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Frequently asked questions

BDO

  • BDO (Database on Products and Packaging and Waste Management) is the Polish register of companies that produce, transfer, transport or take over waste.
  • Entities listed in Articles 50(1) and 51(1) of the Waste Act must apply for entry in the register via the website www.bdo.mos.gov.pl.
  • Once entered in the register, the company is given access to the online BDO system, where waste transfer cards (KPOs) can be issued.
    More information on the registration obligation can be found at: https://bdo.mos.gov.pl/pytania-i-odpowiedzi/. Please note that the website is currently only available in Polish.
  • A waste transfer card (KPO) is a document connecting the waste transferor with the waste transporter and the waste transferee. In our case, the transferor is our customer, and the transporting and taking companies are usually Waster, Oiler Sp. z o.o. or Oiler SA. The exception is a situation where the customer transports the waste transport by themselves, in which case the transporting party is the customer.
  • Each type of waste, marked with a different code, requires a separate waste transfer card. This means that if we collect glass, oil filters and plastics from a customer, three separate cards are needed.
  • The responsibility for issuing KPOs lies with our customers, but we are always happy to assist with it. Our drivers are highly trained and if remote support is needed, we are always available by phone.
  • The KPO is issued after the waste has been loaded onto the vehicle, so that the weight on the document is correct.
    Please note that the BDO website currently has no official English version. For your convenience, the text below was therefore based on the Google Translate version of the website. Thus, some of the terms used below may be inaccurate or inconsistent.
  • Step 1. Go to https://rejestr-bdo.mos.gov.pl/ and select the entity (company commissioning the collection) and then the place of business from which the waste is collected.
  • Step 2. From the menu on the left, select the following tabs: “Waste records”, then “Handover cards”, “Waste transfer cards” and “Transferor”.
  • Step 3. Select the green “New tab” button to create a new card.
  • Step 4. The details of the waste transferor are partly marked in grey, which means that they are not editable. Make sure that the details (name, address of the transferor, business address) are correct.
  • Step 5. The “Details of the waste transporter” section must contain the data of the transporter company (usually Oiler Sp. z o.o. or Waster Sp. z o.o.). To be able to fill it in, select any of the fields in this section. Then, in the newly opened window, search for the company providing transport services. The easiest way to find it is by using the Polish NIP number. Correctly selecting the company will automatically close the window and fill in all the fields in the section.
  • Step 6. In the “Details of the waste transferee” section, enter the details of the company to which the waste will be transported. This will often be the same company that transports the waste. This section works in the same way as the previous one ― first select the company, and then the place of business where the waste will be transported.
  • Step 7. In the “Waste information” section, select the waste code and enter the weight of the waste, the registration number of the means of transport, and the date and time when the transport will start. The time given in the document is the earliest possible departure time for the driver. This means that the driver can leave after this time, but not before.
    Note: if a search for a code entered with spaces fails (e.g. 13 05 08*), try searching for a code without spaces (e.g. 130508*).
  • Step 8. Some clients prefer to prepare the KPO in advance, so that once the waste has been loaded, the only information they need to fill in is the weight of the waste and the time of the start of the transport. In this situation, select the “Save” button. The saved card can later be found in the waste transfer cards in the “Transferor” section, under the “Planning” tab.
  • Step 9. If the waste has already been loaded, and you are sure that the information on the waste transfer card is correct, you can click on the “Change status” button and select the “Confirm” option. Once the card is confirmed, our staff will be able to view it and, after they check that the information is correct, will be able to generate a confirmation, which they will send to the driver.
  • In addition to issuing waste transfer cards, records must also be kept in the BDO system by filling out waste record cards. The responsibility for keeping records lies with our customers, but we are always happy to assist with it.

    Please note that the BDO website currently has no official English version. For your convenience, the text below was therefore based on the Google Translate version of the website. Thus, some of the terms used below may be inaccurate or inconsistent.
  • Step 1. On the home page, select the entity (your company) and then the place of business from which the waste was collected.
  • Step 2. From the menu on the left, select the tab “Waste records”, then “Record cards” and then “Waste record cards”.
  • Step 3. A list of existing waste record cards will appear on the screen. A separate waste record card is needed for each waste code that you produce, extract, accept, process or transfer.
  • Step 4. If the code you are looking for is present on the list, select the “Options” button and then “Details”. If the code is not on the list, you will need to add a waste record card for that code by selecting the “New tab” button.
  • Step 5. The screen now shows a list of your existing waste record card entries and a list of tabs: “Manufactured”, “Excavated”, “Accepted”, “Processed”, “Transferred”. Select the relevant tab ― in the case of transferring waste to us, it will be the “Transferred” tab. Then select the “New entry” button.
  • Step 6. In the “Waste transferred by the waste holder” section, select the “The entry is made on the basis of the waste transfer card” option. Then, additional fields to fill out will appear below.
  • Step 7. Select the “Waste transfer card number” field. In the window that appears, select the waste transfer card that was created when the waste was transferred. Please note: this card will only appear here once we have completed the waste takeover and transport process. This happens on the day of collection or on the next business day.
  • Step 8. Some of the fields will be filled in automatically when the waste transfer card is selected. Make sure that the date and weight of the waste are correct (the date must be the date of collection, which may differ from the date of filling in the current entry). Then select the “Save” button.

