ODS REPORTING
Certification of Intent to Import for
Destruction
April 2020
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I. INTRODUCTION
This document provides information for reporting entities on how to submit your certification of intent
to import ozone depleting substances (ODS) for destruction, as required by 40 CFR Part 82. A general
overview of the submission process is provided in Figure 1 below.
Figure 1: Overview of Intent to Import ODS for Destruction Certification Process
For information on creating a CDX account, see EPA's document on Registering with CDX. The
remainder of this document is organized as follows:
Section II: Accessing your CDX ODS Account
Section III: Creating a Certification of Intent
Section IV: Completing a Certification of Intent
Section V: Viewing Submission Documents and EPA Documents
Section VI: Resubmitting an Incomplete or Denied Certification
Section VII: Resubmitting an Accepted Certification
Section VIII: Withdrawing a Certification
Section IX: Submitting a Destruction Verification
Questions?
For questions about certifications of intent to import for destruction, email odspetitions@epa.gov.
For questions about CDX, contact the CDX Helpdesk at (888) 890-1995 or helpdesk@epacdx.net.
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Accessing your CDX ODS Account
II. ACCESSING YOUR CDX ODS ACCOUNT
Step 1: Log into the Central Data Exchange (CDX)
Visit https://cdx.epa.gov/ and enter your User ID and Password.
Forgot your Password?
Forgot your User ID?
Warning Notice and Privacy Policy
Contact Us
CDXc Central Data Exchange
Welcome
Welcome to the Environmental Protection Agency (EPA) Central Data Exchange (CDX) - the Agency's electronic reporting site. The
Central Data Exchange concept has been defined as a central point which supplements EPA reporting systems by performing new
and existing functions for receiving legally acceptable data in various formats, including consolidated and integrated data.
Step 2: Enter the ODS Application
From the 'MyCDX' tab, select the "Ozone Depleting Substances" link.
MyCDX
Inbox My Profile Submission History
Services
< Manage
Status ~ Program Service Name
- Role
&
ODS: Ozone Depleting Substances ^Ozone Depleting Substances
CDX Service Availability
See the status for all program services
News arid Updates
No news/updates.
Add Program Service I Manage Your Program Services
April 2020
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Accessing your CDX ODS Account
Step 3: Select the Organization under which to Submit your Report
If you are registered under more than one organization in CDX, you will be asked to select under which
organization to submit your report. Use the dropdown menu to select the organization name. If you
are only registered under one organization, you will be automatically directed to the ODS home page.
1 Application Profile Settings
n
I Organization Name
^ 1
ODS Test Company C T J 1
V/ 1
1 Program Client ID
Submitter: N/A T
1 Program
1 ODS
M Proceed H Cancel
~
<
The Importance of your Organization Name
The organization you register with and submit data under in CDX is used by the ODS Tracking
System to identify the reporting entity of each submission. CDX assigns each organization in its
database with a unique five to seven-digit ID. The use of a consistent Organization ID by all
individuals that submit reports on behalf of your company is required by EPA. Additionally, all users
registered under the same Organization ID have access to the same Submission History table in CDX.
More details on selecting and updating your Organization Name/ID can be found in EPA's document
on Registering with CDX.
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Creating a Certification of Intent
III. CREATING A CERTIFICATION OF INTENT
Step 1: Select 'Import Petitions/Certifications'
From the CDX ODS home page, select the "Import Petitions/Certifications" tab of the Submission History
table.
Submission History - TEST COMPANY (16889)
ODS Reports ^^^^ortPetitions/Certifica^^^^
Show 10 ~ entries
Search:
_ , Submission
Report ID *
Date
Report Type
Reporting
Year
Reporting
Quarter
Last Modified
By
Status
Actions
EXPT 1_2018_04521 03/27/2019
Class I Exporter
2018
Annual
Golla, Emily
Submitted
Review
Documents
Step 2: Select 'Create Import Petition/Certification'
From the CDX ODS home page, click the "Create Import Petition/Certification" button located above the
Submission History table.
