Home

ePIC Submission Manual 01

Contents

1. Hazard classification E G GH5 H302 H400 H410 Xn R22 N R50 53 WHO IARC EU gt Next section All previously entered information can be modified You can find support on how to fill in the various fields in Chapters 4 2 2 4 2 3 and 4 2 4 e Remember that changes are discarded unless you click on Save amp Close or Save A An article record can only be deleted if it is not referenced in an export notification or special RIN request Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 24 ePIC User Manual for Industry 5 Create export notification 5 1 Export notification for a chemical To create an export notification for a chemical click on the Notification for chemical link Figure 24 from the left hand side menu Figure 24 Create export notification for a chemical screen Export Notifications Notification for chemical A new page Export notification for a chemical is displayed The export notification form consists of six sections organised in tabs Additionally a common area Figure 25 at the top of the screen is visible for all sections The common area is where the importing country and operators such as Save Submit or Cancel can be found Section 1 is displayed by default when the Export notification form is opened e Mandatory fields are marked with an asterisk throughout t
2. Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 19 opportunity to do so while creating an export notification for this article In case you need to add further SDSs to your article at a later stage you can do so by using the Manage article functionality Figure 16 SDS tab Summary Annex I chemicals SDS List of documents attached The following documents have been attached a Document type File name No records found Attach new documents 1 Please select the SDS documents to attach Safety Data Sheet I English echa data users u m Safety Data Sheet I English j Safety Data Sheet English i A File name should not contain special characters Attach more documents 2 Please complete the security check below Security check Enter the characters shown above 8bdgg LS get new code 3 You can now upload the selected documents Please press the upload button a Upload w Reset First select the language of the document from the drop down menu and click Browse A pop up window appears where you can locate the file on your computer to attach e It is strongly recommended to upload an English SDS if available since it Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 20 ePIC User Manual for Ind
3. To proceed you have to accept the message by clicking on OK The system creates a new export notification where data is automatically filled in based on the original notification However Sections 3 1 Expected date of export and 6 2 The final regulatory action are empty and highlighted in red These fields are to be filled in manually Guidance on how to fill in these sections can be found in Chapter 5 1 2 Section 3 Information concerning the export and Chapter 5 1 5 Section 6 Summary information on final regulatory action taken by the exporting country You should also verify that the importer details and the expected amount which will have been copied from the previous notification are still applicable to the new one if not you can edit them Once finished with entering editing the required information you can submit the notification by clicking on the green Submit button in the upper middle part of the page Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 9 Special RIN In this chapter you can find guidance on how to prepare and submit the different types of special RIN request 9 1 Create a special RIN request If you wish to export e an Annex I or Annex V chemical for research and analysis in quantities of 10 kg or less per year and per importing country e a chemical listed in Annex part 3 and a positive impo
4. EE E E E AEEA EE PUE dE 7 3 Industry Home Pag s ersiapa Erann EREE ERRER RERNE REEERE SEES 8 4 Create and Manage Mixtures ArticleS ssssnssnuununnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn R T NS 9 Zo pd OS iia sso s E ec I EIDEM MEME MM EINEN E EDEN E MEME EM DUREE 9 Ae Create anew MUITO NERO E DI Dm Mm 9 eds SUNNY WA REDDE 10 A LS ANDO T lt CNENAICOIG tocuasesicodateasentecensoetencs neumeidiece cates tose MEOS E tase pU RE IURI EDS 10 NN SUP Ca ERREUR RE Tr 11 4 1 5 Save amp Close Save and Cancel buttons cssseeeesssssseeeeeeee enne ner aae nnne n 12 M ESISTENTE oe ees EE OO OO Ott 13 a reina CG MERE TT ERES 14 NI Ue c 16 AAL GIU a NeW ACE C 16 NAMES Vini ESI ETE TEE 17 zu oem d I i DT ER 18 BP AS zo RN RT 18 4 2 5 Save amp Close Save and Cancel DULIONS seda iiia bad tamniadis toa uh baton dis inta tans spud P ade bans ranis dnd d 20 2E IR cipeugais M m M 20 zeli 22 5 Create export NOUITICALION uie eesxussiiricxiad dpa das S CR QUON ERE RED CAE RD ODE RE UR RV C ACRIOR RES OR 24 5 1 Export notification for a chemical sssssssssssssseeeeee nnne aane SDDS SEES SEER EE Reena 24 5 1 1 Section 1 Identity of the chemical subject to the export notification s sssssereseresrrrsrrrsrrreree
5. FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 10 ePIC User Manual for Industry Figure 3 Create mixture screen Mixture Summary Annex I chemicals SDS sk Name CN code CUS code HS code Alias Disclaimer If no alias is provided the name of the mixture will be published k Hazard classification E G GHS WHO IARC EU gt Next section 4 1 2 Summary Tab The first tab contains fields to enter information regarding the identification and classification of the mixture The following fields can be found in this section e Name Enter the name of the mixture into this field mandatory information e CN code Enter the Combined Nomenclature code of the mixture into this field mandatory information e CUS code Enter the European Customs Inventory of Chemical Substances identifier of the mixture into this field if available e HS code Enter the Harmonised System code of the mixture into this field if available e Alias In this field you have the possibility to provide an alternative name for your mixture If left empty upon dissemination the real name of the mixture will be used e Hazard classification Provide the hazard classification of your mixture in this field mandatory information y Please note that entering a reference to the attached SDS is not acceptable for the Hazard classification field of the Create mixture process Provide detailed information r
6. about the notification that you are about to submit you can do that in the free text field at the bottom of the summary page The free text field allows 500 characters maximum Click on the Submit notification to DNA button to submit your notification A new page titled Export notification submitted successfully will confirm the successful submission and the RIN Figure 35 6 2 Incomplete draft notification In case of errors in the notification form the incorrect sections and fields are highlighted in red together with error message s Figure 34 e The fields of the export notification are not automatically validated by changing between the various tabs ePIC will re check the contents of the fields only after Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 35 the user clicks on the Save Save amp Close or Submit buttons Thus any corrected field will continue displaying the error message until a re validation is triggered Figure 34 Errors displayed in an incomplete notification Export notification for a chemical 1K048GN5A3 ve w SUCCESS Notification last saved on 31 07 2014 13 39 Please start the notification process by filling all the required information sk denotes required fields Importing country Andorra Common name Acephate Part 2 of Annex I Section 1 A Section 3 Section 4 Se
7. amount of the chemical to be exported and select the unit Kg L from the drop down list Only a dot can be used as a decimal point Mandatory information Foreseen category in importing country Indicate the foreseen use category in the importing country by selecting the relevant tick box es Provide the information about the foreseen uses in the displayed free text field s Mandatory information e It is recommended to be as accurate as possible in describing the intended use especially if an explicit consent is required for the export because this information helps the importing country DNA in their decision making Importer name address telephone fax and e mail Provide the contact details of the importer by clicking Add importer button A new window will open providing the possibility to fill in the information Once you ve completed all the necessary fields click on Save to return to section 3 of the export notification form e It is possible to specify more than one importer if necessary However importers must be added one at a time e Add importer button is only available after an importing country has been selected A The exporter details are pre filled from the IdM module You may edit the phone fax and email information if you wish to refer to a specific person contact in this export notification Figure 27 The address of your Party can only be modified centrally by a user who is also the IdM manager
8. are filled in automatically by the system once you have selected your mixture article 5 2 2 Attachments The table List of documents attached shows all documents including the Safety data sheets uploaded for your mixture article with the English one if available pre selected by default You may select other linguistic versions of the SDS to include with the notification by selecting the check box es in the Action column If a desired linguistic version is missing you can add the SDS by editing the mixture article in the Manage mixtures or Manage articles sections of ePIC Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 33 If a specific linguistic version is not up to date you can visit Manage Mixtures Manage articles to upload the latest SDS of that language which will overwrite the existing one eo Please note that any changes must be saved before navigating away from the page When returning to your notification s attachments page after updating your mixture article the system will automatically reference the latest data entered including the latest uploaded documents On the Attachments tab you may upload documents other than Safety Data Sheets by selecting the document type the language and browse a file to attach Type the security code or if the code is not easily readable request the system t
