U.S. EPA Emission Defect Information 

and Voluntary Emission Recall Report 

System 

A Step-By-Step Guide for Acquisition, 

Data Entry, and Submittal of Reports 

Under the New Electronic System and 

Process for Emission Defect Information 

and Voluntary Emission Recall Reports 
U.S. EPA Emission Defect Information 


and Voluntary Emission Recall Report 


System
 

A Step-By-Step Guide for Acquisition, 


Data Entry, and Submittal of Reports 


Under the New Electronic System and 


Process for Emission Defect Information 


and Voluntary Emission Recall Reports
 

Compliance and Innovative Strategies Division 

Office of Transportation and Air Quality 

U.S. Environmental Protection Agency 

EPA-420-B-11-018 

April 2011 
 

 

Table of Contents 

Background and Information ............................................................................................................ 2
 

Contact Information............................................................................................................................ 2
 

Step 1: Downloading EDIR/VERR System Forms....................................................................... 3
 

Step 2: Entering Data into the EDIR/VERR System Forms ....................................................... 5
 

Step 3: Submitting the Completed EDIR/VERR System Forms and Related Attachments to 

the Verify Document Module............................................................................................................ 6
 

Step 4: Instructions for Entering Information in the Verify Document Module.......................... 8
 

Step 5: User Notifications Regarding Form Submittal Status.................................................. 11
 

APPENDICES................................................................................................................................... 15
 

Appendix I...................................................................................................................................... 16
 

Appendix II..................................................................................................................................... 19
 

Appendix III ................................................................................................................................... 23
 

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Background and Information 

All manufacturers are required to submit reports to the United States Environmental Protection 

Agency (EPA) describing emission-related defects and plans for remediation of indicated 

defects to the EPA according to the regulations in 40 CFR §85.1903 and §85.1904, 

respectively. This document describes the general process for submitting electronic versions of 

Emissions Defect Information Reports (EDIR), Voluntary Emission Recall Reports (VERR), and 

VERR Quarterly Progress Reports (QR) to the Verify Document Module. 

Previously, manufacturers submitted EDIRs, VERRs, and QRs to EPA in hard-copy form via 

regular mail delivery or in various electronic files via e-mail. EPA is moving away from these 

practices and, as a result, is automating the EDIR/VERR process and implementing an 

electronic method for collecting EDIR/VERR information. 

EPA has coordinated with the manufacturers to develop portable document format (PDF) forms 

using the Adobe Acrobat platform to electronically organize/assemble the EDIR, VERR, and QR 

information outlined in the regulations above. Manufacturers will be able to download blank 

versions of the forms and store them on their computer systems for data entry. Once data entry 

is complete, the manufacturer can submit the completed forms to EPA using the Document 

Module of the Verify data management system for EPA review and follow-up. 

Once implemented, this new process will: 

•	 Streamline the EDIR/VERR Process while leveraging existing computer systems to 

achieve process automation; 

•	 Reduce manufacturer EDIR/VERR submission burden; 

•	 Reduce EPA EDIR/VERR review burden; 

•	 Provide a standardized template to ensure consistent, complete EDIR/VERR 

information. 

As a user of the new EDIR/VERR system, it is important that you understand the process and 

functions of the system. Therefore, this document provides step-by-step instructions on how to 

obtain and enter information into the EDIR/VERR system forms, how to submit the forms to EPA 

using the Verify Document Module, and how to check the status of a submitted document using 

the Verify System inbox provided to Verify users. This step-by-step guide can be downloaded 

from the Verify webpage’ “Publications” link at http://epastage.epa.gov/otaq/verify/index.htm. 

An overview of the EDIR/VERR System architecture is also provided on this webpage. 

Contact Information 

If you have questions or concerns regarding user accounts and access to the EDIR/VERR 

system you can contact the Verify Help Desk at 1-888-890-1995 and/or verifyhelp@csc.com. 

For general questions regarding the EDIR/VERR System, please contact Arvon L. Mitcham 

(734.214.4522, mitcham.arvon@epa.gov) or Linc Wehrly (734.214.4286, wehrly.linc@epa.gov), 

manager of the Light-Duty Vehicle Group (LDVG), and he can direct you to a member of his 

staff. 

