Identification of operators and competent authorities in the systems
1. The systems and software shall identify operators on the basis of their main identification number.
2. Where the operator is registered for customs purposes pursuant to Article 9 of Regulation (EU) No 952/2013, the operator shall provide its EORI number as the main identification number under this Regulation.
3. Member States shall communicate, by 3 February 2026, to the Commission and to the operators what identification number shall be the main identification number for operators based in their Member State and not identified pursuant to paragraph 2. Member States shall also specify what registration numbers are required to be provided for purposes of registration in the systems or software.
4. The main identification number for operators based in third countries that are not required to register for customs purposes pursuant to Article 9 of Regulation (EU) No 952/2013, shall be another identification number, as provided by the legislation of the country, where this operator is based.
5. The systems and software shall allow for the identification of operators also on the basis of other identification numbers.
6. An operator may indicate in the systems or software whether it has one or more sites. Where an operator has one or more sites, the operator shall indicate whether and which of its sites is concerned by a given operation each time the operator acts in the systems or software.
7. The systems and software shall identify competent authorities based on their codes referred to in box 15 (b) of the form set out in Annex IA to Regulation (EU) 2024/1157.
8. The central system shall assign a specific code to the competent authority when the Commission authorises the first user to act on behalf of such authority. The code shall have the following characteristics:
(a)
be unique;
(b)
be prefixed with a two-letter country code of the country of dispatch in accordance with the ISO standard 3166-1 alpha-2 abbreviation list;
(c)
after the code referred to in point (b), comprise two numerical characters.
In cases referred to in Article 8(6), the specific code shall be assigned when the competent authority of the third country concerned is registered in the central system.
Roles
1. The systems shall allow operators and authorities to act in one or more of the following roles:
(a)
competent authority of:
(i)
dispatch;
(ii)
transit;
(iii)
destination;
(b)
waste producer;
(c)
notifier;
(d)
carrier;
(e)
consignee;
(f)
facility receiving waste;
(g)
person who arranges the shipment;
(h)
authority involved in inspections.
Software shall allow operators to act in one or more of the roles referred to in points (b), (c), and (e) to (g) of the first subparagraph.
2. Operators shall act in the systems or software in one or more of the roles referred to in paragraph 1, first subparagraph, points (b) to (g).
3. Competent authorities shall act in the systems in one or more of the roles referred to in paragraph 1, first subparagraph, point (a). Where relevant, competent authorities may also act in the systems in any of the roles referred to in paragraph 1, first subparagraph, points (b) to (g).
4. Authorities involved in inspections shall act in the systems in the role referred to in paragraph 1, first subparagraph, point (h).
5. The roles referred to in paragraph 1, first subparagraph, point (a) shall be assigned as follows, depending on the declaration of the competent authority on how to access the central system, submitted in accordance with Article 4(1):
(a)
access to the central system through GUI: assignment through the central system by the Commission;
(b)
access to the central system through API: assignment in a manner that the competent authority concerned considers appropriate.
6. The role referred to in paragraph 1, first subparagraph, point (h) shall be assigned through the central system by the Commission.
Interoperability testing process
1. The local systems shall be able to perform the operations set out in Annex II, in accordance with paragraphs 2 to 4 of this Article.
2. Where the competent authority indicates in the declaration referred to in Article 4(1) that the authority shall access the central system through an API with respect to the following actions, the local system operated by this authority shall be able to perform the following operations:
(a)
as regards the submission and exchange of information and documents concerning shipments of waste referred to in Article 4(1), (2) and (3) of Regulation (EU) 2024/1157, all operations marked as ‘PIC’ in the column ‘Waste shipment procedure’ in the table set out in Annex III to this Regulation;
(b)
as regards the submission and exchange of information and documents concerning shipments of waste referred to in Article 4(4) and (5) of Regulation (EU) 2024/1157, all operations marked as ‘Annex VII’ in the column ‘Waste shipment procedure’ in the table set out in Annex III to this Regulation;
(c)
as regards communicating decisions on pre-consenting the facilities or revocation of the pre-consent, all operations marked as ‘for pre-consented facilities’ in the column ‘Comments’ in the table set out in Annex III to this Regulation.
