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SystemShip Management & Maritime Compliance

EU ETS and FuelEU Maritime Compliance

EU ETS shipping obligations worked ship by ship and month by month: fuel to allowances owed, each line tied to the charter clause that says who pays.

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See one month's ledger built and billed, screen by screen ↓
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The problem

A bunker stop at an anchorage halves an intra-EU leg on the spreadsheet

The ISM company surrenders allowances for every ton in scope and must recover most of the cost from charterers and owners, under clauses that work month by month and seven days at a time. The figures come from records that rarely agree: noon reports, bunker delivery notes, surveys and lab reports.

Get the leg wrong and the recharge is short. Use the noon sum where the monitoring plan uses stocktakes and the verifier asks why. Send the charterer a figure that differs from the emissions report, and the dispute cannot be won.

Today the chain runs on spreadsheets: fuel from delivery notes and surveys, legs rebuilt from noon reports, the payer read from the charter party and the hire statement, and a notice typed by hand inside the first seven days of the month.

Built forEmissions managersHeads of complianceFinance controllersTechnical superintendents

The Problem Today

The manager pays for every ton, while the fuel records disagree and the money sits in charter clauses read by hand.

Sep 30
deadline to surrender allowances for last year's emissions published
7 days
for a charterer to transfer under the standard ETS clause published

Reconciled by hand each month

  • Noon data
  • BDNs
  • Surveys
  • Charters
  • A bunker stop splits a legHalf an EU-to-EU leg goes unbilled, unseen
  • Two figures, one disputeCharterers bill on noon sums; the report on surveys

The Solution

  1. Fuel to tons, grade by gradeAgents read delivery notes, surveys and noon reports, leg by leg
  2. Who pays, by clauseEach line tied to the charter clause and the hire statement
  3. The verifier's read, firstA challenger attacks the month and finds the agents' own mistakes
  4. Ruled, then co-signed and sentA person rules on a disputed figure; finance opens the notice and co-signs

Built-in controls

  • The charterer's note is opened by a person
  • Nobody co-signs a notice they prepared
  • Agents never touch the allowance registry

What You Get

The manager bills the same figure it reports, and recovers each month what the charter says it is owed.

  • Price and speed rehearsedAllowance prices and slower steaming priced before deciding
  • FuelEU balances and poolsEach ship's balance and its pool shown before the window
  • Rulings kept as rulesApplied again only after a second sign-off
Features

EU ETS shipping features, from fuel records to the allowances recovered

One bulk carrier's last month on time charter, worked by the emissions manager and co-signed by finance, from bunker records to the charterer's transfer.

demoThe ship, the manager, the charterer, the people, the fuel figures, prices and factors here are sample data.

  1. 01Carbon ledger

    A double-entry carbon ledger: what we owe on the left, who pays on the right

    • Fuel, factor, share and tonnes per leg. Each leg and berth stay shows fuel by grade, the factor, the share in scope and the tonnes, with the record behind each figure.
    • The payer and clause beside each line. Every line names the party and the charter clause that makes it pay, read from the charter and the hire statement.
    • Deadlines on one strip. The month's notice, the surrender, the emissions report and the FuelEU report sit above the ledger with days left.
  2. 02Fuel evidence

    Stocktake against noon sums, leg by leg, with each bunker delivery note

    • Stocktake and noon sum side by side. Where the plan uses method A, the stocktake is the figure, and a gap beyond tolerance goes to a person.
    • Bunker delivery notes matched to stems. A stem with only a receipt is flagged, and a copy request to the supplier is drafted in fixed fields.
    • Density and lab report compared. A delivery note density that differs from the lab report is raised as a supplier question.
  3. 03Verifier's read

    The month read as the accredited verifier would, before any notice goes out

    • The verifier's questions asked month by month. Points the verifier would raise on the year's emissions report are raised while that month's recharge can still be corrected.
    • Our own leg error caught. A bunkers-only stop treated as a port of call, which halves an intra-EU leg, is put right before the draft goes anywhere.
    • Legal and technical points routed by name. A late fuel changeover goes to the superintendent for facts and to counsel for any position.
  4. 04Data exchange

    ETS clause charter party data exchange sent to the charterer in fixed fields

    • Fields per line, figures by grade. The charterer gets the owner's figures in the form the clause asks for, so its answer can be compared line by line.
    • Sent by a person, with a reason. The agent drafts it; the emissions manager sends it, and the record shows why.
  5. 05Their figures

    The charterer's noon-report figures set against our stocktake on the ledger

    • Their fields beside our lines. The charterer's basis and figures appear on each line they answer, so agreement and difference are visible at once.
    • Their free text kept off the ledger. Free text from the charterer changes nothing and blocks the notice until the emissions manager opens it.
  6. 06Ruling

    Stocktake or noon sum for leg A, ruled by the emissions manager

    • Both figures with their sources. The stocktake's two surveys and the noon reports sit side by side, and a survey must be opened before ruling.
    • The earlier ruling and finding shown. The last ruling on a similar gap and the verifier's finding on last year's report are in the dialog.
    • Changing the monitoring data needs approval. Choosing the noon sum would change the monitoring data too, so it waits for the head of compliance.
  7. 07Final notice

    Final notice of allowances to transfer, co-signed by finance after opening it

    • One figure in the notice and the report. A check holds any notice whose leg figure differs from the monitoring data, so the charterer and the verifier see the same number.
    • Estimate and final reconciled. The final-month estimate already transferred is netted off, leaving only the difference to transfer.
    • Second signature on opened evidence. The finance controller opens the notice and the survey it rests on first, and nobody co-signs a notice they prepared.
  8. 08FuelEU

    FuelEU Maritime compliance balance per ship, and the proposed pool

    • Each ship's balance to date. Deficits and surpluses are worked from in-scope energy and intensity, with the penalty basis flagged as unconfirmed.
    • FuelEU pooling proposed for approval. The pool agent works out a pool; the emissions manager proposes it, compliance approves, finance co-signs, and the verifier records it.

