OMB_ur Otaq Qap User Guide

Renewable Fuel Standard (RFS) Program: RFS Annual Rules (Final Rule)

OMB_UR OTAQ QAP USER GUIDE

OMB: 2060-0740

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Office of Transportation and Air Quality
(OTAQ) Quality Assurance Provider
User Guide
Version 1.02

Office of Transportation and Air Quality

(OTAQ) Fuels Programs Registration

User Guide

Version 1.02

Compliance Division
Office of Transportation and Air Quality
U.S. Environmental Protection Agency
Prepared for EPA by

CGI Federal

EPA Contract No. GS00Q09BGD0022

Work Assignment No. EP-G11H-00154

EPA-420-B-15-061
March 2015

Table of Contents

Introduction ........................................................................................................................1

Create New QAP Company................................................................................................2

2.1

Verify Company Does Not Exist in OTAQReg ..............................................................2

2.2

Create Company Details...............................................................................................4

2.2.1
2.3
3

Select Company Roles ...........................................................................................6

Review and Submit New Company Information............................................................8

QAP Submissions ............................................................................................................11

3.1

Company Qualifications..............................................................................................12

3.2

General QAP Plan ......................................................................................................18

3.3

Pathway-specific QAP Plan ........................................................................................25

3.4

Accessing Existing Plans............................................................................................33

QAP Company to Fuel Producer Company Associations .................................................37

4.1

Create Company Audit Request .................................................................................37

4.2

Approve QAP Company Association ..........................................................................41

4.3

Remove QAP Company Associations.........................................................................46

4.3.1

Fuel Producer RCO Association Removal ............................................................46

4.3.2

QAP RCO Association Removal ...........................................................................47

Appendix A: Using the e-Signature Widget.......................................................................51

Appendix B: Support Information......................................................................................53

Appendix C: OTAQ Registration Roles.............................................................................54

7.1

OTAQ Program Roles.................................................................................................54

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List of Figures

Figure 2-1 OTAQ Registration Home Page .................................................................................2

Figure 2-2 Associate to Company Search Page..........................................................................2

Figure 2-3 Associate to Company Search Results ......................................................................3

Figure 2-4 Create New Company: Company Details Page..........................................................4

Figure 2-5 Program Type and Business Activities .......................................................................5

Figure 2-6 Company Contacts ....................................................................................................5

Figure 2-7 Create New Company: Company Roles.....................................................................6

Figure 2-8 Company Roles Pop-Up ............................................................................................6

Figure 2-9 Selected Company Roles...........................................................................................7

Figure 2-10 Create New Company: Review ................................................................................8

Figure 2-11 Further Action Required Pop-up...............................................................................9

Figure 2-12 Create New Company: Print and Sign Page ............................................................9

Figure 2-13 Further Action Required Page................................................................................10

Figure 3-1 Quality Assurance Provider Home Page ..................................................................12

Figure 3-2 Create New Qualifications: Create Passphrase .......................................................13

Figure 3-3 Qualifications: Confirm Company Information ..........................................................13

Figure 3-4 Qualifications: E&O Insurance .................................................................................14

Figure 3-5 Qualifications: E&O Insurance - Supplemental.........................................................15

Figure 3-6 Qualifications: Professional Qualifications................................................................15

Figure 3-7 Qualifications: Affidavits ...........................................................................................16

Figure 3-8 Qualifications Submission ........................................................................................17

Figure 3-9 Create New Plan: Create Passphrase......................................................................18

Figure 3-10 Create New Plan: Feedstock-related Components.................................................19

Figure 3-11 Create New Plan: Production Process-related Components ..................................20

Figure 3-12 Create New Plan: RIN Generation-related Components ........................................21

Figure 3-13 Create New Plan: RIN Separation-related Components.........................................22

Figure 3-14 Create New Plan: QAP Documents........................................................................23

Figure 3-15 General QAP Plan Submission ..............................................................................24

Figure 3-16 Create New Plan: Create Passphrase....................................................................25

Figure 3-17 Create New Plan: Pathway-specific Information.....................................................26

Figure 3-18 Create New Plan: Feedstock-related Components.................................................27

Figure 3-19 Create New Plan: Production Process-related Components ..................................28

Figure 3-20 Create New Plan: RIN Generation-related Components ........................................29

Figure 3-21 Create New Plan: RIN Separation-related Components.........................................30

Figure 3-22 Create New Plan: QAP Documents........................................................................31

Figure 3-23 General QAP Plan Submission ..............................................................................32

Figure 3-24 OTAQ Registration Home Page .............................................................................33

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Figure 3-25 QAP Home Page ...................................................................................................34

Figure 3-26 View Existing Submission ......................................................................................34

Figure 3-27 Deactivate Submission...........................................................................................35

Figure 3-28 Deactivate Submission Pop-up ..............................................................................35

Figure 3-29 Create New Passphrase ........................................................................................36