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EMISSION DEFECT INFORMATION AND VOLUNTARY
 

EMISSION RECALL REPORT (EDIR/VERR) SYSTEM:
 

A Step-By-Step Guide for Acquisition, Data Entry, and 

Submittal of Reports under the New EDIR/VERR Process
 

This step-by-step guide covers three major sections: form download, access, and data entry; Verify 

Document Module form submittal; and interaction with the user mailbox to track form submittal 

status. Below are step-by-step instructions for each section. For more instruction and detail on 

EDIR/VERR System form data entry, please refer to the help text on each form. 

Step 1: Downloading EDIR/VERR System Forms 

The EDIR/VERR System forms can be accessed from the “Publications” link on the Verify webpage 

at http://epastage.epa.gov/otaq/verify/index.htm. 

To locate the EDIR/VERR/QR forms, you can select the “Support Files for Current Verify 

Submissions” link at the top or scroll down to the “Support Files for Current Verify Submissions” 

section. 

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select or scroll 

When you click on the links for the forms, the document will open in an Adobe Acrobat utility in your 

web browser. Once the document is open, you can select the save button near the top of the 

screen and location dialog box will open that allows you to save the forms to your desktop. 

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Step 2: Entering Data into the EDIR/VERR System Forms 

The forms are writable Adobe Acrobat PDFs that allow data entry and can be saved to a local 

desktop drive. In addition, the forms may be saved partially complete in order to be finished at a 

later time. However, a partially complete form will not be accepted by the EDIR/VERR System. At 

the end of each form, there is a help text section describing each field. Below are screenshots of 

the blank first page of the EDIR/VERR System forms. There are also screenshots of the 

EDIR/VERR System forms with sample data in the Appendix I. 

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Step 3: Submitting the Completed EDIR/VERR System Forms and Related Attachments to 

the Verify Document Module 

To access the Verify Document Module, you will need to login to the Verify System at 

https://cdx.epa.gov/SSL/cdx/Login.asp. This will take you to the U.S. EPA’s Central Data Exchange 

(CDX) “Login” page. CDX enables streamlined, electronic submission of data via the internet and 

acts as a secure point of entry for information submitted to the Verify System. 

If you are a registered user, enter your user name and password to proceed. If you are not a 

registered user, go to http://www.epa.gov/otaq/verify/setup.htm and follow the instructions to 

establish your Verify account. 

Once you have entered your user name and password, the “MyCDX” page will open. Links for the 

Verify System components that you can access will be displayed based on your request at the time 

of Verify registration. Select the “VERIFY: Upload Compliance Documents” under the “Available 

Account Profiles” box to begin submittal. 

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The page for submitting a document to Verify via CDX will open. Enter the information needed for 

submitting EDIR/VERR Forms and Attachments to the Verify Document Module. 

Note: In the lower left hand corner of the screen, there is 60-minute timer. This is a security measure 

to prevent unintended or unauthorized use of your CDX account and will automatically log you out of 

CDX after 60 minutes of inactivity. Certain screen selections will refresh the screen and reset the time 

automatically but you should periodically check and click on this timer to ensure that you remain 

logged in. 

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Step 4: Instructions for Entering Information in the Verify Document Module 

1.	 EPA Manufacturer Code: This field will be auto-populated based on the 

manufacturer code you entered during the CDX registration process.
 

2.	 Document Path and File Name: You can type in the filename or you can select 

“Browse” and locate the file on your computer. The file uploaded from the 

submitter’s workstation must be saved according to the naming convention 

described in Appendix III. You should also refer to the Appendix III naming 

convention for other EDIR/VERR attachments. 

3.	 Industry: Select an industry from the pull-down menu. In the rare case that the 

EDIR/VERR you are submitting applies to multiple industries, you can select multiple 

industries by holding down “Ctrl” on your keyboard and left click your mouse on each 

of the applicable industries. 

a.	 For Light-Duty manufacturers, you can simply select “Light-Duty Vehicle & 

Truck” (If you are an ICI or alternate fuel converter, there appropriate choices 

for your industry as well). 

b. For Heavy-Duty manufacturers, you can select one or more of the following 

industries as appropriate: 

i.	 Complete Heavy-Duty Highway Vehicle; 

ii.	 Heavy-Duty Highway Spark Ignited; 

iii.	 Heavy-Duty Highway Compression Ignited. 

