Toitū Carbon Assess: Advice And Help Guide
Help and advice tosupport your use ofToitū carbon assesscarbonassess@toitu.co.nzNovember 2021
IntroductionSmall and medium businesses make up 97% of New Zealand businesses and account for approximately30% of our country’s carbon emissions. These businesses form an essential part of New Zealand’scomplex supply and value chain systems.Together we are transitioning to a low carbon economy and that transition starts with understandingyour current carbon footprint.Toitū carbon assess makes the science accessible. This simple online tool translates standard businessinformation into your carbon footprint. Discover which parts of your operations have the highest impacts,compare results over time, share with stakeholders, and benchmark against your competitors.DisclaimerToitū carbon assess provides a carbon assessment as detailed in the Methodology appendix. Theassessment should not be considered to be a complete carbon inventory but rather an assessment of keycarbon-intense operations to educate organisations on their carbon impacts. The assessment dependson the data provided by the user; that data has not been verified as accurate or complete. Any claimsmade by users are at the user’s discretion and are not endorsed or verified by Toitū Envirocare. For a full,verified carbon inventory, please contact Toitū for the most appropriate solution.AvailabilityThis guide is always available via the Help link in the footer of Toitū carbon assess. You may wish todownload or print a copy for quick reference. (URL: carbonassess.toitu.co.nz/documents/help.pdf)The Terms and Conditions for Toitū carbon assess are always available online at the following dconditions.pdfToitū Envirocare is committed to making carbon action easy.We welcome your feedback to improve Toitū carbon assess to suit your needs. Click hereto answer a short survey: www.surveymonkey.com/r/JKGY3SJQuick linksJump quickly to the information you need with these buttons. Note that the video tutorials are hostedon YouTube; all other links are within this Guide. See the Contents on the next page for more specificnavigation.Quick guideTop TipsDetailed guideVideo tutorialsCarbon InfoAccount InfoToitū carbon assess Guide Enviro-Mark Solutions Limited 2020Page 2 of 26
ContentsIntroduction . 2Disclaimer . 2Availability . 2Quick links . 2Quick Guide. 5Assess . 5Report . 5Share . 5Getting started . 61.Understanding carbon . 6Why should I assess carbon? . 6How do I assess carbon? . 6What do I need to assess? . 7Assess carbon. 72.Top tips when using the tool . 83.Create your account . 8Account . 8Organisational details . 9Payment details . 94.Dashboard . 95.Ready to begin . 10Reporting year . 10Gross revenue . 116.Entering activity data. 11Add an electricity entry . 12Add a fuel entry . 13Add a travel entry . 14Add a waste to landfill entry . 14Add a freight entry . 15Report your carbon assessment . 167.Create first report . 16Publish. 16Dashboard . 16Benchmarks . 17Download Report . 178.Create subsequent reports . 18Share your carbon assessment . 189.10.Select stakeholders . 18Manage what you share . 18Toitū carbon assess Guide Enviro-Mark Solutions Limited 2020Page 3 of 26
Managing account details . 1811.Your account information . 1912.Changing account information . 1913.Payments . 19Manage impacts . 1914.Why manage emissions? . 1915.How do I manage emissions? . 20Electricity . 20Fuel . 20Travel . 20Waste . 21Freight . 2116.Partners for advice . 2117.Purchase offsets . 2118.Making claims . 22Supporting your claims . 22Example claims. 22Product claims. 23Carbon offsets and neutrality . 23Getting more help . 2319.Get in touch . 23Appendices . 241.Methodology appendix . 24Toitū carbon assess methodology . 24Sector comparisons. 242.Flight carbon calculations appendix . 243.Waste activity calculations appendix . 25Converting bags or bins to kilograms . 254.Freight activity calculations appendix . 25Calculating freight using weight and distance . 26Calculating freight using dollars spent . 26Toitū carbon assess Guide Enviro-Mark Solutions Limited 2020Page 4 of 26
Quick GuideYou can approach carbon just like financial information: you measure and report on the inputs andoutputs for a specific annual period, working to manage the bottom line.Video quick guide: learn how to create your first assessment and report here: youtu.be/RqouW9hhpZkAssess1. Click Start Assessment from the dashboard2. Set the annual period you want to use (ie, April 2019 to March 2020) This should be your financial year Start with the most recent complete financial year (learn why here: Reporting year)3. Gather your activity data for that yearThese areas are the biggest producers of carbon for most small to medium organisations. Gross revenue for the financial yearElectricity usedFuel used (including petrol, diesel, LPG, distributed natural gas and coal)Travel completed (you’ll need flight and accommodation records)Waste sent to landfill (unless you don’t have a disposal contract)Freight (if you’ve spent over 6,000 on freight during the year)You’ll need records of all the purchases or activity for these categories during that entire financial year.That data may be found in: Your financial accounting