Compliance Report

Overview

This Help page discusses the information fields you see on the Compliance Report Detail page of the system and provides assistance on how to use the electronic system to complete and submit the various compliance reports that can be submitted electronically in the Air Services system. This Help page will not provide guidance or assistance with completing the compliance reporting process in general, for example determining if a deviation occurred or how to calculate non-compliant emissions. If you require this type of assistance you may view resources contained on the Reference page of this system (including various compliance report instructions), you may contact your DO/LAA representative, or consult the Ohio EPA Division of Air Pollution Control website. Confidential assistance is also available for small businesses from Ohio EPA’s Ohio Compliance Assistance and Pollution Prevention (OCAPP) office. The Reference page of this system contains a direct link to the OCAPP website.

Compliance reports may be completed manually (hard copy) or electronically except Title V facilities are required to submit the TV Annual Compliance Certification electronically. Submittal of all other compliance reports electronically is optional at this time. However, Ohio EPA will be phasing in required electronic reporting of various compliance reports for Title V facilities and Synthetic Minor Title V facilties (issued an FEPTIO) over time. If a compliance report is submitted as a “hard copy” rather than through Air Services, it will be necessary for Ohio EPA staff to enter it electronically upon receipt.

The only compliance reports that can be viewed by Ohio EPA are those that have been submitted through Air Services, or those that were submitted in hard copy form and are entered electronically by Ohio EPA staff. As you are entering your compliance report information into the Compliance Report Detail page you can save your work, via the Save Button button at the bottom of the Compliance Report Detail page, and return at any time to continue entry without submitting the report. In order to submit your report it must pass a validation process, performed by the system, to ensure the minimum information is included. Whenever you attempt to Validate your report, via the Validate Button button at the bottom of the Compliance Report Detail page, you may receive a pop-up box identifying any missing steps that must be performed in order to submit your report. Please note, the system only checks that a field has data or information but it cannot confirm that the data or information is correct. Again, you can save your work at any point and return to complete more work during any part of this process. Once you have completed the validation process, you will be able to Submit your report, via thebutton at the bottom of the Compliance Report Detail page, whenever you are ready.

This topic contains the following sections:

Generating a Compliance Report
Saving and Returning to a Compliance Report
Deleting a Compliance Report
Updating Your Facility Profile
Editing, Saving or Canceling
Validating and Submitting
Compliance Report Detail Data Fields

TV Annual Compliance Certification
Permit Evaluation Report
Other Compliance Report

Related Help Pages

Generating a Compliance Report

When in the Air Services Home tab there are several hyperlinks at the bottom of the page under the heading New Tasks (see image below). Each hyperlink has a specific function related to the intended topic.

To generate a Permit Evaluation Report (PER), click on Permit Evaluation Report (PER). A pop-up will appear as follows where the Due Date will default to the annual facility wide due date established for your facility. The pop-up box will also identify the number of emissions units for which a Permit Evaluation Report is due (EU’s for this period) and number of reports which may have already been submitted for the required reporting period (Reports submitted for this period) as un-editable fields.

To generate a TV Annual Compliance Certification, click on TV Annual Compliance Certification. A pop-up will appear as follows where you will select the appropriate Reporting Year from the pick list.

To generate an Other Compliance Report, click on Other Compliance Report. A pop-up will appear as follows where you will select the appropriate Category from the pick list. Other Compliance Report is intended to provide you the ability to submit ANY type of compliance report you may need to submit EXCEPT a Permit Evaluation Report (PER) or a TV Annual Compliance Certification, which both have their own form that can be generated as New Tasks as discussed above. If you do not see the specific category of compliance report you wish to submit in the picklist, you can select Other.

Click Create Report Button to generate the report or click Cancel Button to return to Air Services Home page canceling any report information you just entered electronically.

Saving and Returning to a Compliance Report

At any point in the process of entering your report information, you can save your work and return to it later without losing the data entered provided you click Save Button at the bottom of the Compliance Report Detail page after editing. After the first save you perform your report will appear in the datagrid of In Progress Tasks in the middle of the Air Services Home tab. Under Task Description a hyperlink titled, for example Other Compliance Report, will be available. Click the hyperlinked title to continue working on the report. You will also always be able to access the last compliance report you worked on by clicking on the Compliance Report tab.