9. by using the available link Figure 27 Exporter details in ePIC 3 5 Exporter name address telephone fax and email Address 234324 23423423 2434234 Germany Note The address of your party can only be modified centrally using the link below administrator access required Edit Part ae 5 1 3 Section 4 Information on hazards and or risks of the chemical and precautionary measures When filling in section 4 there are two options e f you intend to attach a Safety Data Sheet to the export notification filling in fields 4 1 4 4 is no longer mandatory To indicate that the information for section 4 is provided in a SDS mark the check box I will attach a copy of the safety data sheet that covers the information required below in section attachments Section 4 5 is automatically filled with Safety Data Sheet and sections 4 1 4 4 become optional e f no SDS is attached to the export notification sections 4 1 4 4 are to be filled in with the relevant hazard and risk management information Sections 4 1 4 4 are mandatory fields and 4 5 is optional Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 28 ePIC User Manual for Industry A If the check box is selected and a SDS is attached fields 4 1 4 4 Figure 28 and 5 1 are considered as optional Field 4 5 is mandatory and pre filled with Safety data sheet as the default value Figure 28 Sec
10. country has not responded within 60 days from the date of requesting an explicit consent the exporter can propose a waiver if all conditions laid down in Article 14 7 of Regulation 649 2012 are fulfilled from the explicit consent obligations To request a waiver the exporter must be able to provide documentary evidence that the substance is licensed registered or authorised in the importing country In this case the waiver is considered a Standard waiver 11 1 1 Proposing a standard waiver To propose a waiver locate the export notification in question using the Search amp View functionality of ePIC The notification can be opened by clicking on the correct RIN in the first column of the search results list Once the notification is open the waiver can be proposed by the Propose waiver functionality of ePIC It can be found in the Action drop down menu in the upper right corner of the page Figure 45 Figure 49 Link to Propose waiver Download PDF db View cr Actions Propose waiver m Documents supporting the request for the waiver should be uploaded to ePIC Select the language of the document and click on brows to locate the relevant file s on your computer e At least one document justifying the waiver proposal must be attached Type the security code or if the code is not easily readable request the system to generate a new code and press the Upload button Select the appropriate legal declar
11. duplicate new Propose waiver A pre filled form is displayed Select the language of the document and browse the file to upload e At least one document justifying the waiver proposal must be attached Type the security code or if the code is not easily readable request to generate a new code and press the Upload button Select the appropriate Legal declaration and click on Submit A confirmation page is displayed if there are no errors in the waiver proposal form The confirmation page summarises all the information provided on the waiver request form including attachments You may optionally send a message to your DNA A free text field allows 500 characters maximum Continue editing button directs you back to the waiver proposal form Submit to DNA saves the proposal and sends it to your DNA for check A Successful submission page is displayed and the Waiver Request ID is generated Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 50 ePIC User Manual for Industry N B The waiver proposal form cannot be saved temporarily it has to be completed and Submitted at once Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 51 12 Search functionalities in ePIC ePIC has a powerful built in search functionality With the search function exporters can ea
12. ePIC Active Export can proceed RIN is active Inactive Notification is not yet active due to waiting for explicit consent or the expected date of export is in the future Disabled Either a negative explicit consent has been received for the notification or the notification is rejected by authorities Expired The RIN s validity has expired e g was for a previous year Once all the required criteria is entered selected click on the Search button From the displayed search results the desired notification special RIN can be opened by clicking on its RIN 12 2 Search for a Mixture Article To search for a previously created mixture article select either the Manage mixtures or Manage articles from the Chemicals Mixtures amp Articles section of the left hand side menu Name Entering the name of the mixture or article into this field will provide results on all notifications created for the given mixture article Contains chemical The chemical contained in the mixture article can be selected from the drop down list Search will only be performed on mixtures articles containing the selected chemical The Mixture and Article checkboxes can limit your search either to mixtures or to articles search is performed on both if both checkboxes are marked To perform the search click on the Search button 12 3 RIN statuses Active Status of the RIN becomes activ
13. icai DI RE PEST EL Search amp View p Perform your search with the relevant criteria e g RIN Chemical Importing country etc and from the list of results click on the RIN of the notification you wish to duplicate Figure 40 Figure 40 View notification Search Records found 39 Name Importing country Acephate Andorra Phenol 4 nonyl branched Argentina Phenol 4 nonyl branched Egypt 4 Nonylphenol branched ethoxylated Guatemala Phenol 4 nonyl branched Argentina Phenol 4 nonyl branched Turkey Once you have opened the notification it is displayed in a read only view From the Actions drop down menu available in the upper right section of the page Figure 41 select Create duplicate new Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 40 ePIC User Manual for Industry Figure 41 Actions menu Download PDF View cr Actions Create duplicate new Propose waiver A message reminding the exporter to verify the data contained in the notification Figure 42 Is displayed Figure 42 Duplicate notification creation tip message The export notification form was changed on 31 07 2014 It is possible to duplicate notifications processed previously but you must verify that the duplicated information is in the correct parts of the new notification insert additional intormation Cancel
14. one type Bulk Special RIN request is the file that contains all relevant information regarding your request while the second one type Information to Customs should be a subset of information from the first document without the confidential information Your DNA will use the document uploaded as Bulk Special RIN Request while the document labelled Information to Customs will be available for customs officials to check your shipment If you wish you can upload further supporting documents to your request e The format of the Bulk Special RIN Request file to be uploaded is determined by your DNA Type the security code or if the code is not easily readable request the system to generate a new code and press the Upload button Once all the required fields are filled in and all the documents necessary are attached click on Submit to forward the request to your Designated National Authority 9 3 Emergency waiver In case the export of the chemical relates to an emergency situation for which any delay may endanger public health or the environment the exporter can request to waive certain obligations e g minimum 35 days advance submission of the export notification and the explicit consent provision e For most part obtaining a special RIN for an emergency export is the same as creating an export notification for a chemical In this chapter you find instructions for those parts which are different For all the other
15. relevant steps check Chapter An exemption from the obligation to notify no later than 35 days before the expected day of export may be granted at the reasoned request of the exporter or the importing Party or other country where the export of the chemical relates to an emergency situation in which any delay may endanger public health or the environment in the importing Party or other country Article 8 5 of Regulation EU No 649 2012 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 44 ePIC User Manual for Industry 5 1 Export notification for a chemical 9 3 1 Section 3 Information concerning the import The checkbox Emergency Situation in accordance with Article 8 5 must be selected Once it is marked the justification field below the checkbox becomes available Providing a justification for the emergency situation is mandatory in order to obtain the special RIN which is required for this kind of export 9 3 2 Attachments Additionally to any safety data sheet a document with the type Emergency Situation must be attached This document should provide detailed explanation on the nature of the emergency Situation Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 45 10 Keeping track of your notifications 10 1 Event history Using the event his
16. you are directed to the SDS tab 4 1 4 SDS tab The SDS tab Figure 5 allows you to attach one or more Safety Data Sheets to your mixture The attached documents will be automatically included in the export notification s prepared for this mixture A Please note that if you do not attach a SDS to your mixture you will not have the opportunity to do so while creating an export notification for this mixture In case you need to add further SDSs to your mixture at a later stage you can do so by using the Manage mixture functionality Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu ePIC User Manual for Industry Figure 5 SDS tab Summary Annex I chemicals SDS List of documents attached The following documents have been attached Document type File name No records found Attach new documents 1 Please select the SDS documents to attach Safety Data Sheet English echa data users u14 Safety Data Sheet x Please select Safety Data Sheet Ba Please select A File name should not contain special characters Attach more documents 2 Please complete the security check below Security check Enter the characters shown above 265mb get new code 3 You can now upload the selected documents Please press the upload button Upload Reset First select the language of the document from the drop down me