4.	 Compliance Document Type: Within the pull-down menu, there are several 

options depending on the type of document you are submitting (e.g. report or 

attachments). Below are the different options for entering data in this field. From 

the pull-down menu, select either: 

a.	 “Defect Report (Report)” for submitting a defect report (EDIR); 

b.	 “Voluntary Emission Recall Report (Report)” for submitting a voluntary 

emission recall report (VERR) or a VERR quarterly update report (QR); 

DO NOT SELECT THE “VERR QUARTERLY UPDATE” OPTION! This will 

be handled under the subsequent field, “General Document Type”; or 

c.	 “Other” for an EDIR/VERR/QR Attachment. A text box will appear titled 

“Compliance Document Type, if “Other”” that you are required to enter data in 

since you selected “Other”. In this text box, you should indicate the 

applicable report number and what type of report (e.g., EDIR/VERR/QR) this 

attachment applies to (e.g., “3522 - EDIR attachment” or “0021 - VR 

attachment”). 

5.	 Compliance Document Topic: Data can only be entered in this field when you 

have selected “Defect Report (Report)” or “Voluntary Emission Recall Report 

(Report)” for “Compliance Document Type” (see paragraph 4c above). Below are 

the different options for entering data in this field. Depending on the type of report 

you are submitting, you should select: 

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a.	 “Initial Report” or “Follow-up Report” for submitting an EDIR, depending on 

whether you are submitting it for the first time or are correcting/updating an 

existing EDIR, respectively; 

b.	 “Notification of Voluntary Recall” or “Follow-up Report” for submitting a VERR, 

depending on whether you are submitting it for the first time or are 

correcting/updating an existing VERR, respectively; 

c.	 “Quarterly Update Report” for submitting a QR for reporting the progress of 

the VERR; 

DO NOT SELECT THE “REMEDIAL PLANS” OPTION! The VERR includes 

the information that constitutes a remedial plan and, therefore, this option is 

not necessary. 

6.	 General Document Type: Data can only be entered in this field when you have 

selected “Other” for “Compliance Document Type” (see paragraph 4c above). 

Select the appropriate entry from the pull-down menu. 

7.	 Confidentiality Status: 

a.	 Manufacturers should only include non-confidential business information 

(non-CBI) in the report form(s) and select Freedom of Information Act or 

“FOIA” in this field. 

b. If it is necessary to include CBI in the forms, you should submit the CBI 

version with “CBI” selected in this field. In addition you should submit a 

second, redacted (non-CBI) version of the form(s) with “FOIA” selected in this 

field. 

c.	 Manufacturers may include FOIA or CBI content in an attachment or 

attachments to a report (e.g., technical service bulletin, owner and dealer 

notification, sample recall label). Manufacturers should be sure to select the 

appropriate confidentiality status in this field for the attachment(s) (e.g., “CBI” 

should be selected for a CBI attachment; “FOIA” should be selected for a 

FOIA or non-CBI attachment). 

d. NOTE: For any CBI claims, manufacturers are required to clearly identify CBI 

according to 40 CFR §85.1909 and should be prepared to substantiate any 

CBI claims. 

8.	 Document Applicability: Since manufacturers will be including the test group 

information on the report(s) submitted to the Verify Document Module, 

manufacturers should select “General Applicability (do not specify any EF/TGs)” for 

this field. 

9.	 Does this document apply to one/multiple specific model year(s)?: In almost all 

cases, you should select “Yes” for this field. You will then be required to select the 

applicable model year(s) in the subsequent field. If Model Year is not applicable to 

your product or industry, please select “No”. 

10.Model Year: If the report applies to a single model year, please select the 

applicable model year. If the report applies to multiple model years, click and hold 

the “Ctrl” button on your keyboard while selecting each applicable model year. 

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11.Document Date: Click the “Select” button to bring up a calendar and then select 

the date of the report. (The submittal date will be automatically recorded by the 

system.) 

12.Title: Enter the title of the document as it appears on the document you are 

submitting. For more guidance, you may click the “Help” button at the top of the 

form and follow the instructions given for this field. 

