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Export and Import of Hazardous Waste and Hazardous Recyclable Material Regulations (EIHWHRMR) User Guide

Movement Document

9.1 What Is the Movement Document?

The movement document is a form that provides detailed information on the types and amounts of hazardous wastes or hazardous recyclable materials being shipped, a record of the various firms or individuals involved in the shipment, and information on the treatment, storage, and disposal of the wastes or materials when they reach their final destination.

The document is made up of three separate parts, and has six copies. These copies are intended to make it easier for all parties involved to meet the necessary completion and distribution requirements. The movement document is found in Schedule 9 of the EIHWHRMR).

9.2 When Must the Movement Document Be Used?

Canada’s international agreements require that the waste or material be accompanied by a movement document from the time it is shipped to the time it is received.

The movement document serves the needs of both the federal and provincial/territorial governments with respect to the tracking of hazardous wastes and hazardous recyclable materials.

Requirements for the distribution of copies of the movement document may differ among various provincial and territorial jurisdictions. For example, some require an original, signed movement document, while for others a copy is sufficient.

Movement documents may also be required by some jurisdictions for waste other than hazardous waste and hazardous recyclable material. Exporters, importers, and carriers are encouraged to contact the appropriate jurisdictions to determine provincial/territorial requirements.

9.3 Who Must Complete the Movement Document?

The movement document is made up of three separate parts:

  • Part A must be completed by the Canadian exporter or foreign exporter of the hazardous waste or hazardous recyclable material
  • Part B must be completed by the authorized carrier of the hazardous waste or hazardous recyclable material
  • Part C must be completed by the Canadian importer or foreign receiver of the hazardous waste or hazardous recyclable material

For tracking purposes, in an international shipment of hazardous waste or hazardous recyclable material, the person who exports acts as the consignor and the person who imports acts as the consignee. Individuals completing the movement document must print clearly and press firmly.

9.4 What Are the Requirements When Importing, Exporting, or Transiting Hazardous Waste or Hazardous Recyclable Material?

The Basel Convention, which Canada ratified in August 1992, prohibits the shipment of hazardous wastes and hazardous recyclable materials across international borders without prior notification and approval.

International shipments of wastes or materials that pass into, through, or out of Canada are subject to the requirements of the IHWHRMR. The Regulations, made pursuant to Canadian Environmental Protection Act, 1999 (CEPA 1999), contain a number of documentation requirements, including the use of a movement document.

Individuals or corporations wishing to transport hazardous wastes or hazardous recyclable materials for import to, export from, or transit through Canada (or from Canada, transiting through the United States of America (US), and back into Canada) should contact the appropriate authority for international shipments (see Annex D). Knowledge of the requirements that must be met reduces the risk of shipments of hazardous waste or hazardous recyclable material being held up in transit or rejected at a border crossing.

9.5 Responsibilities Associated with the Movement Document

9.5.1 International Shipments

Responsibilities of the Canadian Exporter and the Foreign Exporter

The Canadian exporter is responsible for ensuring that copies of the movement document are properly completed and distributed to the foreign receiver, to the appropriate authorities Environment Canada (EC) and the province or territory of origin)and to the authorized carrier.

  • The Canadian exporter or foreign exporter completes Part A of the movement document.
  • The Canadian exporter or foreign exporter detaches Copy 1. The Canadian exporter sends it (or a copy) to the Minister and, if required, to the appropriate authority of the province or territory of origin.
  • The Canadian exporter or foreign exporter retains Copy 2.

Responsibilities of the Carrier

  • The authorized carrier completes Part B.
  • The carrier carries the remaining four copies (copies 3, 4, 5, and 6) along with the shipment.
  • Upon delivery of the shipment to the Canadian importer or foreign receiver, the carrier gives copies 3, 4, 5, and 6 to the Canadian importer’s or foreign receiver’s authorized representative.

Responsibilities of the Canadian Importer and the Foreign Receiver

The Canadian importer is responsible for ensuring that copies of the movement document are properly completed and distributed to the foreign exporter, to the appropriate authorities EC and the province or territory of destination and to the authorized carrier.

  • The Canadian importer or foreign receiver completes Part C of the movement document.
  • The Canadian importer sends Copy 3 (or a copy) to the Minister and, if required, to the appropriate authority in the province/territory of destination.
  • The Canadian importer or foreign receiver also distributes copies 4 and 6 to the authorized carrier(s), and retains Copy 5.

