Chapter 4: Detailed Manifest Form Instructions, Obtaining and Submitting Forms
Chapter 4: Detailed Manifest Form and Continuation Sheet Instructions
The formal instructions for completing a Hazardous Waste Manifest form in NYS can be found in regulation at www.dec.ny.gov/regs/4388.html#14912. The instructions below have been modified for easier reading and understanding. Additionally, many helpful hints and recommended business practices are included below.
A sample copy of a Hazardous Waste Manifest form (93 KB, PDF) can be viewed online at www.epa.gov/waste/hazard/transportation/manifest/pdf/newform.pdf. This sample form may NOT be used for actual waste shipments. If you don't have a blank form, it may be useful to print the sample form to view while reviewing these instructions.
Only New York State authorized transporters and TSD facilities are allowed to transport or receive hazardous waste in New York State. The Generator shall check for authorization.
Hazardous Waste Manifest Form Instructions:
Completing Boxes 1 through 15 is the responsibility of the Generator.
Box 1, Generator ID Number:
This is the EPA RCRA ID number. It is three letters followed by nine numbers. The first two letters represent the Generator's state. Generators must obtain and complete EPA Form 8700-12, Notification of Regulated Waste Activity, to receive a RCRA ID number. In New York this ID number is issued by EPA. EPA may be reached at (212) 637-4106, or can be found online at www.epa.gov/osw/inforesources/data/form8700/8700-12.pdf.
Small Quantity Generators and Large Quantity Generators are required to get a RCRA ID number. Conditionally Exempt Small Quantity Generators are not required to get an ID number, but various Transporters, TSDFs and other States may require its use. Further information on a Generator's status may be found in Chapter 2.
EPA RCRA ID numbers are location specific and do not move. If a business moves across the street, or even one door down a strip mall, they need to get a new RCRA ID number. If a generator moves or no longer produces hazardous waste, the RCRA ID number must be delisted by notifying EPA in writing, with a courtesy copy to NYS DEC.
A Generator may look online to confirm their RCRA ID number or do a RCRA Query at www.epa.gov/enviro/html/rcris/rcris_query_java.html or by clicking on the off-site link in the right column components of this page.
Box 2, Page 1 of:
This box represents the total number of pages used to complete a manifest. If no Continuation Sheets are used, enter a "1." Continuation Sheets (EPA Form 8700 - 22A) are used when there are more than four waste lines (Box 9) or more than two Transporters. A sample Continuation Sheet (79 KB, pdf) may be found at www.epa.gov/waste/hazard/transportation/manifest/pdf/con-sheet.pdf. The instructions for completing a Continuation Sheet are presented later in this Chapter starting with Box 21.
Box 3, Emergency Response Phone:
Enter a phone number for which emergency response information can be obtained in the event of an incident during transportation. The emergency response phone number must:
1. Be the number of the generator or the number of an agency or organization who is capable of and accepts responsibility for providing detailed information about the shipment;
2. Reach a phone that is monitored 24 hours a day at all times the waste is in transportation (including transportation related storage); and
3. Reach someone who is either knowledgeable of the hazardous waste being shipped and has comprehensive emergency response and spill cleanup/incident mitigation information for the material being shipped or has immediate access to a person who has that knowledge and information about the shipment.
If more than one Emergency Response phone number applies to the various wastes described in either Item 9b or Item 27, enter applicable Emergency Response phone numbers immediately following the shipping descriptions for those Items.
Box 4, Manifest Tracking Number:
This unique tracking number must be pre-printed on the manifest by the form printer.
Box 5, Generator's Name and Mailing Address, Site Address and Phone Number:
Enter the name of the Generator, the mailing address to which the completed manifest signed by the designated facility should be mailed, and the Generator's telephone number. The telephone number (including area code) should be the normal business number for the Generator or the number where the Generator or their authorized agent may be reached to provide instructions in the event the designated and/or alternate (if any) facility rejects some or all of the shipment. Also enter the physical site address from which the shipment originates only if this address is different than the mailing address.