17. 0 echa europa eu Release date September 2014 21 Figure 18 Search Mixture Article screen Search Mixture Article Search Criteria Name System will match all mixtures articles starting with these characters Contains chemical Please select I E Mixture Article Z cer All articles created by you are listed in the search results Figure 19 Figure 19 Search results Records found 2 Annex Chemicals and their Mixture Article name concentration Article 1 Diazinon 1 5 Article 2 Ferbam 7 2 You can also search by article name or by the Annex chemical s it contains This will result in a shorter and more accurate list of results To search by the article name enter at least the first few characters of the article name into the Name field and click on Search To search for an article by the Annex chemical it contains select the chemical from the drop down list and click on Search Figure 20 Figure 20 Search by name Annex chemical Search Mixture Article Search Criteria Name li System will match all mixtures articles starting with these characters Contains chemical nC15H240 Nonylpheno ethoxylates C2H40 nC15H240 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 22 ePIC User Manual for Industry To see the details of an article click on the name of the article listed in the Mix
18. 618210 echa europa eu Release date September 2014 37 7 Resubmit export notification A submitted notification may be sent back to the exporter for corrections if the DNA or ECHA identifies incorrect missing information or if the SDS is not the appropriate one The status of the notification in this case will be Pending resubmission You may access notifications pending resubmission from the Search amp View menu or from the Notifications pending resubmission tile from the home page Figure 36 Figure 36 Pending re submission notification Search for Export Motifications Special RIN Requests Search Criteria Records found 0 RIN amir Importing coating gt Ko records found Page tol 7 1 Accessing messages linked to an export notification When the evaluating authorities DNA or ECHA request further modifications to the export notification they will always submit a message which describes the shortcomings of the notification You can access this message from two distinct locations e Click on the message bubble icon under the Action column Figure 37 in the Search results list after filtering for notifications Pending resubmission Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 38 ePIC User Manual for Industry Figure 37 Actions column displaying presence of a message from the authorities Status Actions Pending resu
19. Articles The information provided in your mixture article will automatically be reflected in the relevant fields of the notification form e For the most part creating an export notification for a mixture or an article is the same as creating one for a chemical In this chapter you can find only those parts which are different To create a notification select Notification for mixture or Notification for article link Figure 32 from the menu on the left depending on your needs Figure 32 Create export notification for a mixture Export Notifications Notification for chemical Notification for mixture Notification for article I Lar Garn a kF pA SE aL a Wie Export notification for a mixture article screen is displayed The form consists of six sections in separate tabs and a common area on top of the sections Section 2 is displayed by default Sections 3 6 are identical the export notification form for a chemical See details in Chapter 5 1 Export notification for a chemical e Mandatory fields throughout the form are marked with an asterisk Start filling in your notification by selecting the importing country from the drop down list in the common area 5 2 1 Section 2 Identity of the mixture article to be exported Select your mixture article from the drop down list The list contains all mixtures articles created by you The fields 2 2 2 4 and the table Concentration and information of substance s
20. E E ERU MM UE MURS 11 Figure 5 SDS TaD usiussssanvssessszak vFWAzuREERREEKREvaFEREREFIFPEINNLE FAKE A E EFAUNREFIFFOFFEEEEERENSERFA IDEE FEEEXEEER FERFEEKIKR DE 12 Figure 6 Manage mbctures links isuxusuin xe veuoaxws Eaux WS aad ci wi Vw xw Cuin a RR RU uda Cn E RD M M ww VR UR UR S 13 Figure 7 Search mixture article screen e eesssessseeeeeeee een uauauuaun nnne nuu u uuu a uuu 13 Fig re 8 Search results usn ve vu x ua udA D kann cu aca uox i wf l o E o X n o wr xw ww n a Al c uw wa i WR nr n 14 Figure 9 Search by name Annex chemical c iseseseeeeeeree nena na uuunnn nnne u uuu 14 Figure 10 Manage mixtures lnk iiieeieesssuuxas au a sx nsi uE E waR RES MF RE MUERE EEEEEEN KNEE E RE M MEE 15 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 Figure 11 Figure 12 Figure 13 Figure 14 Figure 15 Figure 16 Figure 17 Figure 18 Figure 19 Figure 20 Figure 21 Figure 22 Figure 23 Figure 24 Figure 25 Figure 26 Figure 27 Figure 28 Figure 29 Figure 30 Figure 31 Figure 32 Figure 33 Figure 34 Figure 35 Figure 36 Figure 37 Figure 38 Figure 39 Figure 40 Figure 41 Figure 42 Figure 43 Figure 44 Figure 45 Figure 46 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel Search result mixtures usicusxsiaa e aa a EKEENDEN LAN EUM UNE OMNEM E
21. FRENEFERERSFRFENSDEFFESENEE E 45 Link TO Submission history iicsesseueesszvsauux ncssssvusUsREuEunEaRUML I dU uM TE EEE MEE NE EN NRUN KNEE E E EE EE 46 Link to Propose WAIVER iicssxsunsua us evesusUisuE EUR EEUERELFIFKEENENPENEEKAMEDK FERE ENEE CEN NUN EE E UE E EK 48 Propose waiver ODEUIIOD iicccusuadasezussaessuswszeasaRaRRTAPEEVROEERENEEANNNEEEEVFM RATER EERNANRRRRTEEFPN NS wees 49 358 9 686180 Fax 358 9 68618210 echa europa eu 6 ePIC User Manual for Industry 1 Introduction 1 1 Objective The purpose of this manual is to provide guidance on how to navigate through the provided IT system to fulfil industry s obligation under Regulation EU No 649 2012 of the European Parliament and of the Council of 4 July 2012 concerning the export and import of hazardous chemicals hereinafter referred to as the PIC regulation The chapters in this manual describe how ePIC the IT system developed to support the implementation of the PIC regulation is functioning in order to enable submission of export notifications and Special RIN requests and related tasks This manual ePIC Submission Manual is hereinafter referred to as ESM All submission manuals prepared by ECHA can be accessed on the ECHA website 1 2 I cons abbreviations and terminology This ESM uses various icons and specific abbreviations throughout The icons are displayed in particular areas of the text to highlight useful or important information The fol
22. MANUAL ePIC User Manual for Industry Version 1 0 2 ePIC User Manual for Industry Version Changes 1 0 Initial release September 2014 Title ePIC Submission Manual for Industry Users Reference ECHA 14 B 12 EN Cat number ED 02 14 822 EN N ISBN 978 92 9244 754 0 DOI 10 2823 52686 Date September 2014 Language English European Chemicals Agency 2014 If you have questions or comments in relation to this document please send them quoting the reference and issue date using the information request form The form can be accessed via the Contact ECHA page at http echa europa eu contact European Chemicals Agency Mailing address P O Box 400 Fl 00121 Helsinki Finland Visiting address Annankatu 18 Helsinki Finland Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 Contents UNE NO CHUNG LUO oss sae oars T 6 Mie I OO CCCI Gs 6 1 2 Icons abbreviations and terminology c cece cece cece eee Ree nnne h hh aaa aaa aar 6 2 General Principles csvisiuveisabub ve DroacuS ENS PEDI UNKRR MOL ES VIDE E CINTE C PECN EX RUM RIO eee 7 Did WAC NS lL CY f TE 7 Ze Noel ida TN CACO RE TTE 7 PeDe ano a AE E E vorreneoricodU E E E A E UE MET e EE vee d genet DIE E E PRodprUNUE T 7 2 4 OT E E aa
23. PIN ES 34 7 Resubmit export notification seovisixontirikas v Ex Ux 00 CUIR UE a EE NU QUIT RUN ERE RIEN EN RV ENEEE 37 7 1 Accessing messages linked to an export notification sssssessssssssssseeen eene nnns 37 72 RESUBMISSION OF MOUITCAUONM cocsotoctos estatus Dass acters stecerenusecternceetwetSecendiestctecor sedi dbaeneseussticeedaesteteders 38 8S Duplicate NOTIFICATION ixiceresaxk evi a daa ROG CC EO ER WO oa ca a C ens IDE CRURA HER RH CD ER RC EE ER 39 9 SDecial RUN Gi cur RERUPIIENENE NEQUE EDU DN PE RKEM NPCCQ DN REIS UD UOCE EU PRIN E UD EFE UKULNKOVFRE EUER RN 41 9 1 Create a Special RIN FedeSL us cucaccvasversevarvnwunesswersete stores TR bass rUrIibRbd UR S SP per ieterbiceteatumasen EE 41 S RUN M s dolo gel ire HORIS ON RR TREE TE Em 41 S T2 AUC OC HEBES ooescecioade ande E mast aretbedciN acl me ied arme RN d etasdtid ucl me DUM NUS 42 9 2 BUI clerzasilil TF COU CSE ois E 42 Sz he XBOFEUBIOPITIOE OL iwsccceoriaasasiradgungishocineteaar E gongdeeacuusieeecmen ota ned MENOR GET RD EE 42 SNO E a al m T p T E er en T ee ee T EN 43 9 3 Emden Wal VG Il swsxesiautubim E p IAM E IUE E BIN ERI I MUR NI ER MISRNNUDS NUMINE 43 9 3 1 Section 3 Information concerning the IMPOFt ccc cece eee e eee eee nennen nnns 44 937 Pa LC UI US ees obuia a x snp a MEI M nM Ei REID MMD DUM LED 44 10 Keeping track of your notifications eeeeeeeee eee eee nnn n
24. UN RENE NEM EE 15 Edit re qui ue a 16 Create new article functionality 2 eeeeeeeeeeeeeea annnm nua uuu u uua 17 Create article SC een iiiiiivsvususuuESqUEE uA a EE ON KM UNEEEEMN NE QUEN ENNIO MEE RN UNE 17 Annex I chemicals Fab a oocss vous sssk euuuzuxsu ens sETEC ERN EF KSEEKNENEEEUER FERA PEEI a 18 IPRC e 19 Manage articles MNE cuuissscsoxuaRdssUR qa MODE EUREN uS Sn Ro spdn Uu EVEN DNESEEPEE UE deME UE REGERE NONU INNER 20 Search Mixture Article SCFrOeell 5 2 2 25 vovaEUxAT LR EFasEEEVAPEFFESRESE RC FEESEN DEP EUER TAUNRCEENEIE FEE 21 cr rigerlg ilice en 21 Search by name Annex chemical ueeeeeeeeeeee eene nnne nnne enun n naue 21 Manage articles MAK iesu ax okuin Zaun i ua oce st oro oc wc La Ri RR EO ER RR Er UI RID Er LV WR n 22 Search result AlCl iussesxusis auus ExEUU QUE I MEE E UNE A CUR NN E CNN EMO RI EE 22 Edit APUG IGS me M HM 23 Create export notification for a chemical screen eee eene eene n nnn nnne 24 Commoh ared Section L iussis es ux E Ex RERRENEREEREEEXKMENN KEEN FEE NUN ES MVIERENKNUNE UE EN RE EUR 24 Secon rc M 26 Exporter details In EPIC ooucserensusus suceszzwsasuxeszsuFsvusdsaSusuntahF LI dU nV MENSEM NE EFKM AUN NUM MEE EE des 27 Se HON nrc 28 Mandatory fields in section 4 iii