system, such as XeroInvoices, credit card statements and receipts related to electricity, fuel, travelFuel card reportsTravel provider reportsProvider apps (such as from your travel, fuel or electricity providers)Contracts and invoices from your waste and freight providers4. Enter your gross revenue for the financial year and click Next5. Work through each of the activity categories Add an entry for each record you have using the instructions provided. If you get stuck, checkthe detailed guidance below (Entering activity data). Click Add entry to save each entry If you haven’t done anything in that category (ie, no travel for the entire year), add a single entrytotalling 0 When done with a category click Next After you’ve completed electricity, fuel, travel, waste and freight, you’re done6. Once you’ve added all entries for that entire year, Publish the report.ReportAfter you have published an assessment, you can print a PDF report showing your results. Simplychoose the published period using the buttons at the top of your dashboard and click Download.ShareSecurely share your results within the tool. Simply click Share data from the dashboard, enter theaccount number provided by your stakeholder, and click Share data once more to confirm.Read on for detailed guidance on the use of Toitū carbon assess.Toitū carbon assess Guide Enviro-Mark Solutions Limited 2020Page 5 of 26
Getting startedToitū carbon assess will help you assess, report, and share your organisation’s carbon footprint.1.2.3.1.Assess: Complete simple online forms to assess your carbon footprint from fuel, electricity, travel,waste, and freight. You’ll need standard operational information to complete the forms. You cansave up to five years of assessments at a time.Report: Once you have a full year’s worth of data, you can generate a custom executive summaryreport to visualise your impacts. The PDF report will benchmark your work against your previousyear’s results as well as against averages from other Toitū carbon assess customers. This footprintwill also help you identify where you could start to reduce impacts and save money.Share: Once you have at least one report published you can start reporting to stakeholders. Securelyshare your carbon footprint within the tool to chosen stakeholders in a few clicks or download a PDFto share offline.Understanding carbonAssessing your greenhouse gas emissions, or carbon footprint, helps you to understand and strategicallymanage those emissions.Why should I assess carbon?The everyday activities of businesses, communities and individuals create greenhouse gas emissions,typically referred to as carbon. The problem is that emissions accumulate in the atmosphere andcontribute to climate change. The first step to taking impactful climate action is to understand how muchcarbon your operations generate.How do I assess carbon?We assess carbon by gathering data about actions taken or goods and services used. You needinformation about your activities (such as the amount of petrol used or flights taken) within a specifiedperiod of time.Software converts this activity data into a carbon footprint; carbon calculations are essentially equationsmultiplying your activities by emissions factors. Toitū carbon assess is powered by our Toitū emanageemissions calculation software; see Methodology for our methodology.Toitū carbon assess will ask about your actions in the five most carbon-significant operational areas.You’ll need data from easily accessible places such as an invoice or receipt. Set aside a bit of time for yourfirst assessment to record a year’s worth of data at once. Thereafter, if you record new activities on aregular basis, the time required becomes much smaller.Think of carbon just like financial information: you measure and report on the inputs and outputs for aspecific annual period, working to manage the bottom line.Carbon measurement unitsWhile your footprint is commonly referred to as carbon or carbon dioxide, the measurements actuallyinclude up to seven greenhouse gases, depending on what is produced by the activity. For example,burning petrol in a car engine produces mostly carbon dioxide but also some methane and nitrous oxide,both of which have higher climate impacts than carbon dioxide. The three gases are converted into theequivalent of carbon dioxide for the final calculation.Toitū carbon assess automatically converts all applicable greenhouse gases into the equivalent of carbondioxide, so your results will appear as kilograms of carbon dioxide equivalents (kgCO2e).Once you’ve assessed your footprint in kilograms, you can divide it by revenue to understand the carbonintensity of your operations. Once your data and revenue details have been finalised in the tool, yourresults will display as kilograms of carbon per one thousand dollars of revenue (kgCO 2e/ 1k).Carbon intensity is a fair and comparable way to benchmark your carbon assessment against previousyears and Toitū carbon assess customer averages.Toitū carbon assess Guide Enviro-Mark Solutions Limited 2020Page 6 of 26