Box 6, Transporter 1 Company Name and EPA ID Number:
Enter the company name and EPA ID number of the first Transporter who will transport the waste. Vehicle or driver information may not be entered here.
Box 7, Transporter 2 Company Name and EPA ID Number:
Enter the company name and EPA ID number of the second Transporter who will transport the waste. Vehicle or driver information may not be entered here.
Box 8, Designated Facility Name and Site Address, EPA ID Number and Phone Number:
Enter the company name and site address of the facility designated to receive the waste listed on this manifest. A "Designated Facility" is the same as a "Treatment, Storage and Disposal Facility" (TSDF.) Also enter the facility's phone number and their twelve digit EPA RCRA ID number.
Box 9, U.S. DOT Description:
Box 9a, HM: If the wastes identified in Boxes 9b consist of both hazardous and nonhazardous materials, then identify the hazardous materials by entering an "X" in this Box next to the corresponding hazardous material identified in Box 9b.
Box 9b, Enter the U.S. DOT Proper Shipping Name, Hazard Class or Division, Identification Number (UN/NA) and Packing Group for each waste. Include technical name(s) and reportable quantity references, if applicable. USDOT requires the word "waste" before or in the shipping name for all hazardous waste.
Box 10, Containers (Number and Type):
Enter the number of containers for each waste and the appropriate abbreviation from the table below for the type of container.
Types of Containers:
- BA - Burlap, cloth, plastic, or paper bag
- CF - Fiber or plastic boxes, cartons, cases
- CM - Metal boxes, cartons, cases (including roll-offs)
- CW - Wooden boxes, cartons, cases
- CY - Cylinders
- DF - Fiberboard or plastic drums, barrels, kegs
- DM - Metal drums, barrels, kegs
- DT - Dump trucks
- DW - Wooden drums, barrels, kegs
- HG - Hopper or gondola cars
- TC - Tank cars
- TP - Portable tanks
- TT - Cargo tank (tank trucks)
Box 11, Total Quantity:
Enter the total quantity of ONLY the waste. It is improper to include container or over-packing weight. Read DEC's Container Weight Policy here: www.dec.ny.gov/chemical/8759.html.
Round-off partial units to the nearest whole unit. Do not enter decimals or fractions. To the extent practical, report quantities using appropriate units of measure that will allow you to report quantities with precision. Waste quantities entered should be based on actual measurements or reasonably accurate estimates of actual quantities shipped. Container capacities are not acceptable as estimates.
The smallest waste quantity on the Manifest form is one pound. For acute hazardous wastes shipments of less than one pound, enter one pound in this Box and put the actual weight in Box 14.
Box 12, Units of Measure (Weight/Volume):
Enter the appropriate abbreviation from the table below for the unit of measure.
Units of Measure
- G - Gallons (liquids only)*
- K - Kilograms (2.2 pounds)
- L - Liters (liquids only)*
- M - Metric tons (1,000 kilograms) (2,200 pounds)
- N - Cubic meters*
- P - Pounds
- T - Tons (2,000 pounds)
- Y - Cubic yards*
*Specific gravity may be provided in Box 14 to assure accurate conversion of volumetric units into weight. The value of 1.0 will be used for calculations if no other value is provided.
The smallest waste quantity on the Manifest form is one pound. For acute hazardous wastes shipments of less than one pound, enter one pound and put the actual weight in Box 14.
Do not use "lb" as an abbreviation for pounds. It can mistakenly be interpreted as an "L" for liters.
Tons, Metric Tons, Cubic Meters, and Cubic Yards should only be reported in connection with very large bulk shipments, such as rail cars, tank trucks, or barges.
Box 13, Waste Codes:
Enter up to six federal and state waste codes to describe each waste stream identified in Box 9b. State waste codes that are not redundant with federal codes must be entered here, in addition to the federal waste codes which are most representative of the properties of the waste. Examples of state waste codes include New York State "B" codes for PCB waste and the New York State handling code, described under "Box 13 - Additional New York State Requirement" below.
