A Step-By-Step Guide to Submit 40 CFR Part 85 Defect, Recall, and Quarterly Reports to EPA £% United States Environmental Protect Agency ------- A Step-By-Step Guide to Submit 40 CFR Part 85 Defect, Recall, and Quarterly Reports to EPA Assessment and Standards Division Office of Transportation and Air Quality U.S. Environmental Protection Agency United States Environmental Protection ^1 Agency EPA-420-B-16-068 July 2016 ------- Instructions for Submitting Defect and Recall Documents to EPA Verify Document Module 1. Manufacturers submitting data must have a manufacturer's code established with Verify EPA receives data and documents from manufacturers through its Verify system. Any manufacturer wishing to submit data or documents must have a valid manufacturer code, which can be obtained by following the instructions at https://www.epa.gov/vehicle-and-engine- certification/companv-registration-verify-system. Please follow all instructions on this page completely. Any problems or questions regarding Verify should be directed to the Verify Help Desk at 1-888-890-1995 or evcishelpdesk@epacdx.net. 2. First time users of Verify need to follow Verify's setup instructions Once the data submitter obtains a valid manufacturer code with Verify, they will need to set up user account(s) by following the instructions at https://www.epa.gov/vehicle-and-engine- certification/account-setup-verify-system. In order to submit data or documents, a user account is mandatory. As with obtaining a manufacturer code, any problems with setting up a user account should be directed to the Verify Help Desk at 1-888-890-1995 or evcishelpdesk@epacdx.net. 3. Download and fill out applicable reporting templates Proceed to https://www.epa.gov/vehicle-and-engine-certification/report-forms-and-guidance- defects-and-recaIIs-under-40-cfr-part-85 to download the appropriate template and fill it out in preparation for submission. For the filename to use for these forms, please refer to Appendix A. 4. Log in to Verify and submit completed data submission form to Verify's Document Module To submit your documents, log in to Verify at http://cdx.epa.gov/warning.asp. Follow the instructions to log in. Once in the "MyCDX" page, click on the link titled "VERIFY: Upload Compliance Documents." The screen shots below with additional instructions superimposed provides more details for what should be entered in the following screen. Note that there are four different screen shots—corresponding to the four different types of defect and recall related document submissions: 1 ------- 1) Defect reports (DR), 2) Voluntary emission recall reports (VERR), 3) Quarterly reports (QR), and 4) Supporting documents ------- Defect Reports EPA Manufacturer Code * EPA Document Path and File Name * DR example.png Delete Path and File Name of Same Document in Alternate Format Choose File No file chosen Industry * + Aircraft All Industries All Terrain Vehicle Alternative Fuel Converter (LDV/LDT/HDV Chassis Certified) Complete Heavy-Duty Highway Vehicle Compliance Document Type * Compliance Document Type, if "Other" Defect Report General Document Type General Document Type, if "Other" Select Select "Initial Report" for first submission or "Follow-up Report" for updates/corrections. Compliance Document Topic * Compliance Document Topic, if "Other" Initial Report If "CBI", a separate "F01" version would need to be submitted Confidentiality Status FOI Document Applicability * General Applicability (don't specify any EFA/F/TGs) Does this document apply to one/multiple specific model year(s)? * Model Year + Document Date * select 06/01/2016 Title * Defect report #00001 for model ABC Abstract * 0001 - Defect report for Model ABC Hybrid Hybrid Electric IC1 IUVP In-Use Keyword(s) * + Document Owner Select (Select a contact from the list to populate the Document Owner fields below) Document Owner Name * Document Owner Phone * Document Owner E-Mail * Comments Select "Defect Report Select "General Applicability' At least "In-Use" must be selected, in addition to other applicable keywords Anything not addressed in this screen can be found in the Help page at the top right. Abstract must start with the defect report number, along with other details regarding this submission Refresh 3 ------- Voluntary Emission Recall Report EPA Manufacturer Code * EPA Document Path and File Name * FOI_EPA_VERR_0001_BD_R00.xlsx Delete Path and File Name of Same Document in Alternate Format Choose File No file chosen Alternative t-uei convener (luv/lu i/huv cnassis uertmea) Complete Heavy-Duty Highway Vehicle Electric Motorcycle Heavy-Duty Highway Clean Fuel Fleet Heavy-Duty Highway Gas and Diesel Engines Industry * + Compliance Document Type * Compliance Document Type. If "Other" Voluntary Emission Recall Report General Document Type General Document Type, if "Other" Select Notification of Voluntary Recall ~ Compliance Document Topic * Compliance Document Topic, if "Other" —Confidentiality Status * FOI Document Applicability * General Applicability (don't specify any EFA/F/TGs) Does this document apply to one/multiple specific model year(s)? * Select ~ 2019 - 2018 ¦ 2017 - Document Date * select Title * Voluntary emission recall report #0001 for model ABC Abstract * 0001 - Voluntary emission recall report for model ABC Keyword(s) * + IUVP In-Use Liquid cooled Maintenance OBD Document Owner Select (Select a contact from the list to populate the Document Owner fields below) Document Owner Name * Document Owner Phone * Document Owner E-Mail * Comments Select "General Applicability' Select "Voluntary Emission Recall Reports" If "CBI", a separate "FOI" version would need to be