Facilities that store and manage extremely hazardous chemicals (EHS) are subject to EPCRA Tier II reporting requirements and must submit Safety Data Sheets and inventory information to the SERC, LEPC, and the local fire department. These essential documents provide emergency planners and responders with the information they need to effectively and safely respond to an emergency at their facility.

To get the information needed for timely chemical inventory reporting for Tier II compliance, accurate and well-managed Safety Data Sheets are needed. Unfortunately, many EHS professionals are still spending much of their time digging through emails, spreadsheets, and binders filled with dusty, outdated SDSs that don’t provide the crucial information facilities and first responders need.

Thankfully, cutting through the chaos and bringing clarity to managing and updating Tier II Safety Data Sheets is possible. When EHS teams centralize and digitize the information enterprise-wide, they say goodbye to the never-ending struggle of SDS management and give stakeholders at every level the ability to access the information where and when they need it.

Organizations that digitize their Tier II Safety Data Sheets will see these five benefits.

1. Gain quicker access to safety data sheets

If an EHS managers’ SDS library consists of scattered paper trails that live in physical binders or PDFs, spread across personal computers and email, they’re more likely to get a paper cut or a headache than find the information they need as quickly as they need it. These issues only grow for larger organizations with many facilities scattered across multiple states. However, when SDS management is digitized, everything is centralized in one searchable location, so stakeholders can have ready access to the information they need instantly and not waste time looking for data that is misplaced.

2. Report clean, accurate Tier II safety data sheets

Many EHS teams that still maintain a paper-based SDS library are in rough shape and most likely have repetitive or outdated documents. Over time, chemical manufacturers may adjust or add new chemicals to the composition of their products. Without the most recent SDS, their company may be under or over-reporting existing chemicals or not reporting new additions.

Unfortunately, traditional SDS management systems offer no easy way to clean up and update Tier II chemical inventories, especially across the entire organization and multiple facilities. However, duplicates and outdated documents are easier to spot when digitized, leading to a cleaner, more compliant SDS that is ready to submit. Accurate SDS reporting also means providing emergency planners and first responders with timely and correct data that will allow them to protect lives, manage panic, and provide effective communication if an emergency incident ever arises.

3. Pull and update safety data sheets in bulk

Pulling and updating SDS information in bulk is challenging when everything is on paper, but even when using PDFs. Often EHS managers must open every SDS to find the information they need. Using specialized SDS management systems that centralizes and standardizes a company’s chemical product library simplifies those tasks necessary for Tier II compliance.

Also, as new chemicals arrive and others are used up or moved out, digitizing and centralizing the product library provides EHS teams visibility over the chemicals they have on site. Now they can keep a closer, more accurate account of changes to chemical thresholds in real-time, throughout the year, instead of checking PDFs individually.

4. Improve communication and collaboration

Because SDSs are not connected between systems used within an organization, EHS managers often need to download from one system to upload to another. This movement creates the unintended risk of developing inaccurate copies of SDSs, a compliance risk. Digital SDS management systems allow for intercommunication between systems, eliminating this issue.

5. Minimize time-consuming administrative tasks and errors

EHS managers must continuously monitor product inventory to comply with changing thresholds and requirements for chemical reporting for Tier II. Unfortunately, many do this by manually opening each SDS to get the needed information. Not only is this time-consuming, but it also runs the risk of incorrect hand-entered data. Digital SDS management systems have the ability to integrate data from various systems into a single source, take the human factor out, and provide users with data they can feel confident about.

A modern solution to an age-old problem

SDS digitization makes Tier II reporting faster, simpler, and more accurate by centralizing and standardizing a company’s chemical product library to ensure EPCRA compliance. Learn more about Encamp’s EPCRA Solution that streamlines and automates 302 notifications, 311 notifications, and Tier II reporting.

Transforming compliance

Encamp is on a mission to create a world where good for business can equal good for the environment. We help enterprises transform compliance programs and human processes into a technology-driven system that lays the foundation for accurate and ongoing environmental compliance through a blended method of intelligent high-tech solutions and high-touch expert support.