What does carbon intensity look like? In year one, let’s say your business emits 10,000 kg of carbon andgenerates 500,000 in revenue. Then in the following year it emits 15,000 kg of carbon and 750,000 inrevenue. In both cases the carbon intensity is 20 kgCO2e per 1k. This means that while your absolutecarbon increased, you improved efficiency to hold the intensity steady.While working on an assessment you will be able to see your carbon in kilograms (kgCO2e). Oncepublished, your Toitū carbon assess report will only show carbon intensity (kgCO2e/ 1k). Any data sharedwith others will only show carbon intensity, keeping your financial details confidential.What do I need to assess?Toitū carbon assess looks at the five most carbon-significant operational areas: electricity, fuel, businesstravel, waste sent to landfill, and freight. These areas are the biggest producers of carbon for mostorganisations, and we focus on the inputs with the most accessible data (see Methodology for moreinformation on the activities chosen and how we assess them).For details on how to assess each area, jump to Entering activity data below.Electricity produces emissions when generated through non-renewable sources, such asburning coal or diesel. Fortunately, most of New Zealand’s electricity comes from renewablesources but the percentage of renewables can fluctuate, especially as demand increases.Fuel is an obvious producer of carbon emissions – most of our current fuel types directly burnforms of carbon. We’ll look specifically at the use of petrol, diesel, LPG, distributed natural gasand coal to assess your fuel carbon. This will include any travel in company vehicles orreimbursed staff vehicle use.Travel is a significant contributor to carbon emissions, though the amount you travel dependson your sector and operations. We will assess carbon from air travel and accommodation. Toitūcarbon assess does not currently consider travel via trains, buses, taxis, or ferries, as theemissions are comparatively small for many organisations.Waste sent to landfill produces emissions when organic materials break down. Due to thehighly contained nature of modern landfills, these items don’t rot in the same way they wouldif composted, instead producing methane, which impacts our climate significantly. Toitūcarbon assess does not currently consider recycling or composting, but those options canreduce the amount landfilled and therefore your result.Freight can produce a lot of carbon emissions for some organisations, especially those creatingor distributing products. For this assessment you’re responsible for what you ship that weighs2 kilograms or more. However, if the annual freight bill is less than 6000 a year, thecorresponding carbon is likely not a significant portion of your footprint and you can choose toskip it.Assess carbonThere is a simple online form for each of the five areas. We’ll guide you throughout, and anytime youneed a bit more help, just refer to the appropriate section of this document.Each area is measured in different ways, and the form will prompt you on the data you need, such as thenumber of nights in a hotel, or the kilowatt hours (kWh) found on electricity invoices.Toitū carbon assess can work with the information you have. In some cases, you can choose how tomeasure an area based on the data you can access, such as choosing either litres or dollars for petrol use.Whether you have a single report with total litres of petrol purchased for the year or a stack of petrolreceipts that just show you the dollars spent, the assessment can translate that information into carbon.Toitū carbon assess Guide Enviro-Mark Solutions Limited 2020Page 7 of 26
2. Top tips when using the toolAlign with your financial yearWe recommend you use the same period as for financial reporting and start with your most recent complete financial year.This way you can measure a complete years’ worth of data and publish your first report.Complete a year to startTo get the most out of Toitū carbon assess, we recommend you work through an initial year’s assessmentall at once, navigating through each area and saving as you go.This allows you to start sharing data and gives you a baseline to work on managing emissions andassociated costs.Start on your computerFor your first assessment, using the larger monitor of a computer will help you keep track of all the inputs.If you have two screens, have the assessment on one monitor and your records and this guide on theother.For the optimal experience, we recommend using Google Chrome as your browser and setting yourscreen resolution to 1920 x 1080.Use the notes featureThroughout, you can add notes to the data entered. This is a useful way to remind yourself or your teamwhere the information came from (ie, March gas bill). These notes help you remember where to look forthe information next time or if you need to go back to the source, as well as keeping track of which entriesyou have added.Check dates carefullyYou’ll be assessing carbon one year at a time. Remember to include all activities that happened in theyear. It’s equally important to not include any activities from a prior or later year – if applicable, add thoseentries to the appropriate period within Toitū carbon assess instead.Report in real time via your mobileAfter you’ve got a full year completed, we recommend entering new data