Filling out the Ballast Water Management Reporting Form
General Questions
- How do I know if my BWMR is a Corrected report (formerly called an Amended report)?
- What is meant by alternative management?
- Can I report my ballast water volumes in gallons?
- Should I include my unpumpable ballast water on the reporting form?
Section 5: Ballast Water History
- I did not discharge some of my tanks in the arrival port, but instead in another location(s). Should I still list them in in the Ballast Water History table?
- Can I report multiple tanks on a single line in the Ballast Water History table?
- What do I enter if I filled my ballast tanks with mid-ocean water?
- Can I enter a port name as the endpoint for my ballast water exchange?
- How do I report a tank filled at more than one location (multi-sourced)?
Submitting the Ballast Water Management Reporting Form
General Questions
- What is the pre-arrival ballast water reporting deadline?
- Do I have to report to NBIC when arriving to a non-U.S. port?
- Do I have to report to NBIC every time I cross a Captain of the Port (COTP) Zone?
- I don't know how many tanks I will discharge yet, but I have to report now in order to meet the 24 hr advance deadline (only arrivals to Great Lakes or Hudson River). What should I do?
- I sent in my ballast water report using one method (Web App or PDF). Should I also send it using the other method to make sure it gets there?
- I submitted a ballast water report to NBIC. Do I still need to submit a report to states such as California, Oregon, or Washington, or other states that have BW reporting regulations?
Electronic Submission
- What are the advantages of using the Web App BWMR form?
- Which email address should I use to submit ballast water reports or ask questions?
- How do I know if I have the latest version of an electronic ballast water reporting form?
- What if I cannot submit a report due to inclement weather or technical difficulties?
- How do I sign a form that is electronic (i.e., the Web App or the PDF BWMR)?
Filling out the Ballast Water Management Reporting Form
General Questions
1. How do I know if my BWMR is a Corrected report (formerly called an Amended report)?
If the report you are submitting has a correction or a change to information you already submitted on a previous BWMR (including if you are diverted to a different port), choose "Corrected Report" from the pull-down menu in the Report Type field; otherwise choose "New Report."
2. What is meant by alternative management?
Alternative management refers to actions conducted, as instructed by the Captain of the Port (COTP), other than Coast Guard specified BW management options listed in the BW Event pull-down menu. If an alternative BW management was used, check the box for "Alternative BW management conducted, per instructions from COTP."
3. Can I report my ballast water volumes in gallons?
Yes, acceptable ballast water volume units are: cubic meters, metric tons, and gallons. See options associated with Ballast water volume units field.
4. Should I include my unpumpable ballast water on the ballast water reporting form?
If you know the volume of unpumpable water, you should include it in the Total ballast water on board and Number of tanks in ballast fields on the BWMR form.
Section 5: Ballast Water History
5. I did not discharge some of my tanks in the arrival port, but instead in another location(s). Should I still list them in in the Ballast Water History table?
Tanks that were de-ballasted within the coastal waters of the US (12 miles from land) en route to or at the arrival port should be listed in the Ballast Water History table. If a tank was de-ballasted en route or at a previous US arrival location, the tank should be listed on the BWMR for that arrival.
6. Can I report multiple tanks on a single line in the Ballast Water History table?
No. Each BW tank must be entered separately.
7. What do I enter if I filled my ballast tanks mid-ocean?
If the vessel took on water mid-ocean that was not part of an exchange, it should be specified as a“Source” event in the Ballast Water History table and the endpoint location of that sourcing should be specified. If that water was mixed in the tank with previous water sourced elsewhere, report the tank's ballast sources using the multiple sources rule. See number 9, below.
8.Can I enter a port name as the endpoint for my ballast water exchange?
No. Ballast water exchange endpoints must be listed as latitude/longitude coordinates
9. How do I report a tank filled at more than one location (multi-sourced)?
For tanks with more than 1 source, use separate BW Event lines for each source listed.
Submitting the Ballast Water Management Reporting Form
General Questions
10. What is the pre-arrival ballast water reporting deadline?
Ballast water reports must be submitted prior to arrival in a US port or place ONLY if your ship has operated outside the EEZ and you are bound for 1) the Great Lakes via the St. Lawrence Seaway or 2) a port or place on the Hudson River north of the George Washington Bridge. Great Lakes bound traffic must report 24 hrs prior to reaching Montreal and Hudson River bound traffic must report 24 hrs prior to reaching New York, NY. All other arrivals must report to the NBIC no later than 6 hours after arrival at the port or place of destination, or prior to departure from that port or place of destination, whichever is earlier.
11. Do I have to report to NBIC when arriving to a non-U.S. port?
No. Only report to NBIC upon arrival into a port or place within the waters of the United States of America. Great Lakes bound traffic must report 24 hrs before reaching Montreal, Quebec in the St. Lawrence Seaway (see #9 above).
12. Do I have to report to NBIC every time I cross a Captain of the Port (COTP) Zone?
No. It is not necessary to submit a report each time your vessel crosses into a different COTP zone unless you will be arriving to a U.S. port or place. You must submit a BWMR to NBIC no later than 6 hours after arrival at the port or place of destination, or prior to departure from that port or place of destination, whichever is earlier.
13. I don't know how many tanks I will discharge yet, but I have to report now in order to meet the 24 hr advance deadline (only arrivals to Great Lakes or Hudson River). What should I do?
Fill out and submit a BWMR report with your best estimate of the tanks/volumes you might discharge, selecting “New report” in the Report Type field. Once the tank event information is known, submit a second BWMR form describing what actually happened, selecting "Corrected Report" in the Report Type field. In the case of the Web App form, submit pre-arrival BWMR then after arrival, log into your account, choose that pre-arrival BWMR and click to "Correct Report." Make corrections and submit as usual.
14. I sent in my ballast water report using one method (Web App or PDF). Should I also send it using the other method to make sure it gets there?
NO. Only one method should be used, and the preference is the Web App. See number 15 below for more information.
15. I submitted a ballast water report to NBIC. Do I still need to submit a report to states such as California, Oregon, or Washington, or other states that have BW reporting regulations?
Yes. Submitting a report to NBIC does not fulfill state reporting requirements. Likewise, submitting a report to a State Agency does not fulfill the requirement to report to NBIC.
Electronic Submission
16.What are the advantages of using the Web App BWMR form?
The Web App form allows a vessel to create a free account with the NBIC, including a user name with password protection. The Web APP BWMR form has many advantages:
- 1) It remembers static information (e.g., Vessel Information) and auto-populates fields when the user starts a new report for a vessel.
- 2) It allows users to access and easily correct previously submitted BWMRs.
- 3) Because the Web App connects directly to the NBIC information system, up-to-date information is accessible via type ahead pull-down menus that significantly reduces required keystrokes.
- 4) When new versions of the Web App BWMR form are released, user accounts are automatically updated with no special requirements by the user.
17. Which email address should I use to submit ballast water reports or ask questions?
nbic@ballastreport.org
18. How do I know if I have the latest version of an electronic ballast water reporting form?
The free online Web App is automatically updated. If you are using the PDF form, the latest version is available at the NBIC website. You may also request a form by emailing NBIC at nbic@ballastreport.org.
19. What if I cannot submit a report due to inclement weather or technical difficulties?
In this case the vessel should transmit the ballast water data to their shipping agent. The agent should then fill out the appropriate BWMR and submit it to NBIC.
20. How do I sign a form that is electronic (i.e., the Web App or the PDF BWMR)?
Fill in the Responsible Officer's name and title field, and make sure that you check the Certificate of accurate information box. A typed name in combination with the certificate of accurate information constitutes an official signature.