The sheer amount of compliance data and Tier II reporting requirements EHS managers have to track can make environmental compliance hard to achieve when timeliness and accuracy are such a central focus. 

Having a checklist on hand during each phase of the Tier II reporting process makes sure no detail is left unturned. That’s why we’ve created a helpful Tier II Reporting Checklist, perfect for breaking down the three main periods of Tier II reporting from data collection, reporting submissions, and compliance audits into bite-sized tasks. 

In this article, we’re focusing on the top tasks EHS managers can follow today to stay proactive and save time when verifying data and reporting requirements:

      1. Gather purchasing information and inventory to make sure new chemicals or quantities are captured.
      2. Compare the current year’s purchasing and facility contact information from the previous year’s Tier II report.
      3. Verify login details and changes in requirements for individual states facilities are reporting in.
      4. Reach out early to the SERC, LEPC, or local fire departments for specific questions.

Proactively Verify Your Tier II Data and State Requirements

Although facilities that store hazardous chemicals on-site usually start preparing to submit reports for Tier II during the start of the year, they often find themselves needing more time to actually verify the data they have. In the EHS industry, it is typical for compliance data to come from multiple disconnected sources and is often difficult to centralize into one single location. And although state or local requirements may not change all the time, the volume of jurisdictions facilities are in make it difficult to verify requirements and logins one-by-one as well.

Arming yourself and your team with a well-designed checklist will help keep them calm, organized, and compliant. By foreseeing chemical inventory changes early and anticipating small details –  such as changes in portal login and emergency contacts – your team will be equipped to report accurately and on time.

Prepare for the Tier II Reporting Deadline

Collecting and verifying compliance data and reporting requirements is an important part of keeping the Tier II reporting progress on track. However, this is only the beginning and each part of the process requires a proactive stance, especially report submissions. When individual state portals open on January 1st up until the submission deadline of March 1st, EHS teams continue to face labor-intensive tasks that come with handling annual Tier II reports internally from report submissions, sending mailers, and processing payments. This is why it’s still strongly recommended for EHS teams to keep a Tier II Reporting Checklist on-hand, to make sure every task needed during the reporting period is accounted for. 

Transforming the way enterprises stay in compliance 

Encamp is on a mission to create a world where good for business can equal good for the environment. We help enterprises transform compliance programs and human processes into a technology-driven system that lays the foundation for accurate and ongoing environmental compliance through a blended method of intelligent high-tech solutions and high-touch expert support.

No matter what industry they’re in, many businesses have started using lithium-ion batteries as an alternative energy solution to maximize their bottom line, for good reason. Compared to its lead-acid battery counterpart, a lithium-ion battery is 95% more efficient.  However, reporting lithium-ion batteries for Tier II continues to raise questions for EHS teams.

Although lithium-ion batteries are sealed, they have the potential to leak flammable chemicals. Due to this, EPCRA requires facilities to complete a Safety Data Sheet (SDS) and Tier II report if the applicable reporting thresholds for batteries on-site are met or exceeded.

3 Common Questions for Lithium-Ion Battery Reporting

Here are three common questions usually asked on whether lithium-ion batteries fall under a facility’s specific Tier II reporting requirements:

      1. When is a Tier II report required for lithium-ion batteries?
      2. What are the Tier II reporting thresholds for these kinds of batteries?
      3. How does a facility report lithium-ion batteries for Tier II? 

1. When is a Tier II report required for lithium-ion batteries?

Some lithium-ion batteries qualify under EPCRA Section 311(e)’s “consumer product exemption,” which excludes from reporting “any substance to the extent it is used for personal, family, or household purposes, or is present in the same form and concentration as a product packaged for distribution and use for the general public.” 

When determining whether any lithium-ion batteries at a facility are exempt from Tier II reporting, consider if they’re in the same packaging and concentrations as lithium-ion batteries sold for personal use.  If the answer is yes, regardless of whether they’re intended to be distributed for use by the general public or used for the same purpose as a consumer product, then those batteries are exempt.

