Online systems

In this video, I will be taking you through the New Vehicle Efficiency Standard (or NVES) related changes in ROVER Release 9.3, which will be deployed on the 21st May 2025.

I will show you how to submit vehicles for entry on the Register of Approved Vehicles (commonly known as the RAV) by completing the manual submission form or uploading a CSV or XML file in ROVER. I’ll show you what the new RAV submission CSV template looks like and I’ll also demonstrate how to view and export a report of NVES information you’ve submitted to the RAV and what the entry will look like once published. 

I appreciate we’re covering a lot in this video, so to help you navigate this video more easily, I’ve included chapter slides at the start of each segment. 

This lets you quickly jump to the parts you’re interested in without watching the whole video.

So, let’s begin. 

The first topic I’m going to take you through is what a RAV entry with NVES fields is going to look like once a vehicle has been published on the RAV public search site. This is where all successful RAV entries are published. 

You can see the URL for the page in my search bar – www.ROVER.infrastructure.gov.au/RAV(Opens in a new tab/window) Public Search.

To show you what it looks like, I’ll add a VIN into this search bar and then click the Search button.  

As you can see, there are 2 columns of RAV entry fields for this VIN. At the bottom of the second column, you’ll see the 4 new NVES-specific fields:

1. NVES Vehicle type
2. carbon dioxide emissions
3. mass in running order, and
4. rated towing capacity.

There is a question mark after each field name and when you click on it, it reveals the help text. 

Now, if your submission doesn’t include NVES data, these NVES-specific fields won’t appear on the RAV entry on the public search site.

It is also worth noting if you are going to add NVES data to your RAV entry submissions before it becomes mandatory from 1 July for certain vehicles, we will be removing the NVES information from your RAV submissions. The RAV entry will remain, just the NVES-specific data will be removed and it won’t be counted towards an entity’s interim emissions value.

Now, I’m going to submit ... demonstrate how you can submit vehicles to the RAV by uploading a CSV or XML file in ROVER. 

Once you have signed in to ROVER, go to the RAV page, which you can see on the screen now. 

Located at the top right of the screen, you can see there are 2 blue buttons next to each other:

• new RAV entry form, and
• submit RAV entry file.  

These are the 2 ways you can submit vehicles to the RAV which I am showing you in this video. 

Please note you will only be able to see these buttons in ROVER if you have authority to submit RAV entries. 

If you cannot see them here, you will first need to be granted an authority to act with ‘RAV submission’ function enabled. 

You can read the step-by-step instructions on how to do this in the ROVER guide: Authority to act, available on our department’s website.

When you click on the ‘Submit RAV entry file’ you will be taken to the ‘Submit RAV Batch’ page. 

On this page, we provide you an explanation of the file types that can be uploaded, such as CSV or XML. These are the same file types that you can use to submit RAV entries via email. 

The only thing that is changing is the CSV template. 

On this page, you will see in the blue box that we provided you links to additional information, such as:

• a link to the CSV template located on the department’s website
• links to the guide on how to submit vehicles to RAV for vehicle type approval holders and authorised vehicle verifiers, and
• a link to more information on authority to act. 

Before I show you how to upload a file here, I will show you what the new CSV template looks like, so I’ll click on the link on the screen. 

We’ve updated the page to include the new template that includes all the new RAV submission fields, the 4 NVES-specific fields and motive power. 

This page explains which templates to use and in short, you can continue to use the original template until 30 June if you don’t want to provide NVES data in your RAV entry submissions. 

But from 1 July, if you are providing a CSV file, you’ll need to use the new template. It’s the one at the bottom of this page with 2025 at the end of it. 

Okay, so I’ll click on the file to show you what the template looks like and I will open that file. 

As you can see, I’ll highlight it so you can see it more easily, this template includes the  NVES-specific fields. Please note that you must provide these 4 fields after the ‘Authorised by Number’ field and before the ‘Motive power’ field, just like this template AND in the same order as shown, otherwise your submission will fail. 

So, NVES Vehicle Type, then carbon dioxide emissions, then mass in running order, and rated towing capacity.

