User Guide for Biofuel Producers

Ver. 1.1 of 04/17/2013

USER GUIDE

BIOFUEL PRODUCERS

Application used to fill out and submit applications for the

accreditation of "favored" biofuel production plants

- Decree of the Minister for Economic Development dated February 14, 2013 -

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Summary

1. Introduction ............................................................................................................................. 3

2. Preliminary phase: registration on GWA ................................................................................. 4

3. BIOFUELS Portal ....................................................................................................................... 6

3.1 Home Page ...................................................................................................................... 6

4. Tax Warehouses ....................................................................................................................... 7

4.1 Entry of a new tax warehouse ........................................................................................ 7

5. Producer ................................................................................................................................. 11

5.1 Enter / edit a new accreditation request ...................................................................... 12

5.2 Save and submit the application ................................................................................... 14

5.2.1 Generation of the application ................................................................................... 14

5.2.2 Sending of the application ........................................................................................ 15

6. APPENDIX – Attachments required for sending .................................................................... 17

7. APPENDIX – Template accreditation application ................................................................... 18

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Introduction 1.

The purpose of this manual is to guide operators through the compilation and submission

phases for applications for accreditation in the computer-based registry that GSE manages

through the BIOFUELS (BIOCARBURANTI) web application.

The document progresses through the BIOFUELS data entry process and is supplemented with

screen images taken from the application.

Beginning with preparatory phase for program access, it proceeds as follows:

a) entry of the operator's information through the GWA system inside GSE's Customer

Area (Area Clienti GSE);

b) entry of information from the tax warehouse registry;

c) submitting the application;

d) editing the application.

The appendix includes a table that lists and describes the attachments necessary for completing

the submission of the request, plus a template containing the data required by the software.

After the information has been entered, the operator then needs to download the application,

sign every single page, scan it in .pdf format and upload it to the portal, remembering to upload

the identification document of the declarer as well.

For information on the accreditation of "favored" biofuel producers, the biofuel home use

system and the acknowledgment of related certificates, please refer to the dedicated section of

the www.gse.it website.

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Preliminary phase: registration on GWA 2.

Operators who would like to submit an accreditation application first need to register on the

GSE's GWA system (GSE’s Gestione Web Access - Web Access Management). The GWA system

is accessed through the “CUSTOMER AREA” (“AREA CLIENTI”) of the www.gse.it website (Figure

1), where the related user guide can also be found.

IMPORTANT: operators already registered in the Customer Area for other applications do not

need to register again.

Figure 1 – GSE website

Foreign companies will need to enter the following Subject Type during the GWA registration

phase: “Enterprise or private entity established abroad, and not otherwise classifiable, that

engages in economic activity in Italy” (see Figure 2) – (Impresa o ente privato costituito

all’estero non altrimenti classificabile che svolge un’attività economica in Italia).

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Figure 2 – Registered office abroad

After registration is complete, the operator is issued access credentials (userid and password)

for the GSE applications and a unique identifier code to use for the creation of other

authorized users. Since different GSE applications can be selected inside the GWA system,

proceed by clicking on "BIOCAR" (Figure 3).

Figure 3 – Access to the Biofuels portal

ATTENTION: accreditation applications need to be submitted .pdf format. Before accessing the

application, change the safety settings for the browser. When using Internet Explorer, proceed

as follows:

1. in the tools menu, select "Internet Options";

2. in the "Internet Options" window, select the "Security" Tab (or "Protection," depending on the version);

3. in the "Security" Tab, click on the "Customized Level" button;

4. find the "Download" section inside the Security settings, and select the "Enable" option for "Request

automatic confirmation for file downloads."

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BIOFUELS Portal 3.

3.1 Home Page

The menus in the upper section of the Home Page are TAX WAREHOUSES (DEPOSITI FISCALI), PRODUCER

(PRODUTTORE), OBLIGATED SUBJECT (SOGGETTO OBBLIGATO) and TAX DATA (DATI FISCALI) (Figure 4).

The TAX WAREHOUSES (DEPOSITI FISCALI) menu is used to enter the information for the tax

warehouse/production plant for which the application is being submitted.

The PRODUCER (PRODUTTORE) menu is used to enter the information for the favored biofuel

production plant applying for accreditation.