All other large commercial type lithium-ion batteries stored in a facility are not exempt and should be included in a Tier II report. For example:

Report batteries that are used to power forklifts, because these batteries are not sold for use by the general public.

Report solar batteries of a particular size (approximately 100kWh) that typically have only industrial applications.

Don’t report batteries that the maintenance department uses to power their cordless drills, because these are batteries sold for use by the general public (i.e., the same batteries available for purchase at a hardware store).

Don’t report solar batteries of a particular size (approximately 3 kWh) that consumers would use in their homes. 

A gray area exists in what constitutes a lithium-ion battery packaged for distribution and use for the general public. The burden for making this determination is on the facility and they should be able to justify why lithium-ion batteries are exempt.

If you’re in any doubt about whether an exemption applies at a specific facility, be sure to err on the side of caution and report the batteries as a chemical. Doing so will cover the facility from a regulatory compliance perspective, while also increasing safety for first responders and emergency planners. If further guidance is needed, it’s best to reach out to the SERC or LEPC.

 

2. What are the Tier II reporting thresholds for lithium-ion batteries?

Step 1: Determine the reporting threshold

Because lithium-ion batteries are flammable and present potential safety issues, they’re subject to EPCRA regulations and the reporting thresholds determined for Tier II filing. But unlike lead-acid batteries, lithium-ion batteries do NOT contain any Extremely Hazardous Substances (EHS). Therefore, the reporting threshold for lithium-ion batteries (at the federal level) is 10,000 pounds.

At a state and local level, reporting thresholds are more complex in that they vary among states and even counties and local jurisdictions. While many states have adopted the 10,000-pound reporting threshold for hazardous chemicals, a handful of states have lower Tier II reporting thresholds. This makes it imperative to determine the appropriate requirements for a specific state. For example, Louisiana has a hazardous chemical reporting threshold of just 500 pounds — meaning, having just one lithium-ion battery for a forklift may be enough to require Tier II reporting.

In other cases, specific counties and cities may have even lower reporting thresholds. For example, Gilbert, Arizona has stricter reporting requirements than the state-level.

Step 2: Perform the threshold determination

Now that it’s been determined a Tier II report is needed and what the reporting threshold is, the next step is to quantify the amount of lithium-ion batteries at a facility and make a threshold determination. There are two options available when performing a threshold determination:

Quantifying as Mixture 

Quantifying by Component

In nearly every situation, it’s more appropriate to perform a threshold determination using Option 1, for these reasons:

If a facility has previously fulfilled obligations for EPCRA Section 311 (SDS reporting) by reporting their lithium-ion batteries as a mixture, the same should be done on the facility’s Tier II report. The opposite is also true — if it’s previously reported as components on the Section 311 reporting, then the facility must do the same on its Tier II report.

To illustrate the difference in complexity between these two approaches, consider the following examples for the same facility (based on requirements in the State of Indiana).

 

Example 1. Quantifying as a mixture for the state of Indiana

quantifying lithium-ion batteries as a mixture

13,250 lb. > 10,000 lb. threshold – Lithium-ion batteries need to be reported at this facility.

 

Example 2. Quantifying by battery component (copper) for the state of Indiana

quantifying lithium-ion batteries by battery component

11,338 lb. > 10,000 lb. threshold – Copper would need to be reported at the facility.

 

Note: The exercise in Example 2, quantifying by battery component, would need to be repeated for each constituent in the batteries (lithium-cathode, lead, etc.).

If the threshold is being determined using threshold Option 1, quantifying as a mixture, the following information is needed:

As shown in Option 1, all that’s needed is to add up the total weight of the lithium-ion batteries and compare the weight to the hazardous chemical reporting threshold.

 

3. How does a facility report lithium-ion batteries for Tier II?

Now that the quantity of reportable batteries has been confirmed, and it’s been determined that it exceeds applicable thresholds, the last step is creating a Tier II report. Here, we discuss the individual sections that need to be completed. Note: Where examples are provided, the data and scenario from Example 1 are used.