Deleting a Compliance Report

If at any point you would like to delete a compliance report you have not submitted, you can do so from the Air Services Home tab. Select the report you wish to delete by clicking on the radio button next to the In Progress Task in the datagrid and click Delete Button .

Updating Your Facility Profile

It may be necessary to ensure all the information in your Facility Profile is correct and submit an updated Facility Profile. This would be applicable if any of the information required in a compliance report is contained in the Facility Profile. For example, the Permit Evaluation Report(PER) will pre-populate the following dates as they exist in the last Facility Profile you submitted to Ohio EPA for each emissions unit subject to the PER requirement (those issued a PTIO):Completion of Initial Installation, Begin Installation/ Modification, and Commence Operation after Installation or Latest Modification. As part of the PER you are required to update any missing information regarding these dates. This is accomplished in the Facility Profile. As indicated in the instructions on the PER screen, “Failure to update your Facility Profile may result in an incomplete report submittal.” If these dates are now known but are not in your current Facility Profile you will need to update the profile and submit it to Ohio EPA BEFORE YOU GENERATE THE FINAL PER THAT WILL BE SUBMITTED TO OHIO EPA.

It would be beneficial to initially generate your PER as discussed under the “Generating a Compliance Report” heading above. Then review the dates identified in the PER to see if additional dates must be entered and submitted as a Facility Profile co References o Facility Profile o Facility Tree hange. You can confirm the need for the dates by also checking the profile to see if the information needs updating by clicking on the View Facility Profile button located just above the In Progress Tasks area of the Air Services Home tab.

View Facility Profile Change Button

View Facility Profile Button

This view of the Facility Profile is as it exists with Ohio EPA and is NOT EDITABLE. Therefore, changes cannot be made from this “frozen” screen. If you determine it is necessary to make changes to your Facility Profile after viewing the frozen facility, you will be able to do this in one of two ways:

In Progress Task Facility Profile Change:

You will notice a datagrid of In Progress Tasks in the middle of the Air Services Home tab. If Facility Profile Change exists as a Task Type it is through the Facility Profile Change hyperlink (anywhere in that datagrid) where updates to the Facility Profile must occur. Many of the tasks performed in the system (generating an application, generating an FER) will automatically generate a Facility Profile Change task because these tasks are dependent upon the Facility Profile.

New Task Facility Profile Change:

If there is no Facility Profile Change as an In Progress Task you can generate such a task by clicking the Facility Profile Change hyperlink at the bottom of the Air Services Home tab under the heading New Tasks.

In either case, the page will refresh and you will be working in the Facility tab in the edit mode. If you need Help with making changes to your Facility Profile please select the Help button on that page and also view the Facility Tree Help page.

Be sure to submit this change to Ohio EPA prior to submitting your PER. If you generated your PER prior to submitting the Facility Profile change, in order to update the information in the PER document itself you will need to generate another PER after you have submitted the Facility Profile change.

Editing, Saving or Canceling -, , or

Reports that have been created but not yet submitted can be edited by clicking Edit Button at the bottom of the page. Enter information as needed and Save Button or Cancel Button . When entering a report you can stop at any point and save your work by clicking at the bottom of the page or cancel your work by clicking Clicking will erase any information you just entered electronically. This button is used to “reset” the data fields that have been changed since the last save. Attachments entered into the system are not affected by clicking Cancel Button

Validating and Submitting - and

When you are ready to submit the completed report, it will need to pass a validation process to ensure the minimum information is included. To Validate click Validate Button at the bottom of the page. A pop-up box will appear displaying any issues associated with the validation. The issue(s) must be resolved in order for report submittal to occur.

Issues with validation are categorized as either ERRORs, WARNINGs or INFOs. ERRORs must be resolved before the document can be validated. If you only experience WARNINGs or INFOs, the validation process will be successful without the need to click validate again; however, WARNINGs and INFOs may be viewed and corrected/changed before submission. If changes are made after validation, it will be necessary to validate again.

