IN THIS ARTICLE:
This page helps you understand how attachments work in Environment Online and which documents you may need to include with your application.
What attachments you may need
Use this article to help you prepare relevant documents so your application can be assessed without unnecessary delay.
Attachments provide additional information that supports your application and helps the Department of Water and Environmental Regulation (the Department) assess and verify the details you have provided. Not all attachments will apply to every application. Requirements depend on factors such as your proposed activities, location, changes to an existing instrument, and the information entered in the digital application form in the Environment Online portal.
Refer to the Attachment matrix to identify the attachments that may be required for your application. You can then select the relevant application form sections for more detail about each attachment requirement.
When submitting your application, ensure attachments and supporting documents are clearly named (for example, Attachment 1 – Proof of occupier status).
For all application types, ensure the application history and any request for exemption application form annex are provided as attachments where required.
Attachment matrix (PDF)
The attachment matrix summarises the documents that may be required for different application types in Environment Online.
As the matrix is wide, it’s provided as a downloadable PDF to ensure it can be viewed clearly on all devices.
Use the attachment matrix as a guide only. Attachment requirements may vary depending on your proposed activities and the information provided in your application.
If you’re unsure which attachments apply to your application, refer to the guidance on this page or contact EO Support for help.
Download the attachment matrix (PDF)
Contact details/instrument details
You need to provide the following attachments as part of your application:
- Current ASIC Company Extract
- A current ASIC Company Extract must be provided for new instrument, registration, renewal and transfer applications. This must be the current company information extract (not the company information summary) purchased from the ASIC website(s).
- You should provide this extract for amendment applications where your ASIC details have changed.
- Authorisation to act as representative of the occupier
- A copy of the documentation authorising the applicant to act on the occupier’s behalf as their authorised agent or representative.
Premises details
You need to provide the following attachments as part of your application:
- Proof of occupier status
Copies of documents evidencing proof of occupier status, such as certificate of title, lease, or other instruments evidencing proof of occupier status, including the expiry date or confirmation that there is no expiry date.
- Premises maps
You must provide, as part of this application, premises map(s) in one of the following formats:- An aerial photograph, map, and site plan of sufficient scale showing the proposed prescribed premises boundary; or
- Where available, a map of the proposed premises boundary and site plan provided as an ESRI shapefile (accepted file types include .dbf, .shp, .prj, and .shx) with the following properties:
- Geometry type: Polygon Shape
- Coordinate system: GDA 2020 (Geographic latitude / longitude)
- Datum: GDA 2020 (Geocentric Datum of Australia 2020)
- Detailed premises map(s)
You must also provide a map or maps of the prescribed premises that clearly identify and label:- layout of key infrastructure and buildings
- the premises boundary (where the premises boundary does not align with the entirety of the cadastral boundary, identify the lot number for which the premises forms part)
- emission and discharge points (with precise GPS coordinates where available)
- monitoring points (with precise GPS coordinates where available)
- sensitive receptors and land uses
- all areas proposed to be cleared (if applicable).
Maps must include a north arrow, clearly show the area in which the activities are carried out and include a visible scale. Maps must be of reasonable clarity.
- Coordinates table
A coordinates table is required where the premises boundary does not align entirely with cadastral land parcels or mining tenements.
Prescribed activities
Application fees and invoices
Different fee units apply to different fee components. The value of a fee unit may change depending on the period in which the fee is calculated.
Once the Department has confirmed that your application meets the relevant requirements of the Environmental Protection Act 1986 (EP Act), you will be issued an invoice with instructions on how to pay your application fee.
Further information on fees is available on the Fact sheet: Industry Regulation fees.
Information required with your application
If applying for a new instrument (licence, registration, renewal or amendment), you must provide:
- detailed calculations of all fee components
- all information and data used to calculate the fees
- a document must be labelled ‘Proposed fee calculation’
If applying for a new works approval, you must provide:
- a detailed breakdown of the cost of works
- a document labelled ‘Cost of works breakdown’
Works approval fee – cost of works
The proposed works approval fee is calculated in accordance with Schedule 3 of the EP Regulations.
Fees are based on the total cost of the works, including all capital costs (inclusive of GST) associated with the construction and establishment of the proposed works.
This includes, but is not limited to:
- earthworks
- hardstands and drainage
- plant hire and equipment
- processing plant
- relocation of equipment
- labour hire
The following costs must not be included:
- cost of land
- cost of buildings used for purposes unrelated to the prescribed premises
- costs for buildings not related to the prescribed premises activity
- consultancy fees relating to the works.
Elements
You need to provide the following attachments as part of your application:
- Supporting documentation
Supporting documentation containing further detailed information relating to the construction, time limited operations and/or operations of the elements that form part of the application.
- Site plan(s)
Site plan(s) showing the location of all elements relevant to the application.
- Shapefile (if available)
If available, provide a shapefile of the site plan. This must be provided as a multi-file format and include, at a minimum, .shp, .shx, .prj and .dbf files.
- Environmental Commissioning Plan(s) (if applicable)
If commissioning is proposed, provide an Environmental Commissioning Plan containing further detailed information on commissioning activities.
