Encamp streamlines the Tier II reporting process, automating submissions and fee payments across all states, territories, and local authorities. This guide outlines the entire process, from data preparation to post-submission document retention.

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Before submitting your Tier II report, all required data is accurately entered into the Encamp system. There are two primary methods for accomplishing this:

You can manually input your facility and chemical inventory data directly into the Encamp platform. This method is most common and is suitable for organizations with a smaller number of facilities, a large number of users, or simply those who prefer a hands-on approach to data entry.

For detailed instructions on how to enter data directly into Encamp, please refer to File a Tier II Report.

When entering data manually, keep in mind that Encamp automatically performs threshold calculations for each product. Users are able to enter all chemicals at the facility and have Encamp perform threshold determinations for each, depending on the jurisdiction of the report. For more information on this process, see the Threshold Calculations section below. By default, chemicals below reporting threshold are not included on a report. To learn how to report chemicals that were determined to be below reporting threshold, see Mark a product as always reporting.

For organizations with large amounts of data or complex reporting needs, Encamp offers data pipeline solutions. These pipelines transform raw data from your internal systems into Tier II reports within the Encamp platform that can then be reviewed or submitted individually or in bulk.

For a detailed explanation of how data pipelines work in Encamp, see the Data Pipelines section below.

As your report's data is prepared, it is validated against the compliance rules for that report's jurisdiction. Once the report is submitted, Encamp's automated submission process begins.

Encamp submits reports to State Emergency Response Commissions (SERCs) through various methods, depending on each state's requirements:

• Tier2 Submit software

• E-Plan portal

• Tier II Manager portal

• State-specific reporting portal

For states that accept Tier2 Submit files, Encamp automatically transforms your data into a .t2s file and submits it according to the state's requirements - whether via email, website, or even CD.

For states using a reporting portal, Encamp's automation uses your provided credentials to log into the portal and input the reporting data.

In most jurisdictions, you are also required to submit the report separately to the Local Emergency Planning Committee (LEPC) and the local Fire Department. Encamp maintains information on more than 4,000 LEPCs and 31,000 Fire Departments in the country, including:

• How the report should be submitted (e.g., hard copy mail, e-mail, or separate portal)

• To whom the report should be sent (mailing address or e-mail address)

Encamp's automated system ensures the report reaches the correct parties. Any hard copy mailings include tracking to confirm delivery and completion of filing.

If the report is being filed in a jurisdiction that requires fees, Encamp handles and pays filing fees on your behalf. For more details on this process, see the Filing Fees section below.

Encamp collects and stores all relevant submission records throughout the fulfillment process. These records include:

• Final copy of the certified report

• Portal confirmation that a report was submitted and received

• Receipt for a fee payment made by credit card or a copy of the mailed check

• Certified mail tracking for a report sent to an LEPC or FD

These records are automatically uploaded back into the platform and can be accessed via the Documents section or by navigating to the report itself.

Encamp's platform automatically evaluates inputted product quantities against reporting thresholds and determines if a facility is subject to Emergency Planning requirements under EPCRA Section 302.

Reporting thresholds for hazardous materials vary depending on the jurisdiction of your facility. For example, in Tennessee, the threshold for hazardous materials is 10,000 pounds, whereas in Louisiana, it's only 500 pounds. Some Local Emergency Planning Committees and Fire Departments may impose even stricter requirements.

Encamp's intelligent platform automatically determines whether a product's quantity is over or under the reporting threshold based on the facility's location and the chemical data provided. This calculation is performed on every product included on your Tier II report.

By default, products that fall under the reporting thresholds are not included in the final, submitted report. However, Encamp offers the option to include products below reporting thresholds in your final report for full transparency. To give customers full control over their data and how it is reported, Encamp also offers the option to not include products that are over reporting thresholds.

For instructions on how to customize what products are reported, please refer to Mark a product as always reporting.

Encamp's platform automates the process of determining a facility's emergency planning status under EPCRA Section 302. It aggregates the quantity of every Extremely Hazardous Substance (EHS) present at your facility and compares it to the corresponding Threshold Planning Quantity (TPQ). If your facility's aggregate EHS quantity exceeds the TPQ, the Encamp platform will automatically designate your facility as subject to emergency planning under EPCRA Section 302.

Facilities subject to EPCRA Section 302 often have additional reporting requirements, which can include:

• The designation of an Emergency Planning Coordinator

• The inclusion of the facility's Emergency Response Plan

• Information about chemical carriers, and more

When the platform determines that a facility has become subject to emergency planning requirements, it will automatically require you to include that information before allowing the report to be submitted.

For more information on EPCRA Section 302 compliance, please see Is My Facility Subject to Emergency Planning?

Data pipelines are vital to Encamp's operations, enabling the transformation of raw data sets from customers into compliant Tier II reports. Whether the data is provided as an export from an internal Enterprise Resource Planning system, an Excel worksheet, or a third-party vendor, our Data Solutions team works with you to understand your data and automate its transformation into useful insights.

The data pipeline process consists of the following steps:

1. Data Collection: Encamp provides multiple methods for collecting your data, including direct upload within the Encamp application or cloud-based file sharing, such as Box.

2. Data Cleaning: After your data is received, it is evaluated for gaps and cleaned to remove irrelevant data. This step ensures data accuracy by removing non-chemical products from inventory reports and correcting and removing corrupt, mislabeled, poorly formatted, duplicate, or incomplete data.

3. Data Transformation: Your data is then transformed into a format suitable for ingestion into Encamp. This transformation process includes standardizing data, splitting or merging data, converting units of measurement into a standard format, and aggregating and consolidating data.

4. Data Ingestion: Data ingestion pipelines further transform your data into predefined formats and deliver it to Encamp. This step automates some tasks that were previously performed manually, improving efficiency.

5. Data Validation: Once your data is in Encamp, it is checked against various data and compliance rules to determine if the information falls within the acceptable range of values. This data validation is performed to ensure that the data collected fulfills jurisdictional requirements.

Throughout this process, Encamp's Environmental Data Manager works directly with you to clean and transform your raw data sets, ensuring data integrity and quality.

Encamp manages the complex process of fee payments associated with Tier II reporting on your behalf.

Tier II filing fees can vary significantly based on the report's location. These fees can be levied by the State Emergency Response Commission (SERC), the Local Emergency Planning Committee (LEPC), or even the local Fire Department. The methods of payment also differ, with some jurisdictions requiring credit card payments and others accepting checks.

Fees can be a flat rate or calculated based on various factors such as the number of chemicals reported, the number of employees, or even the size of the facility.

The timeline for collecting these fees also varies. Some jurisdictions collect the fees at the time of report submission, while others assess the fees later, often mailing an invoice weeks or even months after the fact.

All records related to payments, including invoices, credit card payment receipts, or copies of checks, are systematically uploaded back into the Encamp platform. These records can be accessed in two places:

• The 'Records' section for your organization

• The 'Submission Records' section of your report page

To simplify expense tracking related to the reporting process, Encamp consolidates all the filing fees and invoices them back to you as a lump sum at a later date. If needed, we can further break down these fees by facility.