Source Registration Instructions & Frequently Asked Questions All Filers Read This First
2007 Source Registration Forms
Important Information for New Facilities
Instructions & Reference Materials
Getting Started
Working in eDEP Source Registration Forms
Fixing Problems
All Filers Read This First
What MUST I know to file my Source Registration On-Line?
All filers should download and read "Things You Must Know to File Your Source Registration Online."
MS Word 87 KB | PDF 58 KB
How do I access the eDEP forms and get brief instructions for a quick start?
All filers should download and read "How to Access the Forms: Brief Instructions for a Quick Start."
MS Word 75 KB | PDF 51 KB
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Source Registration Forms
What's new for this year?
Changes to the forms for 2008 are minor from the point of view of users. The primary changes are new validation checks to ensure that users do not make mistakes in entering their data.
What bugs and problems with the forms might I encounter?
We have spent much time testing this system - however, these are the most complex forms in eDEP and some minor problems inevitably will remain. Below is a brief description of known bugs in the system that you are likely to encounter.
If you find a new bug, please report it to air.quality@state.ma.us, or call the Source Registration Help Desk.
Units drop menu malfunction, dropped sessions, Error 101: We are experiencing a number of new types of errors this year. One of the most common is where the units drop menus for certain fields display numbers rather than the unit descriptions; this is frequently accompanied by the failure of the Validation button to work, and a dropped session. Often, these errors will correct themselves if you try to reload the form, or revalidate upon opening the form, or logging out/in again to eDEP. However, sometimes they do not self correct - when they do not self correct, contact the SR Help Desk at air.quality@state.ma.us for assistance.
Batch Print ("Get copy to save/print"): We are currently trying to upgrade the batch print function to substantially improve its speed. While we are doing this, you may find the function failing on some packages. Please try again. If the failure persists, please contact the SR Help Desk at air.quality@state.ma.us for assistance.
Duplicate Fuels: In rare instances on multi-fuel combustion units, eDEP will provide 2 AP1 Section B forms for one of the fuels, and no form for another fuel. If you encounter this, please e-mail air.quality@state.ma.us or call 617-292-5598 so that we can fix the problem for you.
Multiple packages: We do have some errors associated with submission of multiple packages, and therefore we request that you call the SR Help Desk before attempting to open 2nd or 3rd packages on the same facility for this year.
MassDEP is diligently working to correct these problems.
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Important Information for New Facilities
What must I have before filing my Source Registration?
Before any facility can complete an on-line Source Registration, that facility must be set up in MassDEP's database. If your facility has never completed a source registration before, it may not be set up yet. You need to contact MassDEP at air.quality@state.ma.us. Include in your email, the Facility Name, Facility Address, contact name, email and phone number, and the Tax ID (TIN) for the facility. MassDEP will send you the codes you need to access the on-line Source Registration forms.
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What Regulations govern who must file Source Registration?
310 CMR 7.12 is the MassDEP regulation that governs who must file and when. You can find this section within the larger 310 CMR 7.0.
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Instructions & Reference Materials
Where can I get field-by-field instructions?
Part 1: How to Complete Your MassDEP AQ Source Registration Through eDEP Online Filing
This covers how to get into and work with eDEP to create and submit your Source Registration package.
MS Word 1.4 MB | PDF 780 KB
Part 2: Field-by-field instructions for the forms (revised 16 Jan 2008)
MS Word 2.6 MB | PDF 1.3 MB
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How do I find Emission Factors?
eDEP on-line Source Registration uses a subset of the emissions factors available from the U.S. EPA to calculate combustion unit emissions. If you wish to find emission factors to perform your own emission calculations, go to the U.S. EPA's latest list at: http://www.epa.gov/ttn/chief/efpac/index.html
If you wish to find what factor eDEP used to calculate emissions on an AP1, look at the emission section of the form after you validate - the emission factors for each pollutant will be displayed.
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How do I find Source Classification Codes (SCC's)?
Directions for selecting a SCC for the emission unit
- Open the spreadsheet VALID SOURCE CLASSIFICATION CODES IN eDEP in the link below.