Figure 4-1 OTAQ Registration Home Page ...............................................................................37

Figure 4-2 Associate QAP To FP Company ..............................................................................37

Figure 4-3 Search Results ........................................................................................................38

Figure 4-4 Associate to Company: QAP Pathways ...................................................................39

Figure 4-5 Submit Request Page ..............................................................................................40

Figure 4-6 Further Action Required ...........................................................................................40

Figure 4-7 OTAQ Registration Home Page ...............................................................................41

Figure 4-8 QAP Audit Request Page.........................................................................................42

Figure 4-9 Add Fuel Pathway Pop-up .......................................................................................43

Figure 4-10 QAP Audit Request................................................................................................44

Figure 4-11 Sign Electronically..................................................................................................45

Figure 4-12 Signature Confirmation and Print Page ..................................................................45

Figure 4-13 Further Action Required Page................................................................................46

Figure 4-14 Manage QAP Provider Associations ......................................................................47

Figure 4-15 Remove Company Pop-Up ....................................................................................47

Figure 4-16 QAP Provider RCO: Access QAP Company ..........................................................48

Figure 4-17 Edit Button .............................................................................................................49

Figure 4-18 Remove Pathway Associations ..............................................................................50

Figure 5-1 Certification Statement.............................................................................................51

Figure 5-2 Authentication ..........................................................................................................51

Figure 5-3 Answer Secret Question ..........................................................................................52

Figure 5-4 Sign File...................................................................................................................52

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Introduction

This document is the User Guide for the Quality Assurance Provider functionality within the
OTAQReg online application. It describes the processes a user must follow to create a QAP
Company, submit QAP documents, edit a QAP company, associate to Fuel Producer Companies
and manage those associations. This user guide assumes that the user has a Central Data
Exchange (CDX) account and has registered for the OTAQ Registration program service.
If you have any questions about the content, format, or policies for the Office of Transportation
and Air Quality (OTAQ) please reference the Fuels Program website at
http://www.epa.gov/otaq/fuels/index.htm.
If you have any general or technical questions related to the Central Data Exchange (CDX) you
may contact any of the following:
• Telephone - Person-to-person telephone support is available from the CDX Help Desk 8:00
am to 6:00 pm EST. Call our toll-free line at 888-890-1995.
• Email - Send e-mail to Technical Support at [email protected] with “Technical Support”
in the Subject line.
If you have any questions relating to fuels programs registration, reporting, or OTAQReg, please
contact the EPA Fuels Programs and EMTS Support Line: [email protected].

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Create New QAP Company

The following sections describe how to create a new QAP company in the OTAQReg
application.
Figure 2-1 OTAQ Registration Home Page

Click the “Associate to Company” link in the left side toolbar of your OTAQ Registration Home
Page, as seen in Figure 2-1. Figure 2-2 will display.
2.1

Verify Company Does Not Exist in OTAQReg
Figure 2-2 Associate to Company Search Page

Before you can create a new company, you must first confirm that the company you intend to
create does not already exist in OTAQReg. Enter search criteria pertinent to your company and
click the “Search” button, as seen in Figure 2-2. Figure 2-3 will display.
Please note, search terms act together to narrow results. It is recommended that companies use
broad searches to avoid delays and registration issues caused by a user attempting to duplicate a
company registration.
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Figure 2-3 Associate to Company Search Results

The page will return a list of companies matching the provided search criteria. If your company
is displayed in the search results then please refer to the OTAQReg User Guide for instructions
on how to associate to an existing company.
If it is determined that your company does not currently exist in OTAQReg, click the “Create
New Company” button. Figure 2-4 will display.

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2.2

Create Company Details
Figure 2-4 Create New Company: Company Details Page

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The Create New Company: Company Details page displays fields for you to provide the
Company Name, Location, Responsible Corporate Officer information, Program Types,
Business Activities, Company Contacts, and other required company details.
Enter your company’s registration information, making sure to complete all required fields.
Required fields are marked with a red star.
Select the "Quality Assurance Provider" Program Type, as shown in Figure 2-5.
Figure 2-5 Program Type and Business Activities

To add a company contact, click the “Add New Contact” button. Figure 2-6 will display.
Figure 2-6 Company Contacts

Enter information in all required fields by typing in the textboxes. The "Title" field is a
dropdown list containing multiple values. If you do not see your contact's title in this list, select
"Other" and a text box will appear where you can provide a different title. Click the “Save
Contact” button. The contact will now be listed in the company details.
After you have provided your complete company details, click the “Next” button. Figure 2-7 will
display.