Chemical details in a Tier II submission

Although the Tier II reporting portal interface will vary depending on the state, the following will be true when reporting lithium-ion batteries:

Physical and health hazards

Most lithium-ion batteries will have similar hazards, but it is very important to reference the lithium-ion battery SDS from the manufacturer specific to the batteries at a facility. This way, first responders and emergency planners will be working with the most accurate information. Hazards can typically be found in Section 2 of your SDS.

Typical hazards as they are reported on a Tier II report may be:

Physical hazards:

Health hazards:

Storage locations

Lithium-ion battery storage locations will consistently be reported with the following properties:

Frequently Asked Questions

I have different SDSs for different types of lithium-ion batteries at my facility. Should I consider them different mixtures, each with their own reporting threshold?

Generally no. While it is ultimately up to the facility to use professional judgment to determine whether the amounts of two mixtures (e.g., two batteries from two separate manufacturers) should be aggregated or counted separately, most lithium-ion batteries present the same physical or health hazards and should be aggregated for threshold determinations. 

How do I determine the weight of my lithium-ion batteries?

First, determine the manufacturer and model number of the battery. Most manufacturers post specifications (including weight) on their website for the various lithium-ion battery models they sell. If the weight specification of a particular battery model is unavailable, contact the manufacturer directly.

 

Reporting lithium-ion batteries on a Tier II report is critical

Again, even though lithium-ion batteries are sealed, they can leak or spill and cause potential exposure to hazardous chemicals. Their flammability also presents safety concerns for local emergency agencies as well as fire departments and first responders. Reporting lithium-ion batteries on a Tier II report therefore is critical. This guide helps facilities ensure their report is accurate. Do you have further questions about reporting lithium-ion batteries? Reach out and learn how Encamp can simplify environmental compliance data and reporting for you.

 

Transforming the way enterprises stay in compliance 

Encamp is on a mission to create a world where good for business can equal good for the environment. We help enterprises transform compliance programs and human processes into a technology-driven system that lays the foundation for accurate and ongoing environmental compliance through a blended method of intelligent high-tech solutions and high-touch expert support.

Rule #1 for EPCRA, Tier II reporting, and environmental compliance: Accurate data is everything

Consider Tier II activities this way. If you break down the process by data management tasks, the Tier II lifecycle for reporting typically consists of four phases: 

So ultimately, how you track and manage data can be the difference between filing complete and accurate EPCRA Tier II submissions on time… or facing non-compliance violations for reports that are late and full of errors. 

Central to Encamp’s Guided Environmental Compliance method

Data management is also central to the Guided Environmental Compliance method from Encamp. To improve data visibility and control, the method promotes establishing a strong foundation for compliance data and creating a continuous data collection process as initial steps. And by blending digitization, high-tech solutions and the high-touch support of Encamp’s compliance experts in a technology-driven system, Guided Environmental Compliance tightly and continually aligns with the Tier II lifecycle. 

A better way to approach Tier II work

For EHS and Operations teams, taking a lifecycle approach to Tier II work makes it easier to manage the actual tasks of data collection, validation, input, and submission. Yet each phase can still be a challenge in and of itself. 

All four “challenges” were magnified in calls Encamp had recently with prospective customers, which included: 

Based on the conversations we had with these EHS professionals (and hundreds of other interactions just like them), we’ve spelled out the Tier II lifecycle, key challenges that come with each phase (in the customers’ words), and how EHS and Operations teams can effectively navigate them. 

Each scenario further includes how Encamp’s Tier II Reporting module can help you enhance your company’s compliance program and reporting practices for EPCRA. (Encamp’s Guided Environmental Compliance method also builds on this lifecycle by blending our technology with the high-touch support of our compliance and regulatory experts.)

The Tier II Lifecycle

Data collection

“Our EPCRA reporting hasn’t reached the level of being supported as a corporate-wide function, so I collect all the data myself. I retrieve information each month to keep up, but it always takes a while to make sure I capture everything we have in inventory. Our chemicals list is already extensive, and we routinely have a lot of raw materials and finished goods to be added at each facility throughout the year.”