25. and exchange of information with authority users Through this interface industry users can view and update their own data and monitor their notifications Through the industry interface industry users can login to ePIC and e submit export notifications e submit special RIN requests single and bulk e manage their mixtures and articles e request a waiver if applicable e View the status of submitted notifications and special RIN requests e Complete tasks assigned by authority users e g re submission requests and e verify whether a particular export can take place or not 2 3 Authority interface The ePIC authority interface is dedicated to authority users supporting the day to day work in the regulatory process Through this interface authority users can process their tasks and forward them to COM as well as communicate securely with industry users 2 4 Customs interface The ePIC customs interface is dedicated to customs officers providing them information regarding the details and status of the export e g content destination country and whether the export is allowed or not at a given moment in time Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 8 ePIC User Manual for Industry 3 Industry Home Page Once logged into the application the user is presented with the Home page of ePIC Figure 1 The home page is the starting point fro
26. ation depending on your specific situation and click on Submit A As standard waivers can only be requested as from 60 days after the initial request for an explicit consent verify in the Event history section when the explicit consent was originally requested by your DNA Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 49 A confirmation page is displayed if there are no errors in the waiver proposal form Review the provided information before submission You may optionally send a message to your DNA A free text field allows 500 characters maximum If all information is correct click on Submit to DNA to propose the waiver to your DNA 11 2 OECD waiver In case the notified chemical is listed in Part 2 of Annex and to be exported to an OECD country a proposal to waive the explicit consent may be considered In order to request such waiver the exporter must provide documentary evidence that the chemical is licensed registered or authorised in the OECD country concerned Before requesting the waiver the exporter must submit an export notification to the DNA and receive a RIN 11 2 1 Propose waiver Search for the notification concerned and click the RIN to view it From the Actions drop down menu select Propose waiver Figure 46 Figure 50 Propose waiver option Download PDF View cr Actions Create
27. bmission Pending resubmission Pending resubmission Pending resubmission Pending resubmission e Alternatively you can open the notification and access the messages by selecting the Message history Figure 38 from the View drop down menu Figure 38 View message history option amp Save and download PDF View e cr Actions Export notification List of RINs search Event history Message history iy Submission history 7 2 Resubmission of notification Once filtered for notifications Pending resubmission in the Search amp View section of ePIC click on the RIN of the notification you wish to work on The notification is now displayed in edit mode Make the necessary corrections and resubmit your notification as described in Chapter 5 1 Export notification for a chemical Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 39 8 Duplicate notification Any previously created notifications can be duplicated e g if you need to resubmit the same notification as in previous year s regardless of their final status Search for the export notification you wish to duplicate by selecting the Search amp View option Figure 39 from the left hand side menu of ePIC Figure 39 Search amp View export notification Export Notifications qunm al ee e SO sLEU UI o ee ZUM N QUIT
28. bulk request and ask you to submit multiple special RIN Requests instead A This feature can be used for exports of Annex chemicals or Annex V chemicals 10Kg for Research or Analysis Please note that Annex and V chemicals cannot be submitted together distinct submissions must be made for chemicals belonging to the two annexes To begin click on the Bulk request link in the Special RIN Request section of the left hand side menu of ePIC 9 2 1 Export I nformation Select the country ies where you are planning to export and add them to the list of Importing countries by clicking on the arrow pointing to the right between the two columns Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 43 e You can select multiple countries at once by pressing the Ctrl button on your keyboard while selecting the countries one by one A The exporter details are pre filled from the IdM module You may edit the phone fax and email information if you wish to refer to a specific person contact in this export notification The address of your Party can only be modified centrally by a user who is also the IdM manager by using the available link Once you have filled in all the necessary fields click on the Next section button to proceed to the second tab 9 2 2 Attachments Upload two documents with your bulk special RIN The first
29. ct the article exported from the drop down list e Search for There are two checkboxes If you select one of them the system will restrict the search for only that type of submission while if you select none or both the search will be performed for both Special RIN Requests and Export Notifications e Export year A range can be identified by entering the starting year into the From field and entering the end year into the To field If the From field is left empty but value is entered into the To field the system will perform a search on all data older than the closing year Similarly if only the From field is used search will be performed on data as of the starting year e Notification Status six checkboxes referring to various possible statuses of notifications Search will only be performed on the submissions which have the selected statuses If none of the checkboxes are selected the search will be performed on all submissions e RIN Status To perform a search based on RIN status criteria select one of the options from the drop down list Active on Inactive on Disabled For the options Active on and Inactive on you will also have to provide a date on which the Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 52 ePIC User Manual for Industry criterion should be fulfilled e The following RIN statuses are available in
30. ction 5 Section 6 Attachments INFORMATION CONCERNING THE EXPORT Please provide information requested below 3 1 Expected date of first export dd mm yyyy 15 10 2014 in r Emergency Situation in accordance with Article 8 5 3 2 Expected yearly amount of the substance mixture kg l per year Please use a dot only as a decimal paint and na other characters separating your figure eg 10000 for ten thousand NOT 10 000 please select unit A This field is mandatory and must be filled in 3 3 Foreseen category in importing country Industrial chemical r Pesticide Once you have corrected the fields press Submit and a confirmation page is displayed Figure 35 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 36 ePIC User Manual for Industry Figure 35 Successful submission screen Export notification for a chemical 1K048GN5A3 versioni Export notification submitted successfully Your export notification has been submitted successfully to your DNA Please find below your RIN RIN 1K048GN5A3 version 1 Tip You may use the RIN when contacting us about your application through the Helpdesk Chemical name Acephate Part 2 of Annex I Importing country Andorra Expected date of first export 15 10 2014 amp Prnt E S Een Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68
31. e 24 5 1 2 Section 3 Information concerning the export ccc ccccc cece eee eee eee eee nennen hh ann 26 5 1 3 Section 4 Information on hazards and or risks of the chemical and precautionary measures 27 5 1 4 Section 5 Information on physico chemical toxicological and ecotoxicological properties of the es e mane 29 5 1 5 Section 6 Summary information on final regulatory action taken by the exporting country 30 DO Ula Cin CM Sessor isi oim EE PLE A MIDI Mia OIM A 31 5 1 7 Save amp Close Save Submit and Cancel buttonS ssssssessssersrnersrnsrrenerrersrrensrressrrerrrrrererree 31 5 2 Export notifications for mixtures articles csse eene nnn 32 5 2 1 Section 2 Identity of the mixture article to be exported sssssrsssresrrrsrrrrrrrrrrerrrerrrrrerrrrene 32 eee NNI DICT T 32 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 4 ePIC User Manual for Industry 6 Submit export notification isssiiexsuxebvas Ex EN EN ER EE XE R ENSE RICE REESE NUN QUU KR KU SQUE FREE VAN RES Edd RIVERS 34 6 1 Draft notification WIEnOHE GETOLS cq jcaseiacircirn ce vneielacspaneni cones ea a aa aai dacatonatatta Lp aanetupa NIE ars 34 62 incomplete drait DOBTICSEIOEL ases puse rud vende E E EE E pod Eau bud DIDI M qu MUN FUN T IDE ENS ca
32. e when e the notification is fully processed e the expected date of export is reached e additionally for chemicals listed in parts 2 or 3 of Annex a valid positive explicit consent is available An active RIN provides an indication to Customs that a given export should be allowed Inactive A RIN is inactive when Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 53 e the notification has not been fully processed yet e the expected date of export is in the future e additionally for chemicals listed in parts 2 or 3 of Annex a valid and positive explicit consent or waiver is not available Disabled A disabled RIN implies that a negative explicit consent is available in the system for the substance mixture article from the importing country Expired Export notifications are valid for a maximum of one calendar year Once their validity has passed their status is changed to expired Rejected In case the submission was not accepted by the DNA it s status becomes rejected Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu EUROPEAN CHEMICALS AGENCY ANNANKATU 18 P O BOX 400 FI 00121 HELSINKI FINLAND ECHA EUROPA EU