To navigate to any ERRORs, WARNINGs or INFOs, click on the brown underlined hyperlink associated with the issue. This will take you to the page where it was detected. The page should open in the edit mode. If it is an error, you will need to correct the error and navigate back to the Application Detail page to validate again or open the validation pop-up using the toolbar at the bottom of your computer screen and move on to the next error message hyperlink until all errors have been corrected. WARNINGs and INFOs may be viewed by following the above procedure. When viewing, you can determine if the information requires a change or if you want to keep the information as originally determined. WARNINGs typically may be more significant issues than ERRORs.

Once the document passes validation, you will see the Information- validation successful message at the top of the screen. Once all issues are resolved, you are ready to submit. Click Submit Button . A pop-up will appear as follows:

Certification Pop-up

Click to proceed with the submittal process or to abort the submittal. If you click , a pop-up will appear as follows where you will enter your PIN and click Submit Button .

Clicking Submit Button will generate a pop-up where you will Answer the Security Question you previously established by entering into the text-box and clicking .

Security Pop-up

After clicking Submit Button , transmission of the report will occur. As identified in the text in the above pop-up, clicking the Cancel Button button will not stop the transmission after has occurred but will close the pop-up window. You may choose to close the pop-up window or keep it open. If the pop-up window remains open during the transmittal process you will see the following pop-up once transmission is complete:

Click Close Button and you will be returned to your Air Services Home tab where the compliance report will have disappeared from your In Progress Tasks list. If you closed the Security Question pop-up window before seeing the above pop-up indicating transmission was successful, you can return to the Air Services Home tab where you can confirm successful submission of the compliance report when it has disappeared from your In Progress Tasks list.

Compliance Report Detail Data Fields

The information you see on the Compliance Report Detail page may depend on the type of report you are viewing, or editing. The information below is relevant to each type available.

Back to Top

TV Annual Compliance Certification

This section explains the fields you complete in a TV Annual Compliance Certification. Please note, Title V facilities will be required to submit their TV Annual Compliance Certification electronically in the system. Title V facilities have two options available for fulfilling the electronic submittal requirement. You may choose to complete the Identification of Intermittent Compliance (IC) (including any necessary attachments) and Any Material Information Not Established Through the Applicable Permit Terms and Conditions That May Indicate Non-Compliance sections OR you may choose to use your own form that fulfills the requirements for a TV Annual Compliance Certification and attach the document in the Attachments section of the system’s form.

Identification of Intermittent Compliance(IC) Section

This section contains a datagrid of information regarding any deviations or excursions being reported if you are choosing this reporting option over the attachment option.

IC ID: Unique ID generated by the system for the associated intermittent compliance row.
EU ID: The emissions unit for which the deviation or excursion is being reported.
Emission Limitation/Control Measure or Permit Term No. and Compliance Method : Additional information about entering the contents of this field can be found in the “Title V Compliance Certification Form and Instructions” found in the References section accessed from the third-level menu of your Air Services Home tab.
Excursions/Deviations (one of the following must be provided): For each excursion or deviation, EITHER the column marked Report Date of Those Documented Within Excursion/Deviation Reports Submitted to DO/LAA OR the column marked Explain the Date, Nature, Duration, and Probable Cause of the Excursion/Deviation, as well as any Corrective Action Taken will be completed, BUT NOT BOTH. If you attempt to enter both, you will get an error. If you choose to complete the Report Date of Those Documented Within Excursion/Deviation Reports Submitted to DO/LAA, you may also include the report as an attachment in the Attachment section (discussed below). Additional information about entering the contents of this field can be found in the “Title V Compliance Certification Form and Instructions” found in the References section accessed from the third-level menu of your Air Services Home tab.

Any Material Information Not Established Through the Applicable Permit Terms and Conditions That May Indicate Non-Compliance Section

You will report any necessary information per the instructions in this section. Additional information about entering the contents of this field can be found in the “Title V Compliance Certification Form and Instructions” found in the References section accessed from the third-level menu of your Air Services Home tab.

