FAQs
FAQs
What information will I need in order to set up Digital Waste Tracking in Fred?
API Code(s)
As a general rule, you'll need an API Code per organisation/Defra login. If you have multiple organisations manageable under a single Defra login, you'll still need a separate API Code for each of them. If you are operating multiple sites, for instance you might have more than 1 yard, you can use the API Code from the main organisation on the associated sites. Sites operating under a waste exemption will not be included in Phase 1, so you won't need an API Code for those sites just yet. Please don't send your API Codes to the Fred Team - just keep them handy until needed.
Site Permit Number(s)
You'll need to enter a Site Permit Number against each site you manage, as part of the DWT Settings. This is the permit from the Environment Agency, rather than your Local Authority. Site Permit Numbers can usually be found here: https://environment.data.gov.uk/public-register/view/search-waste-operations
If you're operating any sites under a waste exemption, you won't need to submit receipts for those sites at the moment. We anticipate they'll be included in phase 2. Any enquiries regarding permits or exemptions must be directed to the Environment Agency on 03708 506 506.
I cannot see an option to request an API Code in my Defra account
You must contact the DWT Helpline on 03000 203 781.
How do I know if I need to make DWT submissions for my organisation(s)?
You must contact the DWT Helpline on 03000 203 781.
When will data be sent to the DWT Service from Fred?
For the full list of mandatory and optional fields as set out by DEFRA, please visit https://defra.github.io/waste-tracking-service/production/receipt-data-definitions/
There will be one unified process for both hazardous and non-hazardous waste. In phase 1, the submitted data will include:
- Who handled the waste (carrier of the waste), including their waste carrier registration number and VRN.
- Where it ended up (receiver of the waste). The receiver is responsible for reporting every receipt of waste.
It will also include:
- The date the waste was received.
- The mode of transport used. If set as 'Road', a VRN must be provided.
- Waste description, including physical form, hazardous properties and POPs (see below).
DWT entries (waste receipts) are created in Fred at the point a Ticket leaves Gross Tare, so for example when you consolidate or produce a Weighbridge Ticket. A receipt is created for each individual ticket line. The actual submission happens either immediately (if you choose to do 'live' submissions) or at a later time as part of a batch (if you choose to do 'batch' submissions).
If you're doing batch submissions, you'll need to ensure these are done within the timescales set by Defra. The current guidance is that you'll have 2 working days from the day after receiving the waste to submit your report. For example, if you receive the waste at 9am on Monday, you must submit your receipt by 11:59pm on Wednesday. Because of this, you should not leave tickets sitting in Gross Tare for longer than this; when the DWT entry is created it will inherit the date the ticket was actually created in the system, and not the ticket date or date it was moved out of Gross Tare.
What are POPs and how do I know if my waste contains them?
There is a new option on Stock Items to confirm whether the waste you are receiving contains POPs. POPs (Persistent Organic Pollutants) are chemical substances that do not break down in the environment. They are a danger to human health and the environment. You must record details of each POP concentration in mg per kg against the Stock Item, if you know them.
You are responsible under your Waste Duty of Care to know if your waste material contains POPs as you must provide an accurate description of your waste. If you are not sure you can:
- visit the government website for guidance on handling and processing waste containing POPs
- https://www.gov.uk/guidance/identify-and-classify-waste-containing-persistent-organic-pollutants-pops
- ask the supplier or manufacturer of the material - test the material yourself to find out the concentration of any POPs in it
- get the material analysed by a laboratory.
Fred Support cannot advise on whether your waste contains POPs and all queries on this must be directed to the relevant government helpline.
What happens if I need to amend a ticket line I've already submitted a receipt for?
You are able to make amendments to tickets as usual, even if a submission has already been done. For example if you changed the weight on a ticket line from consolidation, a new record would be created for that line with the original being marked as 'superseded'. The new entry would inherit the same Tracking ID as the original, so that it shows as a revision of an existing submission rather than a new receipt. This would then be submitted as usual.
What do I do if I need to void an entry I've already submitted, for example after rejecting the load?
If you delete a ticket line prior to its initial submission, it will be removed from the list of DWT entries and therefore won’t be included in any submission.
However, there is currently no provision from Defra to retract entries already submitted. For example, if you submitted an entry and then deleted the ticket line, you cannot recall the submitted data or update it to show it no longer exists. We anticipate this will be covered in Phase 2 of the service.
A ticket line I’ve added hasn’t generated a receipt of waste; it is not showing up in the list of DWT entries to be submitted. What might be the cause of this?
- The ticket was not an INWARDS material or waste type.
- The ticket is still in Gross Tare. Tickets only appear in the DWT submissions list once they have left Gross Tare.
- The ticket line has a weight of zero.
- The site into which the waste was received is not set up to submit receipts to the DWT Service.
- The ticket was a merchant ticket. These ticket types will not appear in DWT Entries as their purpose is to move stock from one address to another without it coming into your site.
- The ticket was from a Transport Job with onwards delivery or disposal. These tickets will not appear in DWT Entries, as the waste has not come into your site.
- The ticket was from an IBT or ICT, where the delivery (receiving) site isn’t set up to submit receipts.
- The ticket line was for a Non-Stock item.
- The ticket line was for a stocked item which is marked as excluded from DWT Submissions.
- The ticket line was from a round with a disposal address, so the stock didn’t come into your site.
- The ticket line was the ‘parent’ of a WEEE Split or round job. Only the ‘child’ ticket lines generate receipts.
The Date/Time Received shown within DWT Entries is one hour behind UK time.
This is deliberate, as mandated by Defra. They state “This is the date and exact time waste was received at the site. This API uses the UTC ISO 8601 and BST standards for machine-readable dates and times. Key Differences: UTC is the global time standard and does not observe daylight saving time. BST is UTC+1, used in the UK during daylight saving time (typically from late March to late October).”
The timestamp submitted and the one shown in the DWT form is the UTC time.
Content on this page was accurate when published and may be subject to change.