First, kudos to this EHS manager for gathering data on a monthly basis. Especially for data collection and validation, a good rule of thumb is to have compliance data ready to review the first week of January. (Note: The months and date ranges we’ve included are a general timeline for when reporting activities should occur to be most effective.)

Tier II Reporting module actions

“As far as your data collection goes, the earlier you can start the better.”
Megan Walters, CHMM, Encamp’s VP of Compliance & Customer Success

Data validation

“We represent various clients for Tier II, so every year we have to update and confirm the chemical list and inventory levels for each client. We typically do that in October and November and gauge it against the latest requirements for EPCRA, then do our validations after that. But with so many ‘moving pieces’ and no updates to a client’s chemical inventories during the year, we sometimes second guess how accurate data really is.”

Inaccurate data is often the result of chemicals and mixtures being reported inconsistently — and thereby incorrectly — along with human error and the lack of a formal QA/QC process to ensure data quality and hygiene. In fact, insufficient validation is one of the most common problems of Tier II reporting.

Tier II Reporting module actions

Data input 

“We have facilities in several different states and need something to help us keep track of what’s been submitted so we don’t miss any sites or their requirements. Tracking our Tier II submissions by email or Windows folders the way we do now, it gets messy.”

It’s surprising, but some companies don’t even realize EPA regulatory requirements like EPCRA Sections 311 and 312 apply to their sites, certain hazardous chemicals, and even components and mixtures for lead-acid batteries. Not surprisingly, this is another topmost common problem of Tier II reporting. 

Tier II Reporting module actions

Data submissions 

“Our goal is to reduce the time it takes to go through the process for submitting Tier IIs, and get to where we know we’re compliant across all facilities. And we won’t even mention having to send reports and pay fees to all the SERCs, LEPCs and local fire departments. It’s time consuming!” 

Tier II Reporting module actions

Transforming the way enterprises stay in compliance

Encamp is on a mission to create a world where good for business can equal good for the environment. We help enterprises transform compliance programs and human processes into a technology-driven system that lays the foundation for accurate and ongoing environmental compliance through a blended method of intelligent high-tech solutions and high-touch expert support.

“A regulator’s goal is to help businesses fully understand and comply with the regulations. They are there to help you understand how to get started and develop your EPCRA compliance programs.”

Madison Roe-Martin
Compliance Program Associate at Encamp

From the webinar, EPCRA Master Class: A Regulator’s Lens on Environmental Compliance

Watch it now on-demand

 

If your company stores, uses, and releases hazardous substances at or above state or federal threshold quantities, a robust EPCRA compliance program is essential to ensure accurate Tier II reporting and 100% environmental compliance. Such a program should be well-structured, detailed, up-to-date, and aligned with EPCRA Sections 302, 311, and 312.

Does your company’s compliance program measure up? Especially with Tier II reports due March 1st, now is a good time to assess it and find out. 

The first step? Watch the interactive EPCRA Master Class webinar. It features Madison Roe-Martin, one of Encamp’s most skilled compliance gurus and a former state Tier II Program Manager for EPCRA, and Julie Ragains, Encamp’s Director of Customer Success & Fulfillment and a 12-year veteran of the EHS industry.

Then, learn all this…

How to create a best-in-class EPCRA compliance program   

“For Tier II, start at the beginning of the year to prepare for next year’s reports. Keep on top of 312 notifications and track changes to regulations to better understand them. Don’t be afraid to ask your SERC.”   – Madison

Webinar poll: How confident are you that your company is in full compliance with EPCRA regulations?

Five of the most common Tier II reporting errors

  1. Companies don’t submit environmental compliance reports even though they should
  2. Chemicals are reported inconsistently across sites/facilities
  3. Chemical inventory is reported incorrectly or inaccurately
  4. Outdated or incorrect contact information
  5. Certain chemicals aren’t reported when they should be

“When an EPCRA program is left to the site level, that’s when things most often get missed for reporting.”   – Julie

Webinar poll: At what level of your organization is Tier II reporting done?