The Guide to the Register of Approved Vehicles has been updated to explain what you need to provide in these fields to ensure your submission passes validations. 

So, I recommend you jump onto the department’s website and have a read. 

In ROVER, first you will need to choose the RAV organisation that you are submitting vehicles on behalf of. 

If you can’t see the organisation in the dropdown menu under ‘RAV Organisations’, you will need to gain an authority to do so

Next, click on ‘choose file’. 

Then navigate to the completed RAV submission file that you have saved on your computer. Select the file and click ‘Open’.

You will see next to the ‘Choose file’ button, it now displays the file name that I’ve uploaded and you are now ready to submit the vehicles to the RAV. So, click on the blue ‘Submit Batch’ button. 

You will get a message to double check whether you are ready to go ahead with your RAV submission. And click ‘Ok’ to continue or ‘Cancel’ if you aren’t ready yet. 

In this case, I’m ready so I will click ‘Ok’. 

You will now see a message on the screen that tells you that your batch was submitted successfully. It shows you the name of the file you uploaded and you will be given a batch ID. 

There’s also a link at the bottom of that green box that says ‘Monitor batch progress’. I’m going to click on that link. 

As you can see, it has taken me back to the RAV page where you will be able to track the progress of your RAV submissions.

Under the ‘RAV submissions’ section at the top, you will see the filters and underneath are details of the submission I just made. 

You can see the ‘Batch ID’, ‘RAV org’, ‘Submitter email’ and other details, including the date it was submitted on and the status. 

It is worth noting that after submitting vehicles to the RAV this way, you will also receive an email advising whether your submission was a success or errors. 

It is basically the same type of email you would receive when submitting RAV entries by email through to the RAV submission email address. 

While we’re on this page, I wanted to point out that under the icons bar, we’ve included a button to run an NVES Reconciliation Report and I’ll show you how that works later in this video. 

I’ve now just popped on screen for you what you will see if your RAV submission was unsuccessful. 

Here, you can see the RAV submission was not accepted as the file that was uploaded was not the correct file type. 

Now I’m going to show you how you can submit a single or multiple vehicle to the RAV by completing a form manually in ROVER. 

On the ‘RAV page’, instead of clicking on the ‘Submit RAV entry file’ button, I’m going to click on the ‘New RAV entry form’ button, next to it.

This takes you to the ‘Submit RAV Batch’ page. Similar to uploading a file, you will need to choose the RAV organisation that you are submitting vehicles on behalf of, as you can see on the screen and when you are ready, select the blue ‘Add’ button. 

This opens a form where you can add the vehicle’s details. The information you provide is exactly the same as using any other RAV submission method. 

Some of the form fields have been created as dropdown menus which will make it faster to complete the form. For example, the RAV entry pathway… and if I keep scrolling down towards the bottom of the form where the 4 NVES-specific fields are, you select the NVES Vehicle Type form from a dropdown menu. 

As soon as I selected ‘Type 1’, these yellow boxes appeared telling me to complete the remaining NVES-specific fields as it is mandatory information when selecting ‘Type 1’. They would also appear if I had entered ‘Type 2’, however, if I enter ‘Exempt’ or ‘Not applicable’, I won’t be asked to add the information. I’ll show you.

Now I will change it back to Type 1 to complete this demonstration. 

And now that I’ve scrolled down to the bottom of the form, you can see there’s a message saying there are validation issues. 

We’ve added validations to the 4 NVES specific fields, hence these messages. We’ve added them to help ensure vehicle details being added to the RAV are correct. If the information you have entered does not pass validation, it will appear like this with an explanation of why it has not passed.

You may have already noticed that next to each field is a question mark in a blue circle, similar to the question marks I showed you earlier on the RAV public search site. 

And if you hover over a question mark you will see the help text appear on the screen. Here is the help text for the carbon dioxide emissions, mass in running order and rated towing capacity.

Once you have added all the information then click the ‘Add’ button. 

If it has passed validations, you will then be taken you back to the ‘Submit RAV Batch’ page. 