Submission History - TEST COMPANY (16889)
ODS Reports Import Petitions/Certifications
c
| Create Import Petit ion/Certrftcation^^^^^^B^B
Show 10 * entries
Search:
Report ID A Form Alias
Submission
Date
Type
Expected Year of
Import
Last Modified
By
Status
Actions
DPETI_2019_04644
05/06/2019
Destruction
2020
Caswell, Helena
Submitted
Action -
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Creating a Certification of Intent
Step 3: Select Import for Destruction
Select "Import for Destruction" from the pop-up menu.
Submission History Ļ TEST COMPAQ
ODS Reports Import Petitions/Certifications
Create Import Petition/Certification
Show 10 ~ entries
Report ID
Please select a petition/certification type
Import for Reu:
Submission
Date
Import for Destruction ^Cancel
Type
Expected Year of
Import
Last Modified
By
Step 4: Create a Passphrase
Following the instructions, create a passphrase for your new submission and click "Save and Continue."
Create Passphrase
Please create a passphrase that is at least 8 characters in length and does not exceed 20 characters. To protect your account, your passphrase should contain a combination of letters and
numbers. The passphrase you create may include spaces but should not contain special characters (for example. +.?, and *). You can associate the same passphrase with multiple
submissions.
Your passphrase will be used as an encryption key to protect the contents of your data. Your data cannot be accessed without this passphrase. You are responsible for remembering your
passphrase and distributing it to only authorized Submitter(s).
Or, you can click "Cancel" to return to Home page.
New Passphrase
Confirm Passphrase ^
Do Not Forget Your Passphrase!
For security reasons, the system administrator does not have access to your passphrase and cannot retrieve it or reset it to a new one. If you have forgotten
your passphrase, you must create a new submission.
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Creating a Certification of Intent
What is a Passphrase?
The passphrase is used as an encryption key to protect the contents of your submission. Each time
you create a new submission, you will be asked to create a passphrase. In order to edit an 'in
progress' submission, resubmit a report, or view the contents of a previous submission (whether it
was last modified by you or another CDX user in your organization), you will be required to enter
the submission's passphrase. The same passphrase may be used for all submissions. To ensure all
users in your organization have access to all historic submissions, you may consider establishing a
single passphrase that is used by all CDX users in your organization for all ODS submissions.
REMEMBER YOUR PASSPHRASE: Please note that the system administrator does not have access to
your passphrase and cannot retrieve it or reset it. If you forget your passphrase you will not be able
to view or edit your submission in CDX. If you need to view your submission but forgot your
passphrase, contact EPA at odspetitionsffiepa.gov.
Step 5: Enter Importer Information
Enter the importer information for your certification of intent on the "Importer Information" tab. You
may select the 'Copy from CDX' link to populate select fields with your CDX profile information. This
information can then be edited further, if desired.
Destruction Information
Step 3
Shipment Information
Import Summary
Optional Uploads
Importer Information
Please enter all required information below. Fields with red asterisk are required. The 'Company Name' has been pre-populated from your CDX profile and a
ImporteMnformation
e edited. Click the 'Copy From CDX' link to populate the fields with your CDX profile information.
Copy From CDX
* Contact First Name
- Contact Last Name
Street Address 1
Street Address 2
TEST COMPANY
mily.golla@company.cc
12601 Fairlakes Circle
- Importer Number
Source Country
- Vessel Name
Expected Year of Import
Expected Month of Import
- Intended Port Of Entry
| 0101 - Portland, Maine
Step 6: Provide Destruction Facilities Information
Enter information for the destruction facilities that will receive and destroy the controlled substance(s).
If applicable, add contact information for U.S. aggregators by selecting 'Yes' in response to the question
at the bottom of the page and adding the contact information of the aggregators. To enter information
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Creating a Certification of Intent
for more than one destruction facility or facility/aggregator, select the "+" at the end of the appropriate
row. Once all information is entered, select "Continue."
Importer Information
Shipment Information
Destruction Information
Identify the facility that will receive and destroy the controlled substance(s).
Import Summary
Step 5
Optional Uploads
Destruction Facility
Will the ODS be aggregated by another party before it
U.S. Aggregators
to the destruction facility?
O
Step 7: Enter Shipment Information
Enter the chemicals, quantities, and shipment importer number for each controlled substance to be
imported for destruction. To enter information for more than one chemical, select the "+" at the end of
the row. Select "Continue" to proceed to the next tab.
