User & Account Management

Please follow the corresponding procedure below in order to make changes in the account data of your user account. Do not hesitate to contact the registry helpdesk by phone [+32 (0) 2 524 95 44] for any question regarding these procedures.

Create a new user

Create an EU Login login and a URID (mandatory for all new users)

Manage your user data

Changes to e-mail address, mobile phone number (GSM number) and mobile device (GSM) must always be made at two levels: first, in EU Login (please send us by email a printscreen of your account details when it is done) and then, in the registry. This data must correspond in both systems.

To change your e-mail address and GSM number (as well as your preferred language, your secret question and answer and your ID card details):

  1. Log onto the registry.
  2. Select "Edit your personal details" in the left hand side menu.
  3. Modify your personal data and click "Next".
  4. Verify the data and confirm your request.
  5. After confirming, you will receive a confirmation message containing the ID of your request. Please note carefully this ID number for any subsequent communications with the registry helpdesk regarding your request.

In case additional documents are required (eg. new copy of your identity document or a confirmation of your new e-mail address or mobile phone number), you will receive an e-mail from us in the following days.

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To change the mobile device (GSM) in the registry:

1. The first time you connect to the registry after modifying your GSM in EU Login, you will receive a message from the registry asking you to confirm that the mobile device used (identified by the MUDI) is the one you want to register in the registry: click on Device registration. A MUDI modification task will then be created in the registry.

2. This change requires manual approval by the registry administrator: you will receive an e-mail from helpdesk@climateregistry.be (it may take 1 or several days - depending on the helpdesk workload - before you receive it).

Open a new account

Any operator of an installation, as determined in European legislation, is required to have a greenhouse gas emissions permit for its installation. This permit is handed out by the competent authority (CA) of the installation.

The CA will warn the registry administrator in case a new permit is handed out under the EU-ETS. Thus, in turn, the registry administrator will contact the operator in order to start the opening procedure of the obligatory OHA in the registry.

Any aircraft operator, as determined in European legislation, is required to have a greenhouse gas emissions permit. This permit is handed out by the competent authority (CA).

The CA will warn the registry administrator in case a new permit is handed out under the EU-ETS. Thus, in turn, the registry administrator will contact the aircraft operator in order to start the opening procedure of the obligatory AOHA in the registry.

The scope of the EU ETS has been extended to emissions with the maritime sector as from 2024. To this end, the European Commission (EC) will publish a list of all affected shipping operators and their administering Member State by the end of February 2024. Maritime Operator Holding Accounts, in short MOHA, will be opened for these operators. The opening of a MOHA will be technically possible as from 1 January 2024.

The registry adminsitrator will contact the shipping companies based on the official list that will be published by the EC.

More information is provided in the FAQ section of this website.

Trading accounts - There are two other types of user accounts in the registry that can be used for trading of emission units :

Transactions from this account type are by default bound to less strict transaction rules as the other account types, for ex. transactions can be made to an account that is not on the trusted account list (TAL) of the account.

This account type can hold units of all unit types, as long as the units are eligible under the EU-ETS.

As from January 1, 2021 all former (EU-ETS) person holding accounts (PHA) have been migrated into trading accounts.

IMPORTANT : A trading account can only be opened by a company being VAT-registered in Belgium and having a permanent residence in Belgium ; all authorised representatives of a trading account must also have a permanent residence in Belgium.
The opening of a trading account is subject to prior payment of the first annual fee. This fee (retribution) amounts to € 646,33 for the year 2023. The annual fee is due per calendar year, regardless of the number of days an account is open during that year. For example, if an account is opened on 5 December 2023, the fee for 2023 is also due.

Please note that if we receive an activation form in December, the account will only be opened the following year.

Also note that it is necessary for the activation form to be complete on initial receipt in case an account needs to be opened urgently. If this is not the case, there is no guarantee that the account will be opened within the requested deadline. Once the application is complete, we will send the necessary details to our finance department. It then sends the first annual fee and notifies us once it is paid, after which we can open the account.

Click here to send an email to the helpdesk to request the opening of a new Trading Account (TA).

Transactions from this account type are bound to the Kyoto transaction rules.

This account type can NOT hold any allowances (EUA, CHU, EUAA or CHUA), which are EU-ETS specific units, but it can hold all Kyoto units including international credits that have become ineligible under the EU-ETS.

Click here to send an email to the helpdesk to request the opening of a new Person Holding Account in the Belgian Kyoto registry (KP-PHA).