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2.2.1

Select Company Roles
Figure 2-7 Create New Company: Company Roles

As the creator of a QAP Company, the Company Editor and QAP Auditor roles are pre-selected
for you. Click the “Company Editor” link to add additional roles. Figure 2-8 will display.
Figure 2-8 Company Roles Pop-Up

Choose the appropriate OTAQ Registration and OTAQ Program roles by selecting the
corresponding radio button and checkboxes (reference Appendix C: OTAQ Registration Roles if
you are unsure which roles to select). You may select only one OTAQ Registration role however
multiple OTAQ Program roles are allowed. Click the “Select All” link to select all OTAQ
Program Roles. Figure 2-9 will display.

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Figure 2-9 Selected Company Roles

Click the “Next” button. Figure 2-10 will display.

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2.3

Review and Submit New Company Information
Figure 2-10 Create New Company: Review

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The Create New Company: Review page displays a read-only version of the company details
provided. If the new company information on the page is correct click the “Continue” button.
Figure 2-11 will display.
Figure 2-11 Further Action Required Pop-up

Click “OK” to Close the pop-up and continue to the next page. Figure 2-12 will display.
Figure 2-12 Create New Company: Print and Sign Page

Click the “Submit” button to submit the new QAP Company request and continue with the
registration process. Figure 2-13 will display.

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Figure 2-13 Further Action Required Page

Click the “Click here to save copies of your registration forms” link to save a hard copy of your
registration forms in PDF form. It is required that you save a copy of your registration forms
after submitting your request. If you attempt to select the “Home” button without first saving a
copy of your registration forms, a notification window will appear prompting you to first save
your forms.
After clicking “Submit”, the New Company request will be processed automatically to allow
submission of required QAP Documentation. Click the “Enter QAP Information” button to
continue with the registration process and submit required QAP Documentation.

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QAP Submissions

The Quality Assurance Provider application is designed in a wizard format which will walk the
user through three submissions. Users may save and resume a submission at any time, but will be
required to complete the submissions in the order listed below.
1. Company Qualifications
a. Company Name and Address
b. RCO Information
c. E&O Liability Insurance
d. Professional Engineer Qualifications
e. Independence Affidavit
2. General QAP Plan
a. Feedstock-related Components
b. Production Process-related Components
c. RIN Generation-related Components
d. RIN Separation-related Components
e. Supplemental Documents
3. Pathway-specific QAP Plan(s)
a. RFS Pathway Identification
b. Feedstock-related Components
c. Production Process-related Components
d. RIN Generation-related Components
e. RIN Separation-related Components
f. Supplemental Documents
Figure 3-1 shows the "Quality Assurance Provider Home" page.
Note: The system will prevent you from accessing the QAP application if you do not have an active CDX ESA
on file.

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Figure 3-1 Quality Assurance Provider Home Page

Click the "Enter Qualifications" button. Figure 3-2 will be displayed.
3.1

Company Qualifications

The Company Qualifications submission will be submitted and electronically signed using the eSignature widget. Figure 3-2 is the first page in the Company Qualifications submission. Follow
the instructions on the page to create a secure passphrase that will be used to encrypt your
submission. Other authorized users associated to your QAP Company in OTAQReg may access
the submission by entering the secure passphrase. Your passphrase must be at least 8 characters
in length and a combination of letters and numbers but may not contain special characters. Your
chosen passphrase will be unique to the specific submission and is not related to your CDX
password or any passphrases entered for other QAP submissions.
Important! You must remember your passphrase in order to access your submission. For security
reasons, the system administrator does not have access to your passphrase and it cannot be reset.
If you forget or lose your passphrase, you will not be able to access your submission and must
deactivate the existing submission and create a new submission to make any updates.

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Figure 3-2 Create New Qualifications: Create Passphrase

Click the “Save and Continue” button. Figure 3-3 will display. This page allows users to review
the company information submitted in the OTAQReg application when creating a new QAP
company.
Figure 3-3 Qualifications: Confirm Company Information

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Review the company information for accuracy and click the "Save and Continue" button. Figure
3-4 will be displayed.
Note: The information displayed on the "Qualifications: Confirm Company Information" page cannot be

changed from within the QAP application. If any of this information is incorrect, users should return to the

OTAQReg application and submit a Company Update change request to correct this information prior to

submitting Company Qualifications.

Figure 3-4 Qualifications: E&O Insurance

Select a Rating Company and Rating from the dropdown menus and enter an Insurance Provider
name in the text box provided. Enter the Per Incident Coverage and Total Policy Coverage
Amounts in the text boxes provided, if applicable. Click the "Save and Continue" button. Figure
3-5 will be displayed.