Box 13 - Additional New York State Requirement:
If the receiving TSD facility is not providing a hazardous waste management code in Box 19 that reflects the ultimate disposal method for the hazardous waste, the generator must provide a State waste code to designate the ultimate disposal method of the waste using one of following State waste codes.
B = Incineration, heat recovery, burning
T = Chemical, physical, or biological treatment
R = Material recovery of more than 75 percent of the total material
If the receiving TSD facility uses the hazardous waste report management method code for "storage, bulking, and/or transfer off-site - no treatment/recovery, fuel blending, or disposal at this site" (H141) in Box 19 of the manifest form, and the generator has failed to provide the ultimate disposal method in Box 13, the ultimate disposal method is deemed landfill (L).
Please see the Handling Code to Management Method Code conversion table here.
Box 14, Special Handling Instructions and Additional Information:
Generators may enter any special handling or shipment-specific information necessary for the proper management or tracking of the materials under the Generator's or other handler's business processes, such as waste profile numbers, container codes, bar codes, or response guide numbers. Generators also may use this space to enter additional descriptive information about their shipped materials, such as chemical names, constituent percentages, physical state, or specific gravity of wastes identified with volume units in Box 12.
This space may be used to record limited types of federally required information for which there is no specific space provided on the manifest, including any alternate facility designations; the manifest tracking number of the original manifest for rejected wastes and residues that are re-shipped under a second manifest; and the specification of PCB waste descriptions and PCB out-of-service dates required under 40 CFR 761.207.
Box 15, Generator's/Offeror's Certifications:
The Generator must read, sign, and date the waste minimization certification statement. The date is the date of receipt by the Transporter. The Generator's Certification also contains the requirement that the shipment has been properly prepared and is in proper condition for transportation. When a party other than the Generator prepares the shipment for transportation, this party may sign the shipper's certification statement as the Offeror of the shipment.
Generator or Offeror personnel may preprint the words "On behalf of" in the signature block or may hand write this statement in the signature block prior to signing the Generator/Offeror certification, to indicate that the individual signs as the employee or agent of the named principal.
TSDFs will sign this Box as Offeror when rejecting waste loads.
All of the above information except the handwritten signature required in Item 15 may be pre-printed.
Box 16, International Shipments:
For export shipments, the primary exporter must check the Export Box, and enter the point of exit (city and state) from the United States. For import shipments, the importer must check the Import Box and enter the point of entry (city and state) into the United States. For exports, the Transporter must sign and date the manifest to indicate the day the shipment left the United States. Transporters of hazardous waste shipments must deliver a copy of the manifest form to the U.S. Customs when exporting the waste across U.S. borders.
Completing Box 17 is the responsibility of the Transporter.
Box 17, Transporter Acknowledgment of Receipt:
Enter the name of the person accepting the waste on behalf of the first transporter. That person must acknowledge acceptance of the waste described on the manifest by signing and entering the date of receipt. Only one signature per transportation company is required. Signatures are not required to track the movement of wastes in and out of transfer facilities, unless there is a change of custody between Transporters. If applicable, enter the name of the person accepting the waste on behalf of the second Transporter. That person must acknowledge acceptance of the waste described on the manifest by signing and entering the date of receipt.
Transporters carrying imports, who are acting as importers, may have responsibilities to enter information in Box 16, International Shipments Block. Transporters carrying exports may also have responsibilities to enter information in Box 16, International Shipments Block.
Completing Boxes 18 through 20 is the responsibility of the Designated Facility (aka, Treatment, Storage or Disposal Facility.)
Upon receiving a hazardous waste shipment accompanied by a Manifest form, a TSDF must:
- review the manifest to ensure that all Generator and Transporter portions of the form are complete
- determine if there are any discrepancies with weight differences, piece counts, differences in types of wastes listed or rejected wastes, using Box 18 as required
- complete Box 19, Hazardous Waste Report Management Method Code
- sign and date the form in Box 20
- give the Transporter one copy of the Manifest form
- within 10 calendar days, mail a copy of the Manifest form to the Generator, the generator State and the destination State
Box 18 Discrepancy:
Box 18a, Discrepancy Indication Space:
The TSDF must note any discrepancies between the waste described on the Manifest and the waste actually received at the facility. Manifest discrepancies are:
- Significant differences between the quantity or type of hazardous waste described on the manifest, and the quantity and type of hazardous waste a TSDF actually receives (see 373-2.5(b)(1)(i)('e') and 373-3.5(b)(1)(i)('e'));
- Rejected wastes, which may be a full or partial shipment of hazardous waste that the TSDF cannot accept; or
- Container residues, which are residues that exceed the quantity limits for "empty" containers (see 371.1(h)(2)).