The Environmental Commissioning Plan is expected to include, at minimum, identification of:
- the sequence of commissioning activities to be undertaken, including details on whether they will be done in stages
- a summary of the timeframes associated with the identified sequence of commissioning activities
- the inputs and outputs used in the commissioning process
- the emissions and/or discharges expected to occur during commissioning
- the emissions and/or discharges that will be monitored or confirmed to establish or test a steady-state operation (e.g. identification of emissions surrogates), including a detailed emissions monitoring
- the controls (including management actions) that will be implemented to address expected emissions and/or discharges
- any contingency plans for if emissions exceedances or unplanned emissions and/or discharges occur
- how commissioning activities will differ from standard operations once commissioning is complete.
Note: The Department will not include conditions on a granted instrument that authorise environmental commissioning activities unless it is satisfied that the risks associated with environmental commissioning can be adequately addressed.
If environmental commissioning is proposed under a works approval, sufficient information must be provided in the works approval application to allow the commissioning activities to be assessed. This would include, for example, the provision of an environmental commissioning plan. Applicants can seek advice from the Department on what information is required.
Emissions and discharges
You need to provide the following attachments as part of your application:
- Supporting documentation
Supporting documentation containing further detailed information relating to waste management, controlled waste, Part 2 waste, discharges to the environment (land, air, and water), Part 3 discharge components, fugitive emissions and proposed monitoring that form part of the application.
- Dangerous good approvals (if applicable)
Copy of any relevant dangerous goods approvals.
- Discharge location maps
Map(s) showing the location of where the waste is discharged to the environment (discharge points) relevant to the application.
- Emission source maps
Map(s) showing the source and location of emissions relevant to the application.
- Monitoring location maps
Map(s) showing all monitoring locations relevant to an emission, discharge, process or waste stream that is being monitored as part of the application.
Receptors
You need to provide the following attachments as part of your application:
- Receptor and environmental siting maps
Maps showing:- the premises
- sensitive receptors within and surrounding the premises boundary
- distances between receptors and the premises boundary.
- Supporting documentation (if required)
Supporting documentation describing environmental siting or sensitive receptors (e.g. where the information exceeds 2,000 characters).
These attachments support the assessment of potential impacts on people and the environment.
Index of Surveys for Assessments (ISA)
No attachments are generally required for this step.
If biodiversity or marine surveys are required, you will be prompted within the application form and may need to:
- link accepted surveys that were previously submitted through Environment Online
- provide legacy IBSA or IMSA numbers for surveys accepted before Environment Online.
Further support and guidance is available on the Index of Surveys for Assessments (ISA) page.
Other approvals
You may need to provide the following attachments as part of your application:
- Copies of other approvals (e.g. planning, mining or environmental approvals).
- Clearing activities application form annex (if native vegetation clearing is proposed as part of the application).
- Map of the proposed clearing area (if clearing is proposed). You must provide either:
- an aerial photograph or map of sufficient scale showing the proposed clearing area and premises boundary; or
- where available, a suitable portable digital storage device of the area proposed to be cleared provided as an ESRI shapefile with the following properties:
- Geometry type: Polygon Shape
- Coordinate system: GDA 2020 (Geographic latitude / longitude)
- Datum: 2020 1994 (Geocentric Datum of Australia 2020).
These attachments demonstrate how your proposal aligns with other regulatory requirements.
Lead agency status
No attachments are required for this step.
You will be asked to provide details of the Lead Agency and case manager if your proposal has Lead Agency status.
Stakeholders and consultations
You may need to provide the following attachments as part of your application:
- Supporting documentation providing further detail on consultation undertaken with stakeholders (if relevant).
This may include consultation records, correspondence or summaries of engagement outcomes.
Surrender application
You need to provide the following attachment as part of your application:
- Authorisation to act as representative of the occupier
- A copy of the documentation authorising the applicant to act on the occupier’s behalf as their authorised agent or representative.
Transfer application
You need to provide the following attachments as part of your application:
- Current ASIC Company Extract
A current ASIC Company Extract must be provided for new instrument, registration, renewal and transfer applications. This must be the current company information extract (not the company information summary) purchased from the ASIC website. You should also provide this extract for amendment applications where your ASIC details have changed.
- Authorisation to act on behalf of the occupier
A copy of the documentation authorising the applicant to act on the occupier’s behalf as their authorised agent or representative.
- Proof of occupier status
Copies of documents evidencing proof of occupier status, such as certificate of title, lease, or other relevant instruments. These documents must clearly show the expiry date, or confirm there is no expiry date.
Annual fees application
Application fees and invoices
Different fee units apply to different fee components. The value of a fee unit may also change depending on the period in which the fee is calculated.
Once the Department has confirmed that your annual fee application meets the relevant requirements of the EP Act, you will be issued an invoice with instructions on how to pay your application fee.
Further information on fees is available in the Fact sheet: Industry Regulation fees.
Information required with your application
If submitting an annual fees application, you must provide:
- detailed calculations of all fee components
- all information and data used to calculate the fees
- this information in a document labelled ‘Proposed fee calculation’.
Helpful tips
- Only upload attachments that are relevant to your application.
- Ensure maps are clear, legible and correctly labelled.
- File names should be descriptive so Department officers can easily identify them (e.g. Attachment 2 - Map of discharge point locations).
- Where possible, refer to uploaded documents in the application form using the document reference fields.
- Preparing attachments early will help your application progress smoothly and reduce requests for further information from the Department.