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Log in
to the online reporting system [exit DNR].
Follow
the login tutorial [PDF].
Download
the line-by-line instructions for 2015 and 2016 [PDF].
Contact information
For more information about the infectious waste annual report, contact:
DNRMedicalWaste@Wisconsin.gov
608-267-3548

Wisconsin's infectious waste annual report

The annual report forms for reporting years 2015 and 2016 are now available! Both reports are due Dec. 8, 2017, at 11:59 p.m. 

This page is for people filing annual reports on the infectious waste they generate. It provides access to the online report and instructions for filing it. This page also explains how to prepare for filing the report, how to obtain and register a WAMS ID, and how to update contacts and facility information. It describes who is exempt from filing the report and how to keep records.

Everything you need to access and file an infectious waste annual-report is on this page, including the link to log in to your report.

New to infectious waste reporting? Read the Exemptions and records tab first.

Prepare to file

Prepare to file your report by making sure DNR emails will reach you, identifying who needs to sign your report, gathering information and choosing a browser that will allow you to fill out and submit the online form.

Identify the right person to sign your annual report

According to the state medical waste rule, the person who must sign the annual report is the "director." This is the person in the highest-ranking position who actually works in the medical facility. Designees (such as environmental services directors) and corporate officials (such as employees who oversee waste management at several facilities but work elsewhere) cannot sign the reports. They may enter information into the form, but the director must review the information, certify it is correct and sign the report. Whoever is Director or Acting Director at the time the online form is submitted should sign the report.

Verify your browser

The report will work in Google Chrome, Apple Safari, Mozilla Firefox and in Internet Explorer (IE) version 10 or higher. The report will not work in the Windows Vista operating system or in IE version 9 and lower.

If you have been able to get into the online report itself, look for the “Save” button at the top of the report screen. If the “Save” button is not obvious, you are probably using an older version of Internet Explorer. You must either upgrade to IE10 or higher or use another browser.

Gather information needed for your report

Make sure you have the following information before you log in to the online reporting system.

Everyone filing the report will need the following:

  • Your personal WAMS ID and password. If you do not have one or can’t remember it or your password, see Create and register your WAMS ID.
  • The Tax ID form(s) for the lowest level owner(s) responsible for your facility’s operations during the reporting year. Your accounting department will have the form(s). If unsure of what DNR means by “owner,” contact us at DNRMedicalWaste@wisconsin.gov.
  • The date(s) on which the (these) Tax ID Number(s) began being associated with your facility. That is, the date on which your facility began to generate infectious waste under that Tax ID number. NOTE: If two or more Tax IDs operated your facility during the reporting year, each owner will file a separate infectious waste annual report for time they owned the facility.
  • Documentation of the amounts of infectious waste your facility treated on-site and sent off-site for treatment and the total amount for the year, such as a weight log, shipping papers, manifests or certificates of destruction. (By law, the documentation should be in your facility. However, if you cannot locate yours, your infectious waste treatment facility may have copies.) For more information see the Exemptions and records tab.
  • Estimated amounts (if any) of liquid infectious waste your facility sent down the drain to a wastewater treatment plant. To find out how and what to estimate, see Appendix 2of the line-by-line instructions [PDF].
  • One or more previous annual reports for your facility, if available. To view or print annual reports for 2014 and later, log into the reporting system by following the login tutorial [PDF]to the Report List screen.  Instructions for printing are on the Report List screen. To obtain a copy of an annual report up to and including 2013, contact DNRMedicalWaste@Wisconsin.gov

If your facility is a hospital, clinic (including veterinary, dental and dialysis clinics and surgery centers) or nursing home, you will also need the following:

  • Information needed for calculating a medical waste generation rate, depending on the type of facility.
    • If a nursing home, the number of patient days for the reporting year.
    • If a hospital, the number of patient days for the reporting year, including inpatient census and outpatient surgical days. Exclude healthy newborns and emergency room visits. Include only outpatient surgical days. Do not include non-surgical outpatient visits such as lab visits.
    • If a clinic, the number of treatment areas (that is, the number of rooms) where infectious waste was generated during the reporting year.
    • If a dialysis clinic, the number of dialysis treatments for the reporting year.
  • Your facility's medical waste reduction plan.
  • The date and results of your last waste audit (if any).
  • The date(s) of any revisions to your medical waste reduction plan.
  • A list of things your facility did during the reporting year to reduce medical waste.
  • A list of things your facility did during the reporting year to reduce other wastes or to reduce the use of water or energy.
  • A list of things you intend to do in the next year to reduce waste or save resources.