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Figure 3-5 Qualifications: E&O Insurance - Supplemental

Upload any supplemental documentation and click the "Continue" button. Only file types with
the extensions .doc, .docx, .xls, .xlsx, and .pdf will be permitted. Figure 3-6 will be displayed.
Figure 3-6 Qualifications: Professional Qualifications

This page displays a document upload table. This table should be used to upload all
documentation related to the professional qualifications of the Engineer(s) conducting the audits.
Click the "Browse" button and a pop-up window will appear. Use this window to select the file
you wish to upload. Click the "Open" button to add the selected file to the table. Repeat this step

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for each of the files that need to be uploaded to the table. Once all of the files are listed in the
table, click the "Upload" button. Only file types with the extensions .doc, .docx, .xls, .xlsx, and
.pdf will be permitted. After all of the files have been uploaded, click the "Continue" button.
Figure 3-7 will be displayed.
Figure 3-7 Qualifications: Affidavits

This page displays a document upload table. This table should be used to upload the
independence affidavit. Click the "Add Files" button and a pop-up window will appear. Use this
window to select the file you wish to upload. Click the "Open" button to add the selected file to
the table. Repeat this step for each of the files that need to be uploaded to the table. Once all of
the files are listed in the table, click the "Upload" button. Only file types with the extensions
.doc, .docx, .xls, .xlsx, and .pdf will be permitted. After all of the files have been uploaded, click
the "Review" button. Figure 3-8 will be displayed.

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Figure 3-8 Qualifications Submission

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General QAP Plan

The General Plan submission will be submitted and electronically signed using the e-Signature
widget. Figure 3-9 is the first page in the General Plan submission.
Figure 3-9 Create New Plan: Create Passphrase

The data submitted in the general plan is considered Confidential Business Information (CBI)
data. All CBI data submitted through the QAP application is encrypted using a passphrase. Your
passphrase must be at least 8 characters in length and a combination of letters and numbers but
may not contain special characters. Your chosen passphrase will be unique to the specific
submission and is not related to your CDX password or any passphrases entered for other QAP
submissions.
Important! You must remember your passphrase in order to access your submission. For security
reasons, the system administrator does not have access to your passphrase and it cannot be reset.
If you forget or lose your passphrase, you will not be able to access your submission and must
deactivate the existing submission and create a new submission to make any updates.
Provide a passphrase and click the "Save and Continue" button. Figure 3-10 will be displayed.
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Figure 3-10 Create New Plan: Feedstock-related Components

The fields on this page should be used to explain how your company will verify that the
feedstocks used in the production of renewable fuel qualify to generate RINs. Select "Specify"
from the dropdown to expand a text field. Select "Not Applicable" from the dropdown menu if a

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component does not apply to the plan that is being submitted. Once you have completed each of
the fields, click the "Save and Continue" button. Figure 3-11 will display.
Figure 3-11 Create New Plan: Production Process-related Components

The fields on this page should be used to explain how your company will verify that the
renewable fuel production process being used is appropriate for the RINs being generated. Select
"Specify" from the dropdown to expand a text field. Select "Not Applicable" from the dropdown
menu if a component does not apply to the plan that is being submitted. Once you have
completed each of the fields, click the "Save and Continue" button. Figure 3-12 will display.

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Figure 3-12 Create New Plan: RIN Generation-related Components

The fields on this page should be used to explain how your company will verify that the
renewable fuel being produced qualifies to generate RINs, and that the number of RINs
generated is accurate. Select "Specify" from the dropdown to expand a text field. Select "Not
Applicable" from the dropdown menu if a component does not apply to the plan that is being
submitted. Once you have completed each of the fields, click the "Save and Continue" button.
Figure 3-13 will display.
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Figure 3-13 Create New Plan: RIN Separation-related Components

The fields on this page should be used to explain how your company will verify that any RIN
separation being done by the producer is done according to the requirements of § 80.1429, was
reported to EMTS accurately and in a timely manner, and is supported by records. You will also
need to explain how your company will verify that fuel that is exported was not used to generate
RINs, or alternatively that RINs were generated but retired, as well as the accuracy of the annual
attestation. Select "Specify" from the dropdown to expand a text field. Select "Not Applicable"
from the dropdown menu if a component does not apply to the plan that is being submitted. Once
you have completed each of the fields, click the "Save and Continue" button. Figure 3-14 will
display.

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Figure 3-14 Create New Plan: QAP Documents

This page displays a document upload table. This table should be used to upload all
documentation related to the general plan. Click the "Add Files" button and a pop-up window
will appear. Use this window to select the file you wish to upload. Click the "Open" button to
add the selected file to the table. Repeat this step for each of the files that need to be uploaded to
the table. Once all of the files are listed in the table, click the "Upload" button. Only file types
with the extensions .doc, .docx, .xls, .xlsx, and .pdf will be permitted. After all of the files have
been uploaded, click the "Review" button. Figure 3-15 will be displayed.