MS Excel 741 KB (Revised May 19, 2008)
- Using the auto filter feature, in Column H click on the down arrow [v] to display the industrial listing for the emission unit. For example, for an AP-1, the emission unit SCC choices are Commercial/Institutional, electric generation, engine test or industrial. Pick one.
- Next, click on the down arrow [v] in Column G to refine search for the emission unit. Pick one.
- Follow this procedure using the auto filter feature in the other columns to retrieve the appropriate SCC.
*To undo your filtering and start over, click on the 'blue [v] and scroll to 'all', The blue [v] is the most recent filter of the file.
- Then copy/paste the code into the SCC field on the form. After validating the form, with or without errors, the 'units' field drop down will populate with the correct selection.
If you are not successful in finding an appropriate SCC and would like help, contact MassDEP via email at: air.quality@state.ma.us for assistance.
To view the complete list of SCC in the U.S. EPA database go to: http://www.epa.gov/ttn/chief/codes/index.html#scc
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How do I find NAICS Codes?
The North American Industry Classification System (NAICS) was developed jointly by the U.S., Canada, and Mexico to provide new comparability in statistics about business activity across North America.
The NAICS system has replaced the U.S. Standard Industrial Classification (SIC) system.
If you are looking for your company's NAICS code, you can look at recent Federal Tax Return documents. This code is now required by the IRS for federal tax returns as your: Principal Business Activity Codes.
You can also search web based databases, using your SIC code or key words to find the best NAICS that describes the main activity at your facility. Below are links to two NAICS sites:
http://www.naics.com/search.htm
http://www.census.gov/epcd/www/naics.html
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Getting Started
What is a TIN and AQ/SSEIS ID?
The TIN is the Federal Tax ID number for the facility. This is also called the Employee Identification Number (EIN), Federal Employee Identification Number (FEIN), or in some cases the Social Security Number, as reported to the IRS for the reporting facility.
The AQ/SSEIS ID number is a unique ID number assigned to the facility for reporting air quality emissions. This number is a concatenation of the AQCR and PLNT (Plant ID) that was on the Source Registration Side-by-Side forms sent out in previous years.
These two numbers are required from the eDEP user to identify the facility for which they are completing the Source Registration. The TIN and AQ/SSEIS ID on file were included on the inside label in the mailing to each facility. For a number of facilities, MassDEP does not have the facility's TIN in our database. In those cases, MassDEP assigned a temporary code to be used in place of the TIN so that companies could access their forms. This will be the appropriate code for completing and if needed updating the SR for this year only. Please provide the correct TIN for the facility owner on the SR form where requested.
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What do I do if the facility has a new owner?
If the facility has changed ownership within the last year, you should contact the Regional Office Data Manager, for your region, to make sure that your facility is correctly registered in MassDEP's system. The regional data manager can make sure that your facility is correctly set up for completing the Source Registration. First locate your regional office. Then contact the appropriate regional office data manager below:
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What forms make a complete Source Registration package?
AP-SR Source Registration (SR): one for the whole facility to provide contact, location, and other general information.
AP-1 Emission Unit-Fuel Utilization Equipment: one AP-1 for EACH combustion emission unit. If a unit has more than one fuel, separate "Section B's" for EACH type of fuel used in the emission unit will appear after you validate the form.
AP-2 Emission Unit - Process Emissions Unit : one AP-2 for EACH process emission unit. If a unit has more than one raw material/finished produce, separate "Section B's" for each additional raw material/finished product will appear after you validate the form. Note: the old AP-5 Organic Compound Usage and AP-6 Solvent Data Registration forms have been eliminated.
AP-3 Process Emissions Incinerator: One AP-3 for each incineration unit.
AP-4 Organic Materials Storage: One AP-4 for each organic material storage tank.
AP-Stack: One for each VERTICAL stack. Horizontal, downward facing vents, engine exhausts, and fugitive emissions don't require a separate form - they are just noted on each emission unit's form.