Attachments Section

The Attachments section is used to incorporate any Attachments submitted as part of the report, including if you choose to submit your own form as an attachment rather than completing the other fields of this report. Click which will generate the following pop-up window:

Attachment Type: Select either Other, Process Flow Diagram(s) or Title V Compliance Certification attachment from the pick list.
Description: Enter an appropriate Description of the attachment.
File to upload: Choose the file you would like to attach to the submittal from your computer.

Click to populate the information into the datagrid or click to return to specific Compliance Report Detail page. Clicking will cancel any report information you just entered electronically.

The datagrid will be automatically populated with an Attachment ID (unique ID number automatically generated by the system and hyperlink for editing the Attachment Type or Description or deleting the attachment), Attachment Type (hyperlink to access attachment), Description, Modified By and Last Modified (date the attachment was last uploaded).

IMPORTANT NOTE: A copy of this TV Annual Compliance Certification must also be submitted (i.e., post marked) to the Administrator of the United States Environmental Protection Agency c/o Director, Air and Radiation Division, U.S. EPA Region 5, 77 W. Jackson Blvd., R-19J, Chicago, Illinois 60604. It is recommended that this be sent by certified mail. After you complete the report you can print a copy for mailing by clicking Generate PDF Button on at the bottom of the screen. You will need to submit the following language as an attachment to the report you mail to the Administrator of the United States Environmental Protection Agency:

Permit Evaluation Report

This section explains the fields you will enter in a Permit Evaluation Report.

Additional Information & Corrections Section

This section contains additional information you may need to communicate. Additional information about entering the contents of this fields can be found in the “PER FAQs” found in the References section accessed from the third-level menu of your Air Services Home tab.

IMPORTANT NOTE: If you are using this section to identify the permanent shutdown of an emissions unit, please read the “PER FAQs” found in the References section accessed from the third-level menu of your Air Services Home tab for important information on completing this properly.

Detailed EU Information Section

This section contains a datagrid of information regarding whether or not deviations or excursions occurred for each emissions unit issued a PTIO.

DAPC EU ID: The emissions unit identification for which a PER is required. This is pre-populated based on system’s identification of emissions units at the facility that have been issued a PTIO.
DAPC EU Description: The emissions unit description for which a PER is required. This is pre-populated based on system’s identification of emissions units at the facility that have been issued a PTIO.
Permit Number: The PTIO permit number containing the emissions unit’s requirements. This is pre-populated based on system’s identification of emissions units at the facility that have been issued a PTIO.
Dates:

The following dates are pre-populated based on information contained within the Facility Profile for each emissions unit. If the information is contained in the Facility Profile, it will be pre-populated in this section and also in the hard copy form provided to you. If any information is missing but available at the time the report is to be submitted, it should be entered into the corresponding Emissions Unit Information page of the Facility Profile (see the Facility Tree for Help page for assistance on editing an Emissions Unit Information page). Please also read the section of this Help page above entitled Updating your Facility Profile” for additional important instructions. As indicated in the instructions on the screen, “Failure to update your Facility Profile may result in an incomplete report submittal.”

Completion of Initial Installation
Begin Installation/ Modification
Commence Operation after Installation or Latest Modification

Deviations or Exceedances From:

OR/EL: Will identify, or select from the pick list when entering a hard copy, Yes or No for any deviations or exceedances from operational restrictions(OR)/emission limitations(EL).
MRR: Will identify, or select from the pick list when entering a hard copy, Yes or No for any deviations or exceedances from monitoring, recordkeeping or reporting(MRR).

If Yes is identified, EITHER an attachment should be included in the Attachments section OR the Deviation, Exceedance, or Visible Emissions Detail datagrid must be completed identifying the additional information required for each deviation or exceedance. Additional information about entering the contents of this fields can be found in the “PER FAQs” found in the References section accessed from the third-level menu of your Air Services Home tab.

Notes: this section may be used to identify any information regarding the deviations or exceedance.

