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Waste Tire Manifest Program

Frequently Asked Questions (FAQ)

The following frequently asked questions (FAQ) for the waste tire manifest system can be found in the Comprehensive Trip Log Guidance Manual and are organized as follows:

• General
• Generators and End Use Facilities
• Waste Tire Haulers
• Government Agencies

Part 1—General

How will CalRecycle notify us about changes to the waste tire manifest system regulations and requirements?

CalRecycle will keep all program participants informed about any changes in the law, regulations, or procedures through one of the following methods:

• Announcements made via the CalRecycle waste tire manifest program website. The site is updated frequently with program updates and news.
• Special mailings to individual businesses and government agencies.

What if I forget my Tire Program Identification (TPID) number or am unsure whether one has been assigned to my company or for my customers?

Call the CalRecycle waste tire hotline at (866) 896-0600 (toll free). CalRecycle staff will provide you with information on the TPID assignment. TPID numbers with business name can also be accessed via CalRecycle’s website.

Is the information on the CTL form confidential? Who can access this information?

Please review Section 6 of this manual. It contains more information on confidentiality of business information submitted under the waste tire manifest system. Section 6 covers the situations under which CTL information can be accessed, by whom, and CalRecycle’s role in determining confidentiality.

How does CalRecycle use the CTL information? What happens to the forms?

The waste tire manifest system was created to track the generation, movement, and disposal of waste tires throughout California. The information on the forms is entered into the waste tire manifest system tracking database, and the load data is cross-referenced. Electronic images of all CTL forms are created and are available as scanned images. These images are considered confidential.

Program participants—generators, haulers, and end use facility operators—can view these scanned images of the forms submitted, as well as status of loads by accessing their online business account (see below).

Can I view the forms submitted by my business or agency?

Yes, you can. All forms submitted to CalRecycle are scanned as images and can be accessed via your online business account.

What is the online business account? Who can access it and what does it contain?

Each business or government agency in the waste tire tracking database will have a business account set up for them on the CalRecycle Web site. The purpose of this online account is to enable each business or government agency to view the information they have submitted under the waste tire manifest system. Through the online business account, each participant can view their tire transactions.

The online business account will only show data for a specific business or government agency and is password-protected. For generators, there will be general information indicating whether the tires were picked up at your site by a registered waste tire hauler.

Access to the online business account will require you to enter your TPID number and a password that you select. Only those individuals with whom you share your TPID and password will have access to your online business account. See Section 3 for more information on the TPID number.

Can a tire business be considered a generator, hauler, and end use facility in a single waste tire trip? If so, how is this possible?

Yes, it can and frequently does occur. See Section 2 of this manual ("Know Your Role") for more information about how you may need to fulfill more than one role with respect to generating, hauling, and disposing of waste tires.

The waste tire manifest system tracks tires from the point of pickup, through the haul, to the final delivery/disposal at a permitted end use facility. At each point in the sequence, specific steps must be taken and forms must be filled out to document each transfer of waste tires. While in most cases your role may seem obvious, in some situations you may need to fulfill more than one role.

Under the waste tire manifest system, your primary business activity (for example, a waste tire generator or hauler), is not as important as the role(s) you play with respect to each specific movement of waste tires. This determines your responsibilities under the waste tire manifest system and the forms you are required to complete.

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Part 2—Generators and End Use Facilities

How do I find a registered waste tire hauler?

Contact CalRecycle at the website or phone number shown below. CalRecycle maintains a listing of all CalRecycle registered waste tire haulers.

• CalRecycle website: www. calrecycle.ca.gov/Tires/Haulers/Haulers.asp.
• Contact CalRecycle waste tire hotline at (866) 896-0600 (toll free).

How do I obtain information on becoming a registered waste tire hauler?

• See Appendix B of this manual for more information on the registered waste tire hauler program.
• Access the CalRecycle website at www. calrecycle.ca.gov/Tires/Haulers/.
• Contact the waste tire hotline at 1-866-896-0600 (toll free).

How do I know if the waste tire hauler I am using is registered with CalRecycle?

CalRecycle requires registered waste tire haulers to provide the following as proof of their current registration status:

• Decal. There should be a current-year waste tire hauler decal affixed on the lower-right corner (passenger side) of the vehicle windshield.
• Certificate. Haulers are required to have a current-year waste tire hauler registration certificate in their vehicle at all times.
• Forms. Registered haulers must use the CTL form or be an approved participant in electronic data transfer (EDT). If the hauler is an approved participant in EDT program, they may use their own business receipt with an EDT emblem at the bottom left corner of the form and a statement indicating that they are filing manifest information electronically on your behalf. See Section 7 for more information on EDT.