Multiple Carrier Form

If more than one authorized carrier is utilized by the same Canadian exporter or foreign exporter for hazardous wastes or hazardous recyclable materials being sent in the same shipment to the same Canadian importer or foreign receiver, an additional document detailing the required authorized carrier information may be attached to the movement document. The person completing the additional document must ensure that it also contains the movement document reference number.

The above option is not available in jurisdictions where provincial/territorial legislation requires the use of additional movement documents when more than one authorized carrier is used for shipment into, out of, or through the jurisdiction.

If more than four hazardous wastes from the same Canadian exporter or foreign exporter are to be sent in the same shipment, additional movement documents must be completed. The person completing the additional movement document must ensure that it contains the first movement document reference number.

9.6 Instructions for Completing Each Item on the Movement Document

9.6.1 Part A. Generator/Consignor or Canadian Exporter/Foreign

Exporter

  1. Identify the company name, provincial identification number or registration number, civic and mailing addresses, e-mail address, and telephone number of the generator/consignor or the Canadian exporter/foreign exporter and the address of the site from which the hazardous waste or hazardous recyclable material will be shipped.
  2. Identify the company name, registration number or provincial identification number, civic and mailing addresses, e-mail address, and telephone number of the intended receiver/consignee or Canadian importer/foreign receiver, and the address of the site intended to receive the hazardous waste or hazardous recyclable material.
  3. For each hazardous waste or hazardous recyclable material, identify the provincial code for the jurisdiction to which it is being shipped.
  4. In accordance with the Transportation of Dangerous Goods Regulations (TDGR), identify the proper shipping name or description of each hazardous waste or hazardous recyclable material.
  5. In accordance with the TDGR, identify the primary and subsidiary classes of each hazardous waste or hazardous recyclable material listed.
  6. In accordance with the TDGR, identify, the United Nations (UN) number for each hazardous waste or hazardous recyclable material listed.
  7. In accordance with the TDGR, identify the packing group code (I very dangerous; II dangerous; III moderately dangerous) or the risk group (IV most dangerous infectious substances; III infectious substances that are less dangerous than Group 1A; II infectious substances that are less dangerous than Group 1B) for each hazardous waste or hazardous recyclable material listed.
  8. Identify the quantity shipped (in kilogram or litre) and number of units of each hazardous waste or hazardous recyclable material listed.
  9. Identify the number of packages shipped of each hazardous waste or hazardous recyclable material listed, and the type of packaging used, using the Int. Ext. Code: 01 drum; 02 tank; 03 bulk; 04 carton; 05 bag; 06 roll off or lugger; and 07other.
  10. Identify the physical state of each hazardous waste or hazardous recyclable material listed.

    For international shipments, identify the LSPG Code (the code starts with “L” for liquids, “S” for solids, “P” for sludges and “G” for gases, and includes a number that identifies the generic type of potential hazardous waste or hazardous recyclable material). (Table 4 of Classification Guide)

    Note that elements 11 to 19 apply to international shipments only. These information requirements match the hazardous waste and hazardous recyclable material descriptions found on the corresponding permit. For permits issued under the former EIHWR, the Basel, Organization for Economic Co-operation and Development (OECD), and “Y” codes can be left blank.

  11. Identify the notice number and notice-line number of each hazardous waste or hazardous recyclable material listed.
  12. Identify the shipment number and total proposed number of shipments of each hazardous waste or hazardous recyclable material listed.
  13. Identify the disposal (D) or recycling (R) code for the operation for which each hazardous waste or hazardous recyclable material listed is intended. (Table 2 of Classification Guide for Disposal)(Table 3 of Classification Guide for Recycling)
  14. Identify the “C” code for the contaminants present in each hazardous waste or hazardous recyclable material listed. (Table 5 of Classification Guide)
  15. Identify the Basel Annex VIII code, as set out in List A of Annex VIII of the Convention, or the OECD Code, as set out in Part II of Appendix 4 to Decision C(2001)107/Final (if different than Basel), for each hazardous waste and hazardous recyclable material listed. (Table 9 of Classification Guide)
  16. Identify the “H” code for the potential hazardous characteristics of each hazardous waste or hazardous recyclable material listed. (Table 6 of Classification guide)
  17. Identify the “Y code” for the category of each hazardous waste or hazardous recyclable material listed. (Table 8 of Classification guide)