3. Where the competent authority indicates in the declaration referred to in Article 4(1) that the authority shall access the central system through an API, the following rules apply:
(a)
where the competent authority acts as competent authority of dispatch, the local system operated by this authority shall:
(i)
be required to perform all the operations marked as ‘CA’ and ‘CA dispatch’ in the column ‘Role of the user(s) performing operation’ in the table set out in Annex III to this Regulation;
(ii)
not be required to perform operations marked as ‘CA transit’ or ‘CA destination’ in the column ‘Role of the user(s) performing operation’ in the table set out in Annex III to this Regulation;
(b)
where the competent authority acts as competent authority of transit, the local system operated by this authority shall:
(i)
be required to perform all the operations marked as ‘CA’ and ‘CA transit’ in the column ‘Role of the user(s) performing operation’ in the table set out in Annex III to this Regulation;
(ii)
not be required to perform operations marked as ‘CA dispatch’ or ‘CA destination’ in the column ‘Role of the user(s) performing operation’ in the table set out in Annex III to this Regulation;
(c)
where the competent authority acts as competent authority of destination, the local system operated by this authority shall:
(i)
be required to perform all the operations marked as ‘CA’ and ‘CA destination’ in the column ‘Role of the user(s) performing operation’ in the table set out in Annex III to this Regulation;
(ii)
not be required to perform operations marked as ‘CA dispatch’ or ‘CA transit’ in the column ‘Role of the user(s) performing operation’ in the table set out in Annex III to this Regulation.
4. To facilitate the process of registration of users and authorising users to represent operators or their sites in the central system accessed through GUI, the local system of the competent authority responsible for such registration and authorisation may perform operations listed in Annex II Part G, where the competent authority indicates in the declaration referred to in Article 4(1) that:
(a)
users representing operators shall access the central system through the API using a local system for the purpose of the submission and exchange of information and documents concerning certain shipments of waste, while for the purpose of the submission and exchange of information and documents concerning other shipments of waste these users shall access the central system through GUI;
(b)
users representing operators shall access the central system through GUI and the competent authority shall access the central system through the API;
(c)
users representing operators can access the central system through the API using software and the competent authority shall access the central system through the API using a local system.
5. Inspection systems shall be required to perform the operations set out in Part F of Annex II to this Regulation relevant to the data that such system is intended to obtain from the central system.
Software shall be required to perform the operations set out in Annex II to this Regulation relevant to the scope of the functionalities it intends to offer.
6. The competent authority intending to access the central system through API shall perform tests confirming the ability of its local system to perform all the relevant operations referred to in Annex II or offer other functionalities implemented in the central system, where appropriate and relevant.
7. The tests referred to in paragraph 6 shall be completed at the latest 25 working days before the date from which the competent authority intends to access the central system through API.
8. The competent authority shall inform the Commission in writing whether the tests referred to in paragraph 6 were successfully completed or not.
9. Where the competent authority indicated in its declaration referred to in Article 4(1) that all users representing the operators referred to in Article 5(1) that have a registered office under the jurisdiction of that competent authority shall access the central system through local system, these users shall access the central system through GUI until that competent authority successfully completes the tests referred to in paragraph 6.
10. The competent authority referred to in paragraph 9 may further perform tests pursuant to paragraphs 7 and 8 to ensure the interoperability of the local system operated by this authority with the central system.
11. Where the tests referred to in paragraph 6 are successfully completed, the users referred to in paragraph 9 shall access the central system through API using the local system of the competent authority having jurisdiction over the operators represented by those users, in accordance with the competent authority’s declaration referred to in Article 4(1). That obligation shall apply after 25 working days from the date on which the competent authority provided the Commission with written confirmation of the successful completion of the tests. The competent authority may indicate in such confirmation a specific date falling after those 25 working days, in which case the users shall access the central system through API from that date.
12. Inspection systems and software may perform tests to confirm their ability to perform all the relevant operations referred to in paragraph 5 or other functionalities implemented in the central system, where appropriate and when relevant.
Protocol for exchange of data
1. Local systems shall use the protocol for exchange of data set out in Annex II for all relevant operations referred to in Article 11(1).
2. For the purposes of Article 5(4), the software shall use the protocol for exchange of data set out in Annex II for relevant operations.
Requirements for exchanging attached documents
The systems and software shall allow for exchange of attached documents only in accordance with the following conditions:
(a)
in the formats pdf, jpeg;
(b)
of a size not exceeding 32 MB per attachment.
