DOB NOW: Safety for Boiler Compliance FAQ

 

Registering for an Account – Frequently Asked Questions

1. How do I create an account for DOB NOW: Build or Safety?
2. If I am already registered in eFiling, do I need to register again for DOB NOW?
3. If I am already registered in DOB NOW: Inspections do I need to register again?
4. Who needs to register for eFiling?
5. How do I register for eFiling?
6. Do I create an eFiling account for every building that I own or manage?
7. How long will it take for my registration in eFiling to take effect?


1.  How do I create an account for DOB NOW: Build or Safety?

DOB NOW: Safety accounts are managed by our eFiling system. Please create your account in eFiling and then use that email and password to log into DOB NOW: Safety


2.  If I am already registered in eFiling, do I need to register again for DOB NOW?

No, you can use your existing eFiling username and password to access DOB NOW: Safety. However, you may need to update your eFiling account with your license information.


3.  If I am already registered in DOB NOW: Inspections do I need to register again?

Yes, you will need a separate account for DOB NOW: Safety. DOB NOW: Inspections uses a different account management system.


4.  Who needs to register for eFiling?

Boiler Insurance Agency Inspectors must register in eFiling to submit High Pressure Boiler Compliance Filings.

Boiler Insurance Agency Inspectors, Oil Burner Installers, High Pressure Boiler Operators, and Master Plumbers must register in eFiling to submit Low Pressure Boiler Compliance Filings.

Owners and Owner Representatives must register in eFiling to review information and pay in DOB NOW: Safety


5.  How do I register for eFiling?

Please follow the step by step eFiling registration instructions found here.


6.  Do I create an eFiling account for every building that I own or manage?

No, an Owner or Owner Representative can set up a single eFiling account to manage all buildings owned or managed.


7.  How long will it take for my registration in eFiling to take effect?

Building Owners:
The eFiling system is updated every night. Once you submit your information through the registration portal, your registration in eFiling will take effect the next day.

Boiler Insurance Agency Inspectors, Oil Burner Installers, Stationary Engineers/High Pressure Boiler Operators, and Master Plumbers: After the Authentication Form is received by DOB, it takes 24-48 hours to review. Once DOB completes this review and activates the eFiling account, you will receive an automatically generated email that confirms your registration.

For more information about the registration process, visit the Registration Tips page.

Account Management – Frequently Asked Questions

1. How do I reset my eFiling password?
2. I am not able to log in with my eFiling user name and password?
3. I don’t remember my eFiling email address. How can I find it?
4. How do I change my mailing address in eFiling?
5. What should I do if my email address changes while my application/permit is being processed?


1.  How do I reset my eFiling password?

You can reset your eFiling password on the eFiling website. Click on the “Forgot your password?” link on the login screen. Enter your email address and a temporary password will be sent to your email account. After you log in, you can create your new password in the “Manage Your Account” section.



2.  I am not able to log in with my eFiling user name and password?

Make sure you are typing the email/password that you used to register for eFiling. Check your spelling and make sure you don’t have caps lock on. If you still have trouble, please reset your password in eFiling.



3.  I don’t remember my eFiling email address. How can I find it?

If you forget which email address you used to register for eFiling, you will need to go to the LAA Unit in person at 280 Broadway in Manhattan and bring your photo ID.



4.  How do I change my mailing address in eFiling?

Building Owners:

  1. Log in to eFiling
  2. Click Manage your Account
  3. Click Show
  4. Click Manage Account
  5. Update your mailing address
  6. Click Submit
Your updated address will take effect in eFiling immediately.

Boiler Insurance Agency Inspectors, Oil Burner Installers, High Pressure Boiler Operators, and Master Plumbers:
  1. Update your address with the DOB Licensing Unit
  2. After you have updated your address with the DOB Licensing unit, log in to eFiling
  3. Click Manage your Account
  4. Click Show
  5. Click Manage Account
  6. Update your mailing address
  7. Click Submit
  8. Print, sign, date, and notarize (General Contractor)/seal (Licensee) the Authentication form
  9. Mail or deliver the form to:
    New York City Department of Buildings
    280 Broadway, 5th Floor
    LAA/Permit Renewal and Hub Authentication Unit
    Attn: eFiling
    New York, New York 10007

    After the Authentication Form is received by DOB, it will take 24-48 hours for your account to be activated.

5.  What should I do if my email address changes while my application/permit is being processed?

Since your email address serves as your user ID you should try to maintain the same email address throughout the filing process. Notifications will only be sent to the email addresses included on the filing in DOB NOW: Safety. If you do need to change your email address, be sure to update it in eFiling in the “Manage Your Account” section.