IMPORTANT: the OBLIGATED SUBJECT (SOGGETTO OBBLIGATO) menu is dedicated to the annual

communications issued by Obligated Subjects. The TAX DATA (DATI FISCALI) menu is used for

entering information regarding the taxation of the operator.

THESE LAST TWO MENUS ARE NOT NECESSARY FOR THE ACCREDITATION APPLICATIONS OF

FAVORED BIOFUEL PRODUCERS.

The following two sections are in the center of the page: NEWS and USEFUL LINKS (LINK UTILI). The

USEFUL LINKS section contains links to other websites where more information on biofuels can be

found. The NEWS section contains updates concerning the usage of the portal.

Figure 4 – Biofuels portal Home Page

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Tax Warehouses (Depositi Fiscali) 4.

Users can click on TAX WAREHOUSES SUMMARY (RIEPILOGO DEPOSITI FISCALI) in the TAX WAREHOUSES (DEPOSITI

FISCALI) menu to access the page for searching, viewing and entering tax warehouses.

Figure 5 – Tax warehouses summary

This page contains the following information:

A. Search filters (Filtri Depositi Fiscali): Tax Warehouse ID (ID Deposito Fiscale), Excise

Code (Codice Accisa), Creation Date from (Data Creazione Da), Creation Date to (Data

Creazione A), Authorized Warehouse Responsible (Depositario Autorizzato), Tax Code

(Codice Fiscale) (Figure 5, lett. A).

B. “Search Warehouses” (“Ricerca Depositi”) button for searching for warehouses, and

"Reset" (“Pulisci”) to set the search filters back to the default values (Figure 5, lett. B).

C. “New tax warehouse” (“Nuovo deposito fiscale”) button for entering a new warehouse

(Figure 5, lett. C).

D. List of Tax Warehouses (“Lista dei Depositi Fiscali”), containing a list of the warehouses

registered in the portal (the summary warehouse grid is empty by default and filled in

by the search that is selected - Figure 5, lett. D).

4.1 Entry of a new tax warehouse

To submit an application, a new tax warehouse first needs to be created. To do so, click on the

“New tax warehouse” (“Nuovo deposito fiscale”) button (Figure 5, lett. C). The system then

asks you whether you would like to create an aggregated tax warehouse (Figure 6).

Figure 6 – Create an aggregated tax warehouse YES or NO?

IMPORTANT: YOU MUST ANSWER NO IN ORDER TO CONTINUE ENTERING THE TAX

WAREHOUSE. AGGREGATED TAX WAREHOUSES ARE NOT ELIGIBLE FOR ACCREDITATION.

B

A

D C

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The details for the tax warehouse then need to be entered, which means the geographic

information for the tax warehouse and the data for the authorized depository and the

warehouse. (Figure 7). The authorized depository is the controller with responsibility for

managing the activities of the tax warehouse and its compliance with the conditions

established by the competent authorities.

Figure 7 – New tax warehouse

IMPORTANT: all fields are obligatory for accreditation applications, even those with no

asterisk.

Authorized Warehouse Responsible (Depositario Autorizzato) is the entity in charge of the

management of the Tax warehouse in compliance with the tax regulations.

After the general information has been entered, you may proceed to enter the Attachments. If

the tax warehouse that is being registered is based in Italy, you need to indicate the

authorization decree (DOCUMENTO DI AUTORIZZAZIONE) that was issued for operating

purposes and the details of the operating license (LICENZA DI ESERCIZIO) for the tax warehouse

(Figure 8).

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Figure 8 – Attachments to Italian tax warehouse

If the registration is for a production plant located in other countries of the European Union

and, only in case of biofuels mixed at 25% and used out-of-network, outside the European

Union, all fields are obligatory (Figure 9).

Figure 9 – Attachments for foreign tax warehouse

Enter Authorization decree (Inserisci documento di autorizzazione)

Issued by (Rilasciato Da)

Issued on (Rilasciato il)

Original Document (Documento Originale)

Document Translation (Traduzione del Documento)

Enter Operating license (Inserisci licenza di esercizio)

Issued by (Rilasciato Da)

Issued on (Rilasciato il)

Original Document (Documento Originale)

Document Translation (Traduzione del Documento)

To complete the creation of a tax warehouse, click on the button: .