Four people between a bunker delivery note and a transfer received

The emissions manager builds and bills, compliance approves, finance co-signs, the superintendent answers for the fuel.

Emissions managers

Own each ship's monthly ledger, rule on disputed figures, prepare every notice

  • Each tonne traced to its fuel record
  • The verifier's questions answered in advance
  • The charterer's figures beside ours, line by line
Heads of compliance

Approve rules, pools, settings and the surrender; second person on a hold release

  • One figure in report, notice and registry
  • Learned rules waiting for their approval
  • FuelEU pools proposed with the numbers
Finance controllers

Co-sign every notice and the surrender instruction

  • Notice and survey to open before co-signing
  • Transfers due and received, chased on the clock
  • Euro figures with dollars at one stated rate
Technical superintendents

Fuel evidence: delivery notes, lab reports and bunker surveys

  • Missing notes and density gaps flagged
  • Changeover facts asked for, not assumed

A bunkers-only stop, a 13.4 t gap, a late changeover and a missing note

What the month's records held that a spreadsheet would have let through.

Gibraltar split Leg B

The voyage agent treated a bunkers-only anchorage as a port of call. The challenger restored Leg B to 100%: 153.34 t under-counted, now 1,016.76 t in scope.

Leg A, 3.25% apart

Noon reports summed 398.6 t against a stocktake of 412.0 t. The emissions manager kept the stocktake, citing both surveys.

Changeover logged late

About 2.7 t of VLSFO burned inside an emission control area. Facts go to the superintendent; any position goes to counsel.

No delivery note for Rotterdam

A 60.0 t stem had only the chief engineer's receipt. A fixed-field copy request to the supplier was drafted.

demoSample data, from the working solution.

More screens

The charterer's portal, the fleet's ledgers and the surrender ahead

Around the month's notice: the outside view, the other ships, and the year-end obligations.

The charterer's sideThe charterer's desk answers by line and grade with its basis; its note waits for the emissions manager to read.
Outside requestsThe data exchange, the verifier's open query on the combined factor and the delivery-note copy request, each in fixed fields.
Price and speed rehearsedAllowance prices from EUR 60.00 to EUR 90.00 for the ship and the fleet, in dollars too, and what slower steaming on the first leg means for the charterer.
Fleet ledgerThirty-eight ships in scope, who pays for April on each, and which notices are built, drafted or waiting for co-signature.
SurrenderLast year's surrender held for what owners still owe, and this year's in-scope tonnes so far; agents never touch the registry.
Rules keptA rule from the challenger's catch, that a bunkers-only stop never splits a leg, waits for the head of compliance.

demoSample data, from the working solution.

Seven agents build the month, and none touches the allowance registry

Each reads its records, cites them, and passes the line on.

Fuel agent

Reads noon and event reports, delivery notes and surveys, and works each leg by grade, by stocktake and by noon sum.

  • Never uses a noon sum where the plan uses stocktakes
Voyage agent

Classifies legs and berth stays by port pair and share in scope.

  • Never splits a leg at a bunkers-only stop
Factor agent

Applies the monitoring plan's factors by fuel grade.

  • Takes factors from the plan, never from memory
Contract agent

Reads the charter's ETS clause and the hire statement to find who pays each line.

  • Gives no legal position
Recharge agent

Drafts the data exchange, the notice and copy requests in fixed fields.

  • Sends nothing; a person sends
The verifier's read

Attacks the month as the accredited verifier would, the agents' own work included.

  • Decides no figure
Pool agent

Works each ship's FuelEU balance and proposes pools.

  • Never forms a pool without approval

What ship managers ask about EU ETS shipping

What does EU ETS shipping require of a ship manager?

For EU ETS shipping, the shipping company surrenders allowances for in-scope emissions of its ships, and the ISM company takes that role when the registered owner mandates it. This solution turns fuel records into allowances owed, finds who pays under each charter, and people sign every notice.

Which voyages are in scope?

Emissions between two EU ports and at berth in EU ports count in full, and voyages that start or end outside the EU count at half. A stop only for bunkers, stores or crew is not a port of call, so it does not split a leg.

Who pays the allowances under a time charter?

The standard ETS clause has the charterer provide the allowances: the owner notifies the quantity early each month and the charterer transfers within seven days of the notice. Here each ledger line is tied to that clause and the hire statement.

What if the charterer's figure differs from ours?

Its answer arrives in fixed fields and appears beside our line. The emissions manager rules on the figure with a reason, and a change to the monitoring data waits for the head of compliance.

Does it handle FuelEU Maritime compliance and pooling?

Yes. Each ship's FuelEU balance is worked to date, pools are proposed for approval, and the penalty basis stays labeled unconfirmed until an analyst checks it. Nothing is pooled without the people who sign.

Does the software surrender allowances for us?

No. The agents never touch the allowance registry. Surrender instructions are approved by the head of compliance and the finance controller.

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Bring one month
you already billed.

Send one ship's month of fuel records and its charter clause, and we will rebuild that ledger beside you.

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