Project Scope and System Approach

The following described the approach used by CalRecycle in developing the system.

Participants

Chapter 838, Statutes of 2000 (SB 876, Escutia) requires the following participants in the Waste Tire Manifest System:

• Generators of Used/Waste Tires “Any person generating waste or used tires that are transported or submitted for transportation, for offsite handling, altering, storage, disposal, or for any combination thereof”
• Used and Waste Tire Haulers “Any waste and used tire hauler hauling waste or used tires for offsite handling, altering, storage, disposal, or any combination thereof”
• End-Use facilities “Each waste or used tire facility operator that receives waste or used tires for handling, altering, storage, disposal, or any combination thereof”

Proposed System Approach

The proposed system is designed around two forms each with a unique preprinted number for identification purposes. The manifest form will be used for each pickup and delivery transaction between a generator/end-use facility and the hauler. Each manifest is required to have the unique log identification number entered onto it for cross-referencing purposes. The trip log form will be used by haulers to log all pickups and deliveries associated for each load. For the initial rollout of the forms (anticipated the first quarter of 2003), the manifests and trip logs will be available in bulk orders of single three-part forms in addition to continuous tractor fed format.

Trip Log

The Trip Log is a carbonless two-part form. Each hauler will be required to maintain a log of each load. The log contains hauler information (business name and decal number), date of the load, each manifest number used for pickups and deliveries for the load, the business name where the pickup or delivery was made, and the number of tires. At the end of the load the log will be signed by the hauler certifying the information entered on the form is complete and correct. The hauler mails the top page of the log to CalRecycle and retains the second part of the form for their records.

Manifest Form

The new Manifest is a carbonless three-part form. The manifest will be used interchangeably for pickups and deliveries by indicating the applicable action on the form. The log number entered on the manifest is the central key linking the pickup and delivery.

The manifest form will contain the log number, date, pickup/delivery business information, amount of tires, and the signatures of the business representative and the hauler. After the transaction is complete the hauler retains the bottom sheet of the form, the generator or end use facility keeps the second sheet and will be responsible for mailing the top white part of the form to CalRecycle.

The manifest and log forms in single form format will be preaddressed with postage paid by the Board to encourage easy submission. However, companies that prefer using the forms in continuous, tractor fed format (for preprinting) will be responsible for addressing, postage, and mailing the forms to CalRecycle.

Reconciliation of Forms

This proposed system will meet the ability to reconcile and “close the loop” on the accountability of waste tire movement among the generator, hauler and end use facilities operators by performing automatic audits on the manifest number, the log number and the total tires picked up and delivered.

The automated system calls for image scanning of all tire manifest documents received by the board. Part of the scanning process will be to electronically capture the manifest number as well as the log number. The system also provides for data capture of the information submitted by the generator and the end use facilities. Once this information is captured the reconciliation of the manifest can begin.

The first reconciliation will be to determine if there is a log form submitted for each manifested load. If the log form is missing an audit or enforcement action will be taken against the hauler. This action can result in the log being submitted by the hauler.

The first reconciliation will be to add all the tires picked up by log number, and then add all the tires delivered by log number. If there is a discrepancy between the totals the log will be reviewed to identify incorrect or missing manifests. If there are incorrect or missing manifests, the log will be used to generate an audit or enforcement action that will be taken against the generator or end use facility.

Below is a chart of when audits or enforcement actions may be triggered. It is clear that if one or more of the pieces is missing, the system will be able to detect it.

Benefits of the Proposed System

The benefits of this proposed system include:

• Accountability on all three parties for submission of information to CalRecycle as required by the legislation.
• The ability to quickly research missing or incorrect manifest information through the log form.
• The log identification number easily tracks the load from pickup to delivery.
• The ability to track various trip types through the Manifest or Log forms.
• Having a single form for pickups and deliveries reduces the amount of training needed to provide to external clients and provides an efficient and effective way of tracking tire movement from generator to end use facility.

For more information contact: Tire Management Program Hotline, WasteTires@calrecycle.ca.gov