AP-TES Total Emissions Statement and HAP List: one TES for the whole facility Complete the TES LAST or the calculations that total all of the facility's emissions will be incorrect.
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What do I need to I have on hand when I start?
For this first year of on-line filing, it will save time to have ready: (1) the AP forms submitted for units at your facility, (2) your facility's permits (DEP approval numbers, dates, limits), (3) a copy of your last Source Registration, and (4) the names, addresses, phone numbers, and e-mails for the owner and facility contacts.
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Working in eDEP Source Registration Forms
What if I need to quit in the middle of a package or a form?
STOPPING MID-PACKAGE: You can leave your form at any time by clicking  . Then you can exit eDEP. All data in all forms in the package are saved, even if the form is not yet validated.
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Who must sign a Source Registration and how does this work on-line?
WHO CAN SIGN: You MUST be a RESPONSIBLE OFFICIAL* to sign a Source Registration. The eDEP electronic signature has the same force of law as a handwritten signature. If you are NOT the Responsible Official, then you need to SHARE your package with a Responsible Official who can then complete the electronic signature and submit the form.
*RESPONSIBLE OFFICIAL means (according to 310 CMR 7.00), in the case of a:
- Sole proprietorship: the sole proprietor.
- Partnership: a general partner with the authority to bind the partnership.
- Corporation or a non-profit corporation: a corporate official with authority to bind the corporation such as a president, secretary, treasurer, or vice-president of the corporation in charge of a principal business function, or any other person who performs similar policy-making or decision-making functions of the corporation.
- Municipality or other public agency: a principal executive officer or ranking elected official who is empowered to enter into contracts on behalf of the municipality or public agency.
SHARING A PACKAGE: The Share feature allows you to assign rights to edit, sign, or submit a package - click <share> on the <Current Submittal> screen and follow the instructions. Share allows a preparer (such as a consultant) to "give" the package to another user (e.g., the client) for review, signature, and submittal. No special privileges are required to share a package. However, the Responsible Official MUST register with eDEP and you (the preparer) MUST know their eDEP Nick Name to share the package with them.
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Why do I have to validate?
VALIDATION is a key step for all eDEP forms - it both saves and checks your data to identify common errors and omissions.
You MUST Validate a form to continue with the process. Clicking the  button at the top of each form makes eDEP review your form. If eDEP displays a list of Validation Errors, click <Click to correct errors> to return to the form where eDEP will highlight the problems in red. You MUST fix these problems for eDEP to validate the form.
Validated forms will have a check  in the Related Submittals screen (you can still edit them, although you MUST revalidate them after editing). All forms must be validated before you can sign and submit the package. Forms with a triangle  are not validated.
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How do I delete or replace an emissions unit?
CLOSING/DECOMMISSIONING UNITS: You cannot delete a unit because the database must maintain historical information for each unit; instead, you "decommission" it. This tells MassDEP that the unit is permanently inoperable. Only decommission units that are PERMANENTLY inoperable, if a unit is just not being used, enter "0" for throughput and emissions, but do not decommission it. Decommission a unit by opening its form and entering a "Decommission date". If it was operated anytime during the reporting year, you must enter throughput and emissions amounts for the portion of the year it was functioning. If it was closed before the Year of Record, then just enter "0" for throughput and emissions.
REPLACING UNITS: If you replaced a unit with another since your last Source Registration you need to use the following procedure:
1. On the <Source Registration Overview> form, check the box labeled <check if you added emission units or stacks since your last report>, validate the Overview form, and enter the number of blank forms you need in the boxes on the <Creator> form that eDEP inserts as the next form in your package (eDEP will then add the blank form/s to your package).
2. Decommission the old unit by opening its form and entering a "Decommission date".
3. Open and fill out the blank form for the new unit. You MUST decommission the old unit first, and then complete the form for the new unit. NOTE: you cannot just delete a unit, and you should NOT change the name of an old unit to the name of a new one.
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How do I add new emissions units or stacks?