 

Account Roles and Permissions – Frequently Asked Questions

1. What am I able to do in DOB NOW: Safety?
2. Do I need an e-filing account for each license?
3.
Can I file a Subsequent Filing if I was not the licensee that submitted the Initial Boiler Inspection Report?
4. Does the Owner or Owner Representative need to be registered in eFiling before I can save my filing?
5. I am an owner and I did not authorize a filing, what do I do?
 

1.  What am I able to do in DOB NOW: Safety?

Registered Boiler Insurance Agency Inspectors can submit and pay for High Pressure Boiler Compliance Filings including Initial Boiler Inspection Reports, Subsequent Reports, and Extension Requests.

Registered Boiler Insurance Agency Inspectors, Oil Burner Installers, Stationary Engineers/High Pressure Boiler Operators, and Master Plumbers can submit and pay for Low Pressure Boiler Compliance Filings including Initial Boiler Inspection Reports, Subsequent Reports, and Extension Requests.

Owners and Owner Representatives who have registered in eFiling can review filing information and pay in DOB NOW: Safety. See How do I register for eFiling? for more information.


2.  Do I need an e-filing account for each license?

No, you only need to register for eFiling once. You can add all your license information to one eFiling account.


3.  Can I file a Subsequent Filing if I was not the licensee that submitted the Initial Boiler Inspection Report?

Yes, the licensee on the Subsequent Filing may be different from the licensee on the Initial Boiler Inspection Report.


4.  Does the Owner or Owner Representative need to be registered in eFiling before I can save my filing?

Yes. To save the filing in DOB NOW: Safety, you must provide the Owner or Owner Representative’s email address registered in eFiling. 


5.  I am an owner and I did not authorize a filing, what do I do?

If an owner did not authorize a filing, the owner should submit a message at www.nyc.gov/dobnowhelp to alert DOB of this false filing. DOB will investigate and confirm the appropriate next steps.

Payment – Frequently Asked Questions


1.   How will I make payments in DOB NOW: Safety?
2.   What payment methods can I use to make my payment?
3.   What is an eCheck and how do I use it?
4.   Can I still make payments in person at a borough office?
5.   Who can make a payment in DOB NOW: Safety?
6.   Can I submit a job filing before paying?
7.   Can I make a partial payment?
8.   How is the “Total Fee” generated?
9.   When I click on the “Pay Now” button, it starts loading and then nothing happens.
10. After a first payment was rejected, II submitted a second payment, but I'm still getting the message "Not a Good Check. We have placed this job on hold."
11. I paid too much. How do I get a refund?
12. If I pay by credit or debit card is my card information stored in DOB NOW: Safety?
13. Is there a way to track the payments I have made in the system?
14. As the Building Owner, can I submit payment on my building’s Initial Boiler Inspection Report or Subsequent Report?
15. Can violations be paid in DOB NOW: Safety?
16. Can civil penalties be paid in DOB NOW: Safety?
17. This filing is fee exempt, how are fees waived?


1.  How will I make payments in DOB NOW: Safety?

For new filings, fees will be calculated in DOB NOW: Safety. Once you click Pay Now, you will be taken to the City’s online payment portal where you can make payments.


2.  What payment methods can I use to make my payment?

eChecks and Visa, MasterCard, and American Express credit and debit cards may be used to pay on the site. If you pay with a credit or debit card, a 2.49% fee will be added to your total payment amount. There is no fee if you use an eCheck.


3.  What is an eCheck and how do I use it?

An eCheck is an electronic payment using your checking account. Just like with a paper check, the funds will be withdrawn from your checking account. If you choose to pay with an eCheck, you will be asked to enter your check routing and account number. Your routing number is the 9-digit number on the bottom of your check. Your account number is your checking account number, which is usually 10-12 digits.


4.  Can I still make payments in person at a borough office?
No. When you file a job in DOB NOW, you will make all payments online.


5.   Who can make a payment in DOB NOW: Safety?


Anyone who is associated with a job and is registered in eFiling can make a payment on that job. Building Owners, Insurance Agency Inspectors, Oil Burner Installers, and Master Plumbers can make payments in DOB NOW: Safety for Boiler Compliance Filings.


6.  Can I submit a job filing before paying?
You will not be able to submit a filing until you have paid.


7.  Can I make a partial payment?

Partial payments are not allowed. You must pay the full amount to submit your filing.