For generators—if the hauler you are using does not have a current waste tire hauler decal or registration certificate or is not using the required form (or is not an authorized EDT participant), do not release your waste tires to the hauler. Contact CalRecycle waste tire hotline at (866) 896-0600 (toll free) to report the incident and get further information. See Appendix B of this manual for more information on CalRecycle requirements for registered waste tire haulers.

My hauler says that he is part of the electronic data transfer (EDT) program. What does this mean?

Section 7 of this manual provides more information regarding the electronic data transfer (EDT) program.

If approved as a participant in EDT, the waste tire hauler must complete the following:

1. Present an authorization letter issued by CalRecycle attesting to their participation in EDT.
2. This authorization letter will be on CalRecycle letterhead and permits the hauler to use their business receipt forms to collect and transmit waste tire manifest system information to CalRecycle.
3. The hauler’s business receipt or invoice must have a CIWMB EDT Approved logo, as shown, located on the bottom left corner of the form.

My hauler is not completing (or completing incorrectly) the CTL form. What should I do?

As a generator/end use facility, you ultimately are responsible for ensuring that information you provide to the hauler is complete and accurate.

• Be sure the receipt portion of the CTL form is completed by the hauler before the hauler leaves your facility. You are required to retain this receipt for a period of three years at your place of business.
• If a receipt is not left by the hauler, you must contact CalRecycle and obtain, complete, and submit back to CalRecycle, an Unregistered Hauler & Comprehensive Trip Log Substitution Form.

If the hauler is still having difficulty in accurately completing the CTL form, you may:

• Contact the hauler’s company representative, advise them of the situation, and seek a solution.
• Call CalRecycle's waste tire hotline at (866) 896-0600 (toll-free) to discuss the situation.

What if the hauler fills out the CTL receipt on my behalf as the generator/end use facility)? Is this OK?

Yes, the hauler is required to complete the entire CTL form and provide a receipt of the tire transaction to the generator or end use facility.

Can a hauler pick up my waste tires if no one is available to initial the generator’s receipt on the CTL form?

If you are unable to be there when the hauler picks up your waste tires, you will need to complete and sign a statement authorizing the hauler to initial for you. This statement needs to be attached to the hauler copy of the CTL form showing that you gave permission for their initials.

The waste tire hauler picked up my tires when I was not here. He filled out the CTL receipt for me, but I did not sign it and he did not leave the completed receipt. What should I do?

Ultimately, it is the generator’s responsibility to ensure that all waste tires leaving their facility are properly documented on a CTL receipt. If the hauler fails to leave you a receipt showing the tire transaction, you should:

• Call the hauler and ask them to return the completed receipt for this transaction. Upon receiving the form, make sure that all the information is correct. If a receipt is not left by the hauler, you must contact CalRecycle and obtain, complete, and submit back to CalRecycle, an Unregistered Hauler & Comprehensive Trip Log Substitution Form.

How quickly must the CTL form be submitted to CalRecycle by the hauler after a load of waste tires has been picked up or delivered?

The hauler should submit the CTL form within calendar 14 days, but not later than 90 days, of the initial tire transaction documented on the form.

Do out-of-state and out-of-country trucking firms that haul, pick up, or deliver waste tires in California have to be registered with CalRecycle? Do these firms have to participate in the waste tire manifest system?

Yes to both questions. Except as described below, all haulers that transport 10 or more waste tires in a given load on a public road must be registered with CalRecycle. Foreign haulers are no longer exempt and must comply with the waste tire hauler registration requirements. Common carriers, agricultural haulers, and all government agencies (and other entities listed in PRC section 42954) are exempt from waste tire hauler registration requirements (see Appendix B for the list of exemptions). Remember that common carriers and agricultural haulers need to have a "Letter of Exemption" issued by CalRecycle before they are considered exempt.

All registered waste tire haulers transporting any number of waste tires, and exempt haulers transporting 10 or more waste tires on a public road must comply with the waste tire manifesting requirements described in this manual.

My company is primarily a waste tire generator but sometimes we move tires between stores. Does this mean I am a hauler and have to be registered?

You are considered a waste tire hauler anytime you transport 10 or more waste tires on a public road and therefore need to be registered with CalRecycle (see Appendix B for waste tire hauler registration requirements).

In such instances where your business generates, transports, and delivers or disposes of 10 or more waste tires on single trip, you are considered a generator, hauler, and end use facility under the waste tire manifest system. As such, you must complete the CTL form/receipt for each pick-up and delivery of waste tires. See Section 2 for more information on generator, hauler, and end use facility requirements.

How do I know if the hauler picking up my tires disposes of them at a permitted or authorized end use facility?