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Figure 3-15 General QAP Plan Submission

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submission. Please reference Appendix A: Using the e-Signature Widget for a more detailed
description of the widget.
After you complete the e-Signature widget, you will be returned to the "Quality Assurance
Provider Home" page. The page will display a confirmation message for the general plan
submission as well as a new table where you can access that submission.
Click the "Create New Pathway-specific Plan" button to begin a general plan. Figure 3-16 will be
displayed.
3.3

Pathway-specific QAP Plan

The Pathway-specific Plan submission will be submitted and electronically signed using the eSignature widget. Figure 3-16 is the first page in the General Plan submission.
Figure 3-16 Create New Plan: Create Passphrase

The data submitted in the pathway-specific plan is considered Confidential Business Information
(CBI) data. All CBI data submitted through the QAP application is encrypted using a passphrase.
Your passphrase must be at least 8 characters in length and a combination of letters and numbers
but may not contain special characters. Your chosen passphrase will be unique to the specific
submission and is not related to your CDX password or any passphrases entered for other QAP
submissions.
Important! You must remember your passphrase in order to access your submission. For security
reasons, the system administrator does not have access to your passphrase and it cannot be reset.
If you forget or lose your passphrase, you will not be able to access your submission and must
deactivate the existing submission and create a new submission to make any updates.
Provide a passphrase and click the "Save and Continue" button. Figure 3-17 will be displayed.

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Figure 3-17 Create New Plan: Pathway-specific Information

This page should be used to list each of the RFS pathways that will apply to this pathwayspecific plan. Select a value from each of the dropdown menus; Fuel Code, Process Code,
Feedstock Codes, and Renewable Fuel Code. Click the "Add" button. After clicking the "Add"
button, the RFS pathway should appear in the "Associated Fuel Pathways" table.
Once you have added all of the RFS pathways that are applicable to this plan, click the "Save and
Continue" button. Figure 3-18 will be displayed.

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Figure 3-18 Create New Plan: Feedstock-related Components

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component does not apply to the plan that is being submitted. If you have already submitted the
required information in the General QAP plan, you can select "Refer to General Plan" from the
dropdown menu. Once you have completed each of the fields, click the "Save and Continue"
button. Figure 3-19 will display.
Figure 3-19 Create New Plan: Production Process-related Components

The fields on this page should be used to explain how your company will verify that the
renewable fuel production process being used is appropriate for the RINs being generated. Select
"Specify" from the dropdown to expand a text field. Select "Not Applicable" from the dropdown
menu if a component does not apply to the plan that is being submitted. If you have already
submitted the required information in the General QAP plan, you can select "Refer to General
Plan" from the dropdown menu. Once you have completed each of the fields, click the "Save and
Continue" button. Figure 3-20 will display.

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Figure 3-20 Create New Plan: RIN Generation-related Components

The fields on this page should be used to explain how your company will verify that the
renewable fuel being produced qualifies to generate RINs, and that the number of RINs
generated is accurate. Select "Specify" from the dropdown to expand a text field. Select "Not
Applicable" from the dropdown menu if a component does not apply to the plan that is being
submitted. If you have already submitted the required information in the General QAP plan, you

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can select "Refer to General Plan" from the dropdown menu. Once you have completed each of
the fields, click the "Save and Continue" button. Figure 3-21 will display.
Figure 3-21 Create New Plan: RIN Separation-related Components

The fields on this page should be used to explain how your company will verify that any RIN
separation being done by the producer is done according to the requirements of § 80.1429, was
reported to EMTS accurately and in a timely manner, and is supported by records. You will also
need to explain how your company will verify that fuel that is exported was not used to generate
RINs, or alternatively that RINs were generated but retired, as well as the accuracy of the annual
attestation. Select "Specify" from the dropdown to expand a text field. Select "Not Applicable"
from the dropdown menu if a component does not apply to the plan that is being submitted. If
you have already submitted the required information in the General QAP plan, you can select
"Refer to General Plan" from the dropdown menu. Once you have completed each of the fields,
click the "Save and Continue" button. Figure 3-22 will display.

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Figure 3-22 Create New Plan: QAP Documents

This page displays a document upload table. This table should be used to upload all
documentation related to the pathway-specific plan. Click the "Add Files" button and a pop-up
window will appear. Use this window to select the file you wish to upload. Click the "Open"
button to add the selected file to the table. Repeat this step for each of the files that need to be
uploaded to the table. Once all of the files are listed in the table, click the "Upload" button. Only
file types with the extensions .doc, .docx, .xls, .xlsx, and .pdf will be permitted. After all of the
files have been uploaded, click the "Review" button. Figure 3-23 will be displayed.

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Figure 3-23 General QAP Plan Submission

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Review the information provided on this page. If all of the information is correct, click the "Sign,
Encrypt and Submit" link. The e-Signature widget will appear. Complete the widget to sign the
submission. Please reference Appendix A: Using the e-Signature Widget for a more detailed
description of the widget.
After you complete the e-Signature widget, you will be returned to the "Quality Assurance
Provider Home" page. The page will display a confirmation message for the pathway-specific
plan submission as well as a new table where you can access that submission.
You have now completed the registration process for a new QAP Company. At this point you
can create additional pathway-specific plans if necessary. You will be able to associate your
QAP Company to Fuel Producer Companies once EPA has approved all three submissions.
Instructions for the QAP Company to Fuel Producer Company association process can be found
in section 4, QAP Company to Fuel Producer Company Associations.
3.4

Accessing Existing Plans

Once you have submitted QAP plans and closed the application, you can access those plans
again through the OTAQReg application. Log into the application and access the "OTAQ
Registration Home" page. Figure 3-24 will display.
Figure 3-24 OTAQ Registration Home Page

Click the "Enter/View QAP Data" link to access the QAP application. Figure 3-25 will display.