Deviation, Exceedance, or Visible Emissions Details Section

Additional information is required for each deviation or exceedance that prompted a Yes answer in the Detailed EU Information datagrid and for any visible emissions (VE) incident that occurred during the reporting period. In lieu of completing this datagrid, information that fulfills the requirements can be included as an attachment in the Attachments section. Additional information about entering the contents of this fields can be found in the “PER FAQs” found in the References section accessed from the third-level menu of your Air Services Home tab.

You will begin entry of this table by clicking on New Deviation Button

and entering the following information into the pop-up.

DAPC EU ID: The emissions unit identification for which Yes was indicated.
Start Date: Identifies the Start Date of the visible emissions (VE) incident, exceedance or deviation.
End Date: Identify the End Date of the visible emissions (VE) incident, exceedance or deviation.
Description of Deviation or Exceedance and Probable Cause AND Description of Corrective Actions. If none, describe why not: Additional information about entering the contents of this fields can be found in the “PER FAQs” found in the References section accessed from the third-level menu of your Air Services Home tab.

Clickto populate the information into the datagrid or click to return to the Compliance Report Detail page. Clicking will cancel any report information you just entered electronically.

The datagrid will also display the following information:
Dev/Exc/VE ID: Unique ID generated by the system for the associated deviation/exceedance/visible emissions row.

Attachments Section

The Attachments section is used to incorporate any Attachments needed to complete the report. This includes the requirement to attach additional information for each deviation or exceedance that prompted a Yes answer in the Detailed EU Information datagrid and for any visible emissions (VE) incident that occurred during the reporting period when the Deviation, Exceedance, or Visible Emissions Details Section was not used to report such information.

Click which will generate the following pop-up window:

Attachment Type: Select either Other, Process Flow Diagram(s) or PTIO Permit Evaluation Report (PER) attachments from the pick list.

Description: Enter an appropriate Description of the attachment.

File to upload: Choose the file you would like to attach to the submittal from your computer.

Click to populate the information into the datagrid or click to return to specific Compliance Report Detail page. Clicking will cancel any report information you just entered electronically.

Other Compliance Report

This section explains the fields you will complete in an Other Compliance Report. Other Compliance Report is intended to provide you the ability to submit ANY type of compliance report you may need to submit EXCEPT a Permit Evaluation Report (PER) or a TV Annual Compliance Certification, which both have their own form that can be generated as a New Tasks as discussed above.

Report Category Section

This section identifies the type of Other Compliance Report selected for submittal. If you do not see the specific category of compliance report you wish to submit in the picklist, you can select Other. It is editable if it needs changed.

Description, Reporting Period and/or Date(s) Section

This section should identify the reporting period, due date and summarize the contents of the attached compliance report, such as test date, notification date, etc.

Attachments Section

The Attachments section is used to incorporate the actual compliance report. Click Add Button

which will generate the following pop-up window:

Other Attachment Pop-up

Description: Enter an appropriate Description of the attachment.
File to upload: Choose the file you would like to attach to the submittal from your computer.

Click Create Button to populate the information into the datagrid or click Cancel Button to return to specific Compliance Report Detail page. Clicking will cancel any report information you just entered electronically.

The datagrid will be automatically populated with an Attachment ID (unique ID number automatically generated by the system and hyperlink for editing the Description or deleting the attachment), Description, Modified By and Last Modified (date the attachment was last uploaded).

IMPORTANT NOTE: Some “Other Compliance Reports” may be required to also be submitted (i.e., post marked) to the Administrator of the United States Environmental Protection Agency c/o Director, Air and Radiation Division, U.S. EPA Region 5, 77 W. Jackson Blvd., R-19J, Chicago, Illinois 60604. For example, Title V Quarterly Deviation Reports. It is recommended that these be sent by certified mail. After you complete the report you can print a copy for mailing by clicking on Generate PDF Button at the bottom of the screen. You may also need to submit certification language as an attachment to the report you mail to the Administrator of the United States Environmental Protection Agency similar to that which was identified under the TV Annual Compliance Certification section above.