Importer Information
Shipment Information
Destruction Information
Shipment Information
Import Summary
Step 5
Optional Uploads
Shipment Information
Enter the chemical, quantity, and shipment importer number for each controlled substance to be imported in the table below.
Halon 1202
CCL4
123456000
123456001
123456002
Step 8: Complete the Import Summary
Review the information in the "Import Summary" tab for accuracy (note that the commodity code is
automatically populated based on the chemical name). If any information is incorrect navigate to the
previous tabs using either the navigation bar at the top or "Previous" button at the bottom of the page
and correct it. Add the corresponding export license (or application/other communication) amount for
each chemical listed, if applicable, and upload the supporting document by selecting "Add Document." If
the export license/application does not specify a quantity, check the box in the column to the far right to
indicate that a quantiy is not listed. You may view or remove documents by selecting the document
image or "x" at the end of each row. Once the information is confirmed, select "Continue."
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Creating a Certification of Intent
Importer Information
Chemical
CFC-11
Destruction Information
Shipment Information
Import Summary
Review the information below for accuracy. The total quantity must be less than or equal to the export license amount.
Commodity Code Total Quantity (kg)
2903.77.0010 - Trichlorofluoromethane (CFC-11) 6.3 .
2903.76.0050 - Bromochlorodifluoromethane 5.4
(Halon 1211) and dibromotetrafluoroethanes (Halon
2402)
2903.14.0000 - Carbon tetrachloride 45
Step 5
Optional Uploads
Quantity Not Listed on Export License
o
Ļ Please provide an Exporter license/application for lie
Document Name
Example Attachment.docx
Size (bytes)
18 KB
Step 9: Uploads
Upload additional documents and resources, as needed, by selecting "Add Document." If the document
is not a photo, select "Other" under Document Type and describe the document type in the 'Document
Description' field. You may view or remove documents by selecting the document image or "x" at the
end of each row. Once the information is confirmed, select "Submit."
Importer Information
Destruction Information
Shipment Information
Import Summary
1 Optional Uploads
Upload any additional documents/resources, as needed Please Indii
Optional Uploads
:ate the type of document/resource uploaded via
the 'Document Description' Held If you specify the document type as 'Other*.
Row
Document Name
Document Type
Document Description
f Action
1
Optional Resource.PNG Photos
ģ Photos of Halon Cylinders
v 1 * J
Step 10: Save Progress without Submitting (Optional)
At any time during the submission process, you have the option to save the submission and come back
to complete and submit the certification at a later date. If you wish to complete your submission at
another time, click the "Save and Exit" button at the bottom of the screen. However, if you "Save and
Exit" the form, remember your passphrase; the system administrator does not have access to your
passphrase and cannot retrieve or reset it. If you forget your passphrase you will not be able to access or
complete your submission. Continue to Section IV for instructions on how to complete your submission.
H Sj \/e H Save and Exit Gl V -eview ~ Validate B Submit
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Completing a Certification of Intent
IV. COMPLETING A CERTIFICATION OF INTENT
Step 1: Return to the 'In Progress' Submission (if applicable)
If you decided to "Save arid Exit" prior to completing your new certification of intent, locate the 'In
Progress' submission in the Submission History table and click on the "Report ID" link.
Submission History - TEST COMPANY (16889)
ODS Reports Import Petitions/Certifications
Submission
Date
Type
Expected Year of
Import
Search:
Last Modified .
Status
By
Actions
I Create Import Petition/Certification
Show 10 * entries
Report ID * Form Alias
DPETI_2019_G5262
Destruction
2019
Golla. Emily
In Progress
Action -
DPETI_2019_Q5741
Destruction
2019
Caswell. Helena
In Progress
Action ģ
Destruction
2020
Caswell, Helena
In Progress
Action ģ
Step 2: Enter the Submission's Passphrase (if applicable)
Enter the passphrase that was created under Section III, Step 4 and select "Next."
Enter Passphrase
Please enter your passphrase for the submission and click the "Next" button.
Or. you can click "Cancel" to return to the Home page.
Report ID DPETI_2020_04927
Enter Passphrase
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Completing a Certification of Intent
Step 3: Submit your Certification of Intent
Navigate through the form to confirm all information is correct and that all attachments have been
uploaded. Once all information is confirmed, click "Submit" from the "Uploads" tab. Certifications of
intent may not be edited once submitted.