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Figure 3-25 QAP Home Page

Click on the "View" link to access any of the submissions. You will need to enter the passphrase
in order to view the data. Enter the passphrase and click the “Continue” button. A page similar to
the one in Figure 3-26 will display. You may click the “Revise” button to submit an update to
your submission. Click one of the hyperlinks to view or download the CROMERR Copy of
Record for your submission.
Figure 3-26 View Existing Submission

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If you have forgotten your passphrase, you can deactivate your plan by using the link shown in
Figure 3-27.
Figure 3-27 Deactivate Submission

Click the "Deactivate Submission" hyperlink. Figure 3-28 will display.
Figure 3-28 Deactivate Submission Pop-up

Click the "OK" button to erase all CBI data from your submission and start over. Any non-CBI
data will be saved within the submission for editing. Figure 3-29 will display.

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Figure 3-29 Create New Passphrase

Enter a new passphrase and click the "Deactivate and Continue" button to access the submission
and submit it to EPA for review.

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QAP Company to Fuel Producer Company Associations

The following sections describe how to associate your QAP Company to a Fuel Producer
Company in order to complete audits.
Note: The QAP Company must have an approved Company Qualifications, General Plan, and Pathway-specific
Plan prior to associating to a Fuel Producer Company.

4.1

Create Company Audit Request
Figure 4-1 OTAQ Registration Home Page

Click the “Associate QAP Company to Fuel Producer Company” link in the left side toolbar of
your OTAQ Registration Home page, as seen in Figure 4-1. Figure 4-2 will display.
Figure 4-2 Associate QAP To FP Company

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If you are associated to multiple QAP Companies, a dropdown menu will appear above the
search fields. Choose the QAP Company you would like to associate prior to searching for a Fuel
Producer Company. Enter your company specific search criteria into the textboxes and click the
“Search” button. A list of all companies matching your search criteria will display, as shown in
Figure 4-3.
Figure 4-3 Search Results

Select the radio button next to the company you would like to associate to and click the "Use
Selected" button. Figure 4-4 will display.

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Figure 4-4 Associate to Company: QAP Pathways

A list of pathways for which your company has been approved to audit is displayed on the page.
Enter instructions that will be displayed to the Fuel Producer RCO in the text box provided. The
Fuel Producer will use your comments to assign the correct pathways to your QAP Company
with the appropriate Start and End date, so be sure to include all relevant information, and upload
an affidavit if necessary. Click the "Continue" button. Figure 4-5 will display.

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Figure 4-5 Submit Request Page

Click the "Submit" button. Figure 4-6 will display.
Figure 4-6 Further Action Required

Click the “Click here to save copies of your registration forms” link to save a hard copy of your
registration forms in PDF form. It is required that you save a copy of your registration forms
before submitting your request. If you attempt to select the “Home” button without first saving a
copy of your registration forms, a notification window will appear prompting you to first save
your forms.
Once you have submitted your QAP Company Association Request, you will receive an email
notification stating that your QAP Company Association Request is awaiting RCO signature
along with a hard copy of your company association registration forms. The Company
Association request will appear in the Pending Requests section of your OTAQ Registration
Home Page, as shown in Figure 4-7.
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4.2

Approve QAP Company Association

QAP Company to Fuel Producer Company associations must be approved by the Fuel Producer
RCO before a QAP Company can begin auditing a Fuel Producer. To access a QAP Audit
Request, the Fuel Producer RCO should begin by logging into the OTAQReg application, as
shown in Figure 4-7.
Figure 4-7 OTAQ Registration Home Page

Click the company name in the "Request For" column to access the Audit Request. Figure 4-8
will display.

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Figure 4-8 QAP Audit Request Page

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Review the information included in the Audit Request. The list of pathways displayed allows
you to view all pathways that the Quality Assurance Provider is approved for. Click the "Add
Facility Pathway" button to begin to associate your pathways to the QAP Company. Figure 4-9
will display.
Figure 4-9 Add Fuel Pathway Pop-up

Select the facility that you would like to allow the QAP Company to associate to from the
"Select the Facility" dropdown menu. Select the RFS Pathway that you would like to allow the
QAP Company to associate to from the "Select the RFS Pathway" dropdown. Provide a start and
end date for the QAP service.
Click the “Add Facility/Pathway” button once you have made your selections. Figure 4-10 will
display.