33. egarding the classification of the mixture into this field Once you have completed the above fields navigate to the next tab 4 1 3 Annex chemicals On this tab Figure 4 you are required to select the Annex chemical and provide its concentration within the mixture Both fields are mandatory Once you have provided the Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 required information click on Add Should your mixture contain multiple Annex chemicals the above mentioned steps must be repeated for each chemical eo In case you wish to create a mixture containing a group element e g arsenic oxide CAS 1303 28 2 you should select a group entry e g Arsenic compounds from the drop down list and attach an appropriate SDS in order to specify which chemical is being exported Figure 4 Annex I chemicals tab Summary Annex I chemicals SDS Add the chemical present in the mixture Chemical Acetochlor Concentration 1 You can edit a chemical that is part of the composition by clicking on the pencil icon o You can delete the chemical from the composition by clicking on X icon only visible if multiple Annex chemicals are listed in the composition A mixture must always contain at least one chemical To delete this chemical from the composition add a new one first Click on Next section and
34. ened Figure 14 The form consists of three sections with Summary tab displayed by default All mandatory fields are marked with an asterisk Figure 14 Create article screen Article Summary Annex I chemicals SDS Name CUS code Alias Disclaimer If no alias is provided the name of the article will be published Hazard classification E G GHS WHO IARC EU gt Next section 4 2 2 Summary Tab The first tab Figure 14 contains fields to enter information regarding the identification and classification of the article The following fields can be found in this section e Name Enter the name of the article into this field mandatory information e CUS code Enter the European Customs Inventory of Chemical Substances identifier of the mixture into this field if available Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 18 ePIC User Manual for Industry e Alias In this field you have the possibility to provide an alternative name for your article If left empty upon dissemination the name of the article will be used e Hazard classification Provide the hazard classification of the Annex chemical used within your article mandatory information Once you have completed the above fields navigate to the next tab 4 2 3 Annex I chemicals In this tab Figure 15 you are required to select the Annex chemical and provide the c
35. eu Release date September 2014 47 Figure 45 E mail notification settings Sign out E mail notifications If a contact person is already defined for the organisation the user will be able to simply turn on the e mail notifications for selected users by marking the checkbox es Receive notifications in the Actions column Figure 75 Figure 46 Turn on e mail notifications In case no contact person has been entered into the system before the alert e mail functionality can be turned on one has to be added by clicking on the Add contact button Figure 76 and selecting the pencil icon in the Actions column to start editing Figure 47 Add new contact person First name First name Once all details of the new contact person have been entered it can be finalised by clicking on the check icon in the Actions column Figure 77 Figure 48 Save new contact details Receive notifications Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 48 ePIC User Manual for Industry 11 Waivers 11 1 Waiver request in the absence of a response to an explicit consent request In case of export of chemicals mixtures listed in part 2 or 3 of Annex before the export can take place a positive explicit consent is required from the importing country s authorities in order for the export to take place If the importing
36. f the chemical 4 4 Further information that may be useful to the importing country or which has been requested by it e g on relevant impurities 4 5 Reference e g safety data sheet Previous section gt Next section 5 1 4 Section 5 Information on physico chemical toxicological and ecotoxicological properties of the chemical As for section 4 the requirements of section 5 are dependent on whether you intend to attach a Safety Data Sheet to your export notification In case you do not attach an SDS field 5 1 becomes mandatory If in section 4 you have declared that you will attach an SDS to your notification field 5 2 is mandatory and pre filled with Safety data sheet as the default value Figure 30 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 30 ePIC User Manual for Industry Figure 30 Mandatory fields in section 5 INFORMATION ON PHYSICO CHEMICAL TOXICOLOGICAL AND ECOTOXICOLOGICAL PROPERTIES OF THE CHEMICAL Please provide information requested below or attach a copy of the safety data sheet that covers the information required in section attachments 5 1 Summary Information 5 2 Reference Safety data sheet lt Previous section gt Next section 5 1 5 Section 6 Summary information on final regulatory action taken by the exporting country Summary of and reasons for the final regulatory action and date of entr
37. he form Figure 25 Common area Section 1 Export notification for a chemical New Please start the notification process by filling all the required information Importing country Please select To begin select the tmporting country from the drop down list in the common area Figure 25 5 1 1 Section 1 Identity of the chemical subject to the export notification The following fields can be found in Section 1 Common name Select your chemical from the drop down list The list contains all chemicals Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 25 of Annex This field is mandatory if no EC number or CAS number is specified Once the common name is selected or the CAS EC number is provided if available the codes for sections 1 3 1 1 3 4 are pre filled by the system As soon as a chemical is specified in Section 1 the common area in the upper part of the form will display information regarding which part of Annex the substance belongs to Figure 26 Chemical name according to internationally recognised nomenclature e g IUPAC If available provide the name of the Annex chemical used CAS number EC number Although not mandatory in case of export of a chemical covered by a group entry in Annex e g tributyltin compounds it is preferable to enter the CAS or EC number into the rele
38. ink on the left hand side menu Figure 6 Manage mixtures link A Chemicals Mixtures amp Articles LSL OF CHEMICa Pi Bu re To list all of your mixtures select the check box Mixture and click on Search Figure 7 Figure 7 Search mixture article screen Search Mixture Article Search Criteria Name System will match all mixtures articles starting with these characters Contains chemical Please select I E Mixture Article zo All mixtures created by you are listed in the search results Figure 8 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 14 ePIC User Manual for Industry Figure 8 Search results Records found 2 Mixture Article name Type Alias Annex 1 Chemicals and their concentration Mixture Nonytohenel ethaxylates C2H40 nC15H240 100 Mixture Nonmylphenols CGHA4 OH C9H19 lt 70 You can also search by mixture name or by the Annex chemical s it contains This will result in a shorter and more accurate list of results To search by the mixture name enter at least the first few characters of the mixture name into the Name field and click on Search To search for a mixture by the Annex chemical it contains select the chemical from the drop down list and click on Search Figure 9 Figure 9 Search by name Annex chemical Search Mixture Article Search Criteria Name Mixt Sy
39. lowing icons are used throughout this manual e Useful information guidance assistance A Very important note The following abbreviations are used throughout this manual CN code Combined Nomenclature code COM European Commission DG Environment CUS code European Customs Inventory of Chemical Substances code DNA Designated National Authority ECHA European Chemicals Agency EDEXIM European Database for Export and Import of dangerous chemicals HS code Harmonised System code I dM ECHA s Identity Management tool for managing industry accounts and users LE Legal Entity PIC Prior Informed Consent RIN Reference Identification Number SDS Safety Data Sheet UUID Universally Unique Identifier Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 2 General Principles 2 1 What is ePI C ePIC is an IT system established and maintained by ECHA with the aim of ensuring that the process required under the PIC regulation are supported by an appropriate IT system ePIC consists of three independent interfaces one dedicated to industry users one to authority users ECHA DNAs and COM and one for customs users The application facilitates the secure exchange of information between industry users and authority users 2 2 Industry interface The ePIC industry interface is dedicated to industry users allowing for the secure submission of data
40. m which all tasks can be accessed It alSo provides an overview and easy access to the pending active inactive RINs and to any notifications potentially pending resubmission Figure 1 ePIC Industry Home Page Welcome to the ePIC Industry Application Home Find by ID RIN a Export Notifications i Notifications pending check validation Special RIN Requests 27 12 Active RINs Inactive RINs The Home Page can be divided into four main parts The middle section with 6 tiles which provide the number of export notifications and special RIN requests with different statuses These tiles also function as shortcuts to reach the relevant sections of the application with only one click Above the tiles is the newsfeed The newsfeed displays two different type of announcements news and alerts Alerts are displayed in a red message box while news is in blue In most cases alrerts are used when exporters are required to take certain actions while news items are to provide more general information The left hand side menu serves as a navigator through the application Most functionalities of ePIC can be reached from here It also contains a quick search bar where entering a RIN or an ID will immediately provides the relevant result The top level bar provides a link to the ECHA Accounts module Once the user is redirected to ECHA Accounts it will be possible to switch between different users for those users who have accou