I’ve already added an entry to show you what it will look like. You can see that the table now includes details about the RAV entry. 

It is important to note that this entry has not yet been submitted. It has just been added to this page and from here I can either click the blue ‘Submit Batch’ button to submit the entry, or I can continue to add more vehicles to this batch and then submit them.

If you click on the arrow at the end of the row it brings up a menu where you can either update, remove or duplicate this entry, but without the VIN.

You can add as many vehicles to this batch as you want by repeating this process. Once you have done this, click the blue ‘Submit batch’ button, similar to when you upload a CSV or XML file that I showed you a few moments ago.  

This is the last part of the ROVER demonstration. I’m going to show you how to view and export a report of submitted NVES information in ROVER. 

We are providing this functionality as an interim solution to help industry track fleet emissions while the NVES team investigate alternatives. 

Now, I’ll start back on the ‘RAV’ page in ROVER and if I scroll down you can see what the entire page looks like.

Nothing on this page has changed aside from the new ‘NVES Reconciliation Report’ button being added to the top of the page here that I showed you earlier.  

To view an NVES Reconciliation Report, you don’t need to filter anything on this page, you just need to click the button at the top here, which will open a new page called ‘NVES Reconciliation Report’. 

Here you can see a table and it will list all the vehicles you have submitted to the RAV. If you look at the last 4 columns in the table, you will see that these columns include information submitted on the 4 NVES-specific fields. 

You only need information in these columns if you submitted data for a RAV entry.

Above the table are several filters, so you can filter the list by:

• batch
• vehicle category code
• NVES vehicle type
• VIN
• RAV organisation, and
• submission date.

In this example, I’m going to filter the list by NVES Vehicle Type, so I will click on the filter arrow and select ‘Type 1’ and click the ‘Filter’ button.

The table has now updated to show Type 1 vehicles and you can see it worked when you look at the ‘NVES Vehicle Type’ column. 

If you want to, you can download information in the table into a Microsoft Excel file. So, I’ll do that now by clicking the ‘Export’ button. 

You can see it has downloaded at the top of my screen, so I will click the ‘Open file’ button to show you what the file will look like.

The Excel file has opened and it includes all the information we just saw in the table in ROVER, and that’s you how easy it is to download a report.

Also, I wanted to leave you with this tip when running this report to track your fleet emissions.

If you decide to enter vehicles on the RAV with NVES data before it becomes mandatory on 1 July and before we delete that data, then you will see NVES data for those entries in this report, like the example I’m showing you on screen right now. 

So, you may want to filter your list by a ‘submitted from’ date of 1 July to ensure the report is accurately reflecting your fleet’s emissions.

Thank you very much that concludes todays’ demonstration. 

Please visit the ROVER Release 9.3 webpage for more information about what’s in this release. If you want to know more about the NVES Act and regulated entities’ compliance requirements, visit www.nvesregulator.gov.au.

The New Vehicle Efficiency Standard (or NVES) Portal supports regulated entities, such as car manufacturers or suppliers that hold a vehicle type approval, to meet their compliance requirements under the New Vehicle Efficiency Standard Act 2024(Opens in a new tab/window) (or NVES Act).

This video is intended for entities and walks through the portal and its functionality.

The portal is a central tool for entities and their authorised users to comply with the NVES Act. An authorised user can be a user employed by an entity or an agent that acts on behalf of an entity. It lets them view and manage:

• their emissions performance over time

• the applications they have submitted

• requests for information from the regulator

• and their NVES vehicle data. 

They can also access relevant forms and apply for an NVES Unit Registry account. 

Built out of the ROVER platform, entities will be familiar with the functionality. To access the portal, entities must have an active ROVER account and the correct permission applied. This permission is called ‘NVES Management’ and is added to a user’s ‘Authority to Act’ by their ROVER account administrator. Once this permission is provided, the portal icon will appear in the ROVER dashboard, and the user can access the portal. 

When opening the portal, the user will land on the dashboard. The dashboard is where they can perform a number of functions to manage compliance. The main pages are:

• notifications

• vehicles

• applications 

• the Registry

• and the Admin Centre.