13.Abstract: At the beginning of this field, for a EDIR, VERR or an attachment to an 

EDIR and/or a VERR, you should enter the applicable report number (e.g., 3522) at 

the beginning to allow searching for a particular report (Note: you can also cut and 

paste the information from the “Compliance Document Type, if “Other”” field 

mentioned above). Following the report number, you may enter information that 

describes the document. For a QR, you can simply type in “QR” since it does not 

have a unique report number associated with it. For more guidance, you may click 

on the “Help” button at the top of the form and follow the instructions given for this 

field. 

14.Keywords: For all report types (EDIR/VERR/QR), you should select “In-Use” at a 

minimum. For the VERR/QR, in addition to selecting “In-Use”, you should also 

select “Recall”. For an EDIR or VERR attachment, you should select the appropriate 

entry based on the previously mentioned selections depending on the type of report 

(e.g., for an EDIR attachment, select “In-Use” at a minimum; for a VERR attachment, 

select “In-Use” and “Recall”). 

15.Are you the document owner?: If the person submitting the document to the 

Verify Document Module is also the person that should be contacted regarding 

details in the document being submitted, you should check “Yes” for this field. The 

Verify Document Module will automatically enter the information for the document 

owner name, phone number and e-mail address in the appropriate boxes based on 

your Verify user account information. Otherwise, you should check “No” and enter 

the appropriate document owner’s name, phone number and e-mail address in the 

required text boxes. 

This information, along with the Verify user account information, will be used to 

automatically populate the submitter and contact information in EPA’s database and 

for reference by the EPA. Therefore, please ensure the accuracy of this information 

when entering data. 

16.Comments: You may enter any additional details or notes in this field that you feel 

are relevant and necessary related to submission of the report. However, any 

comments related to the content of the report should be included in the comments 

field on the report form, not this field. For more guidance, click the “Help” button at 

the top of the form and follow the instructions given for this field. 

As noted throughout these instructions, there is a Help button at the top of the page that 

will provide guidance for each field in the Verify Document Module submittal page. 

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Step 5: User Notifications Regarding Form Submittal Status 

Following a document submission to the Verify Document Module, two validations will occur prior to 

storage of the document in the EPA database. The first validation is performed on the selections 

and information entered in the Verify Document Module (i.e., metadata) and the second validation is 

performed on the data entered in the forms. For both validations, there will be messages to the 

user with the validation results (e.g., received/accepted or rejected). Below is a brief explanation 

and example of the messages for both validations. 

Step 5a: Verify Document Module Notifications 

Following the submission of a document to the Verify Document Module, a validation will be 

performed on the metadata to ensure that the appropriate information has been entered for that 

document. For this validation, you will receive one of two messages in your CDX inbox indicating 

your document has either been received/accepted or rejected. You can use your CDX Inbox to 

track the results of a document submission. 

To access your CDX Inbox, click on “Inbox” in the navigation menu on the left side of the screen 

(see example below). The acceptance or rejection is based on system validation checks according 

to data/formatting rules for the document. For example, if you attempt to submit a file that was 

previously submitted, the Verify Document Module will reject the submission since the validation 

only allows you to submit a document once. In this case, you could simply change the name of the 

document and resubmit the document to the Verify Document Module. If the new name is unique, 

you should then see a received/accepted message in your CDX inbox. 

Within the inbox, you can open a message by clicking on the “Verify Administrator” link in the 

“From” column or the link in the “Subject” column for a particular submission. The information on 

the screen will differ from the example since it is based on your Verify account information. 

Submission rejected by the Verify Document Module 

Submission received by the Verify Document Module 

The CDX Inbox will display 

various messages (see 

boxes above) to provide the 

status of a document you 

submitted to the Verify 

Document Module. 

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A window will open with basic information about the file you submitted. You will also notice a link 

that says “Click here”. This link allows you to view the status history and view/save a copy of the 

submitted document 

Example of a Rejected Message for a report submitted to the Verify Document Module 

Example of a Received/Accepted Message for a report submitted to the Verify Document Module 

Click the “here” link to view the status history and 

actual text of a submitted document. 

Once you click “here”, another window will open showing tracking information regarding the 

submitted file, such as the submitted date, transaction ID and a hyperlink for the name of the 

document (see below). If you click the Document Name link “FileAttachments.zip”, a dialog box will 

open prompting you to save or open the file. The example below demonstrates the WinZip program 

opening the compressed file (TIP: to open the *

.zip file, you will need a compression program, such 

as WinZip). 