(There are actually five additional common errors. Read about the Top 10 errors and how Encamp helps you avoid them.) 

Some questions from webinar attendees

For the answers, watch the EPCRA Master Class webinar on-demand.

Happy viewing!

Transforming the way enterprises stay in compliance 

Encamp is on a mission to create a world where good for business can equal good for the environment. We help enterprises transform compliance programs and human processes into a technology-driven system that lays the foundation for accurate and ongoing environmental compliance through a blended method of intelligent high-tech solutions and high-touch expert support.

Ask any EHS or Operations manager where Tier II reporting for EPCRA falls on their list of Favorite Things To Do, and they’ll probably tell you, “It doesn’t.”

Fair enough.

Before I came to Encamp, I was an Environmental and Product Safety Manager, and Tier II reporting was never something I looked forward to either. Why? EPCRA regulations to begin with. I had to know if facilities had to report (or not), then coax facility managers for reporting data and hope they could correctly identify chemicals and calculate quantities.

Then it was populating Tier II forms, by state, validating each report to make sure nothing got overlooked, navigating submission portals (by state, again), and paying all the filing fees. 

For any EHS leader, Tier II reporting for 10 or 12 sites is manageable. Even in multiple states. But hundreds or thousands of sites across the country? Good luck. The problem isn’t just finding time to track down data and do reports. It’s making sure every report is complete and accurate, and doesn’t draw the attention of regulators for missing or incorrect information.

It’s the law

Like it or not for EPCRA compliance, Tier II reporting for hazardous chemicals is the law. There’s no legal option to avoid it or not comply. If you run the risk of non-compliance, the consequences can be severe. Think: financial penalties, shutting down a facility, or long-lasting damage to your company’s reputation. 

It’s true that Encamp’s compliance management software really does simplify the Tier II reporting process. It even automates Tier II submissions for you to portals in all 50 states. But for those of us on the Customer Success and Compliance teams at Encamp, we come from environmental compliance backgrounds and know the pressures of submitting reports on time and with consistent levels of accuracy. Therefore, our aim really is to make Tier II reporting easier for you and keep it from disrupting your life for weeks on end.  

From experience — and with empathies for everyone who currently manages Tier II efforts — here are eight tips (categorized accordingly) that can help you survive the trials of Tier II reporting. 

Avoid common environmental compliance oversights

Tip #1: Make sure you have updated and GHS-compliant Safety Data Sheets (SDSs) prior to reporting season.

This is one of the most common errors we see in Tier II reporting every year. In line with the United Nations’ Globally Harmonized System of Classification and Labeling of Chemicals (GHS), OSHA’s Hazard Communication Standard (HCS) requires that any SDS “must be revised within three months after a chemical manufacturer or employer becomes aware of new information concerning the hazards of a chemical.” 

Therefore per EPCRA regulations, make sure each facility required to report includes an updated SDS that meets GHS requirements. EPCRA further mandates that revised SDSs also be submitted to all agencies that have the original SDS. The sooner you do this, the easier the heavy lifting will be for Tier II preparations later on. 

Two other helpful hints: Keep all SDSs in a single location, and minimize your number of suppliers whenever possible.

Tip #2: Confirm (and report) any short-term or seasonal chemicals onsite for projects, cleaning, temporary work, specialty products or R&D purposes.

Another common oversight is chemical data you wouldn’t normally think to capture. EPCRA Section 312 specifies that a business must account for any chemical present at a facility, for any given time during the year, that’s above the threshold planning quantity (TPQ) for an extremely hazardous substance. While a chemical might be onsite for only a short period of time, if it exceeds a state or federal threshold while at the facility, it must be reported. If you don’t, it’s a violation.

Stay aware of local Tier II reporting requirements 

Tip #3: Know when additional City/County reporting requirements apply in states in which you maintain facilities. 