Let’s go through each of them, starting from ROVER to login to the NVES Portal. If a user is the first representative to access the portal for an entity, they will be asked to add or update the entity they represent Executive Officer and secondary contact details.

The notifications page displays outcomes of applications and requests for information from the regulator. The vehicles page lists the entity’s covered vehicles as entered on the Register of Approved Vehicles (or RAV). It shows each vehicle’s emissions target and its performance against that target. Users can filter, sort and export this table to a spreadsheet for their own records.

The applications page is where users can apply for a registry account. Other application types will be made available over time. On this page users will be guided through the steps to apply for a registry account. This will consist of confirming the details of:

• the regulated entity 

• the entity’s Executive Officer

• and their own details. 

They will also be required to fill out a fit and proper person declaration in order to apply. This declaration is one of the controls used to ensure the integrity of the unit registry, support compliance and manage risks.

The Registry page shows the entity’s:

• account details

• unit holdings

• recent transactions.

Through this page, users can also apply to transfer or extinguish units.

The Admin Centre is where users can manage their registry access and update their entity’s details. Users will be able to:

• edit and assign roles to users who need to manage the entity’s units in the registry

• add or update the entity’s Executive Officer and secondary contact details.

This makes sure the entity receives critical updates, such as the issuance of:

• interim emissions values

• final emissions values

• and NVES units.

Once a user has finished in the portal, they can easily navigate back to ROVER by using the ‘Return to ROVER’ icon. To learn more about the NVES and the portal go to nvesregulator.gov.au now.

How to apply

This information is for regulated entities only and has been written as a guide for them.

Use this template ‘bulk upload for non-standard unit issuance application template’ [EXCEL 11.11 KB] to upload a bulk non-standard unit issuance application in the portal. Instructions on how to use this template is below.

If you have any issues or questions about this template, please contact your NVES Account Manager via email at NVESRegulator@infrastructure.gov.au. 

Step 1: Login to the portal and navigate to the ‘Registry’ page

1. In the NVES Portal, select one of the following tiles:
   • Apply for NVES units — non-standard issuance
   • Apply for NVES units — non-standard issuance for destroyed vehicle/s.
2. You will be taken to the relevant non-standard unit issuance application page. Both application pages have 2 sections you will need to complete; they are:
   • Application detail – this includes:
     • the number of units you are applying for
     • list of relevant VINs
     • the performance year when they were entered onto the RAV.
   • Review application details and final submission – this is where you can provide a list of VINs manually or as a bulk upload through the ‘bulk upload for non-standard unit issuance application template’ [EXCEL 11.11 KB] file.

Using the CSV template

Step 2: Download the template

1. On the application page, locate the question “Provide a list of relevant VINs that are the basis of this application for units.”
2. Select the link titled ‘bulk upload for non-standard unit issuance application’ (CSV), it will send you to this page of our website.
3. Download the file and save it to your computer. You will note the file is an excel XSLX file and not a CSV.

Step 3: Complete the CSV file

1. Open the downloaded excel file using a compatible program (for example, Microsoft Excel).
2. Under the VIN column:
   • Starting from cell A2, list one VIN per row.
   • Only include VINs that meet the criteria for the application.
   • Do not change the text in cell A1.
   • If the text in A1 is altered, the file will fail validation and cannot be uploaded.

Step 4: Save the completed file

1. When all VINs have been entered, save the file:
   • File format must be CSV (.csv).
     • To do this; Go to File > Open and select the XLSX file you want to convert. With the file open, go to File > Save As. Choose a location on your computer where you want to save the CSV file. In the Save As drop-down menu, select CSV (Comma delimited).
   • Use a clear file name (for example, Non-standard units bulk upload- Bottle Brush Motors – April 2026.csv).
2. Confirm the file size is no larger than 1MB.

Step 5: Upload the file to the portal

1. Return to the NVES Portal application page.
2. Select the File upload option.
3. Select ‘Choose files’.
4. Select your completed CSV file and upload it.

Note:

• Only one file can be uploaded per application.
• The maximum allowable file size is 1MB.