as it comes to hand, such aseach month when you receive each new electricity invoice. This can easily be done on a mobile device,so consider bookmarking the site on your preferred device.3. Create your accountAccountReady to understand and share your carbon impacts? Start by clicking the Join button at the top of thepage (carbonassess.toitu.co.nz).Video tutorial: learn how to create your account here: youtu.be/NFNsunwUl5QClick through to create your account with your name, email address and password. We recommend using: the first and last name of the primary user of the tool; note the name will be included on your monthlyinvoice along with the organisation name; the email address of the primary user of the tool; you will receive invoices, support responses, accountinformation or software updates via this address; a unique password that is a minimum of 8 characters, includes both upper- and lower-case letters, atleast one special character and at least one number.You can change details in the future – see Changing account information below.Toitū carbon assess Guide Enviro-Mark Solutions Limited 2020Page 8 of 26
Be sure to carefully read through the Terms and Conditions, including the sections on payments,discounts, and data and privacy. Once you’ve read through, tick the box and continue. You can access theTerms and Conditions any time via the link in the footer.Organisational detailsTell us about your organisation so Toitū carbon assess can accurately compare your carbon results withinyour sector.“Enter your legal organisation name, select the most appropriate industry from the drop-down menufollowed by the sector. This will help us benchmark your work against similar organisations. Finally, let usknow how long your organisation has been operating.If you ever need to change these details in the future, see Changing account information below forinstructions.Payment detailsToitū carbon assess is accessed via a monthly subscription for 30 (excl. GST) a month (unless discountedby your stakeholder).Your first payment will happen immediately, and thereafter billed on the 1 st business day of the monthfollowing your first full month. This means that if you create your account on 15 October 2020, you’ll bebilled at that time, and your next payment will come through on 1 December 2020, 4 January 2021, andso on.To finish setting up your account, enter your preferred billing details. Please note that we do not support3D Secure enabled cards at this time.Once payment is successfully processed, you’ll get a confirmation notice on screen and receive your firstinvoice via email (you may need to add info@toitu.co.nz to your address book).4. DashboardThe Toitū carbon assess dashboard provides a snapshot of any carbon assessed so far under the Carbondata overview (see Figure 1 below).Navigate between annual assessments using the buttons along the top once you have more data. Youcan click into any of the areas from the icons on the dashboard or use the Get Started or Continue buttonat the top.Further down the page is the Data Sharing dashboard, where you can see at a glance the enterprises thatyou have enabled sharing with. This feature will only share published reports, not work in progress.Navigate back to the dashboard anytime by clicking the Toitū carbon assess banner in the header.Toitū carbon assess Guide Enviro-Mark Solutions Limited 2020Page 9 of 26
Figure 1: Example dashboard with one year published5. Ready to beginFirst, review the Top tips when using the tool above. You may wish to also watch the short video guideto creating your first assessment here: youtu.be/RqouW9hhpZkWhen you are ready to assess your carbon, take a moment to ensure you have ready access to any ofthese items that apply to your organisation. You’ll be assessing all activities during a specific year, sogather the full list that applies for that period.It’s important to carefully draw a boundary around your information by date so you include all data forthat year, but also you don’t include any activities that fall outside that specific year. Invoices, credit card statements and receipts related to electricity, fuel, travelYour financial accounting system, such as XeroFuel card reportsTravel provider reportsProvider apps (such as from your travel, fuel or electricity providers)Contracts and invoices from your waste and freight providersFinal gross revenue total for the yearOnce you have the materials ready, click the Start Assessment button to begin.Note: once you have created your first assessment, first navigate to the period you would like to assessnext using the arrows along the top of the dashboard, then click Continue.Reporting yearJust like with finances, a carbon footprint is typically reported for a year at a time.To start your assessment, you’ll need to set the annual period you want to use (ie, April to March).This period will apply to all assessments going forwar
Toitū carbon assess Guide Enviro-Mark Solutions Limited 2020 Page 6 of 26 Getting started Toitū carbon assess will help you assess, report, and share your organisation’s carbon footprint. 1. Assess: Complete simple online forms to assess your carbon foot
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