Authentication of documents
1. All systems and software shall require their users to authenticate the following documents or elements:
(a)
as regards the notifier:
(i)
the notification document upon submission in accordance with Article 5 of Regulation (EU) 2024/1157 or upon submission of additional information and documentation in accordance with Article 8(3) and (8) of Regulation (EU) 2024/1157;
(ii)
the movement document set out in Annex IB to that Regulation (‘the movement document’) as completed in accordance with Article 16(2) of that Regulation;
(iii)
a request to change details or conditions related to a shipment in accordance with Article 17(1) of that Regulation;
(b)
as regards the competent authority:
(i)
the information it requests or provides in accordance with Article 8(1), (4) to (7), (9), (10) and (11) or (12) of Regulation (EU) 2024/1157, or where relevant its acknowledgment of receipt;
(ii)
any decision concerning a notification in accordance with Article 9 or Article 17(2) of that Regulation;
(c)
as regards the facility to which waste under a consented notification is shipped:
(i)
the receipt of the waste in accordance with Article 15(3) or Article 16(5) of Regulation (EU) 2024/1157;
(ii)
as appropriate, the certificates upon submission in accordance with Article 15(5) or Article 16(6) of that Regulation;
(d)
as regards the person who arranges the shipment:
(i)
the submission of the form set out Annex VII of Regulation (EU) 2024/1157 (‘Annex VII document’);
(ii)
the transfer of waste to a carrier;
(e)
as regards the facility to which waste subject to Article 18 of Regulation (EU) 2024/1157 is shipped:
(i)
the receipt of the waste in accordance with Article 18(8) of that Regulation;
(ii)
the certificates upon submission, as relevant, in accordance with Article 18(9) of that Regulation;
(f)
as regards the carrier: the taking over of the waste the carrier transports in accordance with box 8 of the movement document or in accordance with box 5 of the Annex VII document;
(g)
as regards the consignee: receipt of the waste in accordance with box 17 of the movement document or in accordance with box 13 of the Annex VII document;
(h)
as regards the original waste producer: the submission of the notification document as required pursuant to Article 5(2) of Regulation (EU) 2024/1157 and the Annex VII document as required pursuant to Article 18(4) of that Regulation.
2. The authentication referred to in paragraph 1 shall provide the following information:
(a)
date and time of authentication, accurate to seconds, including time zone code;
(b)
name and surname of the user performing the authentication;
(c)
function of the user performing the authentication of documents in the competent authority or for the operator, as appropriate.
3. All systems and software shall exchange the information referred to in paragraph 2 in accordance with Article 12.
4. All systems and software shall record and maintain audit logs containing the information set out in paragraph 2 and provide those logs upon request of the authorities.
Notification number, Annex VII document number, movement document number
1. Before a notifier submits a notification for shipments that start within the Union, the system or software the notifier is using shall allow for the generation of a notification number, in accordance with the provisions of paragraphs 2 and 3 of this Article.
2. For the generation of a notification number referred to in paragraph 1, the system or software used by the notifier shall require the notifier to provide the following information:
(a)
its name, address and main identification number;
(b)
name and address of its site, if applicable;
(c)
the country of dispatch;
(d)
the competent authority of dispatch.
3. A notification number for shipments where the country of dispatch is a Member State shall have the following characteristics:
(a)
be unique;
(b)
be prefixed with the code of the competent authority of dispatch concerned, referred to in Article 9(8);
(c)
after the prefix, indicate the two last digits of the calendar year, in which the notification number was generated;
(d)
consist of 12 characters;
(e)
where the number is generated in the central system, the last additional character shall be the letter ‘i’;
(f)
not contain blank spaces, letters other than those referred to in points (b) and (e), punctuation marks or other symbols.
4. Where waste is imported to the Union or transits through the Union from and to third countries, the systems or software shall perform the following functions:
(a)
verify whether the notification number complies with requirement set out in paragraph 3, point (a);
(b)
allow a user that submits all relevant information to the system pursuant to Article 51(2) point (b), Article 53(2) point (d), Article 57 or Article 58(1) and (2) of Regulation (EU) 2024/1157 to introduce in the system that the user uses the notification number attributed by the competent authority of dispatch.
5. Paragraph 3 of this Article shall apply to the attribution of numbers to Annex VII documents with the following modifications:
(a)
an Annex VII document number shall be generated when an Annex VII document is submitted;
(b)
each Annex VII document number shall be prefixed with ‘GLW’ followed by the code of the country of dispatch referred to in Article 9(8), point (b) of this Regulation, and the two last digits of the calendar year in which the Annex VII document was submitted;
(c)
Annex VII document number shall consist of 16 characters;
(d)
the abbreviation ‘GLW’ and the country code should be separated by a full stop.