To learn more about medical waste reduction planning activities, review our Reducing healthcare waste page.

Contact the DNR if you have questions

The best way to contact us is to email DNRMedicalWaste@Wisconsin.gov. In the subject line, please include your facility's nine-digit FID (this is not your FEIN, tax ID or EPA ID number). The FID will help us get back to you sooner.

Access the report

How to access and complete your online report

The DNR will email all known infectious waste contacts when the 2015 annual report is available online. All information in the email is also on this page. If you have any trouble, read through the Reporting tips and troubleshooting section below.

If any of your contacts have changed, make sure you notify the DNR of these updates before working on your report. The DNR strongly encourages you to name a secondary contact who can respond to DNR emails about the annual report if the primary contact leaves or is unavailable.

If your facility is one of a group of generators, please review this publication to see whether or not you may file the annual report together as a group.

Logging in to your report

Open the Login Tutorial and follow it to the letter. It will guide you through tricky spots that could delay your access. Make sure you are using Google Chrome, Apple Safari, Mozilla Firefox or Internet Explorer version 10 or higher. The report will not work in the Windows Vista operating system or in IE version 9 and lower.

Note: the links to the reports, the login tutorial and the registration tutorial are the same for all years. Only the instructions differ from year to year.

Notice for those filing 2014 reports

In the 2014 annual report , the links to the instructions will not work. Use the file below if you are completing the report for 2014.

Filing (finishing) your report

Finishing your report involves three steps. More detailed instructions for the three steps and printing your report are available in the filing tutorial.

  1. Submit the online form. You must click the "submit" button in the report before the due date and time, or the DNR will charge a $25 late fee.
  2. Send in the original, signed signature page. The director must print, sign and mail the signature page to the DNR office in Madison, as directed on the signature page.
  3. Pay the filing fee. You may pay your filing fee by check or electronically. If paying by check, include your invoice with your check for proper processing. Send your check and invoice to Milwaukee, as directed on the invocie.

Infectious waste annual report filing tutorial [PDF]

DNR E-Pay invoice payment options

Reporting tips and troubleshooting

Follow these tips to avoid problems.

  • Use a browser that allows you to see and submit the report. For more information, see Prepare to file.
  • Always access your report from this page. Bookmarks or other links you save will not work.
  • Start at the top of the report. Answer the questions in order. This ensures the correct fields will appear in your facility’s report.
  • Move up and down, not back. Use the browser scroll bar or the keyboard up/down arrows. Do NOT use the browser back arrow.
  • Save your work often. Click the Save button on the report title bar and wait for it to finish saving. The report will time out if you are inactive for 20 minutes, and unsaved changes will be lost.
  • Save your work before using the “Exit Report” button in the report title bar.  The “Exit Report” button will return you to the “IW Annual Report List” page.
  • Read the instructions. Click on the "i" icon for specific instructions throughout the form, or download the full instructions using the link above.
Troubleshooting report access

If you cannot log in to your report, here are some possible reasons.

  • If you come to a page where all you can do is update contacts using the online contact form (not in the report itself), you may be trying to log in through the DNR Switchboard. Infectious waste annual reports are not on the DNR Switchboard; the only way to access your report is from this page. The Log In link is in the upper right-hand corner.
  • If you use a bookmarked link, you will see error messages. Bookmarking the login link doesn't work because these bookmarked sessions expire. Use the Log In link on this Web page, every time.
  • If you try to return to an annual report from the login screen that appears after the report times out, you will get error messages because you are trying to get back into an expired session. Use the Log In link on this Web page, every time.
  • If you receive a message about being denied access, the DNR may not have connected you and/or your WAMS ID to your facility yet. Try again later, and if you still have problems, email DNRMedicalWaste@Wisconsin.gov.

If you were able to log in using your WAMS ID and password, here are some other things that might go wrong and what to do about it.

  • If your list of facilities is missing a facility or you see the message “No Records Found!” on the My Facility page, check that you have registered yourself for that facility with the DNR Switchboard. You may also email DNRMedicalWaste@Wisconsin.gov describing the situation. Include the facility name, address and FID (if you know it).
  • If you click the Next button on the My Facility page or Report List page and nothing happens, make sure you have clicked your facility name or reporting year to select it. When selected, the line listing your facility or reporting year will be highlighted.
  • If you are on the Report List page and you have clicked on your reporting year and nothing happens (that is, the line does not turn blue), then you have not verified your contacts yet. On the Report List Page, click the “Verify Contacts” button, verify or update your Primary, Signatory and Billing contacts, and click “Save” to return to the Report List Page. You should then be able to access the online form for this reporting year.
  • If you cannot find the Save button in the annual report itself, you are probably using Internet Explorer 9 or lower. You will need to upgrade your browser or find another computer with a newer version.