You will see on the Overview form the emission units and stacks that MassDEP has in its database. If you have emission units or stacks not listed on this form that meet the required reporting thresholds, check the box labeled <check if you added emission units or stacks since your last report> and validate the Overview form. eDEP will insert the Creator form as the next form in your package. Open the Creator form and enter the number of blank forms you need in the boxes. eDEP will then add the blank form/s to your package for your new units. This is the only step in the reporting process during which you can create new report forms.
NOTE: If you realize in the midst of filling out this package that you need to create additional forms, DO NOT return to this Overview form UNLESS you are willing to revalidate each previously validated form. Revalidation requires that you must open and revalidate every form in the package - you don't lose any of the data you have entered, but the process can be time consuming, particularly for a facility with more than 5-10 units. The best way to add emission units or stacks AFTER you have completed much of your package is by submitting a supplemental package. Supplemental packages with new or replacement stacks or emission units are created by using the 'START NEW' button in the tool bar on your home page. When you get to the the Source Registration Overview form, check the box in question 1 labeled "check if you added emission units or stacks since your last report". And then open the Creator form and follow the steps to add blank forms to the package for the new units.
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What if I don't need to change anything on a form (e.g., a stack form)?
If you have reviewed the form to be sure that all the data is there but have needed to make no changes or additions, VALIDATE the form.
You still need to validate the form so that eDEP can know you are finished and ready for the automated checks. If there are not errors, this will be a quick process because the form will not reload.
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How long will eDEP save my completed package?
eDEP will maintain your submitted packages in your Homepage permanently. However, you should still save a copy for your own records - see <How can I save/print my form package>.
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How can I save and print my form package?
eDEP now allows users to download a complete copy - in PDF format - of their forms including any data that they have entered up to that time. Click <get copy to save/print> on your eDEP Homepage and follow the directions. Once eDEP has generated the file, you can save or print it using your browser and Adobe Reader.
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Where did the prepopulated data come from?
Facility data from previous Source Registrations will prefill the forms; if it was in the old SSEIS database, it will be in the new forms.
However, there are some fields that were not in the old system, and you will need to enter that data. This is a one-time process for the first year on-line - next year data you entered this year will prefill next year's forms.
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Do I still need to fill out paper copies of AP forms for new units?
No. The on-line Source Registration forms replace both the side-by-side computer printout that you received in previous years and the existing AP forms used for new emission units. Now all of these are combined into the on-line Source Registration package.
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Can you combine units on one form?
Yes. Multiple emission units can be combined and reported together on one form if EACH INDIVIDUAL UNIT is of the same type - see the particular form for each type of unit for details and restrictions (click the <?> icons). The number of units reported on one form must be indicated on that form and explained in the Notes field at the end of each form.
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Can eDEP calculate emissions?
Yes. If you prefer, eDEP will calculate emissions for your combustion units (AP-1) based on the fuel usage you entered and U.S. EPA emissions factors. This calculation will occur after you validate the form - re-open the form to see the results.
If you have multiple fuels or inputs the form will automatically calculate your total emissions for the unit in Section D.
The Total Emission Statement (AP-TES) form automatically sums the emissions from all emission units at the facility - complete this form last. NOTE: the emission numbers calculated by the TES will NOT be correct until you have completed and validated a form for each unit at the facility, including new units.
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Do you have to complete the forms in a particular order?
ORDER CAN MATTER: Generally, you can complete the forms in the order you choose. There are, however, exceptions: (1) if you have any new Stacks to add, complete those forms 1st so that they can prefill the stack drop down menu on the emission unit form; (2) if you have any units to decommission, complete those forms before completing the blank form for the new unit that replaces them; (3) complete the AP-TES form LAST - after all of the emission units have been validated - to ensure the emission totals are correct. If you make any changes to an emission unit, you need to reopen and validate the TES afterward to update its calculations.
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How do you share a package?
SHARING A PACKAGE: The Share feature allows you to assign rights to edit, sign, or submit a package - click <Share> on the <Current Submittal> screen and follow the instructions. Share allows a preparer, such as a consultant, to "give" the package to another user, e.g., the client, for review, signature, and submittal. No special privileges are required to share a package. However, the Responsible Official MUST register with eDEP and you, the preparer, MUST know their eDEP Nick Name to share the package with them.