You can check online to determine if the tire transaction was reported by the hauler to CalRecycle. If your transaction was not reported, please contact CalRecycle at 1-866-896-0600. See Part 1—General FAQs for more information about the online business accounts or Section 3 of this manual.

As an end use facility, what should I do if unregistered haulers want to deliver/dispose tires at my facility? How do I report unregistered haulers?

In all instances please accept the tires. If tires are accepted from an unregistered waste tire hauler or a registered waste tire hauler that does not have the appropriate CTL form, you will need to complete and submit to CalRecycle an Unregistered Hauler & Comprehensive Trip Log Substitution Form, CalRecycle 204 (Adobe PDF, 610 KB | MS Word, 49 KB). You can obtain this form by contacting CalRecycle by any of the means provided below:

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Part 3—Waste Tire Hauler

How do I obtain blank CTL forms?

Blank CTL forms can be obtained (free of charge) from CalRecycle using any of the means below and generally should arrive within 5–7 business days of ordering.

I have questions on how to fill out the CTL forms. What should I do?

First, review Section 4 of this manual. You will probably find that most of your questions will be answered there. If you still have questions, you may want to review the training video/CD provided by CalRecycle (see Appendix D for information on available training materials and how to obtain them). You can also contact CalRecycle using any of the means described above.

Are the waste tire manifest system materials and information available in Spanish?

The guidance manual, field reference guide, bookmarks, and portions of the CalRecycle Waste Tire Web site are available in Spanish. Contact CalRecycle for more information at 1-866-896-0600 (toll free) on Spanish-language resources and/or see Appendix D of this manual on how to obtain training materials in Spanish.

Can I use a business stamp or preprinted labels for the business name/address information on the CTL form?

Yes, you can use a business stamp or labels in lieu of entering the information manually but in all cases, the business stamp or labels must be:

• Applied to all copies of the CTL form.
• Clear and legible.
• Located within the designated area on the form.

How long do I need to retain copies of the CTL form?

Copies of CTL and/or receipts must be retained for three years at your place of business.

Can different measurements for load type and amount be used?

Yes. Using differing load type measurements is acceptable. The waste tire manifest system is designed to convert tire types and quantities through passenger tire equivalents (PTE) at a standard of 20 lbs/tire. The PTE will be the common measurement used by CalRecycle.

Does CalRecycle regularly inform haulers on changes to the waste tire manifest system?

Yes, CalRecycle regularly notifies all registered haulers of changes to the waste tire manifest system by the following:

• Mailings to registered haulers
• Periodic waste tire hauler newsletters
• CalRecycle Tire Haulers website

In hauling waste tires, at what point am I required to become a CalRecycle registered waste tire hauler?

A hauler transporting 10 or more tires at a given time on a public road must be registered with CalRecycle as a registered waste tire hauler. See Appendix B for more information.

As a CalRecycle registered waste tire hauler, how many tires can I carry before I need to manifest my load?

As registered waste tire hauler, you are required to manifest every tire that goes on or comes off your vehicle without regard to number. There is no minimum number of tires.

As a registered CalRecycle waste tire hauler, am I responsible for completing the CTL form?

Yes. The hauler is now required to complete all portions of the CTL form and provide a receipt to each generator or end-use facility where a tire transaction has occurred. See Section 2 of this manual for more information.

When I pick up or deliver waste tires and no one is available to initial the CTL form, what should I do?

For Pickups. If no one is available at the generator’s business to initial the CTL form, do not take or load the waste tires unless a statement is written and signed by the generator authorizing you, as the hauler, to initial for the generator. This statement will need to be attached to the hauler’s copy of the CTL form showing that permission was given.

For Delivery or Disposal. The same rule applies as in pickups. If no one is available at the end use facilities’ business to initial the CTL form, do not leave the waste tires unless a statement is written and signed by the end-use facility operator authorizing you, as the hauler, to initial for the end use facility operator. This statement will need to be attached to the hauler’s copy of the CTL form showing that permission was given.

What should I do if a generator does not know about the CTL form and/or a Tire Program Identification (TPID) number?

As a hauler, it is your responsibility to help educate the generator or end use facility operator on the current CTL requirements. Bookmarks and informational sources are available for distribution to your customers. Please contact the CalRecycle waste tire hotline at (866) 896-0600 for this information or to have a TPID number issued immediately. A TPID number can also be requested by calling (866) 896-0600 (toll-free) or via the CalRecycle website at: www.calrecycle.ca.gov/Tires/. See Section 3 of this manual for more information on TPID numbers.

Can I just enter my decal number in lieu of writing the hauler name/address information on all the forms?

No. The hauler business name and address information must be entered on each CTL form that is completed. This information may be entered using a business stamp or label; however, the stamp or label must be applied to all copies of the form and must be within the designated location.

