Annual reporting module user guide

Last update 29 August 2017

Our Annual Reporting Module allows you to submit your annual reporting obligations:

  • online
  • and to view all data previously submitted

Log in annual report module

On this page:

We will notify new / existing registrants when we are aware of annual reporting requirements and provide enrolment information directly however, in circumstances where we are unaware of an annual reporting requirement, you should enrol yourself following our instructions.

New users

  • How to enrol for the first time

    First time users need to enrol and we will activate your account for you.

    Step 1

    Open this module link.

    Step 2

    Select new enrolment button from the home screen.

    Step 3

    Enter your details and confirm user agreement / privacy policy.

    On submission, a notification message will appear on your screen confirming your request has been sent to us for activation.

    Step 4

    We will email you a link to activate your account which also allows you to set your password.

    Open the link we email you and follow the prompts.

    After you password is set, you will directed to a page that allows you to log in and you will be able to start entering information.

Using the module - tips

  • Permits and certificates - creating and modifying a page

    Creating a page

    1. Select Permits/Certificates tab
    2. Select reporting year
    3. Select Permit/Certificate type from the list

    Modifying your page

    1. Select the permit/certificate number and you will be taken to the edit screen.
    2. Select the Edit button to enter the chemical details of the report:
      1. Chemical name*
      2. Quantity*
      3. Use category* (choose from the drop-down menu)
      4. Environmental comment
      5. OHS comment
      6. Public health comment
    3. Save your changes
    4. Submit when complete

    *Mandatory fields

  • Exemptions - creating and modifying a page

    Create a page

    1. Select Exemptions tab
    2. select the Reporting year from the drop-down box
    3. select the Report Type:
      1. ≤ 100kg  cosmetic exemption
      2. ≤ 100kg non-cosmetic exemption
      3. ≤ 1% cosmetic exemption
      4. ≤ 100kg research and development exemption
      5. transshipment exemption.
    4. select the Add report item button

    Add report item

    This page allows you to enter details of the chemical you are reporting including:

    1. distinguishing chemical nameen
    2. third party supplied (Tick this box if you do not know the chemical identity.)
    3. chemical name
    4. CAS number
    5. quantity value or quantity range
    6. use category
    7. use environment type
    8. exempt from publication.

    Fields marked with a red asterisk * are mandatory.

    Read our explanations for each of the above fields

    After you have entered the details:

    1. save the information
    2. after saving you have the option to close (and return to the exemption reports page), edit or delete.

    Create another entry

    1. Select the close button. This will display the exemptions tab with the report you have just created
    2. to create a new report select the reporting year and exemption report type and repeat the process.

    Modifying your page

    You can make any changes to your report whilst it is in draft.

    1. Select the exempt report tab
    2. select edit and make your changes.

    Deleting a report

    1. Use the delete button to delete an individual entry
    2. to delete more than 1 entry/report, tick the boxes of the pages you wish to delete
    3. select delete selected

    Note, activating the top or bottom tick boxes will automatically select all reports.

  • Using annual report template (exemptions only)

    While we prefer you to lodge your annual reporting information using the online module directly, if you are reporting a large number of exempt chemicals, you can use our annual reporting template (Excel). If you are using your own Excel or Word file - strict data requirements must be followed.

    Required fields

    The following fields require completion on the spreadsheet:

    Field 
    Reported distinguishing nameOtherwise known as the 'marketing' or 'trade name' of the chemical. This is the name given to the chemical by the supplier.
    Reported chemical nameThis is the IUPAC name or chemical name given under another recognised system of nomenclature such as INCI. Can be left blank if not known.
    Reported CAS numberAdd the chemical's CAS number. Can be left blank if not known.
    Quantity or quantity range

    Report quantity of chemical introduced in kg. For liquids, this can be calculated using the specific gravity for the chemical. If the specific gravity of the chemical is not available, assume it is 1 kg.L-1Alternatively, the quantity of the new industrial chemical can be reported in 1 of 2 ranges:

    • 0-10kg
    • 10-100kg

    Short codes to use

    Use categories

    Use categories must be entered in short code. CAPITAL LETTERS must be used and underscores instead of spaces.

    Use category Description Short_code
    Cosmetics/personal Hair, nail, lip, skin, cleaners-hand/body, eye, oral cavity, perfume, deodorant, personal products COSMETICS
    Domestic/cleaning Air freshener, deodoriser, surface cleaners, dishwashing/laundry DOMESTIC
    Education, research & development   EDUCATION
    Electrical/electronic   ELECTRICAL
    Engineering Adhesives, sealants, concrete etc ENGINEERING
    Explosives   EXPLOSIVES
    Fuel and oil Fuel and fuel additives, oil-general automotive oil, oil-other, hydraulic fluid FUELS
    Leather processing Colouring, preservative LEATHER_PROCESS
    Manufacture of other chemicals   MANUFACTURE
    Mining and metal extraction Flotation agent, other MINING
    Office supplies Photocopying/laser printing, inkjet printing, other office supplies OFFICE_SUPPLIES
    Other   OTHER
    Packaging   PACKAGING
    Paper and pulp Surfacing chemicals, other additives PAPER
    Photographic Film and paper manufacture, developing chemicals PHOTOGRAPHIC
    Plastics Monomers, catalysts, base resins, additives - flame retardants, additives - antimicrobial, additives - other PLASTICS
    Printing industry Acrylates/plate making, inks, other lithographic applications PRINTING
    Refrigeration   REFRIGERATION
    Surface coatings Auto-refinishing, auto-original equipment manufacturer, architectural - solvent based, architectural - water based, industrial coatings SURFACE_COATING
    Textile processing Dyes, softeners, other TEXTILE
    Water treatment   WATER_PROCESSING

    Use environment type

    Relates to the end of use of a chemical i.e. whether it will be used in an industrial process or by consumers or both.