Contact the DNR if you have questions

The best way to contact us is to email DNRMedicalWaste@Wisconsin.gov. In the subject line, please include your facility's nine-digit FID (this is not your FEIN, tax ID or EPA ID number). The FID will help us get back to you sooner.

Create WAMS ID

Create and register your WAMS ID

Every person who prepares your annual report must have personal access to the DNR reporting system. There are three steps to obtaining access. These steps only need to be done once. In the future, you will simply log into your annual report. If you have problems with your WAMS ID or password, see Fix problems with your WAMS ID/password, below.

Step 1: Obtain a personal Wisconsin User ID (WAMS ID)

The first step is to obtain a personal WAMS ID. A WAMS ID allows you, as a person, to interact with the state’s online data systems, both at work and at home. Please note:

  • If you already have a WAMS ID, do not sign up for another one.
  • Don’t use a WAMS ID anyone else set up, because you would be committing identity theft. WAMS IDs are unique to individuals, like driver's licenses or Social Security numbers. Two or more people cannot share a WAMS ID. Facilities and job positions do not have WAMS IDs.
  • Guard your WAMS ID and password, to prevent identity theft.

The first part of the Registration Tutorial explains how to obtain a WAMS ID. DNR Switchboard Help has a generic video of the same process.

Step 2: Request access on the DNR Switchboard

The next step is to request access on the DNR Switchboard so that DNR can link your WAMS ID with your facilities. The second half of the Registration Tutorial, above, explains how to request access, starting on or around slide 18.

Step 3: Send your original signature to the DNR

You must also send your original signature to the DNR, for legal reasons.  If you do not send in your signature, the DNR will revoke your Switchboard registration. This means you would need to register again, send in your signature and wait for the DNR to receive your original signature before reinstating your access to any annual reports (past or current).

Fix problems with your WAMS ID/password

If you have forgotten your password, click the Forgot your password? link on the report login screen. The DNR does not know your password, and only WAMS staff can help you reset your password.

If you have forgotten your WAMS ID and know you have registered with the DNR, contact the DNR at DNRMedicalWaste@Wisconsin.gov.

For all other problems with your ID or password, review the WAMS ID Frequently Asked Questions [exit DNR]. You can request help by filling out a support request form [exit DNR] with the following information:

  • Email: the email address you used to create your WAMS ID
  • User ID: WAMS ID, if you have one
  • Application name: WAMS log in for DNR reports
  • Web address: exact URL or link where you encountered the problem in your browser
  • Message number: any number that might have appeared along with an error message or warning 
  • Message description: the wording of the error message or warning, exactly as it appeared on your screen
  • Comments: describe your problem with as much detail as possible. Include a phone number if you would like a call back, or an alternate email address if you want to be reached at a different email address

Contact the DNR if you have questions

The best way to contact us is to email DNRMedicalWaste@Wisconsin.gov. In the subject line, please include your facility's nine-digit FID (this is not your FEIN, tax ID or EPA ID number). The FID will help us get back to you sooner.

Update contacts

Update your contacts and facility information

Make sure you receive timely reporting information, including invoices and documents you are required to sign and return to the DNR. The DNR will notify your facility about annual reports only by email, so it is very important that you keep contact information up to date. The DNR strongly encourages you to name a secondary contact who can respond to DNR emails about the annual report if the primary contact leaves or is unavailable.

You must also notify the DNR when ownership changes (based on a change in the facility's Tax ID number) and when your facility's name changes. This ensures that each owner can report before and after the ownership changes. New facilities that generate enough infectious waste to have to file annual reports should notify the DNR after the facility opens.

Make sure DNR emails will reach you

To ensure the DNR emails about the annual report are properly delivered to you, please put the domain "@Wisconsin.gov" and the email address "DNRMedicalWaste@Wisconsin.gov" on your list of safe senders.

Definition of FID

A Facility Identification (FID) is a nine-digit number DNR uses to identify facilities based on location (not ownership). If a generator moves to another address, the DNR will give the generator a new FID for the new location. This enables the DNR to keep track of what has happened on a particular property through time (such as spills and cleanups), regardless of who has owned or occupied the property.