Can I preprint or put a label on the CTL form for the generators and end use facilities I service?

Yes. The preprinted information or label must appear on all copies of the form within the designated location.

As a hauler, can I also be considered a generator and an end use facility in one trip? If so, how is this possible?

Yes, it can and frequently does occur. See Section 2 of this manual ("Know Your Role") for more information about how you may need to fulfill more than one role with respect to generating, hauling, and disposing of waste tires.

The waste tire manifest system tracks tires from the point of pickup, through the haul, to the final delivery/disposal at a permitted end use facility. At each point in the sequence, there are specific steps that must be taken on the form documenting each transfer of waste tires. While in most cases your role may seem obvious, in some situations you may need to fulfill more than one role.

Under the waste tire manifest system, your primary business activity is (for example, a waste tire generator or hauler), is not as important as the role(s) you play with respect to each specific movement of waste tires. This determines your responsibilities under the waste tire manifest system and the forms/receipts you are required to complete.

What happens if I am picking up or dropping off tires out of the state/country?

For waste tire trips coming or going out of the state or country, haulers are required to complete the CTL form as they would for pickups or deliveries within California, otherwise this will flag the hauler and require further investigation by CalRecycle staff.

As a hauler, if I unload waste tires at my yard for sorting, am I considered an end use facility?

Yes. Because the waste tires were off-loaded at your facility, under the waste tire manifest system you are now considered an end use facility and must complete a "delivery" receipt as the end use facility.

Is there such a thing as a temporary tire site that is not permitted?

As a hauler using this type of storage method, you must first contact CalRecycle to get approval before storing any tires in this manner. Tires may only be placed on sites or in licensed trailers that meet the requirements of "collection centers" as defined in Title 14, California Code of Regulations, section 17225.717. If the tires are stored on the ground, no more than 500 tires are allowed without the required waste tire facility permit. Please call the CalRecycle waste tire hotline at 1-866-896-0600 for more information.

Do out-of-state and out-of-country trucking firms have to be registered with CalRecycle? Do these out-of-state, out-of-country trucking firms have to comply with WTMS for manifesting and trip logs?

Yes to both questions. Except as described below, all haulers that transport 10 or more waste tires in a given load on a public road must be registered with CalRecycle. Foreign haulers are no longer exempt and must comply with the waste tire hauler registration requirements. Common carriers, agricultural haulers, and all government agencies (and other entities listed in PRC section 42954) are exempt from waste tire hauler registration requirements (see Appendix B for the list of exemptions). Common carriers and agricultural haulers are required to have in their possession a "Letter of Exemption" issued by CalRecycle before being considered exempt.

All registered waste tire haulers transporting any number of waste tires, and all other haulers transporting 10 or more waste tires on a public road must comply with the waste tire manifesting requirements described in this manual. This applies to the entities described above that are exempt from waste tire hauler registration requirements.

If the California Highway Patrol pulls me over, what information will they want to see?

As a waste tire hauler, you should be prepared to show the officer the following documents:

• Valid CalRecycle waste tire hauler registration certificate (must be in the vehicle).
• Current CalRecycle waste tire hauler decal affixed to the lower-right corner (passenger side) of your vehicle’s windshield.
• Up-to-date and completed CTL form(s) showing the numbers of tires being transported. The hauler portion of the CTL should be complete and signed by the driver and the receipts should be completed and initialed by the respective party.

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Part 4—Government Agencies

Our county is cleaning up a tire site. What paperwork is needed?

As described earlier, federal, State, and local government vehicles are only exempt from the waste tire hauler registration requirements described in this manual. These governmental entities must manifest their waste tire hauls and must use the CTL form when generating, transporting, or accepting waste tires. Government entities should enter the government vehicle license plate number on the hauler portion of the CTL form.

Our city/county is doing a tire cleanup day. What paperwork is needed?

The local enforcement agency (LEA) or county can issue vouchers or letters to private individuals if they will be hauling 10 or more tires at any given time. LEAs may also issue vouchers for amnesty day events. In these instances, the collection site (city/county) is considered the "generator" of the waste tires and a registered waste tire hauler or exempt government vehicle is required to haul the waste tires away from the collection site. The waste tires hauled from the designated site must be manifested using a CTL form. Tires dropped off by individuals do not need to be manifested.

For further information regarding specific requirements and responsibilities on holding tire amnesty day events, please contact CalRecycle’s waste tire hotline at 1-866-896-0600.

What if on a neighborhood cleanup day there are tires picked up and mixed with garbage?

If the tires are mixed with solid or green waste, it is considered a hazard to remove/sort the tires and no CTL form is required. The vehicle picking up the garbage is exempt from the waste tire hauler registration requirements since the waste tires are incidental and not the main purpose of the cleanup day.

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