Q&As

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ePIC

Funzioni

Which functionalities are available to exporters in ePIC?

The ePIC industry interface is dedicated to industry, allowing for the secure submission of data and exchange of information with authorities. Through this interface, industry users can follow up on their submissions and update their own data, allowing their notifications to be monitored. Through the industry interface, industry users can:

  • submit export notifications;
  • submit special RIN requests (single and bulk);
  • manage mixtures and articles;
  • request a waiver (if applicable);
  • view the status of submitted notifications and special RIN requests; and
  • complete tasks assigned by authority users (e.g. correction requests).
Previously, I used to contact my DNA by email when requesting a waiver, should I continue doing so?

No. A full workflow for managing waiver requests has been included in ePIC, and you should use this to allow your request and the outcome of the consultation with the DNA and the Commission to be traced.

Once approved within the system, it is also much quicker for ECHA to activate the relevant RIN.

More information can be found in the Waiver information sheet

I created an export notification for a mixture but I cannot attach any safety data sheet

The export notification form for mixtures does not allow safety data sheets to be uploaded in the attachments section. You should not use the options "Other" or "Emergency" for uploading safety data sheet documents.

To include a safety data sheet with your notification, you should select the "Manage mixture" functionality and upload the desired safety data sheet documents to your mixture.

Once the safety data sheet is attached to your mixture and you have saved the record, the uploaded document will be automatically displayed in the export notification form prepared for the same mixture. Make sure that the check box next to the safety data sheet is selected. If you have attached several language versions, you may choose them by selecting the checkboxes in the Action column.

I have received an e-mail stating that "Information requirements are not met", but with no further information. How can I find out which information requirements are not met?

The reason why your notification has been rejected can be consulted in ePIC. 

  1. Click in the link provided in the email and you will be redirected to ePIC. 
  2. Log in to ePIC if necessary
  3. Search for the RIN 
  4. Go to View menu (see image) 
  5. Select "Message history"
  6. Click in the arrow Arrow next to the message to open it. You can consult the details there.

If you need additional clarification you can contact your DNA directly.

What are the statuses of an export notification in ePIC?

The ePIC application shows the status of a RIN at the present moment in time. The possible statuses are: "Inactive", "Active", "Disabled" or "Expired".

"Inactive" means that the export cannot take place yet.

 

Inactive

"Inactive" without the validity period in brackets: The RIN has not been activated yet. The export cannot take place unless an appropriate explicit consent/waiver has been registered in the system.

Inactive with validity period


"Inactive" with the validity period in brackets means that the notification has been activated, but the export date will happen in the future. For example, a RIN status such as the following "Inactive (09/01/2015 – 17/11/2015) tells you the following:

  • The RIN is inactive today
  • The RIN refers to 2015
  • The RIN shall be active from 9 January 2015 until 17 November 2015; and
  • The RIN activation is linked to a consent/waiver whose validity ends on 17 November  2015

 

Active

"Active" with the validity period in brackets means that the export can take place at present. The validity period of the RIN is indicated in brackets.

 

 Disabled

"Disabled" means that the export notification has been either rejected or disabled due to a negative explicit consent response. 

 

 Expired

"Expired" means that the export notification refers to previous years' exports.  

Can ECHA or DNAs change the information provided in my export notification or delete my notification?

As an exporter, you are responsible for the content of your export notification, therefore only you can edit the data in a notification. If information is found to be either missing or incorrect, the DNA or ECHA will send the notification back to the exporter for revision.

A fully processed export notification (checked and accepted by both the DNA and ECHA) can no longer be edited or deleted.

I am trying to prepare an export notification for a group entry, but the system displays an error message

It is not possible to create an export notification for a chemical by selecting the generic group entry. You must specify either the CAS number or the EC number (when available) of the substance you intend to export.

If you have selected the generic group entry from the dropdown menu in Section 1.1 "Common name", you need to deselect it by choosing the option "Select a Chemical" before being able to enter either the CAS or the EC number. 

Why is my RIN still not active although I notified well in advance of the export?

Export notifications for chemicals listed in parts 2 or 3 of Annex I can be activated only if an applicable explicit consent response from the importing country or an accepted waiver proposal is recorded in ePIC.

In the absence of an applicable consent, it is your designated national authority's responsibility to make a new request to the importing country.

Information on how to propose waivers though ePIC can be found in the Waiver Information Sheet and in the ePIC User Manual for Industry

I am trying to submit an export notification for a mixture / article containing a group entry, but the system displays an error message

Before creating the notification, you will have to amend the mixture/article master data and specify the CAS/EC number of the actual chemical(s) included in the mixture/article. You may no longer only specify the main entry. Information on how to create/edit mixtures can be found in the ePIC user manual for Industry. 

Why is my RIN not active until the end of the year? Do I need to submit a new notification?

For exports of chemicals listed in part 1 of Annex I of the PIC Regulation, the notification is automatically activated from the expected date of first export until the end of the year provided that the data requirements are met. Chemicals listed in parts 2 and 3 of Annex I are additionally subject to the explicit consent procedure. In these cases the active period of the RIN depends on the availability and on the validity period of the explicit consent response received from the importing country or the validity period of the waiver accepted proposal. There is no need to submit a new notification since the active period of the existing notification can be extended in case a new consent/waiver with a longer validity period is recorded in the system.

Please contact your Designated National Authority (DNA) if you believe that a new consent from the importing country should be sought.

I had submitted a notification with a certain expected amount and I now realise that I will be exporting more than I had originally foreseen. Should I submit a new notification?

No. There is no need to submit a new notification. 

The actual quantities exported are to be provided by the exporter in the annual Article 10 industry report.  Similarly, the article 10 industry report should include a list of names and addresses of each importer to which the shipments took place. 

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