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If you select “Open”, a zip file will open a list of the documents submitted to the Verify Document 

Module. You may then select any document and it will open in the respective program. For the 

EDIR/VERR System, this should be Adobe Acrobat. This zip file allows you to view the actual 

document submitted and keep a record of your Verify Document Module’ EDIR/VERR submissions. 

Once you have completed reviewing a specific message, you can select the “Back to Inbox” button 

at the bottom of the message. If you need to submit additional documents or other actions, click on 

the “My CDX” link to return to your CDX account page. If not, be sure to log out of the system using 

the “Logout” link in the blue navigation bar. 

If you do not receive any messages regarding your submission or are unsure of a document’s 

status, you should contact the VERIFY Help Desk for assistance. 

Step 5b: EPA Database Application Notifications 

Once the document has been received and accepted by the Verify Document Module, it will be 

parsed into the database for review by EPA users. A validation of the raw form data will be 

performed prior to database application transfer. For this validation, all messages are sent to the email address specified as the document owner in the document meta-data not the CDX inbox. 

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As discussed above, you can receive one of two messages in your user-defined inbox indicating a 

document has either been accepted or could not be processed (see below). Some of the reasons a 

document may not be processed are: a form validation was not performed prior to submittal, 

identified errors following form validation were not corrected, or the incorrect version of the form is 

being used/submitted. As a result, you would receive a message like the one shown below 

indicating that your submission could not be processed and identifying the name of the file you 

attempted to submit. 

For this example, you can open the form on your desktop and validate the form, correct any errors, 

or use the correct form version, and re-submit the document (TIP: you will have to use a different 

name for the document since you previously submitted it to the Verify Document Module and only 

unique file names are accepted). Once it has successfully been stored in the EPA database, an 

acceptance message similar to the one below will be sent to your user account inbox and the 

process is complete. 

Example of a message for a report that could not be processed by the EPA database 

Example of message for a report accepted by the EPA database 

Once the EPA users have reviewed the forms, any EPA follow-up questions or concerns regarding 

your submission will be handled externally to the EDIR/VERR System. 

-END14 
 

EMISSION DEFECT AND 

VOLUNTARY EMISSION RECALL
 

REPORT (EDIR/VERR) SYSTEM
 

A Step-By-Step Guide for Acquisition, Data Entry, and
 

Submittal of Reports under the New EDIR/VERR Process
 

APPENDICES
 

15 
 

Appendix I 

EXAMPLES OF EDIR/VERR SYSTEM FORMS WITH SAMPLE DATA 

Example A:
 

Emission Defect Information Report (EDIR ) with Sample Data
 

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Example B:
 

Voluntary Emission Recall Report (VERR) with Sample Data
 

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Example C:
 

Voluntary Emission Recall Quarterly Progress Report (QR) with Sample Data
 

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Heavy Duty Industry Options

(Highlighted in blue)

Appendix II 

EXAMPLES OF THE VERIFY DOCUMENT MODULE INTERFACE WITH SAMPLE DATA 

Example A:
 

Verify Document Module interface with entries for an 

Emission Defect Information Report (EDIR)
 

Heavy-Duty Industry Options 

(Highlighted in blue) 

Note: This example assumes a Light-duty industry submission. See the box above for the 

applicable Heavy-Duty industry submission options (highlighted in blue) and select the most 

appropriate one or more for your industry. 

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Example B:
 

Verify Document Module interface with entries for a 

Voluntary Emission Recall Report (VERR)
 

Under “Keywords,” you should select “InUse” and “Recall” for VERRs and QRs. 

& 

Heavy-Duty Industry Options 

(Highlighted in blue) 

Note: This example assumes a Light-duty industry submission. See the box above for the 

applicable Heavy-Duty industry submission options (highlighted in blue) and select the most 

appropriate one or more for your industry. 

In addition, for VERRs and QRs, you should make two selections under “Keywords”: “InUse” and “Recall.” 

20 
 

Example C:
 

Verify Document Module interface with entries for a 

Voluntary Emission Recall Quarterly Progress Report (QR)
 

Under “Keywords,” you should select “InUse” and “Recall” for VERRs and QRs. 