Stay up to date with SERC and LEPC minutes that are applicable to your sites. (The EPA’s State Tier II Reporting Requirements and Procedures web page is a good starting point.) Also document in detail city/state nuances such as reportable quantities, reportable units of measure, and so on.

Gather Tier II data early

Tip #4: Don’t wait until the end of the year to start collecting compliance data.

For most companies, the Tier II reporting lifecycle largely falls into four segments: Data collection, data validation, data input, and data submissions. Especially for data collection and validation, a good rule of thumb is to have data ready to review the first week of January. 

The list on the right is only an example lifecycle of data-oriented tasks, but it should give you an idea of what we mean by getting started “early.” (Note that we’ve added the months/ranges as a general timeline for when activities could take place.)

Data collection

  • Outreach to sites/facilities (usually between July-November) 
  • Data collection and determining TPQs at each facility (this can include gathering purchasing records and other inventory information, too) 
  • Data collection returned for Tier II preparations (December)

Data validation

  • Initial data validation (December-January)

Data input 

  • Data entry to state reporting (January – February)
  • Data entry reviewed and signed

Data submissions 

  • Admin work completed (March 1 reporting deadline)
  • Inventory management (302, 311, ongoing)

Go digital

Moving from spreadsheets and cutting-pasting information to managing data in digital format is a big jump. And whereas some companies and their EHS teams have made that jump via digital transformation, many others have yet to.  

If you haven’t formally “gone digital” for your Tier II reporting tasks and processes already, you should still digitize compliance documents and EHS records at every opportunity. These can be purchasing records, inventory updates from the plant floor, SDS records, virtually any document tied to EHS Operations, compliance, and reporting. 

Benefit-wise, digitization helps eliminate labor intensive manual work. When data is digitized, it’s efficiently maintained, easily located, and readily accessed — all electronically. Digitization is also key to these final four tips.

Tip #5: Keep site maps readily available, and update them when changes occur at your facility. 

In general, the longstanding practice for facility site maps has been to just print out the map for each facility and clearly indicate the locations of all chemicals. Any changes in a facility’s storage location(s) or other requirements can trigger updates to the map, at which point the map gets printed out again and changes are marked up manually. 

But digitize such maps, and changes can be made (and tracked) electronically — and far more efficiently. Also opposed to printouts in binders, digitized site maps are more readily available and accessible on a laptop or mobile device.

Tip #6: Keep an updated contacts register in a single location. 

Keeping track of contacts information is usually mundane, manual work. So it isn’t surprising how often facility-level emergency contacts are overlooked, not updated, or not properly verified prior to submitting a Tier II report. When this information is maintained electronically, and especially in one place, it’s much easier to originate and update.

Tip #7: Ensure that all Facility Site Contacts have access to an electronic resource on the requirements of Tier II so they can keep you up to date on changes (consistent training).

In order to answer any questions from the SERC, LEPC, or local fire department, the contact person listed for a facility must be knowledgeable both about the chemicals onsite and the resulting Tier II report, its content and its accuracy. (Ok, this is where I make a pitch for Encamp). If you need access to a library of regular EPCRA and Tier II reporting requirement updates, the Encamp platform has the capability to let you verify their applicability for each specific facility. One of my colleagues also does nothing but track regulatory compliance updates in all 50 states, keeping your compliance top of mind. 

Tip #8: Create a single source of truth for reporting and institutional knowledge.

Digital records can be centralized electronically in a single repository and made accessible to those who need the information via data networks, private clouds, or a SaaS-based platform. When EHS teams organize reporting data this way, it becomes seamless — making it easier to share data in a timely manner, minimize human error, conduct QC/QA processes, and generally maintain information year-round. Data becomes more “intelligent” and trusted, and stays ready for reviews as soon as the new calendar year begins.

(Read the Hexion case study to learn how they centralized data and Tier II reporting across their company and regional facilities.)