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Figure 4-10 QAP Audit Request

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Verify that the facility/pathway combination selected in the pop-up is displayed in the
"Associated Fuel Pathways" section. To add additional pathways, click the “Add Facility
Pathway” button again. To move forward with the request process, click the "Approve Request
with Selected Pathways" button. Figure 4-11 will display.
Figure 4-11 Sign Electronically

To electronically sign the QAP Company Association request, please click the “Sign
Electronically” button. Please reference Appendix A: Using the e-Signature Widget for
instructions on signing electronically.
Note: The “Sign Electronically” button will only be displayed if the Fuels Program has received your CDX
Electronic Signature Agreement. Please refer to Appendix A: Using the e-Signature Widget for further details. If
you do not have a valid CDX ESA, a “Submit” button will display.

After completing the e-Signature Widget, Figure 4-12 will display. The request has been
successfully completed, and the selected pathway associations will be created.
Figure 4-12 Signature Confirmation and Print Page

If you wish to submit hard copies of your association forms to the Fuels Program or you do not
have e-signature capabilities, please click the “Print, Sign and Mail” button. Figure 4-13 will
display.

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Figure 4-13 Further Action Required Page

Click the “Click here to save copy of your request” link to save a hard copy of your association
request in PDF form. It is required that you save a copy of your association request before
submitting your request. If you attempt to select the “Home” button without first saving a copy
of your registration forms, a notification window will appear prompting you to first save your
forms.
If the RCO chooses to print, sign and mail the association request, the request will not be
complete until EPA has received the wet ink signature and it has been activated by an EPA
Administrator.
4.3
Remove QAP Company Associations
Fuel Producer RCOs, QAP Company RCOs and EPA Administrators have the ability to remove
associations between a QAP Company and a Fuel Producer Company's facility/pathway.
4.3.1

Fuel Producer RCO Association Removal

Figure 4-14 displays the view that a Fuel Producer RCO will see once a QAP Company has been
associated to their Fuel Producer Company.

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Figure 4-14 Manage QAP Provider Associations

Click on the "Manage QAP Provider Associations" link. This will take you into the Company
Details in Edit mode. Figure 4-15 will display.
Figure 4-15 Remove Company Pop-Up

Click the "Remove" hyperlink corresponding to the facility/pathway that you would like to
remove. Once you remove the facility/pathway combination that combination will no longer
display on the list. It will be immediately removed from the list, and you may return to the
OTAQReg Home Page. No Company Update change request process is required. If this was the
only combination, the user will be returned to the "Company Details" tab and the "QAP Provider
Associations" tab will no longer be displayed.
4.3.2

QAP RCO Association Removal

QAP RCOs will not see the “Manage QAP Associations” link. To remove pathways as a QAP
RCO, click on the Company Name hyperlink from the OTAQReg Home Page, as seen in Figure
4-16. Figure 4-17 will display.
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Figure 4-16 QAP Provider RCO: Access QAP Company

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Figure 4-17 Edit Button

After entering “Edit” mode, click the “Facility/Pathway Associations” tab. The list of all
pathways associated to your QAP Company will display. To remove a pathway association, click
the “Remove” hyperlink next to the pathway, as shown in Figure 4-18. It will be immediately
removed from the list, and you may return to the OTAQReg Home Page. No Company Update
change request process is required.
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Figure 4-18 Remove Pathway Associations

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Appendix A: Using the e-Signature Widget

Users should refer to the steps outlined in this section to successfully sign submissions within the
OTAQReg application.
Upon selecting the “Submit” button for an OTAQReg submission, you will be prompted with the
certification statement as shown in Figure 5-1.
Figure 5-1 Certification Statement

Upon reading the full agreement, click the “Accept” button. Figure 5-2 will display.
Figure 5-2 Authentication

This page requires you to verify your CDX identity. The page displays your CDX User ID and a
field to provide your CDX password. If you enter an incorrect password, you will be prompted
with an error message. After three failed attempts, your CDX account will be locked. To unlock
your account, contact the CDX Help Desk at 888-890-1995 or [email protected].
Enter your CDX user account password and click the “Login” button. Figure 5-3 will display.

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Figure 5-3 Answer Secret Question

The next step is to provide the answer to your secret question. The page will display one of the
five secret questions you chose during your e-Signature PIN verification.
If you fail to respond or enter an incorrect answer, you will be prompted with an error message.
Please note that the secret question will not change should you answer incorrectly. After three
failed attempts, your CDX account will be locked. To unlock your account, contact the CDX
Help Desk at 888-890-1995 or [email protected].
Enter the answer you provided during your e-Signature PIN verification and click the “Answer”
button. Figure 5-4 will display.
Figure 5-4 Sign File

Click the “Sign” button.
Congratulations! You have successfully electronically signed and submitted your OTAQReg
submission.