6. Regarding shipments of waste referred to in Article 4(1), (2) or (3) of Regulation (EU) 2024/1157 that start within the Union, the systems or software shall assign a movement document number upon submission of a movement document. The movement document number shall have the following characteristics:
(a)
be unique;
(b)
start with the notification number of the notification document on the basis of which the movement document is prepared;
(c)
the notification number shall be followed by the movement document serial number referred to in box 2 of Annex IB to the Regulation (EU) 2024/1157;
(d)
the numbers referred to in points (b) and (c) shall be separated by a full stop;
(e)
not contain blank spaces, punctuation marks, letters other than those referred to in point (b) or symbols other than those referred to in point (d).
A movement document serial number shall be assigned by the systems or software when the movement document is submitted. It shall consist of 6 digits. Where relevant, that serial number shall be prefixed with one or more zeros.
7. Where waste is imported into the Union or transits through the Union from and to third countries, the systems shall perform the following functions:
(a)
verify whether the movement document number complies with the requirement set out in paragraph 6, point (a);
(b)
allow a notifier to introduce the movement document number attributed by the competent authority of dispatch in the third country in accordance with its national rules to the system the notifier uses.
8. Where waste is imported into the Union or transits through the Union from and to third countries, and where there are no national rules on the structure and assignment of movement document numbers in the country of dispatch and no such number was attributed to the movement document, the notifier shall introduce the movement document number in the system the notifier is using in accordance with the requirements referred to in paragraph 6.
9. A notification number, an Annex VII document number and a movement document number shall not be used again even where that submitted notification, Annex VII document or movement document was cancelled, withdrawn or otherwise ineffective.
Pre-consented facilities
1. The systems shall allow the competent authorities to submit the following information concerning pre-consented facilities, referred to in Article 14 of Regulation (EU) 2024/1157:
(a)
the name of the facility, the main identification number of the operator of that facility and address of the facility;
(b)
the name of the site and its address, if applicable;
(c)
the R-code or codes referred to in Annex II to Directive 2008/98/EC, for the recovery operation or operations for which the pre-consent is issued;
(d)
the waste identification code or codes for the wastes for which the pre-consent is issued and the total pre-consented quantity of such waste;
(e)
the start and end date of validity of the pre-consent;
(f)
information about whether the pre-consent was revoked wholly or partially, together with the date from which the revocation is effective;
(g)
a copy of a decision on the pre-consent.
2. The systems shall make the information referred to in paragraph 1 available for all the users.
3. The systems and software shall allow the notifiers, when submitting the notification, to indicate whether the shipment is destined to a pre-consented facility.
Where the notifier indicates that the shipment is destined to a pre-consented facility, the systems shall apply the procedures set out in Article 14(12) and (14) to (16) of Regulation (EU) 2024/1157. The competent authority concerned may refuse to apply such procedures, in which case the systems shall allow the competent authorities to inform about such refusal.
Functionalities of the systems
1. The systems, and where relevant, software shall have all the functionalities referred to in this Article.
2. Where in the notification document or the Annex VII document the operator indicates the same entity for the ‘importer – consignee’ and the ‘facility’ to which waste is shipped, the systems shall not allow the execution of the following operations referred to in Annex II, Parts B and C:
(a)
‘submit consignee reception confirmation’;
(b)
‘update consignee reception confirmation’;
(c)
‘submit consignee reception confirmation – Annex VII document’;
(d)
‘update consignee reception confirmation – Annex VII document’.
3. The systems shall allow users performing the operations ‘submit new notification’, ‘update notification’, ‘submit movement document’, ‘update movement document’, ‘submit Annex VII document’ and ‘update Annex VII document’, where relevant, referred to in Annex II to this Regulation to insert multiple entries regarding the following:
(a)
carriers, as indicated in box 8 of Annexes IA and IB to Regulation (EU) 2024/1157, and box 5 of Annex VII to Regulation (EU) 2024/1157;
(b)
facilities receiving waste after an interim waste treatment operation;
(c)
waste producers;
(d)
waste identification lists and codes;
(e)
customs codes (HS) and commodity codes;
(f)
packaging types codes;
(g)
physical characteristics codes;
(h)
recovery operation codes or disposal operation codes;
(i)
countries of transit, competent authorities of transit and custom offices of transit.
4. The systems shall allow users performing operations ‘create operator’ and ‘update operator’ referred to in Annex II Part E to this Regulation to insert multiple entries regarding the following:
(a)
registration numbers of operators or sites;
(b)
other identifiers of operators or sites.
5. The systems shall require the provision of a separate facility reception confirmation for each movement document submitted. The provisions of this paragraph shall apply as appropriate to consignee reception confirmations and to facility completion certificates.