41. nn nnn nnn nnn 45 OMM BV dci TET EE 45 TO0 2 SUDIISSIOT EE ETT E enu dE ier or Prid RR OMEN BER mtd SERM ULP E E AD EN ME 45 Ill WalV6LS soiscxesskssuraszuEseW nsusREANSNNMNRUNFU NFETEEENEERIIRNESEKFED RSERVEUEUNNEEUNNNEMEEEMUS VN NF IMMUNE 48 11 1 Waiver request in the absence of a response to an explicit consent request sssseeesss 48 11 1 1 Proposing a standard Waiver icit Een ar ga ror rx Fn Enn dana Odeon a E a a E rra a ei rx ra E Ei E REE 48 NC Se ZSODE Up m 49 LEZI PFODOSO WaVe sissa ien re AE Ioni dM NANNNOM POI LM rad P PPM oot MM M EF NFEMEeaU NETS 49 12 Search Tunctionalities In CPI C iiieososso io iua eu ku so qux Rie x viliwEsu a BE QMMEM RF RLEEEE 51 12 1 Search for Export Notifications Special RIN Requests sssssssssssess nnnm enn 51 12 2 Search Tora Mixture PCI ie tahoe ndun POR Mn accio dup as Qe Maiden Seda Sure Mundi aM OE 52 Table of Figures Figure 1 ePIC Industry Home Page iacsssscexcsEExauisuvu aao uduxs Ex xxEEEEEEEUNSEU SEE E EEFEEEEVAE KR EENM NE EM ER EE EE RIEN EE 8 Figure 2 Create new mixture functionality eeeeisieseeeeeeeeeee enn uuhuuuuhh nnnm u uuu una 9 Figure 3 Create mixture SCFeen sucixsiadecises us svi an EE Va Rx www daa a 10 Figure 4 Annex chemicals t bh 2uisxassss usvavuss ueuuUN RaROXwdS FaESENER NRI RENE IER VRUE FEED ENNS NI LUEMUN VERE CRE
42. nts in different LEs to view the Party details and to edit them if the ePIC user is also an ECHA Accounts Manager For further details on ECHA Accounts please refer to its user manual available from the ECHA website Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 4 Create and Manage Mixtures Articles In order to notify an export of mixtures or articles a library of your mixtures or articles must be created first Following this the desired mixture article can be selected directly from the export notification form The information provided during the creation of your mixture article will be automatically pre filled for the relevant fields within the export notification form The relevant functionalities of ePIC can be found in the left hand side menu bar under the Chemicals Mixtures amp Articles section 4 1 Mixtures 4 1 1 Create a new mixture To add a new mixture to your library click on Create mixture link on the left hand side menu Figure 2 Figure 2 Create new mixture functionality A Chemicals Mixtures amp Articles st of chemical i pem Create mixture MESI A new page with a header Mixture is now opened Figure 3 The form consists of three sections with the Summary tab displayed by default All mandatory fields are marked with an asterisk Annankatu 18 P O Box 400
43. nu and click Browse A pop up window appears where you can locate the file on your computer to attach e It is strongly recommended to upload an English SDS if available since it facilitates the processing of the notification by your DNA and by ECHA Once all the safety data sheets you wish to attach have been selected type in the security code and click on Upload If the security code is not easily readable request the system to generate a new code by pressing the get new code button To attach the safety data sheet s to your mixture click on Upload e The system will overwrite any existing file in case you upload a new file in a language that you had already used in the past 4 1 5 Save amp Close Save and Cancel buttons Once you have filled in all the required information remember to save your mixture otherwise no record will be created Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 13 Saves the record validates all the mandatory fields and returns the user to view mode Save Saves the record and validates all the mandatory fields In case of errors in the form incorrect fields are highlighted in red with error messages Cancels current data entries without saving and returns to home page 4 1 6 Search mixtures To view and edit your previously created mixtures click on Manage mixtures Figure 6 l
44. o generate a new code and press the Upload button e Although not mandatory it is recommended to attach an English SDS to the mixture article if available Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 34 ePIC User Manual for Industry 6 Submit export notification Click on the green Submit button that is displayed in the common area on top of the form Figure 33 Figure 33 Submit export notification Export notification for a chemical New Please start the notification process by filling all the required information sk denotes required fields xx Importing country Andorra Common name Acephate Part 2 of Annex I Section 1 ion Section 4 Section 5 Section 6 Attachments 6 1 Draft notification without errors A confirmation page is displayed if there are no errors in the export notification form The confirmation page summarises all the previously provided information from the notification including the attachments The corresponding RIN and the version number of the notification are displayed at the top of the screen If you need to correct any information in your notification click on the Continue editing button and you will be directed back to the export notification form in edit mode Press Submit and the confirmation page appears again displaying the corrected form If you wish to send a message to your DNA specifically
45. oiosii eius usua saga Ra TUPREVaSEEREEERANNREEEEVERCRASERERRNRNRRRRTEEFDM NE wens 29 Mandatory fields in section 5 veis cisusuvuxsn ua RRRRREUREERESERARSESRRREWERSREEEREREEAPERRANEUUKEFECGE RAE 30 Final regulatory action iiic aer Vlr kn RxxEREEEENIM EE UI FE PR E EEENRE RE MUNERE FEE EEEREMEE RE UK FM KNEE 30 Create export notification for a mixture eeeeesssesennn nennen nena ana nunnnnn 32 Submit export NOUTICATION iioi ossa peu xURsuUFEvs gx P ENREREREEE EFEMREEEOE naaa 34 Errors displayed in an incomplete notification oen eene eee 35 Successt ul submission SCleGM i cssuxuxs nua exa kir a xx ERR RAN M vw REA WEEK ExEER KE RR ER EE RTRENUEEKEENE UE MEE 36 Pending re submission notification eeeeeeeseeeennn nennen neun au uauunn nnn nnns 37 Actions column displaying presence of a message from the authorities 38 VIEW message history ODLUIOT iios nouo nm ru c o c n n Coo oc rca e c do e rr x 38 Search amp View export notification iioiossss eso sussauasasusskwaswEsSExsRER ER EEEFFE ENERO RRR EF R UEM 39 VIEW NOEMICAUON G0 39 Actions men cu uessacni cius FR uEFESNEESEU SE RCURNSMN UNI VE VEEVI DIS RTUEU NUEVE ESIN a 40 Duplicate notification creation tip message eeeeeeee eene nnn nnn nnn nnn nnn nnn 40 Link to Event hiStOl V isooesouskesuausEaEEEEEKRE E EERERAFAFEIVELEN CREER RWAEAREFIFPO
46. on for substances and mixtures for which a CUS code has been assigned Please note that whereas ePIC will always pre fill the CAS EC numbers for the selected chemical provided that they exist the CUS code may not always be available and ECHA is in any case cannot guarantee that the one provided is the most up to date It is always the exporter s responsibility to verify this information and to edit the field if necessary Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 26 ePIC User Manual for Industry Figure 26 Section 1 Export notification for a chemical New Please start the notification process by filling all the required information denotes required fields Importing country Please select Common name Acephate Part 2 of Annex I Section 1 Section 3 Section 4 Section 5 Section 6 Attachments IDENTITY OF THE CHEMICAL SUBJECT TO THE EXPORT NOTIFICATION Please provide information requested below You should either select a chemical from the list or enter a valid CAS number or EC number 1 1 Common name 1 2 Chemical name according to an internationally recognized nomenclature e g IUPAC 1 3 Code numbers 1 3 1 CAS number 30560 19 1 1 3 2 EC number 250 241 2 1 3 3 Harmonized system customs code 1 3 4 CN code Disclaimer ECHA cannot guarantee that this is the most up to date code 2930 90 99 Other numbers If you
47. oncentration it is present within the article Both fields are mandatory information Once you have provided the required information click on Add Should your article contain multiple Annex chemicals the above steps must be repeated for each chemical e In case you wish to create an article containing a group element e g arsenic oxide CAS 1303 28 2 you should select a group entry e g Arsenic compounds from the drop down list and if available attach an appropriate SDS in order to specify which chemical is part of the exported article Figure 15 Annex I chemicals tab Summary Annex I chemicals SDS Add the chemical present in the article sk Chemical Acetochlor sk Concentration 15 E a You can edit a chemical that is part of the composition by clicking on the pencil icon eh You can delete the chemical from the composition by clicking on X icon only visible if multiple Annex chemicals are listed in the composition An article must always contain at least one chemical To delete this chemical from the composition add a new one first Click on Next section and you are directed to the SDS tab 4 2 4 SDS tab The SDS tab Figure 16 allows you to attach a Safety Data Sheet to your article The attached documents will be automatically included in the export notification s prepared for this article A Please note that if you do not attach a SDS to your article you will not have the
48. orter can specify the exact CAS number in this field Once a CAS number that is recognised by ePIC is entered fields in the Chemical information section of this page will be automatically populated with the correct information CUS code Enter the CUS code of the chemical or the mixture Please note that completion of the CUS code is mandatory for all substances and mixtures for which a CUS code has been assigned Expected date of export Select the intended date of export from the calendar that pops up once you click on the calendar icon right from the field Intended use Select the intended use of the chemical in the importing country from the drop down list mandatory information Intended use details If available provide further details on the intended use in the importing country Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 42 ePIC User Manual for Industry Expected amount per year Select the unit kg l and enter the expected amount exported mandatory information Importer name address telephone fax and email Provide the name address and contact details of the importer To enter importer contact details click on Add importer button Once completed all the necessary fields click on Save e If you are exporting the same substance under the same special RIN to multiple importers within the same country the above steps mu