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Appendix B: Support Information

For frequently asked questions about the content, formats, or policies for the Office of
Transportation and Air Quality (OTAQ) please reference the Fuels Program website at
http://www.epa.gov/otaq/fuels/index.htm.
For any general or technical questions related to the Central Data Exchange you may contact any
of the following:
• Telephone - Person-to-person telephone support is available from the CDX Help Desk 8:00
am to 6:00 pm EST. Call our toll-free line at 888-890-1995.
• Email - Send e-mail to Technical Support at [email protected] with “Technical Support”
in the Subject line.
If you have any questions relating to fuels programs registration, reporting, or OTAQReg, please
contact the EPA Fuels Programs and EMTS Support Line at [email protected].

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Appendix C: OTAQ Registration Roles
• Limited Company Viewer: This role has limited read-only access to associated company and
facility information. Users with this role will not be able to see RCO information. These
users will also be limited to only basic facility information on the Facility Details page.
• Company Viewer: This role has full read-only access to associated company and facility

information.

• Company Editor: This role has full viewing and editing rights to associated company and
facility information.
7.1
OTAQ Program Roles
• Cellulosic Biofuel Waiver Credits (Pay.gov) Submitter: Users should select this role if they
are registering for the Cellulosic Biofuel Waiver Credits Pay.gov application to purchase
cellulosic biofuel waiver credits on behalf of the company (This role should only be selected
if the company registered as a gasoline or diesel refiner or a non-renewable fuels importer).
• DC Fuels Submitter, Third Party Engineering Review: This role applies only if users are
registering for the DC Fuels data flow and Title 40 CFR Part 80 Subpart M Independent
Third Party Engineering Review. This will be automatically selected when “Independent
Third Party Engineer” is chosen.
• DC Fuels Submitter, RFS Pathway Petitions (40 CFR 80.1416): Users should select this role
if they are registering for the DC Fuels data flow to submit RFS Pathway Petitions as
described in Part 80.1416.
• DC Fuels Submitter, Title 40 CFR Part 79 Subparts A,B,C,D, and F: Users should select this
role if they are registering for the DC Fuels data flow and Title 40 CFR Part 79 Regulation of
Fuels and Fuel Additives.
• DC Fuels Submitter, Title 40 CFR Part 80 Subparts D, E, F, H, J, and L: Users should select
this role if they are registering for the DC Fuels data flow and Title 40 CFR Part 80
Reformulated Gasoline / Anti-Dumping / Gasoline Toxics / Gasoline Sulfur / Gasoline
Benzene.
• DC Fuels Submitter, Title 40 CFR Part 80 Subpart I: Users should select this role if they are
registering for the DC Fuels data flow and Title 40 CFR Part 80 Motor Vehicle, Nonroad,
Locomotive, and Marine Diesel Fuel.
• DC Fuels Submitter, Title 40 CFR Part 80 Subparts K and M: Users should select this role if
they are registering for the DC Fuels data flow and Title 40 CFR Part 80 Renewable Fuel
Standard.
• DC Fuels Submitter, Title 40 CFR Part 80 Subpart O: Users should select this role if they are
registering for the DC Fuels data flow and Title 40 CFR Part 80 Gasoline Sulfur (Tier 3).
• EMTS Fuels ABT Viewer: Users should select this role if they are requesting view-only
access for all Gasoline Sulfur and Benzene Averaging, Banking, and Trading (ABT)
transactions under the Tier 3 Gasoline Sulfur Program within the EMTS data flow.
• EMTS Fuels ABT Submitter: Users should select this role if they are requesting both editing
and submitting rights for all Gasoline Sulfur and Benzene Averaging, Banking, and Trading
(ABT) transactions under the Tier 3 Gasoline Sulfur Program within the EMTS data flow.
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• EMTS RFS Viewer: Users should select this role if they are requesting view-only access for
all RIN transactions under the RFS Program within the EMTS data flow.
• EMTS RFS Submitter: Users should select this role if they are requesting both editing and
submitting rights for all RIN transactions under the RFS Program within the EMTS data
flow.
• Agent: Users should select this role if they are an agent for a company (The definition of an
agent is a person who is not a direct employee of the company).
• Independent Third Party Engineer: Users should select this role if they are an independent
third party engineer. Selecting this role will automatically de-select all other OTAQReg
Program roles, and add the DC Fuel Submitter, Third Party Engineering Review and OTAQ
Registration Company Viewer roles. All other roles will be disabled.
• QAP Auditor: Users should select this role if they are associated to a company with “Quality
Assurance Provider” as the selected Program Type/Business Activity to indicate that they are
a QAP Auditor. Users will not be permitted to select this role for companies that are not
Quality Assurance Providers.

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File Type	application/pdf
File Title	OTAQ Quality Assurance Provider User Guide, Version 1.02 (EPA-420-B-15-061, March 2015)
Subject	quality, assurance, provider, registration, user, guide, online, application, version 1.02, fuels, program, producer, central da
Author	U.S. EPA
File Modified	2015-07-07
File Created	2011-10-12