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How do I calculate CO2 emissions?
If you are a large facility subject to reporting annual CO2 emissions under EPA's regulation 40 CFR Part 75, report the same value that you reported to EPA. Otherwise, use the World Resources Institute (WRI) GHG Protocol applicable for your particular process, at http://www.ghgprotocol.org/templates/GHG5/layout.asp?type=p&MenuId=OTAx
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How do I use CEM data?
If you are a facility that determines annual emissions from CEMS, report the CEMS emissions value on your Source Registration form.
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How do I use Part 75 reported values?
If you are a large facility subject to reporting annual emissions under EPA's regulation 40 CFR Part 75, you must report the same value that you reported to EPA.
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Fixing Problems
What if the forms don't work on my computer?
The forms should work on any modern personal computer. If your computer is very old, it may not have enough memory and processing power to use these forms.
First try:
Install the most recent version of Adobe Reader. The forms will not work with any version older than 5.0 on PC and 7.0 on MAC. Also, Versions 5.0.0, 6.0.0, and 7.0.0 have known bugs that make them incompatible with eDEP.
Close any unnecessary applications.
Verify that your Internet connection is working by accessing some other website.
If you have 2 versions of the Adobe Reader, they can at times conflict - you should remove the older version (unless you have a specific need for it). Re-log into eDEP.
If these don't work, contact the Source Registration Help Desk at air.quality@state.ma.us or call the contacts listed on the Source Registration Web page.
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How do I correct errors?
CORRECTING ERRORS AFTER YOU SUBMIT: If you have submitted a package, you can no longer edit it. However, you can return to eDEP at any time during a calendar year to submit a new package with corrected information. You will not have to resubmit all of your forms if all you need to do is correct an error or add a few units - you can simply check the boxes for the units and stacks you wish to work on in the <Source Registration Overview> form. Note that every package you submit will have SR form and a TES form (to ensure that the total facility emissions are correct - the TES updates the facility-wide emissions data).
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How can I submit previous years data or correct errors on a previous year's data?
You cannot submit data for previous Years of Record on-line. Instead, contact the Source Registration Help Desk at air.quality@state.ma.us or call the contacts listed on the Source Registration Web page.
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Why do I keep getting additional errors each time I validate?
The validation routines in the forms do not check all fields at once, so the response to some fields will impact what is a valid response in another field (e.g., a Yes/No check box). The form will validate certain fields first and will then check other fields and validate them. So while you may clear the errors in the first round, the form may find errors in the second round on additional fields. You will have to clear all the errors for the form to validate.
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Why are many fields highlighted red when the error is only in one field.
Some validations work on groups of fields (e.g., if there is an answer in one field, there must be an answer in all of the group of fields). The validation will highlight the entire group if there is an error in one field of the group. This usually means that you have left a required field blank - fill in that field and the error will clear.
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How can I get help filling out the forms?
 On-Screen Help - icons like this in the forms contain important notes and explanations; click on each icon to open it. Hover text provides clarifications for some fields - hold the cursor in a field without moving for a few seconds and any hover text will appear.- Instructions, field-by-field - these are posted on the Source Registration Web page; we recommend you keep the instructions open in a separate window while you work on your forms for quick reference. (Get the instructions)
- Training - MassDEP is sponsoring training sessions for the on-line Source Registration forms; sign up to be notified of trainings on the Source Registration Web page.
- Help Desk for Source Registration - e-mail your questions to air.quality@state.ma.us for a prompt response. You can also call the Source Registration Help Desk.
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What are the DEP Numbers and where are the old Stack Numbers?
NUMBERING and NAMING: The old SSEIS system was organized around "stacks", and "points" were assigned to "stacks" whether there existed an actual stack or not. The new system is organized around emission units (points) and stacks are only assigned to a point where an actual vertical stack exists (such stacks keep their old stack number and are assigned a Stack form). The old "point" number is now the DEP Number. eDEP allows you to change the name and give your own number to each emission unit as well.
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