49. rt decision is published in the PIC circular e if the importing country has waived its right to receive an export notification for this all chemical s a special RIN is required for administrative purposes If approved by the DNA a special RIN will allow the export to proceed through customs when leaving the European Union To begin creating a special RIN click on Request for chemical mixture article depending on your need in the Special RIN Request section of the left hand side menu 9 1 1 Export information Importing country Select the importing country from the drop down list mandatory field Chemical to be exported In case the intended export is for an Annex entry that is referring to a single substance select the relevant chemical from the drop down list However if the export is for a substance that is covered by a group entry of Annex you can either select the group from the drop down list or specify the CAS number of the substance in the field labelled CAS e If your special RIN request is for a mixture or for an article the drop down list will contain the mixtures articles you have created CAS If a selection has been made from the drop down list of chemicals this field becomes read only and the relevant information will be filled in automatically if available If exporting a chemical belonging to a group entry instead of selecting the group entry name from the drop down list the exp
50. sily find their notifications regardless if they are still drafts or have already been submitted to the authorities for verification 12 1 Search for Export Notifications Special RI N Requests To search for export notifications or special RIN request select the Search amp View menu item in the left hand side menu of ePIC either under the Export Notifications or under the Special RIN Request section Regardless of how the exporter accesses the search module the same functionalities will be available However certain filtering options are already pre set depending on your access method e g the notification type Export notification is pre selected if accessed through the Export Notifications section Various free text fields drop down lists and checkboxes are available to refine your search criteria The following fields can be used for performing searches e RIN Enter the RIN of the Export Notification Special RIN Request you are searching for e With unread messages only The search can be refined to show only those notifications where an authority user DNA or ECHA has attached a message and the message has not yet been read e Importing country Select the importing country from the drop down list e CAS Enter the CAS of the chemical exported e Chemical Select the chemical from the drop down list e Mixture Select the exported mixture from the drop down list e Article Sele
51. st be repeated and all the importers should be included in your request A The exporter details are pre filled from the IdM module You may edit the phone fax and email information if you wish to refer to a specific person contact in this export notification The address of your Party can only be modified centrally by a user who is also the IdM manager by using the available link Once you have filled in all the necessary fields click on the Next section button to proceed to the second tab 9 1 2 Attachments Attach relevant supporting documents on this tab Select the language of the document then click on Browse to locate the file on your computer Type the security code or if the code is not easily readable request the system to generate a new code and press the Upload button Once all the required fields are filled in and all the documents necessary are attached click on Submit to forward the request to your Designated National Authority 9 2 Bulk Special RI N Request This extension to the special RIN request is intended to be used in the following cases e a bulk large number of chemicals is to be exported to one or several countries e one chemical is to be exported to several countries with all individually fulfilling the conditions for a special RIN request Each country request will be handled by the DNA as a separate case and a dedicated RIN will be generated per case The DNA reserves the right to reject the
52. stem will match all mixtures articles starting with these characters Contains chemical Please select m Please select Nonylphenol ethoxylates C2H40 nC15H240 l Nonylphenols C6H4 OH C9H19 xture Article To see the details of a mixture click on the name of the mixture listed in the Mixture Article name column of the search results 4 1 7 Edit mixture If you need to update the information related to a mixture you must select Manage mixtures The system will alert you if there is a notification with status draft or pending resubmission referencing the mixture you are about to edit Any changes applied to the mixture before submission of the export notification will automatically be reflected in the notification form itself Click on the Manage mixtures Figure 10 link on the left hand side menu Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 15 Figure 10 Manage mixtures link A Chemicals List of chen Mixtures amp Articles a Search for the mixture you wish to edit and click on the mixture name Figure 11 Various methods on how to find previously created mixtures are described in Chapter 4 1 6 Figure 11 Search result mixtures Records found 1 Mixture Article name Once you have opened the mixture you wish to edit it will be displayed in read only mode b
53. strial chemical or pesticide use category The information is pre filled based on the Annex chemical selected Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 31 mandatory information Prohibited uses Allowed uses At least one of the free text fields must be filled in with the relevant information e Maximum 500 characters can be entered into these fields Produced Imported Exported Used Provide estimation where available of the yearly quantities for the Annex chemical subject to the export notification Reference to the regulatory document Provide reference to any regulatory document that is relevant for the export notification 5 1 6 Attachments In the area Attach new documents you may upload the SDS file or other supporting documents concerning your export In the first column select the document type you wish to upload then select the language of the document from the drop down list and click Browse A pop up window appears in order to browse for the file you wish to attach By default the system will offer you the possibility to upload three documents Should you require more than three files to be attached click on the Attach more documents button Once you have selected the document s you wish to upload type in the security code or if the code is not easily readable reques
54. t the system to generate a new code by pressing the get new code button To attach the document s to your notification click on Upload e It is strongly recommended to upload an English SDS if available since it facilitates the processing of the notification by your DNA and ECHA eo The system will overwrite any existing file in case you upload a new file in a language that you had already used in the past 5 1 7 Save amp Close Save Submit and Cancel buttons Once you have filled in all the required information you can proceed with the following four operators which are present in the upper common area of the notification Saves the record and validates all the mandatory fields In case of errors E in the form incorrect fields are highlighted in red with error messages 73 sh 3 Saves the record validates all the mandatory fields and returns the user to view mode E Saves the record validates all the mandatory fields and proceeds to the w Submit submit page Cancels current data entries without saving and returns to home page x Cancel Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 32 ePIC User Manual for Industry 5 2 Export notifications for mixtures articles In order to create an export notification for a mixture article you need to create your mixture article first See chapter 4 Create and Manage Mixtures
55. tion 4 INFORMATION ON HAZARDS AND OR RISKS OF THE CHEMICAL AND PRECAUTIONARY MEASURES Please provide information requested below or attach a copy of the safety data sheet that covers the information required in section attachments I will attach a copy of the safety data sheet that covers the information required below in section attachments 4 1 Hazard classification E G GHS WHO IARC EU 4 2 Information on hazards and or risks 4 3 Information on precautionary measures to reduce exposure to and mission of the chemical 4 4 Further information that may be useful to the importing country or which has been requested by it e g on relevant impurities 4 5 Reference e g safety data sheet Safety data sheet lt Previous section gt Next section A If the check box is not selected fields 4 1 4 4 and 5 1 are mandatory Figure 29 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 Figure 29 Mandatory fields in section 4 INFORMATION ON HAZARDS AND OR RISKS OF THE CHEMICAL AND PRECAUTIONARY MEASURES Please provide information requested below ar attach a copy of the safety data sheet that covers the information required in section attachments 4 1 Hazard classification E G GH5 WHO IARC EU 4 2 Information on hazards and or risks 4 3 Information on precautionary measures to reduce exposure to and mission o
56. tory functionality of ePIC exporters can follow the progress of the Submitted export notification The report will display information on the events that concern the notification such as e Submission e Resubmission e DNA Check e ECHA Validation e ECHA Activation e DNA Request for Explicit Consent e Waiver request e DNA Record of a response to an explicit consent request To access the event history of an export notification first search for the relevant notification Once you have opened it select Event history from the View drop down menu on the upper right corner of the page Figure 43 Figure 43 Link to Event history Download PDF View cr Actions Export notification List of RINS search Event history Submission history 10 2 Submission history Using the Submission history feature of ePIC the exporter can compare if available different versions of the same export notification Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 46 ePIC User Manual for Industry Should the DNA or ECHA request further information after the notification has been submitted the exporter has the possibility to continue working on the previously submitted notification As soon as the exporter resubmits the notification the new submission will be displayed in the Submission history The functionality is similar to the E