6. The systems shall ensure that data in movement documents corresponds to the respective data in the notification document in the following manner:
(a)
information in box 3 of the movement document shall be identical as information in box 1 of the notification document;
(b)
information in box 4 of the movement document shall be identical as information in box 2 of the notification document;
(c)
information in box 7 of the movement document shall be completed by indicating types of packaging in a way compliant with information listed in box 7 of the notification document;
(d)
information in box 7 of the movement document concerning the special handling requirements shall be identical as information in box 7 of the notification document in that regard;
(e)
information in box 8 of the movement document shall be completed by indicating one of the operators in listed in box 8 of the notification document;
(f)
information in box 9 of the movement document shall be identical as information in box 9 of the notification document;
(g)
information in box 10 of the movement document shall be identical as information in box 10 of the notification document;
(h)
information in box 11 of the movement document shall be identical as information on D-code/R-code in box 11 of the notification document;
(i)
information in box 12 of the movement document shall be identical as information in box 12 of the notification document;
(j)
information in box 13 of the movement document shall be identical as information in box 13 of the notification document;
(k)
information in box 14 of the movement document shall be identical as information in box 14 of the notification document.
Where new data that is not included in the notification document is to be added to the movement documents, the consignee reception confirmations, the facility reception confirmations or the facility completion certificates, the systems shall require that the notification document be first updated with such new data.
7. The systems shall not generate more movement documents than the total number of shipments indicated in box 4 of the corresponding notification document or in the conditions attached to the consent of any of the competent authorities concerned, if those conditions specify a smaller number than that indicated in the notification document.
8. Where a movement document is cancelled and the shipment covered by such movement document does not take place, such cancelled movement document shall not be counted in the systems towards the number of movement documents, referred to in paragraph 7, that can be generated following a notification.
9. Where the notifier indicates in the notification document that it intends to carry out an ‘individual shipment’, the systems shall only allow to indicate ‘1’ in box 4 of the notification document.
Where the notifier indicates in the notification document that it intends to carry out ‘multiple shipments’, the systems shall only allow to indicate numbers greater than 1 in box 4 of the notification document.
10. The systems shall allow the notifier to indicate in the movement documents only the quantity of waste to be shipped that is equal or less than the value of the ‘total intended quantity of waste’ referred to in box 5 of the notification document or in conditions attached to the consent of any of the competent authorities concerned, if these conditions specify lower quantity than indicated in the notification document.
11. The systems shall only allow the competent authorities to perform the operation ‘update decision’ referred to in Annex II, Part A, in relation to decisions they submitted in accordance with Article 9(1) of Regulation (EU) 2024/1157 in the following manner:
(a)
‘consent’ may be updated to ‘objection’ or ‘withdrawn’;
(b)
‘objection’ may be updated only to ‘consent’;
(c)
conditions referred to in Article 9(1), point (b), of Regulation (EU) 2024/1157 may be added, modified or removed.
12. The systems shall only allow users that represent the competent authority who submitted the request to perform the operations ‘update take-back request’ and ‘update take-back request – Annex VII document’, referred to in Annex II Parts B and C.
13. The systems shall consider, and duly mark, the notification as properly completed in accordance with Article 8(11) of Regulation (EU) 2024/1157 by the competent authority of transit, in the following cases:
(a)
the competent authority of transit did not submit a request for additional information and documentation within the timeline referred to in Article 8(7) of Regulation (EU) 2024/1157;
(b)
the competent authority of destination indicated that the notification is properly completed in accordance with Article 8(12) of Regulation (EU) 2024/1157;
(c)
the competent authority of dispatch indicated that the notification is properly carried out in accordance with Article 8(6) of Regulation (EU) 2024/1157.
14. Where the notifier requests a change in the consented notification in accordance with Article 17(1) of Regulation (EU) 2024/1157, the systems and software shall presume that the consent for such a change was agreed by all the competent authorities, in accordance with Article 17(2) of Regulation (EU) 2024/1157, only where all the competent authorities concerned indicated in the systems that they agree with the requested change.
Where there is agreement pursuant to the first subparagraph, the competent authority of dispatch shall introduce in the systems the agreed change in the consented notification.
In case of import of waste to the Union, the change shall be introduced in the systems by the competent authority of destination. Where waste transits through the Union, the change shall be introduced by the competent authority of transit of the first Member State through which that waste transits.
Source: EUR-Lex (Publications Office of the EU), © European Union, reuse permitted under Commission Decision 2011/833/EU.