SENT

  • PUESC (Tax and Customs Electronic Services Portal) is an additional system for registering the transport of certain materials. These include, for example, waste oils, oily waters and fuels. The platform is used to issue a SENT (System for Electronic Transport Supervision) document, which is required for the transport of such substances in quantities greater than 500L or 500kg.
  • If you do not have an account in the PUESC system, the easiest way is to order a transport not exceeding 500L or 500kg. Such shipments do not require a SENT document.
  • If you would like to transfer more than 500L or 500kg of waste, you need to create an account in the system. This will enable you to issue a SENT document or authorise us to issue one on your behalf.
  • Authorisation is the most convenient option for you, as then the responsibility of issuing the document lies with us.
  • Step 1. Go to www.puesc.gov.pl and select the “Login” button in the top right-hand corner of the screen.
  • Step 2. In the “Logging to Portal” section, fill in your email address and password and then click “Login”.
  • Step 3. In the top right-hand corner of the screen, you will see two drop-down lists – the first for the context from which the document is being issued (“Choose first connection” or the name of your company) and the second for the user who is issuing the document. Select your company from the first list. The second list should display your name.
  • Step 4. In the “Services subject field” section, select “Excise duties, gambling, movements and transports” and then “Carriage of goods subject to monitoring (SENT)”.
    • Then scroll down the page and select the option “Send a notification of the carriage of goods starting in Poland (transport ends in or outside of Poland) – submitting, updating, supplementing and closing the notification”.
      At the bottom of the page, expand the “Forms to be filled in” section and select “SENT100 Declaration of carriage by the consignor [SENT]”.
  • Step 5. Before you start filling in the document, make sure that the relevant company and your name still appear at the top of the page.
  • Step 6. In the “Declaration parameters” section, make sure the fields show “1 – Road” and “1 – Goods (excluding heating fuels)” respectively. Then select “Confirm”.
  • Step 7. In sections 1., 2. and 3., the data is automatically entered into the form. In section 4., enter the NIP number of the recipient, and the system will fill out the rest of the fields.
  • Step 8. In section 5., select the planned start date of the transport.
  • Step 9. The remaining part of section 5. concerns the address of the place where the waste is loaded onto the vehicle.
    • If the loading location is the same as your company’s registered office, simply select “Copy shipper address”. Otherwise, fill in the fields manually.
    • To find the latitude and longitude of the loading point, click on the icon of the map with a pin (on the right). This will display a map, on which you can move the pin to indicate the correct location. Then select the option “Copy only coordinates to form”.
  • Step 10. In section 6, select “Add goods to list”, which will open the goods adding window. Next:
    • Select the relevant CN code (respectively: 2710 for waste oil, 3814 for solvents, 3820 for antifreeze fluids).
    • Enter the name of the goods (e.g. “Waste oil”) and the waste code. Note: the waste code must correspond to the actual type of waste transferred and be consistent with the code entered in the waste transfer card (BDO).
    • Enter the gross weight or volume of the goods, making sure to select the appropriate unit (litres or kilograms).
      Check all the data carefully and select the “Add” button. The window will close and the added goods will be visible on the list.
    • Note: At this stage, it is still possible to edit and delete any item on the list. Once the document has been generated, it will not be possible to change the data.
  • Step 11. In section 7, you can enter additional information (e.g. your internal document number) that may facilitate your further work. It is not obligatory to fill out this section.
  • Step 12. In section 8, select “Email”, which allows you to enter three email addresses to which the system will send the content of the application and the keys for editing it. The following should be entered: your or your company’s email, the email of the company transporting the goods, and the email of the company taking over the goods.
  • Step 13. In section 9, tick the declaration and your details will automatically appear in the relevant fields.
  • Step 14. Carefully check that all the details on the form are correct. Our drivers are always happy to assist you with the document, and we can provide phone support if required.
  • Step 15. Once you have checked the details, click “Submit”.
    • If the submission has been completed correctly, you will see a confirmation of the submission registration, which you should print out and give to the driver transporting the waste.
    • If the “Submit” button did not work, please check that all mandatory fields, i.e. those marked with red asterisks, have been filled in.

Invoices

If we collect waste from you on a “Protokół odbioru” document, you should invoice the company that collected the waste.
If we collect waste from you on a “Protokół odbioru – utylizacja” document, we will invoice you.

When issuing an invoice, remember to make it out to the company that collected the waste.
Specify the code and name of the waste (e.g. 13 02 05*, mineral-based non-chlorinated engine, gear and lubricating oils).

Indicate the quantity of the waste in kilograms or megagrams (tonnes). If in doubt, the amount of waste collected can be checked on the collection record document (“Protokół odbioru”) left for you by the driver.
Specify the agreed rate, making sure it corresponds to the unit of weight (1PLN for 1kg is 1,000PLN for 1Mg).

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