Transforming the way enterprises stay in compliance 

Encamp is on a mission to create a world where good for business can equal good for the environment. We help enterprises transform compliance programs and human processes into a technology-driven system that lays the foundation for accurate and ongoing environmental compliance through a blended method of intelligent high-tech solutions and high-touch expert support.

Tier II reporting for EPCRA compliance rarely follows a smooth path for any EHS team. 

When we meet with EHS and Operations managers, for instance, most of them tell us their biggest hurdles for reporting are tracking down and validating data. Another common issue they point out is making sure each facility that’s reporting meets all state-level regulatory requirements before submission. Say you have 25 facilities across various states, does each site need to file a Tier II report? And if they do, where are they in the process? 

When facilities do need to report, keeping them on task for activities like data collection and confirming chemical inventories can be a daily hurdle. It’s worse when a company operates dozens or hundreds of facilities. As organizational size increases, so does the complexity of Tier II reporting — including tracking new requirements, accessing multiple state portals, and manually submitting reports and paying fees. 

“That’s a pain in itself,” these managers say, since the majority of them oversee sites in multiple states and local jurisdictions. 

For a lot of us at Encamp — especially our Compliance and Customer Success teams — we empathize. We come from EHS and environmental compliance backgrounds ourselves. So if you’re in charge of reporting, we want to help you however we can.

“Given all the things we have to deal with for Tier II, how can Encamp help us streamline our data management tasks and make reporting easier?”

Fair question… and one we love to answer. When you use Encamp’s Tier II Reporting module, you can standardize data collection across sites, track reporting progress for every facility, ensure reporting accuracy with built in data validation, and automate reporting and submissions across states and territories as well as local agencies. 

In short, you simplify your Tier II reporting by streamlining every step that leads up to the final submission. 

Watch the video here (it’s just under 3 minutes) to see what simplified Tier II reporting looks like, and then connect the dots in your reporting lifecycle on the other side.

A quick tour of Encamp’s Tier II Reporting module

 

The Tier II Reporting module and your reporting lifecycle

For most (but not all) companies, the reporting lifecycle largely falls into four segments: Data collection, data validation, data input, and data submissions. If there’s a need in your organization to manage these segments comprehensively at the facility level, our Tier II Reporting module helps you do it in a streamlined, automated manner.

For your company’s annual reporting lifecycle, use the following sections to gauge how effectively the Tier II Reporting module could benefit your reporting practices and compliance program. (Note that we’ve added the months/ranges as a general timeline for when reporting activities typically occur. )

Data collection for report preparations

Tier II Reporting module actions

Data validation for reporting accuracy

Tier II Reporting module actions

Data input at the state level

Tier II Reporting module actions

Data submissions to meet the Tier II deadline

Tier II Reporting module actions

You’ve reached the finish line! This is where your nightmares of state portals come to an end.  

To recap

In one place with the Tier II Reporting module, you automate Tier II reporting and submissions and manage facility-level data, regulatory requirements and compliance reports for every facility in your company. You also verify reporting requirements per facility, create a single source of truth for reporting, and validate and review data at every step of report preparation for each applicable site. 

EHS leaders also get a 360° view of each facility’s reporting activities and progress: Number and percent of reports completed, the number of days to March 1, facilities that have already filed, and ones that still need to start the process. Encamp then automatically submits your Tier II reports electronically to all respective states, and pays filing fees on your company’s behalf, including for SERCs, LEPCs, and fire departments. 

The result is complete confidence in your submitted reports — and a good night’s sleep.

Even better, with automated data management and environmental compliance reporting — and in a streamlined and consistent manner year-over-year — you make Tier II reporting repeatable, faster, simpler, and more accurate. Because at Encamp, our goal has always been to eliminate the pains of Tier II reporting. 

Happy reporting!

Transforming the way enterprises stay in compliance 

Encamp is on a mission to create a world where good for business can equal good for the environment. We help enterprises transform compliance programs and human processes into a technology-driven system that lays the foundation for accurate and ongoing environmental compliance through a blended method of intelligent high-tech solutions and high-touch expert support.

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Resources

A library of the latest guides,
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