Heavy-Duty Industry Options 

(Highlighted in blue) 

& 

Note: This example assumes a Light-duty industry submission. See the box above for the 

applicable Heavy-Duty industry submission options (highlighted in blue) and select the most 

appropriate one or more for your industry. 

In addition, for VERRs and QRs, you should make two selections under “Keywords”: “InUse” and “Recall.” 

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Example D:
 

Verify Document Module interface with entries for an 

Attachment to an Emission Defect Information or
 

Voluntary Emission Recall Report (EDIR/VERR)
 

Under “Keywords,” you should select 

“In-Use” for an EDIR and both “InUse” and “Recall” for a VERR. 

Heavy-Duty Industry Options 

(Highlighted in blue) 

The confidentiality status 

selected should match the 

content in the attachment (e.g., 

if the attachment contains CBI, 

you should select CBI). 

Note: This example assumes a Light-duty industry submission. See the box above for the 

applicable Heavy-Duty industry submission options (highlighted in blue) and select the most 

appropriate one or more for your industry. 

For attachments, the appropriate keywords should be selected depending on what type of 

report, an EDIR or VERR, the attachment is for as described above. 

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Appendix III 

Naming a EDIR/VERR attachment for submittal to the Verify Document Module 

A name of a document file consists of four sections: 

Confidentiality_ Applicability_ Information Type_ Version Indicator. suffix [file type] 

Each section has multiple -elements as listed in the following table: 

Section 1 

Confidentiality 

(3 characters + underscore) 

Section 2 

Applicability 

(3 characters + underscore) 

Section 3 

Information Type 

(9 characters + 3 underscores) 

Section 4 

Version Indicator 

(3 characters) 

• CBI_: a confidential file • Manufacturer Code_: the • DRE_XXXX_BD_: Defect Report (1) (4) • R00: original 

that will not be released to three character code used by • VER_ XXXX_BD_: Voluntary Emission 

the public the manufacturer in VERIFY Recall Report (1) (4) 

• QR#_ YYYY_BD_: Voluntary Emission • R01: 1

sty 

revision 

• FOI _: a non-confidential 

file after remove 

Recall Report Quarterly Report (2)(3)(4) 

• R02: 2 

nod 

revision 

confidential information 

from a CBI file so that it is 

Notes: 

(1) 

“XXXX_” should be the four digits of the • ..... etc. 

readily releasable to the EDIR or VERR number assigned by the 

public after your manufacturer. 

vehicles/engines are 

introduced into commerce (2) 

“#”should be 1, 2, 3 or 4 indicating the 

quarter of the calendar year that the report 

applies to. 

(3) 

“YYYY_” should be the calendar year the 

report applies to. 

(4) 

“BD_” (Base Document) should only be 

changed to one of the following when a 

document is an attachment to a EDIR or a 

VERR: 

ED: Emissions Data 

DN: Dealer Notification 

ON: Owner Notification 

RI: Repair Instructions 

SB: Technical Service Bulletin 

SL: Sample Repair Label 

OT: Other 

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Examples:
 

Reports submitted by manufacturer ABC:
 

b1. Example Names for EDIR/VERR/QR Report Files 

Application File Name Name Explanation 

FOI_ABC_DRE_0013_BD_R02 Public file with CBI (Confidential Business 

Information) removed, for manufacturer ABC, Defect 

Report #0013, second revision. 

CBI_ABC_VER_0014_BD_R00 File containing Confidential Business Information, for 

manufacturer ABC, Voluntary Emission Recall Report 

#0014, original version. 

FOI_ABC_QR3_2009_BD_R00 Public file with CBI (Confidential Business 

Information) removed, for manufacturer ABC, 

Voluntary Emission Recall Quarterly Reports for 3Q 

2009, original version. 

b2. Example Names for Attachments to EDIR/VERR Report Files 

Application File Name Name Explanation 

CBI_ABC_DRE_0013_ED_R00 File containing Confidential Business Information, for 

manufacturer ABC, Defect Report #0013, Available 

Emissions Data, original version. 

FOI_ABC_VER_0014_SB_R00 Public file with CBI (Confidential Business 

Information) removed, for manufacturer ABC, 

Voluntary Emission Recall Report #0014, Technical 

Service Bulletin, original version. 

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