Month: May 2023

The audit process

The BSL Administrators are reminding everyone with authorised fuels of the audit process to help ensure ongoing scheme compliance. If you have any questions on the process, the BSL Helpdesk in on hand to discuss this update in more detail with you.

Audit types

The BSL audit team conduct both site and desktop (telephone) audits. If you are selected for a telephone audit, you will receive an email from us advising you that you have been selected for audit and requesting documents that we require to conduct it. Once we have received these documents we will then send you a selection of dates and times to choose a convenient time for your audit. Once the audit has been conducted you will receive an audit report with a deadline to complete your actions. If you fail to complete these actions within the deadline your BSL number may be suspended, and this may result in removal of your BSL number.

If you are selected for a site audit, the auditor will contact you directly to request any documentation required prior to the audit and to book in their visit. You will also received an audit report following the audit, and these actions must be completed by the deadline given to avoid suspension or removal from the BSL.

Pre-audit documentation

The documentation we require, depends upon your supplier type and the type of fuel you produce or trade.

Self-suppliers

We require:

For all fuels:

• A copy of the emissions certificate for your boiler (if your boiler was installed before 24^th September 2013, please provide evidence of the date of installation and evidence of the fuel type and moisture content your boiler can take)
• Your records illustrating the amount of fuel your boiler uses for the last 12 months
• Your records illustrating that you are monitoring the moisture content
• A copy of your fuel quality certification (if applicable)

If you are processing wood fuel from your own woodland:

• A copy of your felling licence/management plan/alternative evidence to prove that you have the legal right to harvest the biomass 

If using waste wood:

• Any permits/exemption certificates that you have and a description/photograph of your raw materials and fuel

If purchasing top up fuel:

• Please provide 5 copies of your top up fuel invoices (these should show the BSL number of the fuel supplied by your supplier)

Producers and producer-traders

For all fuels:

• An explanation of how you calculate your quarterly returns
• Test results for the moisture content of your raw material and your product 
• 5 invoices for your raw material
• A copy of your fuel quality certificate (if applicable)

For waste fuels:

• Copies of your exemptions/permits if you are processing or using waste wood
• A brief description of your raw material and/or photographs of your raw material

If you are selling your fuel:

• Your distance to customer and the information you used to calculate this at the time of your application
• 5 invoices to your customers (please note: customer details and pricing information are not required)

If you are using your fuel in your own boiler/s:

• A copy of your boiler emissions certificate(if your boiler was installer before 24th September 2013, please provide evidence of the date of installation and evidence of the fuel type and moisture content your boiler can take)
• Your records illustrating the amount of fuel your boiler uses for the last 12 months

Traders

• Copies of 5 sales invoices for the fuel being audited
• Copies of 5 supplier invoices for the fuel being audited (please note: customer details and pricing information are not required)
• A copy of your fuel quality certification (if applicable)
• A description of your delivery method and, if supplying bagged fuels, a photograph of the bags

• The list of your depots and any other BSL numbers you have
• The list of your BSL fuel suppliers
• If trading with overseas suppliers, please also provide shipping notes

If you are unsure about any of the documentation required, please contact the audit team. If you don’t keep some of the records required, the auditor will discuss this with you during the audit and advise ways that you can comply in future.

Contact the BSL Helpdesk

Click here to contact the BSL Helpdesk using our contact enquiry form, or call the team on (+44) 01684 215253. The Helpdesk is open Monday to Thursday, 9:30am to 5pm and to 4:30pm on Friday. 

The BSL Administrators would like to remind everyone with authorised fuels of the membership renewal process.

Membership fee is due on 1st January each year. The membership fee is a flat fee per account, not per fuel, and is calculated based on company size information provided during registration. For individuals, a membership fee of £25 + VAT will be charged.

Membership fee by company size: for individuals £25 + VAT. For small / micro companies £120 + VAT. For medium / large companies £295 + VAT. Self-Suppliers will be charged an annual membership fee each January. Producers, Producer-Traders and Traders will be charged on a quarterly basis in January, April, July and October to coincide when quarterly reporting data is submitted, and tonnage fees are paid. In the case of removal of a fuel or supplier by the BSLadministrator, no fees will be refunded.

Quarterly reporting data will be accepted from the first day of the month following the end of the reporting period (“QR Date”) and can be reported up to 30 days after QR Date. If, after this date, quarterly reports have not been submitted, the fuel(s) may be audited and/or suspended or removed from the BSL. Once the quarterly report has been submitted, payment can be made. This is by PayPal or BACS. Payment date is on or before QR Date +30 days and is not +30 days from the date you submit your quarterly report.

• In January, suppliers will need to report on woodfuel sold in the period between 1st October to 31st December. 
• In April, suppliers will need to report on woodfuel sold in the period 1st January to 31st March 
• In July, suppliers will need to report on woodfuel sold in the period 1st April to 30th June 
• In October, suppliers will need to report on woodfuel sold in the period 1st July to 30th September.

Late submissions of quarterly figures may be accepted in exceptional cases where prior permission is applied for from, and granted by, the BSL Administrator. Any person wishing to apply for such an exemption should contact the helpdesk as far in advance of the Quarterly Report date as possible, and never later than QR Date +35 days. The BSL helpdesk will take details of the length of extension being requested, the reason, and any supporting evidence. The helpdesk will confirm to the applicant in writing the outcome of their request, usually in a maximum of five working days. Dispensations will be on a strictly case-by-case basis. Since the veracity of evidence will likely be difficult to validate, all such requests will have an impact on the Supplier’s risk profile.

Get in touch with the BSL Helpdesk on 01684 215253 or email helpdesk@bsladmin.org.