rejected loads or residue waste shipments.
Box 18c: Signature of Alternate Facility (or Generator)
The authorized representative of the alternate facility (or the generator in the event of a returned shipment) must sign and date this field of the form to acknowledge receipt of the fully rejected wastes or residues identified by the initial TSDF.
Box 19: Hazardous Waste Report Management Method Codes
Enter the most appropriate Hazardous Waste Report Management Method code for each waste listed in Item 9. The Hazardous Waste Report Management Method code is to be entered by the first treatment, storage, or disposal facility (TSDF) that receives the waste and is the code that best describes the way in which the waste is to be managed when received by the TSDF.
Box 20: Designated Facility Owner or Operator
Enter the name of the person receiving the waste on behalf of the owner or operator of the facility. That person must acknowledge receipt or rejection of the waste described on the manifest by signing and entering the date of receipt or rejection where indicated. Since the Facility Certification acknowledges receipt of the waste except as noted in the Discrepancy Space in Item 18a, the certification should be signed for both waste receipt and waste rejection, with the rejection being noted and described in the space provided in Item 18a.
Fully rejected wastes may be forwarded or returned using Item 18b after consultation with the generator. Enter the name of the person accepting the waste on behalf of the owner or operator of the alternate facility or the original generator. That person must acknowledge receipt or rejection of the waste described on the manifest by signing and entering the date they received or rejected the waste in Item 18c.
Partially rejected wastes and residues must be re-shipped under a new manifest, to be initiated and signed by the rejecting TSDF as offeror of the shipment.
As a generator you are required to keep all of your manifests. You are liable for your waste from cradle to grave. Ensuring you have all your paperwork in order can save you a lot of headaches if the DTSC decides to audit you.
Manifest instructions provided by the EPA
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