For rejected loads and residues, check the appropriate box if the shipment is a rejected load (i.e., rejected by the designated and/or alternate TSDF and is sent to an alternate TSDF or returned to the generator) or a regulated residue that cannot be removed from a container. Enter the reason for the rejection or the inability to remove the residue and a description of the waste. Also, reference the Manifest Tracking Number for any additional Manifests being used to track the rejected waste or residue shipment n the original Manifest. Indicate the original Manifest Tracking Number in Box 14 of the additional Manifests. Mail a copy to DEC. Please call the Hazardous Waste Manifest & Reporting Section at (518) 402-8730 for further guidance on reporting rejected waste shipments.
For TSDFs located in New York State, upon discovering a discrepancy, the TSDF must attempt to reconcile the discrepancy with the waste generator or transporter (e.g., with telephone conversations). If the discrepancy is not resolved within 15 days after receiving the waste, the TSDF must immediately submit a letter to the generator State and the disposer State describing the discrepancy and attempts to reconcile it, and a copy of the manifest.
Box 18b, Alternate Facility (or Generator) for Receipt of Full Load Rejections:
Enter the name, address, phone number, and EPA Identification Number of the Alternate TSDF which the rejecting TSDF has designated, after consulting with the Generator, to receive a fully rejected waste shipment. In the event that a fully rejected shipment is being returned to the Generator, the rejecting TSDF may enter the Generator's site information in this Box. This field is not to be used to forward partially rejected loads or residue waste shipments.
Box 18c, Alternate Facility (or Generator) Signature:
The alternate TSDF, or the Generator in the event of a returned shipment, must sign and date this Box to acknowledge receipt of the fully rejected wastes or residues identified by the initial TSDF. Mail a copy to DEC.
Box 19, Hazardous Waste Report Management Method Codes:
Enter the most appropriate Hazardous Waste Report Management Method code for each waste listed in Box 9. The Hazardous Waste Report Management Method code is to be entered by the first TSDF that receives the waste and is the code that best describes the way in which the waste is to be managed by the TSDF.
Box 20, Designated Facility Owner or Operator Certification of Receipt (Except as Noted in Box 18a):
Print the name of the person receiving the waste at the TSDF. That person must acknowledge receipt or rejection of the waste described on the Manifest by signing and entering the date of receipt or rejection where indicated.
Since the Facility (TSDF) Certification acknowledges receipt of the waste except as noted in the Discrepancy Space in Box 18a, the certification should be signed for both waste receipt and waste rejection, with the rejection being noted and described in the space provided in Box 18a.
Fully rejected wastes may be forwarded or returned using Box 18b after consultation with the generator. Enter the name of the alternate TSDF or the original generator in Box 18b. That TSDF must acknowledge receipt or rejection of the waste described on the Manifest by signing and entering the date they received or rejected the waste in Box 18c.
Partially rejected wastes and residues must be re-shipped under a new manifest, to be initiated and signed by the rejecting TSDF as offeror of the shipment. Copies of the original Manifest and all follow-up Manifests used for rejecting a waste load must be mailed to DEC.
Continuation Sheet Instructions
This form must be used as a continuation sheet to U.S. EPA Form 8700-22 if:
- More than two Transporters are to be used to transport the waste; or
- More space is required for the U.S. DOT descriptions and related information in Item 9 of U.S. EPA Form 8700-22.
State regulations require Generators and Transporters of hazardous waste and TSDFs to use the uniform hazardous waste Manifest (EPA form 8700-22), and, if necessary, the Continuation Sheet (EPA form 8700-22A) for both interstate and intrastate transportation.