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Producer (Produttore) 5.

Users can click on ACCREDITATION REQUEST MANAGEMENT (GESTIONE RICHIESTE DI ACCREDITAMENTO) in the

PRODUCER (PRODUTTORE) menu to access the search, view and entry page for the accreditation

request.

Figure 10 – Accreditation request management

The page contains the following information:

A. Search filters (Filtri Richiesta Accreditamento): ID request (ID Richiesta), Excise Code

(Codice Accisa), Request Year (Anno Richiesta), Request Status (Stato Richiesta),

Creation Date From (Data creazione Da), Creation Date To (Data creazione A) (Figure 10,

lett. A).

B. “Search Request” (“Ricerca Richiesta”) button for searching on warehouses, and

"Reset" (“Pulisci”) to reset the search filters to the default values (Figure 10, lett. B).

C. “New accreditation Requests” (“Nuova Richiesta di accreditamento”) button for

entering a new request (Figure 10, lett. C).

D. List of Accreditation Requests (“Lista Richieste Accreditamento”), containing a list of

the accreditation requests registered in the portal (the summary grid of warehouses is

empty by default and filled in with the search results - Figure 10, lett. D).

A

B C D

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5.1 Enter / edit a new accreditation request

To enter a new request, first choose the tax warehouse you would like to have accredited from

the drop-down menu “Select Existing Warehouse” (“Scegli Deposito Esistente”) (Figure 11,

lett. A).

Figure 11 – Selection of tax warehouse 1/2

If no warehouse has been registered, it will be necessary to do so by clicking on the “Create

New Warehouse” (“Crea Nuovo Deposito”) button (Figure 11, lett. B).

This will bring up the window for creating a tax warehouse: follow the instructions in section

4.1.

After the tax warehouse to be registered has been selected, the system will fill in the fields that

were entered when that warehouse was created. To continue, click on “Continue” (“Avanti”)

(Figure 12).

B A

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Figure 12 – Selection of tax warehouse 2/2

In the next screen, specify the type of “favored” biofuel being produced by the plant you would

like to be accredited (Tipologia di Biocarburante prodotta)1. You need to select at least one of

the two corresponding boxes in order to continue (Figure 13, lett. A).

Figure 13- General information

To edit the information for the tax warehouse, you need to exit from the PRODUCER (PRODUTTORE)

menu and enter the TAX WAREHOUSE SUMMARY (RIEPILOGO DEPOSITI FISCALI) section under the TAX

1 Biofuels produced in the EU from EU crop and/or Biofules mixed at 25% with fossil fuels and used out-of-

network.

B

A

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WAREHOUSES (DEPOSITI FISCALI) menu. On the tax warehouse summary (lista dei depositi fiscali)

screen, click on the corresponding icon to Select (Scegli) the one you would like to edit (Figure

14, lett. A).

Figure 14 - Tax warehouse selection

On the next screen, click on the “Edit” (“Modifica”) button (Figure 15, lett. A).

Figure 15 – Edit tax warehouse

Remember that if changes are made, then any attachments that had already been entered will

need to be re-entered.

When you have finished editing the tax warehouse, return to the ACCREDITATION REQUEST

MANAGEMENT (GESTIONE RICHIESTE DI ACCREDITAMENTO) section under the PRODUCER (RPODUTTORE) menu to

continue with the accreditation application. Click on “New accreditation Request” (“Nuova

Richiesta di accreditamento”) again in order to select the warehouse of interest.

To save the information that was entered on the form, click the “Save” (“Salva”) button (Figure

13, lett. B).

5.2 Save and submit the application

5.2.1 Generation of the application

To submit an accreditation application, first select it (Scegli) from the list on the summary

screen by clicking on the icon of choice (Figure 16, lett. A).

Figure 16 – Select application

The next screen will display the previously-saved information. After double-checking for

accuracy, click on the “Generate” (“Genera”) button (Figure 17, lett. A).

Figure 17 – Generate application

A

A

A

A

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After the file has been downloaded in .pdf format, the system displays a message confirming

the successful generation of the application (Figure 18).