    Annex I of the Basel Convention - Categories of Wastes to be Controlled

    1. To facilitate the application of this Convention, and subject to paragraphs (b), (c), and (d), wastes listed in Annex VIII are characterized as hazardous pursuant to Article 1, paragraph 1 (a), of this Convention, and wastes listed in Annex IX are not covered by Article 1, paragraph 1 (a), of this Convention.
    2. Designation of a waste on Annex VIII does not preclude, in a particular case, the use of Annex III to demonstrate that a waste is not hazardous pursuant to Article 1, paragraph 1 (a), of this Convention.
    3. Designation of a waste on Annex IX does not preclude, in a particular case, characterization of such a waste as hazardous pursuant to Article 1, paragraph 1 (a), of this Convention if it contains Annex I material to an extent causing it to exhibit an Annex III characteristic.
    4. Annexes VIII and IX do not affect the application of Article 1, paragraph 1(a), of this Convention for the purpose of characterization of wastes.
  18. Identify the national code of the country of export or import for each hazardous waste or hazardous recyclable material listed if applicable.
  19. Identify the customs code (from the World Customs Organization’s Harmonized Commodity Description and Coding System) for each hazardous waste and hazardous recyclable material listed.
  20. The generator/consignor’s or Canadian exporter/foreign exporter’s authorized representative must print his or her name and telephone number, and sign the form certifying that the information given in Part A is correct and complete.
  21. Identify the time and date that the hazardous waste or hazardous recyclable material is shipped and its scheduled arrival date.
  22. Identify any special handling and emergency instructions (e.g., “keep in shade”, “drums are half full”, “keep away from water”, “call the emergency phone number listed for the province or territory in which the emergency or spill occurred”).

9.6.2 Part B. Carrier

  1. Identify the company name, provincial identification number or registration number, civic and mailing addresses, e-mail address, and telephone number of the carrier.
  2. Identify the vehicle trailer license number and the province or territory of registration for each trailer or rail car being used to transport the hazardous waste or hazardous recyclable material.
  3. For international shipments, identify the point of entry into Canada for imports or the point of exit out of Canada for exports. Transits require both the point of entry and point of exit.
  4. The carrier’s authorized representative shall print his or her name and telephone number, and sign the form certifying that the hazardous wastes or hazardous recyclable materials described in Part A have been received by the intended receiver/consignee or Canadian importer/foreign receiver.

9.6.3 Part C. Receiver/Consignee or Canadian Importer/Foreign Receiver

  1. If other movement documents or manifests are used, identify their reference numbers.
  2. Identify the company name, provincial identification number or registration number, civic and mailing addresses, e-mail address, and telephone number of the receiver/consignee or the importer/foreign receiver, and the address of the site receiving the hazardous waste or hazardous recyclable material, if different from that identified in box 2 of Part A.
  3. Identify the date and time that the shipment of hazardous waste or hazardous recyclable material is delivered to the receiving site.
  4. This is a provincial/territorial requirement.

    Note: This option is not available in jurisdictions where provincial or territorial legislation requires the use of additional movement documents when more than one carrier is used for shipment into, out of, or through the jurisdiction.

  5. Identify the quantity (in kg or L) and number of units of each hazardous waste or hazardous recyclable material received.
  6. For domestic shipments, if the quantity of hazardous wastes or hazardous recyclable materials or the number of small means of containment changes during transport, specify the reasons for the changes.
  7. Identify the final handling method for each hazardous waste or hazardous recyclable material using one of the following codes:

    01 storage

    02 thermal treatment

    03 chemical treatment

    04 physical treatment

    05 biological treatment

    06 secure landfill

    07 recycling

    08 solidification

    09 other

  8. For each hazardous waste or hazardous recyclable material listed, indicate whether or not the shipment was accepted or refused.
  9. Identify whether the decontamination of packaging or the vehicle used for transport has been carried out for each hazardous waste or hazardous recyclable material listed, by writing “yes” or “no” in the appropriate column.
  10. If the handling code identified is “09 other”, specify how the hazardous waste or hazardous recyclable material is being handled.
  11. The receiver/consignee’s or the Canadian importer/foreign receiver’s authorized representative shall print his or her name and telephone number, and sign the form certifying that the information given in Part C is correct and complete.