Importer Information
Destruction Information
Upload any additional documents/resources, a
Shipment Information
Import Summary
Document Name
Example Attachment.do<
Optional Uploads
x uploaded via the 'Document Description' field if you specify the document type as 'Other*.
Document Description
Destruction Verification
Step 4: Review your Submission
After clicking submit, you will have the option to view a summary of your submission's information by
selecting 'View PDF.' If any information is incorrect, click "Cancel" and modify the information, as
needed. You also have the option to enter a form alias (i.e., an alternate name to help you track your
petitions/certifications). A default alias is automatically populated; you have the option to edit the form
alias, as desired. If the information is correct, click "Sign, Encrypt, and Submit."
Review Submission - DPETI_2020_06081
Form Alias
View PDF
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Completing a Certification of intent
Step 5: Certify the Accuracy of your Submission
Read the message that appears and, if you agree, select "Accept."
I certify, under penalty of law that the information provided
in this document is, to the best of my Knowledge and belief
true, accurate, and complete. I am aware that there are
significant penalties for submitting false information,
including the possibility of fines and imprisonment for
knowing violations.
Step 6: Complete the eSignature
Re-enter your CDX password. This is the same password used to log into CDX.
Answer the secret question. The security question will correspond to one of the security
questions entered during CDX registration.
Sign file. Select "Sign" to submit your submission.
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Completing a Certification of Intent
Step 7: Receive CDX Submission Acknowledgement
Congratulations! You have successfully submitted your certification of intent. An email will be sent by
CDX to the submitter's email address to acknowledge receipt of your submission. Retain this email for
your records.
Your ODS Submission (DPETI_2020_06402) has been successfully transmitted to EPA and is awaiting processing. Your
transaction ID is _bfd37172-3c91-4d27-9272-153537848alf
Organization Name: TEST COMPANY
If you have questions concerning this message, you may contact the CDX Help Desk by email at helpdesk(S)epacdx.net
or by calling the CDX Technical Support Staff through our toll free telephone support on (888) 890-1995 between
Monday through Friday from 8:00 am to 6:00 pm EST/EDT. For International callers, the CDX Help Desk can also be
reached at (970} 494-5500.
CDX Homepage
Step 8: Receive CDX Status Change Notification
Once EPA has completed review of your certification of intent, you will receive another email to notify
you that the status of your submission has changed. At this time, you may log back into CDX, view the
new submission status, and view any documents sent to you by EPA regarding your certification of
intent.
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Viewing Submission Documents and EPA Documents
V. VIEWING SUBMISSION DOCUMENTS AND EPA DOCUMENTS
Step 1: Locate the Certification of Intent to Review
From the CDX ODS home page, locate the certification of intent for which you would like to review
documentation. You may review submission documents for any certification of intent that has been
submitted. Once located, click "Action" and select "Review Documents."
Submission History - TEST COMPANY (16889)
ODS Reports Import Petitions/Certifications
Submission
Date
Type
Expected Year of
Import
Search:
Last Modified
Status
By
Actions
1 Create Import Petition/Certification
Show 10 * entries
Report ID T Form Alias
DPETI_2020_06041 2020_TEST COMPANY_4
01/30/2020
Destruction
2020
Caswell, Helena Accepted
t Review Documents
DPETI_2019_05565
10/21/2019
Destruction
2019
Caswell, Helena Accepted
:
Step 2: Enter the Submission's Passphrase
Enter the passphrase that was created under Section III, Step 4, and select "Review Documents."
Enter Passphrase
Please enter your passphrase for the submission and click the "Review Documents" button.
Or, you can click "Cancel" to return to the Home page.
Report ID DPETI_2020_05001
Enter Passphrase
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Viewing Submission Documents and EPA Documents
Step 3: Review Report Documents
Submitted documents include report attachments as well as the Copy of Record, which summarizes all
data entered for the submission. To view these files, select the "Download" icon in the column to the
far right. In addition to submitted documents, you may also review documents that have been sent to
you by EPA following EPA's review of your certification of intent. For more information on what EPA
documents to expect, see the text box below on EPA documents.