Figure 18- download self-declaration

IMPORTANT: The .pdf document produced this way needs to be printed, signed on every

page and scanned, without any corrections and/or changes being made to the text. Any

modifications that are made will not be considered valid.

5.2.2 Sending of the application

To complete the submission of the application, the documents need to be uploaded in the

dedicated section, called "Attachments" (“Allegati”) (Figure 19).

Figure 19 – Application attachments

Two attachments need to be uploaded to the system: the signed accreditation application and

the identification document for the legal representative.

Figure 20 – upload attachments

In the “Attachment Type” (“Tipo Allegato”) field (Figure 20), select the requested attachments

each time(1)2. After selecting the document of interest, select the .pdf file to upload by using

2 Documento di identità Legale rappresentante = Identification document for the legal representative; Istanza d’accreditamento firmata = Signed accreditation application; Documento di identità del rappresentante delegato = Identification document for the delegated representative; Documento di delega = Proxy document.

3 1 2

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the "Browse" button (2). Lastly, click the "Upload Document" (“Carica Documento”) button to

upload the document (3).

For power of attorney, the signed proxy for the legal representative and the identification

document of the delegee will also need to be uploaded, making a total of four documents.

After uploading is completed, submit the attachments by clicking on the "Send" (“Invia”)

button (see Figure 21).

Figure 21 – Send application

Applications submitted in this way will displayed on the summary page with a status of “Sent”

(“Inviata”).

Please note that it is not necessary to upload all of the information in a single session. It

suffices for the entered data to be saved at the end of each session and to return to entering

process at a later time: in this mean time, the system displays the system with a status of

“Being entered” (“In compilazione”).

Later, after submission, the status is changed to “Sent” (“Inviata”).

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APPENDIX – Attachments required for sending 6.

ATTACHMENT TITLE WHEN NECESSARY

D Identification document for the legal representative

Sending of the application

C Signed accreditation application Sending of the application

F Identification document for the delegated representative

Sending of the application

G Proxy document Sending of the application

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7. APPENDIX – Template accreditation application ATTACHMENT B - ACCREDITATION APPLICATION

“FAVORED” BIOFUEL PRODUCTION PLANTS LOCATED ABROAD

I, the undersigned , born in , country , date , tax code , in the capacity of the Legal Representative/Special Attorney for Company , with registered offices in , country , on , Postal Code , Tax and VAT code , domiciled for this purpose at the Company headquarters,

HEREBY REQUEST

pursuant to article 2 of the Ministry for Economic Development Decree dated February 14, 20131, to be

entered in the registry of certifications, which is kept by the Gestore dei Servizi Energetici – GSE S.p.A., for

the plant referred to in letter b), and therefore

HEREBY DECLARE

pursuant to and according to the procedures referred to in DPR no. 445 of December 28, 2000, in

awareness of the expiration of any benefits granted and of the criminal sanctions for false or disingenuous

declarations pursuant to articles 75 and 76 of said decree,

a) that all of the information entered into the computerized Biofuels portal, which is accessed through

the www.gse.it website, correspond to the truth and to have verified, under my own responsibility, its

accuracy;

b) that Company is the owner of the biofuel production plant indicated below:

LOCATION EXCISE CODE TYPE OF

BIOFUEL

Country:

City:

N.

Art. 1, paragraph 1, MD 02/14/20131

lett. a)

lett. b)

c) to be in possession of all the documentation attesting the above declarations to be furnished during

any of the controls provided by current laws and regulations;

d) to have been informed that the stated information should be considered confidential and are

processed as such by the GSE, who shall not communicate them in a disaggregated form except

with the permission of and/or to the subjects involved in managing the system for obligatory home

use of biofuels;

e) to have been informed, pursuant to and by effect of article 13 of L.D. no. 196/03, that the personal

information that is collected shall be processed exclusively, including the use of computers, within

the context of the proceedings for which the present statement is being made.

Place and date The declarer or delegate

1 Decree of the Ministry for Economic Development, in concert with the Ministry for the Economy and Finance, the Ministry for the Environment and Protection of the Territory and Sea and the Ministry for Agricultural, Foodstuffs and Forestry Policy, dated February 14, 2013: “National reward system for the obligatory home use of biofuels," as provided by article 33, paragraph 7 of Legislative Decree no. 28 of March 3, 2011, as modified.

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