Guidance document for subfleet averaging and reporting for on-road motorcycles: chapter 7

7. End of Model Year Reporting Requirements

7.1 Is there a deadline for companies to submit end of model year reports for motorcycles?

Yes. Under subsection 32.7(1) of the Regulations, a company must submit an end of model year report no later than May 1 following the end of each model year. For example, an end of model year report for the 2006 model year must be submitted no later than May 1, 2007.

7.2 Since the Regulations came into effect on November 2, 2006, are only those companies that manufactured or imported motorcycles on or after November 2, 2006, required to submit a report for the 2006 model year?

No. All companies that manufactured in Canada, or imported into Canada, motorcycles of the 2006 model year for the purpose of sale to the first retail purchaser are required to submit an end of model year report. This is the case even if no motorcycles of the 2006 model year in the company's fleet were manufactured after November 2, 2006, pursuant to section 32.7.

If each of classes IB, II and III motorcycles in the company's 2006 model year fleet, as the case may be, were manufactured before November 2, 2006, a company's report could only include a statement to this effect and a statement of conformity with the applicable motorcycle emission requirements under the On-Road Vehicle and Engine Emission Regulations.

For Class IA, if all motorcycles were manufactured before December 1, 2006, a company's report would indicate that each Class IA motorcycle was manufactured before December 1, 2006, and was not subject to the regulated standards under the On-Road Vehicle and Engine Emission Regulations.

If applicable, a similar approach may be taken for the 2007 model year.

7.3 To whom should end of model year reports be submitted?

Although subsection 32.7(1) of the Regulations indicates that end of model year reports are to be submitted to the Minister of the Environment, the Executive Director of the Transportation Division administers the Regulations on behalf of the Minister. Accordingly, end of model year reports should be submitted to the Executive Director, at the following address:

Director
Transportation Division
Energy and Transportation Directorate
Environment Canada
351 St. Joseph Blvd.
Gatineau, Quebec  K1A 0H3

7.4 Who is required to sign the company's end of model year report?

The end of model year report must be signed by a person who is authorized to act on behalf of the company, as required by subsection 32.7(1) of the Regulations. In the case where the person submitting the report is not the Canadian Importer of Record, the person must also provide the following information to establish the relationship with the motorcycle importer(s):

1. the name(s) and contact information of the importer(s) of the model of motorcycle identified in the report
2. evidence that the person is authorized to act on behalf of the applicable importer(s) for the purposes of section 32.7 of the Regulations (e.g., a letter signed by the importer(s) that includes a statement to this effect)

7.5 What information must be included in the end of model year report?

The end of model year report must contain detailed information concerning the company's motorcycles for that model year, including the following:

1. For each class, subfleet and/or group of motorcycles, statements of conformity with the applicable motorcycle emission standards as prescribed in paragraphs 32.7(2)(a) and (b)
   
2. For each subfleet in a model year during which any of the company's subfleet includes one or more motorcycles that conform to a family emission limit (FEL) above the applicable emission standard as set out in subsection 32.7(3),
   
   
   1. the applicable HC+NO_x emission standards and/or fuel tank permeation emission standard;
   2. the average HC+NO_x emission values and/or fuel tank permeation emission value;
   3. values used in calculating the average HC+NO_x emission values and/or the average fuel tank permeation emission value for each model of motorcycle;
   4. the total number of motorcycles in the subfleet;
   5. the HC+NO_x emission credits for Class III motorcycles, if any, in that model year; and
   6. the HC+NO_x emission deficit for Class I and Class II motorcycles, if any, in that model year.
      
3. For each group of motorcycles described in subparagraph 32.2(3)(b)(ii) (i.e., Group B) in a model year during which any of the company's subfleet includes one or more motorcycles that conform to an FEL above the applicable emission standard as set out in subsection 32.7(4),
   
   
   1. the applicable HC+NO_x emission standards and/or fuel tank permeation emission standard;
   2. the average HC+NO_x emission values and/or fuel tank permeation emission value;
   3. values used in calculating the average HC+NO_x emission values and/or the average fuel tank permeation emission value for each model of motorcycle; and
   4. the total number of motorcycles in the group.
      
4. For a company that avails itself of one or more of the exemptions for a “small volume” of motorcycles pursuant to section 17.1 of the Regulations,
   
   
   1. the number and class of motorcycles that were manufactured or imported under each exemption;
   2. the total number of motorcycles that it manufactured or imported for sale in Canada; and
   3. the number of employees of the company worldwide.

The specific information that must be included in the end of model year report is set out in section 32.7 of the Regulations.

7.6 Do end of model year reports have to be submitted in a specific format?

No. The Regulations do not specify a mandatory format for end of model year reports. Companies are allowed to submit the reports in a form that is convenient to them, provided that the reports contain all the information specified in the Regulations.

7.7 Is there a template for end of model year reports?

Yes. Environment Canada has developed a suggested template for preparing end of model year reports. The objective is to facilitate the preparation and review of such reports. The template consists of

• a sample cover letter (presented in Appendix A); and
• a suggested format for the report (presented in Appendix B).

Companies are not obligated to use the template but may choose to do so. They may also choose to use it as a guide in the preparation of their own version of end of model year reports.

In addition, Environment Canada has developed an electronic submission form for the calculation and electronic submission of average emission values, credits and deficits for the various subfleets of motorcycles, as applicable. This form is meant to facilitate the electronic entry and processing of data by companies. Nonetheless, a company is still required to provide the various statements and values required under the Regulations. The form is presented in Appendix C and is available electronically upon request.

7.8 Are companies required to maintain records related to subfleet averaging and end of model year reporting?

Yes. The specific records related to the subfleet averaging that companies are required to maintain are set out in section 37.1 of the Regulations. Companies are required to maintain these records, as well as a copy of the company's end of model year report under section 32.7, for a period of at least three years after the due date of the end of model year report, as provided under section 38 of the Regulations.