submitted At least "In-Use" and "Recall" must be selected, in addition to other applicable keywords Anything not addressed in this screen can be found in the Help page at the top right. Abstract must start with the VERR number, along with other details regarding this submission Select "Notification of Voluntary Recall' for first time submission, or "Follow-up Report" for update/correction Refresh 4 ------- Quarterly Report Help; EPA Manufacturer Code * Document Path and File Name * FOI_EPA_QR_0001_BD_R00.xlsx Delete Path and File Name of Same Document in Alternate Format Choose File No file chosen Industry * + Compliance Document Type * Compliance Document Type, if "Other" Voluntary Emission Recall Report General Document Type General Document Type, if "Other" Select Compliance Document Topic * Compliance Document Topic, if "Other"' Quarterly Progress Reports Confidentiality Status * FOI Select "General Applicability' Document Applicability * General Applicability (don't specify any EF/VF/TGs) Does this document apply to one/multiple specific model year(s)? * Yes 2017 - 2016 J 2015 - Model Year + Document Date * 06/02/2016 Title * Quarterly report for Model ABC Abstract * Keyword(s) * + Phase 2 Phase 3 Recall Regulation _gmaU Wnlurap Document Owner Select (Select a contact from the list to populate the Document Owner fields below) Document Owner Name * Document Owner Phone * Document Owner E-Mail * Comments Select "Quarterly Progress Reports' Select "Voluntary Emission Recall Reports' If "CBI", a separate "FOI' version would need to be submitted At least "In-Use" and "Recall" must be selected, in addition to other applicable keywords Anything not addressed in this screen can be found in the Help page at the top right. Heavy-Duty Highway Gas and Diesel Engines Heavy-Duty Highway Evaporative Heavy-Duty Highway Tractors & Vocational Vehicles Highway Motorcycle in I Refresh) [Review & Submit! 5 ------- Defect or Recall Report Supporting Documents Anything not addressed in this screen can be found in the Help page at the top right. EPA Manufacturer Code * EPA Document Path and File Name * VERR Supporting Documentation.png Delete Path and File Name of Same Document in Alternate Format Choose File No file chosen Aircraft All Industries All Terrain Vehicle Alternative Fuel Converter (LDV/LDT/HDV Chassis Certified) Complete Heavy-Duty Highway Vehicle Industry * + Select "Other' Enter DR or VERR Number, then designate whether this document is for supporting and DR, VERR, or QR. ^ Compliance Document Type * Compliance Document Type, if "Other" * Other 0021 - VERR attachment General Document Type * General Document Type, if "Other" Presentation Compliance Document Topic Compliance Document Topic, if "Other" Confidentiality Status * Document Applicability * General Applicability (don't specify any EF/VF/TGs) Does this document apply to one/multiple specific model year(s)? * Yes Model Year + Document Date * 06/02/2016 select Title * Supporting Documentation for VERR 0021 Abstract * 0021 - This file is supporting documentation for VERR 0021 Keyword (s) * + IUVP In-Use Liquid cooled Maintenance (Select a contact from the list to populate the Document Owner fields below) Document Owner Select Document Owner Name * Document Owner Phone * Document Owner E-Mail * Comments Select "General Applicability' Abstract must start with the DR/VERR number of the report that this document is supporting Select "In-Use". If this document supports a VERR, also select "Recall". Add keywords as appropriate Refresh Review & Submit; 6 ------- After the submission page is correctly filled out, select "Review & Submit." After submitting the document, if Verify accepted the submission, you will receive a message in your inbox stating so. If your submission was rejected, the inbox will also notify you with a reason for why it was reject. The inbox message may take a few minutes before arriving in your inbox. Your CDX inbox can be accessed through the left navigation bar through the "Inbox" link. 7 ------- APPENDIX A Naming a DR/VERR attachment for submittal to the Verify Document Module A name of a document file consists of four sections: Confidentiality. Applicability. Information Type_ Version Indicator, suffix [file type] Each section has multiple -elements as listed in the following table: Section 1 Confidentiality (3 characters + underscore) Section 2 Applicability (3 characters + underscore) Section 3 Information Type (9 characters + 3 underscores) Section 4 Version Indicator (3 characters) • CBI_: a confidential file that will not be released to the public • FOI a non-confidential file after remove confidential information from a CBI file so that it is readily releasable to the public after your vehicles/engines are introduced into commerce • Manufacturer Code_: the three character code used by the manufacturer in VERIFY • DRE_XXXX_BD_: Defect Report (i) (4) • VER_ ZZZZ_BD_: Voluntary Emission Recall Report (i) (4) • QR#_ YYYY_BD_: Voluntary Emission Recall Report Quarterly Report (2)(3)(4) Notes: (1) "XXXX " or "ZZZZ " should be the four digits of the DR or VERR number assigned by the manufacturer. (2) "# "should be 1, 2, 3 or 4 indicating the quarter of the calendar year that the report applies to. (3) "YYYY " should be the calendar year the report applies to. W "BD " (Base Document) should only be changed to one of the following when a document is an attachment to a DR or a VERR: ED: Emissions Data DN: Dealer Notification ON: Owner Notification RI: Repair Instructions SB: Technical Service Bulletin SL: Sample Repair Label OT: Other • R00: original sty • R01: 1 revision nod • R02: 2 revision • etc. 8 ------- |