Completing Boxes 21 through 32 is the responsibility of the Generator.
Box 21, Generator's ID Number:
Enter the Generator's U.S. EPA twelve digit identification number or, the State generator identification number if the generator site does not have an EPA identification number.
Box 22, Page ___:
Enter the page number of this Continuation Sheet.
Box 23, Manifest Tracking Number:
Enter the Manifest Tracking number from Box 4 of the Manifest form to which this continuation sheet is attached
Box 24, Generator's Name:
Enter the Generator's name as it appears in Box 5 on the first page of the Manifest form.
Box 25, Transporter - Company Name:
If additional Transporters are used to transport the waste described on this Manifest, enter the company name of each additional Transporter in the order in which they will transport the waste. Enter after the word "Transporter" the order of the transporter. For example, Transporter 3 Company Name. Also enter the U.S. EPA twelve digit identification number of the Transporter described in Box 25.
Box 26, Transporter - Company Name:
If additional Transporters are used to transport the waste described on this Manifest, enter the company name of each additional Transporter in the order in which they will transport the waste. Enter after the word "Transporter" the order of the transporter. For example, Transporter 4 Company Name. Each Continuation Sheet can record the names of two additional Transporters. Also enter the U.S. EPA twelve digit identification number of the Transporter named in Box 26.
Box 27, U.S. DOT Description Including Proper Shipping Name, Hazardous Class, and ID Number (UN/NA):
For each row enter a sequential number under Box 27b that corresponds to the order of waste codes from one Continuation Sheet to the next, to reflect the total number of wastes being shipped. Refer to instructions for Box 9 of the Manifest for the information to be entered.
Box 28, Containers (No. And Type):
Refer to the instructions for Box 10 of the Manifest for information to be entered.
Box 29, Total Quantity:
Refer to the instructions for Box 11 of the Manifest form.
Box 30, Units of Measure (Weight/Volume):
Refer to the instructions for Box 12 of the Manifest form.
Box 31, Waste Codes:
Refer to the instructions for Box 13 of the Manifest form.
Box 32, Special Handling Instructions and Additional Information:
Refer to the instructions for Box 14 of the Manifest form.
Completing Boxes 33 and 34 is the responsibility of the Transporter.
Box 33, Transporter - Acknowledgment of Receipt of Materials:
Enter the same number of the Transporter as identified in Box 25. Enter also the name of the person accepting the waste on behalf of the Transporter (Company Name) identified in Box 25. That person must acknowledge acceptance of the waste described on the Manifest form by signing and entering the date of receipt.
Box 34, Transporter - Acknowledgment of Receipt of Materials:
Enter the same number of the Transporter as identified in Box 26. Enter also the name of the person accepting the waste on behalf of the Transporter (Company Name) identified in Box 26. That person must acknowledge acceptance of the waste described on the Manifest form by signing and entering the date of receipt.
Completing Boxes 35 and 36 is the responsibility of the Designated Facility (aka, Designated TSDF.)
Box 35, Discrepancy Indication Space:
Refer to the instructions for the Manifest form, Box 18. This space may be used to more fully describe information on discrepancies identified in Item 18a of the manifest form.
Box 36, Hazardous Waste Report Management Method Codes
For each field here, enter the sequential number that corresponds to the waste materials described under Box 27, and enter the appropriate process code that describes how the materials will be processed when received. If additional Continuation Sheets are attached, continue numbering the waste materials and process code fields sequentially, and enter on each sheet the process codes corresponding to the waste materials identified on that sheet.
Obtaining Hazardous Waste Manifest Forms:
Forms may be obtained from your Transporter, TSDF or an EPA approved printer. Please see: www.epa.gov/epawaste/hazard/transportation/manifest/registry/printers.htm or go to the direct link to this site in the right column components of this page in the off-site link section.
Submitting Hazardous Waste Manifest Forms to DEC:
Mail Manifest forms to:
DER - Hazardous Waste Manifest Section
Albany, NY 12233-7252
Provide legible copies, make a good copy if needed
Please Do Not Fax forms