57. ture Article name column of the search results 4 2 7 Edit article In case you would like to update information entered into the previously created article s you can edit them under Manage articles The system will alert you if there is a notification with Status draft or pending resubmission referencing the article you are about to edit Any changes applied to the article before submission of the export notification will automatically be reflected in the notification form itself To begin click on the Manage article Figure 21 link on the left hand side menu Figure 21 Manage articles link A Chemicals Mixtures amp Articles Manage articles r Search for the article you wish to edit and click on the article name Figure 22 Various methods on how to find previously created mixtures are described in Chapter 4 1 6 Figure 22 Search result articles Records found 2 EN Mixture Article name Article 2 ic Once you have opened the article you wish to edit it is displayed in read only mode by default In order to be able to amend the previously entered data click on Edit Figure 23 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 23 Figure 23 Edit article Article Article i CUS code Alias Disclaimer If no alias is provided the name of the article will be published
58. ustry facilitates the processing of the export notification by your DNA and ECHA Once all the safety data sheets you wish to attach are selected type the security code or If the code is not easily readable request the system to generate a new code by pressing the get new code button To attach the safety data sheet s to your article click on Upload e The system will overwrite any existing file in case you upload a new file in a language that you had already used in the past 4 2 5 Save amp Close Save and Cancel buttons Once you have filled in all the required information remember to save your article otherwise no record will be created Saves the record validates all the mandatory fields and returns the user to view mode Saves the record and validates all the mandatory fields In case of errors in the form incorrect fields are highlighted in red with error messages Cancels current data entries without saving and returns to home page 4 2 6 Search for articles To view and edit your previously created articles click on the Manage articles Figure 17 link on the left hand side menu Figure 17 Manage articles link amp Chemicals Mixtures amp Articles List of chemical Manage articles Ih To list all of your articles select the check box Article and click on Search Figure 18 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 6861821
59. vant field s in order to specify exactly which chemical the export notification refers to If a known CAS is entered the system will fill the Common name field automatically Alternatively the Common name of the group entry can be selected from the dropdown list e If you wish to enter specific CAS or EC of a substance covered by a group entry you can do it so by entering those information without selecting the substance from the drop down list in the Common name section Harmonized system customs code Enter the HS code for the Annex chemical into this field Please note that whereas ePIC will always pre fill the CAS EC numbers for the selected chemical provided that they exist the HS code may not always be available and ECHA is in any case cannot guarantee that the one provided is the most up to date It is always the exporter s responsibility to verify this information and to edit the field if necessary CN code Enter the CN for the Annex chemical into this field Please note that whereas ePIC will always pre fill the CAS EC numbers for the selected chemical provided that they exist the CN code may not always be available and ECHA is in any case cannot guarantee that the one provided is the most up to date It is always the exporter s responsibility to verify this information and to edit the field if necessary CUS code Enter the CUS code of the Annex chemical into this field The CUS code is a mandatory informati
60. vent history however using the Submission history will not only list the submissions but also the preliminary version s of the export notification together with any attachment are available for review from this section To access the Submission history of an export notification first search for the relevant notification Once you have opened it select Submission history from the View drop down menu on the upper right corner of the page Figure 44 Figure 44 Link to Submission history Gb View Export notification List of RINs search Event history EN i BI Dal J Submission history 10 3 Alert e mails The user has the possibility to request e mails to be sent to a pre defined e mail address in case specific events take place within the system These events include but not limited to e DNA checks an export notification special RIN request e ECHA validates amp activates an export notification e Waiver proposal checked e RIN reconciled following response e RIN status modified To activate the alert e mail functionalities the user has to open the Manage e mail notifications section of ePIC It can be reached by clicking on the small arrow pointing downwards right next to the user s name displayed in the upper right corner of the application Figure 74 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa
61. wish to use additional identifiers in the first column describe the numbering system while in the second column provide the identifier 5 1 2 Section 3 I nformation concerning the export Expected date of first export Enter the expected date of export manually or by selecting the date from the calendar The export date cannot be earlier than 35 days from the submission date of the notification Mandatory information Emergency Situation checkbox If the export of the chemical relates to an emergency situation where any delay may endanger public health or the environment select this checkbox The justification field below the checkbox becomes available Providing a justification for the emergency situation is mandatory in order to obtain the special RIN 1 An exemption from the obligation to notify no later than 35 days before the expected day of export may be granted at the reasoned request of the exporter or the importing Party or other country where the export of the chemical relates to an emergency situation for which any delay may endanger public health or the environment in the importing Party or other country Article 8 5 of Regulation EU No 649 2012 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 27 which is required for this kind of export Expected yearly amount of the substance mixture Enter the expected yearly
62. y default Click on Edit to apply changes Figure 12 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu 16 ePIC User Manual for Industry Figure 12 Edit mixture Mixture Summary Annex I chemicals SDS CN code CUS code HS code Alias Disclaimer If no alias is provided the name of the mixture will be published Hazard classification E G GHS Xi N WHO IARC EU gt Next section All previously entered information can be modified You can find support on how to fill in the various fields in Chapters 4 1 2 4 1 3 and 4 1 4 e Remember that changes are discarded unless you click on Save amp Close or Save A A mixture record can only be deleted if it has not been referenced in an export notification or special RIN request 4 2 Articles e Notifications for articles are only required in case of chemicals listed in part 2 or part 3 of Annex of the PIC regulation 4 2 1 Create a new article To add a new article to your library click on Create article link on the left hand side menu Figure 13 Annankatu 18 P O Box 400 FI 00121 Helsinki Finland Tel 358 9 686180 Fax 358 9 68618210 echa europa eu Release date September 2014 17 Figure 13 Create new article functionality Create article Ih f 1 Ln Gp nao 18 Ip J DE Sa E Eaa ta A new page with a header Article is now op
63. y into force Enter into this field the summary of regulatory restrictions and reasons for them Alternatively you can easily fill in the free text field by clicking one of the English French or Spanish buttons depending on which language the notification should be prepared if this information is available in ePIC Figure 31 In case this information is not available in ePIC yet the button will not be active i e it is grey and does not respond if you click on it and you should seek assistance from your DNA mandatory information e In case the regulatory information is only available in English but not yet in the other convention languages use the English version instead of the French or Spanish Figure 31 Final regulatory action SUMMARY INFORMATION ON FINAL REGULATORY ACTION TAKEN BY THE EXPORTING COUNTRY Please provide information requested below 6 1 Summary of and reasons for the final regulatory action and date of entry into force Regulatory restrictions English French Spanish Once you have clicked on one of the buttons representing the different language versions of the regulatory information a pop up window will appear showing the legal text Click on the Update button and the text will be copied into field 6 1 The final regulatory action has been taken for the category These checkboxes are to indicate whether the regulatory restriction within the EU was introduced for the indu

Download Pdf Manuals

Related Search

Related Contents

TITRE AUTEUR TITRE AUTEUR Méthode FLE Maternelle Méthode  Kingston Technology ValueRAM KVR667D2D8P5/2GEF memory module  Wiley AutoCAD 2007 and AutoCAD LT 2007 Bible  FC Sable SI - Sport International  TABLET PC INDUSTRIAL  Technical-Spotlight_vol03    ワンタッチテント2k×3K  Digital Photo Printer  野 Richeーー く取扱説明書) リトー~アリーナ  

Copyright © All rights reserved. Failed to retrieve file