SOP 4.13: Shipping Papers and Waste Tracking Invoices

Contents

1.Introduction...... 1

2.Regulatory and contractual requirements

3.Tracking HHW through shipping papers...... 1

4.Tracking HHW through a waste tracking invoice...... 2

Attachment A: Example shipping paper ...... 3

1.Introduction

Minnesota hazardous waste (HW) rules require generators and transporters of HW to use a tracking mechanism. This provides a “cradle-to-grave” record from the time HW is first generated and arrives at the HHW Facility (“cradle”), to proper destruction or disposal (“grave”). Tracking HW ensures it is properly managed and disposed of in a manner that does not pose a risk to human health or environment.

2.Regulatory and contractual requirements

Use of shipping papers or waste tracking invoicesis governed by the requirements established in the HHW program and state agency contract (see Exhibits A, parts A, F and H and Contract Section 4.4.2.1 and 5.13), Department of Transportation (DOT) HMR 49 CFR 100-185 and 172.704, 172.602 A-C and 172.604 A-B, Minn. Stat. Chapter 221, Minn. Rules 7045.0310, subp. 3. B, C, and 3. C.1; subp. 5.B, 5.C.1-2.; subp. 6 and 6. 1; 7045.0261and 7045.0351-.0397.

3.Tracking HHW through shipping papers

3.1In certain circumstances, shipping papers or waste tracking invoices may be used in lieu of a manifest form.

3.2The designated staff responsible for ensuring Facility tracking documentation is the Facility Manager.

3.3Either a manifest, shipping paper, or waste tracking invoice shall accompany shipments of HW. Shipments of HW shall comply with state and DOT requirements; see SOP 3.6 Manifest Tracking and Land Disposal Receipt (LDRs).

3.4Some wastes do not need to be accompanied by a manifest, but require documentation showing proper waste shipment and disposal. These waste types may be transported using a shipping paper rather than a manifest. These instances include:

  • Business waste brought into a HHW Facility licensed to accept VSQG (Very Small Quantity Generator) waste; the waste is commingled with HHW into proper waste types/categories; see SOP 4.16 VSQG, Minimal and One Time Generators.
  • Mobile collection events when waste is transported to a Facility that has received approval to accept HHW from off-site.

3.5HHW Program staff responsible for signing shipping papers shall ensure the document is properly completed. To view an sample shipping paper, see Attachment A of this SOP. Shipping papers shall include:

  • Generator’s name, address, and HW Identification Number
  • Receiving Facility name and address
  • Proper HW shipping names and quantities
  • Emergency response contact information
  • The transporters name, signature, and shipment date

3.6Keep shipping papers inside the transporting vehicle (within driver reach).

3.7Both the business and this Facility shall retain shipping paper copies for at least 3 years (preferably indefinitely).

4.Tracking HHW through a waste tracking invoice

4.1A waste-tracking invoice receipt documenting proper HW disposal. Tracking invoices list HW disposal date, quantity, and destination.

4.2Transporting of some waste types for disposal or recycling within Minnesota is allowed if using a waste-tracking invoice (rather than a manifest). These wastes types include:

  • lead acid batteries
  • fluorescent lamps
  • used oil, filters, and sorbents
  • antifreeze
  • dry-cell batteries
  • cathode ray tubes
  • circuit boards
  • photographic negatives
  • PCB lamp ballasts and small PCB capacitors
  • liquid mercury and mercury-containing products (thermostats, switches, thermometers, relays, manometers, barometers, thermocouples, and gauges)

4.13 Shipping Papers and Waste Tracking Invoices1

Attachment A

Example Shipping Paper

Shipping Paper
Only those wastes listed on this document may be transported.
This paper and any attached papers shall accompany the HW shipment.
Mobile collection or Facility site location: ______/ HHW Facility name ______
Site address ______
City, State, Zip ______
HHW Facility HW ID Generator Number ______
Emergency response contact information:
Waste item # / U.S. DOT description
Include proper shipping name, hazard class, or division number, UN or NA ID number, and packing group (I, II, III). / Physical state
(liquid, solid, sludge) / Number / Size / Total quantity
(List units of measure)

Certification: I hereby declare that the contents of this consignment are fully and accurately described above by proper shipping name and are classified, packed, marked, labeled, and are in all respects in proper condition for transportation by highway according to applicable national and international government regulations.

Generator Contact: ______/______Date ______

(print) (signature)

Driver’s name: ______/______Date ______

(print) (signature)

Date of acceptance by carrier: ______

Program certification: I certify I have received the waste listed on this shipping paper.

HHW Facility contact:______/______Date ______

(print) (signature)

4.13 Shipping Papers and Waste Tracking Invoices1