The FID is not the same as a FEIN number, tax ID, or an EPA ID number (a 12-digit number assigned by the DNR for dealing with chemically hazardous waste).

Contact the DNR if you have questions

The best way to contact us is to email DNRMedicalWaste@Wisconsin.gov. In the subject line, please include your facility's nine-digit FID (this is not your FEIN, tax ID or EPA ID number). The FID will help us get back to you sooner.

Required reports and who must file them

State law requires all businesses and institutions to separate and manage infectious waste safely. State law also requires hospitals, clinics and nursing homes to implement plans to reduce medical waste.  

To verify compliance with these requirements, infectious waste generators need to file a report regarding the waste they sent off-site for infectious waste treatment, called the "Off-site Treatment Report," and hospitals, clinics and nursing homes need to file the "Medical Waste Reduction Progress Report." The DNR's infectious waste annual report combines both of these reports in the same online form. Your facility may be exempt from one or both reports.

To learn more about the combined annual report, please read the following.

Find out whether your facility is exempt from filing the report

Use the following worksheet to find out whether your facility needs to file one or both parts of the annual report.

If the facility is not exempt, go to the Prepare to File tab and follow the steps for filing the annual report. Everything you need, including the link to access your annual report, is on this Web page.

Definitions of "facility" and "owner"

Each location that generates infectious waste is a separate facility under Wisconsin’s medical waste rules. Location is based on the street address. In some cases, contiguous properties with different addresses are considered to be one facility. When two or more facilities (also called generators) are at the same street address, location is based on the suite number.

Example 1: A hospital owns three outlying clinics and all are on separate properties.  Therefore, the hospital and clinics count as 4 separate facilities (generators). They must file 4 annual reports, unless any are exempt from reporting.

Example 2: A hospital rents Suite A to an independent group of doctors. The hospital is one facility (generator), and the group of doctors is one facility (generator) collectively. They must file two annual reports, unless the group of doctors is exempt from reporting.

Ownership of a facility is based on the Tax ID number of the entity that is the lowest level owner responsible for the facility's operations during a reporting period.

For detailed information about the terms "facility" and "owner," please review Infectious waste generators, owners and manifesting groups (WA-1819) [PDF].

All facilities that generate infectious waste must keep adequate records

Regardless of whether your facility is exempt from filing a report, you need to maintain adequate records of the amounts of waste you generate, treat on-site and send off-site for treatment.  These records can include any of the following:

  • Your infectious waste manifests or records of waste sent off-site for treatment (hospitals, clinics and nursing homes must retain for 5 years, all others for three years).
  • Your certificates of destruction or treatment (hospitals, clinics and nursing homes must retain for 5 years, all others for three years).
  • Logs of the amounts sent off-site for treatment and the destination facility.
  • Logs of the amounts generated.
  • Records related to on-site treatment (see s. NR 526.12, Wis. Adm. Code).

In addition, hospitals, clinics and nursing homes (unless exempt) must retain:

  • Your waste audits (must retain all past audits).
  • Your current medical waste reduction policy (recommend retain any previous versions of the policy for 5 years after they are retired).
  • Your medical waste reduction plan and updates to the plan (recommend retain previous versions of the plan for 5 years after they are retired).
  • Copies of the annual reports you have submitted to DNR (must retain for 5 years, recommended retain for 10 years).
  • Infectious waste manifests (hospitals, clinics and nursing homes must retain for 5 years, all others for three years).
  • Certificates of destruction or treatment (hospitals, clinics and nursing homes must retain for 5 years, all others for three years).
  • Training records (recommend retain for 5 years).
  • Any other documentation that supports how and when you implemented your plan’s goals and objectives (recommend retain for 5 years).

Documentation may be paper or electronic. You should store these records at your facility in a file that is secure yet accessible, in case the DNR or EPA asks to see them.  Be sure they are not discarded when people change positions or leave your facility. Recordkeeping requirements are in s. NR 526.14, Wis. Adm. Code [exit DNR].

Making your medical waste reduction plans available

If your hospital, clinic or nursing home has a medical waste reduction plan, it must be made available to the public, according to s. NR 526.22, Wis. Adm. Code [exit DNR].

Contact the DNR if you have questions

The best way to contact us is to email DNRMedicalWaste@Wisconsin.gov. In the subject line, please include your facility's nine-digit FID (this is not your FEIN, tax ID or EPA ID number). The FID will help us get back to you sooner.

Last revised: Wednesday November 15 2017