Manage your account

ATTENTION :
Any form relating to a change in the list of authorised representatives must be signed by the legal representative. Therefore, do not enter any addition, replacement, deletion or role change of an authorised representative if the legal representative mentioned in the registry is no longer responsible for the account. Any task entered under these conditions will be systematically cancelled.

If the legal representative is no longer correct, please start as soon as possible the procedure to replace the legal representative.

Before designating a new authorised representative for an account, this person needs to create an EU Login login and a URID.

As soon as the new representative has created his URID, you can designate him on your account by following these steps :

  1. Log onto the registry.
  2. Select "Accounts" > "Accounts" in the left hand side menu.
  3. Click on the account number (first column of the table) of the corresponding account in order to go to the account details of that account and select the tab "Authorised Representatives" afterwards.
  4. In case the maximum number of representatives - 7 per account - has not been reached yet, you will find a button "Add AR" on top of the tab.
  5. In case the new representative has already been linked to another account of the same account holder in the past, you can select him from a list. Otherwise, you will have to enter all contact data of the new representative.
  6. Verify the data you have entered and confirm your request.
  7. After confirming, you will receive a confirmation message containing the ID of your request. Please note carefully this ID number for any subsequent communications with the registry helpdesk regarding your request.

In the following days you will receive an email from the helpdesk confirming the introduction of your request and indicating the additional documents you need to send back in order to complete the request :

  • A signed application form (this form will be sent via e-mail)
  • A clearly readable, recto-verso colour copy of a valid identity document of the new representative
  • The recent original criminal records of the new representative
  • Evidence of the address of permanent residence of the new representative (unless the residence is shown on the enclosed identity document or the enclosed criminal records)

Copies of documents issued outside Belgium must be certified, provided with an Apostille or legalized. The date of the certification or legalisation must not be more than three months prior to the date of submission of this form (click here for more details).
Documents composed in other languages than Dutch, French, German or English must be accompanied with a certified translation into one of these previously cited languages.
Before replacing an authorised representative for an account, the new person needs to create an EU Login login and a URID.

As soon as the new representative has created his/her URID, you can replace the former representative on your account by this person by following these steps:

  1. Log onto the registry.
  2. Select "Accounts" > "Accounts" in the left hand side menu.
  3. Click on the account number (first column of the table) of the corresponding account in order to go to the account details of that account and select the tab "Authorised Representatives".
  4. Select "Replace" under the data of the representative that has to be replaced.
  5. In case the new representative has already been linked to another account of the same account holder in the past, you can select him from a list. Otherwise, you will have to enter all contact data of the new representative.
  6. Verify the data you have entered and confirm your request.
  7. After confirming, you will receive a confirmation message containing the ID of your request. Please note carefully this ID number for any subsequent communications with the registry helpdesk regarding your request.

In the following days you will receive an email from the helpdesk confirming the introduction of your request and indicating the additional documents you need to send back in order to complete the request:

  • A signed application form (this form will be sent via e-mail)
  • A clearly readable, recto-verso colour copy of a valid identity document of the new representative
  • The recent original criminal records of the new representative
  • Evidence of the address of permanent residence of the new representative (unless the residence is shown on the enclosed identity document or the enclosed criminal records)

Copies of documents issued outside Belgium must be certified, provided with an Apostille or legalized. The date of the certification or legalisation must not be more than three months prior to the date of submission of this form (click here for more details).
Documents composed in other languages than Dutch, French, German or English must be accompanied with a certified translation into one of these previously cited languages.

In order to remove an authorised representative from an account, please use the following steps:

  1. Log onto the registry.
  2. Select "Accounts" > "Accounts" in the left hand side menu.
  3. Click on the account number (first column of the table) of the corresponding account in order to go to the account details of that account and select the tab "Authorised Representatives".
  4. Select "Remove" under the data of the representative that has to be removed.
  5. Confirm your request.
  6. After confirming, you will receive a confirmation message containing the ID of your request. Please note carefully this ID number for any subsequent communications with the registry helpdesk regarding your request.

In the following days you will receive an email from the helpdesk confirming the introduction of your request and asking you to send us a confirmation of your request (form in attachment to the email) signed by the legal representative of the account.

Upon introduction of the request to remove a representative from an account, this representative no longer has access to the account.

Due to a problem with the registry software, the role change should currently be requested by email. Please clearly indicate in this email the file/dos number, the authorised representative's name and his/her new role.

In the coming days, you will receive an email from us containing a form to be signed by the legal representative for confirmation of the request.