Review Documents - DPETI_2019_05223
Submitted Documents
Search:
File Name
File Type
Download
Copy of Record
PDF
Example Attachment"! pdf
PDF
Vs J
Showing 1 to 2 of 2 entries
v. y
EPA Documents
Search:
File Name
File Type
Download
DPETI_2019_05223_01_Final_Non-Objection_Notice.pdf
PDF
Showing 1 to 1 of 1 entries
Back to ODS Home
EPA Documents
Once your submission has been reviewed by EPA, you will receive additional information depending
on the outcome of EPA's review. The type of documentation you will see by review outcome is
summarized below.
Outcome of EPA Certification Review
Document Received from EPA
Approved
Non-Objection Letter
Incomplete
Incomplete Notification
Denied
Objection Letter
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Resubmitting an Incomplete or Denied Certification
VI. RESUBMITTING AN INCOMPLETE OR DENIED CERTIFICATION
Step 1: Locate the Original Submission
In the Submission History table, locate the certification of intent that you would like to resubmit and
click on the Report ID link.
Submission History - TEST COMPANY (16889)
ODS Reports Import Petitions/Certifications
Submission
Date
Type
Expected Year of
Import
Search
Last Modified
By
Status
Actions
1 Create Import Petition/Certification
Show 10 ~ entries
Report ID
Form Alias
RPETI_2022_04661
2022_TEST COMPANY_1
Reuse
2022
Caswell, Helena
In
Action ~
Progress
2020TEST COMPANY1-
RPETI_2020_05622
Reuse
11/11/2019
Reuse
2020
Caswell, Helena
Accepted
Action ~
^P^^02^608^^
^020_TEST COMPANY_9
02/03/2020
Destruction
2020
Caswell, Helena
Incomplete
Action ~
DPETI_2020_06064
2020_TEST COMPANY_8
01/31/2020
Destruction
2020
Caswell, Helena
Submitted
Action ~
When can I Revise an Incomplete Certification of Intent?
To revise an incomplete certification of intent, you will need to wait until you receive an email
notification that the status of your certification of intent has changed to 'Incomplete.' Certifications
of intent identified as 'Incomplete' may be revised and resubmitted at any time following the
completion of EPA's review of the certification. If you are aware that you need to amend your
certification of intent but EPA has not yet reviewed your submission, please email
odspetitions(a)epa.gov and EPA will reach out to you to discuss the best path forward.
When can I Re-Certify a Denied Certification of Intent?
To re-certify a certification of intent that has been denied, you must wait until you receive an email
notification that the status of your certification of intent has changed to 'Denied.' Certifications of
intent identified as 'Denied' may be re-certified within 10 working days after receipt of the
objection notice.
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Resubmitting an Incomplete or Denied Certification
Step 2: Enter the Submission's Passphrase
Enter the passphrase that was created under Section III, Step 4, and select "Next."
Enter Passphrase
Please enter your passphrase for the submission and click the "Next" button.
Or, you can click "Cancel" to return to the Home page.
Report ID DPETI_2020_06081
Enter Passphrase
Step 3: Edit Certification Information
Navigate through the certification of intent and revise the content of the certification and/or upload
additional files, as needed, to respond to the feedback provided by EPA in the Objection Letter or
Incomplete Notification.
Step 4: Submit your Revised Certification
Once the certification of intent has been revised, click "Submit" at the bottom of the page. Review your
submission's information and "Sign, Encrypt, and Submit" the certification of intent. Refer to Section IV,
Steps 4-8 for detailed instructions on completing your resubmission.
H Save H Save and Exit O Preview ~ Valida
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Resubmitting an Accepted Certification
VII. RESUBMITTING AN ACCEPTED CERTIFICATION
Accepted certifications of intent can only be revised to reflect a change in the expected year of import If
other modifications are required, you will need to submit a new certification of intent for review by EPA.
How long do I have to Import the Material following Receipt of a Non-
Objection Notice?
Importers have one year from the date stamped on a non-objection notice for the import to occur.
If it is anticipated that the import will not occur within the approved timeframe, the importer may
revise the expected year of import and resubmit their certification in CDX for review by EPA.