    Use short code here too:

    Use environment type Short_Code
    Industrial IND
    Domestic DOM
    Industrial and domestic BOTH
  • Importing exemption data to the module using your own file

    If you do not use the our annual reporting template to report exemptions, you can upoload your own (*.txt) text delimited file  (Word or Excel) following these guidelines:

    Ensure you read this information about what each field means.

    The document must be in this order:

    1. Distinguishing name (mandatory)
    2. Chemical name (leave column blank if unknown)
    3. CAS number (leave column blank if unknown)
    4. Quantity or quantity range (mandatory)
    5. Use category (mandatory)
    6. Use environment type (mandatory)
    7. Exempt from publication requested (mandatory)
      1. If yes enter: y, 1 or yes.
      2. To waive request for exemption from application enter: n, 0 or no.

    The file must also be a tab delimited text file (*.txt) (Word or Excel)

    Checklist

    The text file must not contain:

    • Column headings
    • Formulas or macros - to eliminate formulas:
      • select the data
      • select copy (from edit menu)
      • right click anywhere in the selected data range
      • select paste special
      • select values and click OK
    • Commas, backslashes or decimal points
    • Abbreviations such as n/a
    • Unnecessary spaces - to eliminate spaces select the empty columns and select delete

    Converting an Excel file to tab delimited text file

    To convert to a *.txt file, select save as and set the save as type (from dialogue  box) to Text (Tab delimited) (*.txt).

    A dialogue box will appear stating only the current worksheet will be saved. Click ok.

    Another dialogue box will appear stating there are incompatible features between Excel and tab delimited file - click yes to convert.

    The new file will look messy but DO NOT change it as any spaces, tabs or other changes may render it incompatible for uploading to the online module.

    If you need to make changes you will have to go back to your original worksheet and repeat the save as process.

    Uploading the tab delimited text file

    • In exemptions, select the button Import Report:
      • select import bulk data from NICNAS specified tab delimited file
      • select Go
      • select Browse from the screen that appears and navigate to your file
      • select your file
      • click on the upload button
  • Changing organisation/unit name

    Log in as usual. Select the edit button and change the name of the organisation/unit.

  • Changing submitted report details

    Once you submit your report the only way it can be modified is to email our annual reporting team (this includes if you have inadvertently failed to report a chemical). Alternatively, call us for assistance.

    At the time of submission, you will see the question:

    No. of chemicals not fully reported (<10kg).

    This only applies to chemicals introduced at less than 10kg under the ≤100kg research and development exemption.

  • Exempted reported chemical is third party supplied

    If the identity of the third party chemical has been withheld by an overseas supplier:

    1. tick the third party supplied box on the Exemption Report Details page
    2. next, select 'generate letter' and print the form Data required from third party for annual reporting to NICNAS
    3. send the form to the overseas supplier requesting them to complete it and return it directly to us (details on the form).

    This information is held in strict confidence by us.

    Information can collated and aggregated for statistical purposes. See new chemicals reported.

  • Correct report of a chemical that is a mixture

    You need to report each individual chemical component of the mixture, except if the chemical component is an existing chemical.

  • Research and development chemicals

    The number of chemicals imported under 10kg for R&D purposes needs to be reported but it is not necessary to identify each chemical or submit any further details.

    When using the online module, before reporting your <10kg information, you need to:

    • first, enter any information in the  ≥10kg category and select submit
    • a box will then appear on the screen allowing you to enter details for the <10kg category.

    Find out more about R&D exemptions

  • Printing and exporting final report

    The online module allows you to print your reported information.

    Choose the 1 of 2 tabs showing - either Print Report or Export Report (the report will be exported to a tab delimited text file).

    Print report function

    Select the report button to print the report as displayed on the screen - it can be changed to landscape layout if required.

    Export report function

    To export and convert to tab delimited text file into an Excel file:

    1. open the Excel file you wish the data to be imported to
    2. select Get External Data from the Data menu
    3. select Import Tex file...
    4. select the tab delimited text file and follow the Text Import Wizard to import the data. Remember to place the cursor at the top left cell of the section where you would like the data.

Passwords

  • Forgotten password
    1. Enter your organisation number (provided by us at the time of enrolment) and your ABN.
    2. You will be taken to the password log in screen.
    3. Select forgotten password link and we will email your password to you (sent to email registered on the module).
  • Change your password/your contact email address
    1. Enter your organisation number (provided by us at the time of enrolment) and your ABN.
    2. You will be taken to the password log in screen.
    3. Select change password link and you will be taken to a screen to add a new password.
    4. You can also change the registered email address here.

Further information

Email annual.reporting@nicnas.gov.au

Learn more about annual reporting - book into a business compliance seminar