 

Send an e-mail to the helpdesk and clearly mention the file number (if there is only 1 file) OR the account holder (if all files of the account holder are concerned) for which you wish to replace the legal representative. Please also include the following details of the new legal representative:

  • First name
  • Name
  • GSM
  • Fixed number (optional)
  • E-mail
  • Preferred language (NL-FR-EN)

Fill out this form and send it via registered mail to the registry administrator.

Fill out this form and send it to the registry administrator.

In this case please contact the registry helpdesk.

In this case please contact the registry helpdesk.

Different roles on a user account

Differents roles (can) exist on a user account: the account holder, the legal representative and the authorised representatives.

Read more on the different roles on a user account...

Annual fee (retribution)

Each calendar year, the account holder is obliged to pay an annual fee for every account that he holds, in order to contribute to the administrative expenses of the registry. For trading accounts this fee (retribution) needs to be paid a first time before the registry administrator will grant access to the account to the authorised representatives.

The amount of the annual fee for 2023 is € 646,33.
The annual fee is sent digitally to the email address specified (also see "Modify the account holder's data and/or modify the way of sending the annual fee" above) or by regular mail to the official postal address of the account holder. This address is the one mentioned in the (Belgian) company register (KBO/BCE). A change of the postal address in the company register will automatically be reflected in the greenhouse gas registry.

Review cycle

The EU-ETS has been confronted over the past years with fraud and theft of emission units. In this regard, account holders of open user accounts must continuously meet all information and documentation requirements. Once a year, every account holder has to confirm the correctness of its account information to the Registry Administrator and once every three (TA/KP-PHA) or five (OHA/AOHA) years, a complete review of all account information and documentation provided is done by the Registry Administrator.

Read more on the review cycle...

Mifid II

In accordance with the European Directive Mifid II, emission allowances are classified as financial instruments as from January 3, 2018 onwards in order to reinforce the integrity and safeguard the efficient functioning of the trading in emission allowances. There is no impact for most ETS operators.

ETS operators only fulfilling there compliance obligations

Mifid II does not apply to operators only fulfilling their compliance obligations and hence only buying and/or selling emission allowances in that regards, but it is focused on effective trading of emission allowances. ETS operators that extensively trading emission allowances, can hence be subject to the Mifid II directive.

More specifically Mifid II - Art. 2(1) e - does not apply to operators with compliance obligations under Directive 2003/87/EC who, when dealing in emission allowances, do not execute client orders and who do not provide any investment services or perform any investment activities other than dealing on own account, provided that those persons do not apply a high-frequency algorithmic trading technique.

Other ETS operators more extensively trading emission allowances (ancillary activity)

In case the trading of emission allowances is not restricted to ensure compliance, but in case it is also not the main activity of the company, the competent authorities need to be informed yearly that an excemption is wanted (including the necessary justifications for the request). This yearly obligation is prescribed by the Mifid II directive and is hence applicable regardless the Member State.

More specifically Mifid II - Art. 2(1) j - does not apply to persons dealing on own account, including market makers, in commodity derivatives or emission allowances or derivatives thereof, excluding persons who deal on own account when executing client orders; or providing investment services, other than dealing on own account, in commodity derivatives or emission allowances or derivatives thereof to the customers or suppliers of their main business; provided that:

  • for each of those cases individually and on an aggregate basis this is an ancillary activity to their main business, when considered on a group basis, and that main business is not the provision of investment services within the meaning of this Directive or banking activities under Directive 2013/36/EU, or acting as a market-maker in relation to commodity derivatives,
  • those persons do not apply a high-frequency algorithmic trading technique; and
  • those persons notify annually the relevant competent authority that they make use of this exemption and upon request report to the competent authority the basis on which they consider that their activity under points (i) and (ii) is ancillary to their main business;

In addition, it is useful to note that Mifid II does not apply to privileged transactions (ex. within the same group/company, hedging and liquidity provisions).

For further information, please contact the competent authority for MIFID:  https://www.fsma.be/en/contact

 

Additional information

Validation of documentation

In general documents that have been issued outside Belgium must be certified, authenticated with an Apostille or legalised and translated if they are not composed in English, Dutch, French or German.

Read more on the validation of documentation...

Close an account

Operator (OHA) and aircraft (AOHA) operator holding accounts may only be closed upon request of the competent authority. They will inform us in principle as soon as an account can be closed. We will than afterwards start the account closure procedure in the registry (in case of a positive balance the account holder will be asked to empty the account before closure).

Trading accounts (TA) and person holding accounts in the Belgian Kyoto registry (KP-PHA) can be closed upon simple request by the account holder. In order to request the closure of an account an email should be sent to the registry helpdesk. The required documents to complete the closure will than be sent afterwards.

 

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