Step 1: Locate the Original Submission
In the Submission History table, locate the report that you would like to revise and click on the Report ID
link.
Submission History - TEST COMPANY (16889)
ODS Reports Import Petitions/Certifications
Submission
Date
Type
Expected Year of
Import
Search:
Last Modified
Status
By
Actions
1 Create Import Petition/Certification
Show 10 ģ entries
Report ID T
Form Alias
2020_TEST C0MPANY_4
01/30/2020
Destruction
2020
Caswell, Helena Accepted
Action Ļģ
DPETI2019 05565
10/21/2019
Destruction
2019
Caswell, Helena Accepted
Action ~
DPETI_2019_05562
10/21/2019
Destruction
2019
Caswell, Helena Accepted
Action
Step 2: Enter the Submission's Passphrase
Enter the passphrase that was created under Section III, Step 4, and select "Next."
Enter Passphrase
Please enter your passphrase for the submission and click the "Next" button.
Or, you can click "Cancel" to return to the Home page.
Report ID DPETI_2020_06041
Enter Passphrase
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Resubmitting an Accepted Certification
Step 3: Edit Expected Year of Import
On the Importer Information tab, change the "Expected Year of Import." Note that all other fields within
the certification of intent are intentionally disabled for editing.
step 2 step 3
Destruction Information Shipment Information
Import Summary
Step 5
Optional Uploads
Importer Information
Please enter all required information below. Fields with red asterisk are required. The 'Company Name' has been pre-populated from your CDX profile and cannot be edited. Click the 'Copy From CDX' link to populate the fields with your CDX profile information.
Importer Information
- Company Name
* Contact First Name
TEST COMPANY
- Importer Number
Source Country
* Contact Last Name
- VesselN
johanna.garfinkel@company.cc
Expected Year of Import
Step 4: Submit your Revised Certification of Intent
Once the 'Expected Year of Import' has been revised, click "Submit" at the bottom of the page. Review
your submission's information and "Sign, Encrypt, and Submit" the certification of intent. Refer to
Section IV, Steps 4-8 for detailed instructions on completing your resubmission.
H Save H Save and Exit Q Preview ~Valida e Q Submit Related Links
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Withdrawing a Certification
VIII. WITHDRAWING A CERTIFICATION
Step 1: Locate the Certification of Intent to Withdraw
From the CDX ODS home page, locate the certification of intent which you would like to withdraw. Once
located, click "Action" and select "Withdraw."
Submission History - TEST COMPANY (16889)
ODS Reports Import Petitions/Certifications
Create Import Petition/Certification
Show 10 ģ entries Search:
Submission Expected Year of Last Modified
Report ID Form Alias _ Type _ Status Actions
Date Import By
DPETI2020 06041 2020_TEST COMPANY_4
D P ETI2019 05565
When should I Withdraw a Certification?
Certifications of intent may be withdrawn after they have been submitted, reviewed, and
'Accepted' by EPA and a non-objection notice is issued. Certifications of intent should be withdrawn
if the import is no longer expected to take place. Each year, EPA reviews certified material against
reported imports; therefore, it is important to communicate to EPA when material that was
certified for import for destruction is no longer expected.
Step 2: Enter the Submission's Passphrase
Enter the passphrase that was created under Section III, Step 4, and select "Withdraw Submission" and
then select "Ok."
Enter Passphrase
Please enter your passphrase for the submission and click the "Next" button.
Or, you can click "Cancel" to return to the Home page.
Report ID DPETI_2020_06041
Enter Passphrase
Caswell, Helena Accepted Action Ļģ
Caswell, Helena Accepted
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Withdrawing a Certification
Attention
Are you sure you want to withdraw the submission?
Step 3: Certify the Submission and complete the eSignature
Complete the withdrawal of your certification of intent by certifying the submission and completing the
eSignature. Refer to Section IV, Steps 5-8 for detailed instructions on completing your withdrawal. Note
that the certification status will appear as 'Submitted' in the Submission History table until EPA reviews
and accepts the withdrawal.
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Submitting a Destruction Verification
IX. SUBMITTING A DESTRUCTION VERIFICATION
After the controlled substance(s) have been imported for destruction, please email your destruction
verification document to odspetitions@epa.gov to verify these materials have been destroyed.
April 2020
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