8.  How is the “Total Fee” generated?

The “Total Fee” amount is automatically calculated based on the information included in your filing. Click here for more information about boiler filing fees.



9.  When I click on the “Pay Now” button, it starts loading and then nothing happens.

Make sure your internet browser does not have a pop-up blocker running.


10.  After a first payment was rejected, I submitted a second payment, but I'm still getting the message "Not a Good Check. We have placed this job on hold."

When we receive a second payment after a first "no good check", we wait to make sure that the second payment gets approved by the bank before we lift the hold. This process usually takes five business days.


11.  I paid too much. How do I get a refund?

The applicant should submit a refund application to the borough office where the property is located along with the supporting documentation that substantiates why the refund should be approved. Below are the links to the form and instructions.

Download Form
Download Instructions

Please make sure to submit payment receipts for each of the duplicate payments.

 

12.  If I pay by credit or debit card is my card information stored in DOB NOW: Safety?

No, DOB NOW: Safety and City Pay do not store credit or debit card information.


13.  Is there a way to track the payments I have made in the system?

Yes, there is a transaction ID that will be associated with each payment made.


14.  As the Building Owner, can I submit payment on my building’s Initial Boiler Inspection Report or Subsequent Report?

Yes, the building owner or representative may submit payment on the Initial Boiler Inspection Report or Subsequent Report. Once you have submitted the payment, notify your licensed professional so that they may finalize and submit the filing.


15.  Can violations be paid in DOB NOW: Safety?

No. Payment of Violations for failure to submit a compliance filing for a reporting cycle that require a certified check will still need to be submitted in person.


16.  Can civil penalties be paid in DOB NOW: Safety?

Yes. Civil Penalties associated with late filings may be paid in DOB NOW: Safety.


17.  This filing is fee exempt, how are fees waived?

In the Owner Type field in the Owner Information section select the appropriate fee exempt owner type. Once this has been selected a required document will be added called ACRIS report where you can upload the appropriate documentation from the Department of Finance to show that the filing is tax exempt. For detailed instructions on how to retrieve the ACRIS report please review this handout.

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General – Frequently Asked Questions

1.    How will I know the status of a filing?
2.    Will you offer training on how to submit my filings on DOB NOW: Safety?
3.    Will my existing filings be in DOB NOW: Safety?
4.    Where will I be able to access historical data?
5.    I heard the numbering scheme for boilers will be changing. Tell me more.
6.    What will happen to the existing boiler device numbers? What about boiler device numbers with 800 and 900 numbers?
7.    What happens to temporary device numbers?
8.    I am filing for multiple buildings. Do I have to file one at a time?
10.  What browsers is DOB NOW: Safety compatible with?
11.  How can I prepare for DOB NOW?
12.  What if I have questions about DOB NOW or the new filing process?
13.  What do I do if I am trying to submit a boiler filing and I do not know the BTU value?     
14.  What do I do if I discover a hazardous condition for a boiler?
15.  If I want to file an Inspection Report for a boiler not registered (BNR) in DOB NOW: Safety do I need to submit photos? If so, what photos do I need to submit and in which cases?
16.  Are OP-49 filings available in DOB NOW: Safety?
17.  What fields are required to be entered under the device details for a Boiler Inspection Report?

 

1.  How will I know the status of a filing?

Through the DOB NOW: Safety portal, users will be able to search for and see the status of their boiler(s). In addition, registered licensed professionals and owners associated with a filing will be notified via email when the status of a filing changes.

 

2.  Will you offer training on how to submit my filings on DOB NOW: Safety?

Yes! We are offering both in person and web-based trainings.  You may join us downtown for an in-person training session or participate remotely in a recorded webinar. Training dates will be announced in a Service Notice, the Buildings News newsletter, the DOB NOW Digest, and on DOB’s website. You can also find updates on our Facebook and Twitter feeds.

 

3.  Will my existing filings be in DOB NOW: Safety?

Filings made on or after August 14, 2017 will appear in DOB NOW: Safety with the current status. Filings for prior years and in-person filings made before July 28, 2017 will continue to be visible in the Business Information System (BIS).

 

4.  Where will I be able to access historical data?

For now, historical data for prior years’ filings will continue to be available in BIS.

 

5.  I heard the numbering scheme for boilers will be changing. Tell me more.

That’s correct. Beginning with the introduction of DOB NOW: Safety Boilers, new boiler numbers will be assigned using a new numbering scheme.

The Boiler Device ID will consist of the following:

Borough Code + Device Number + Multiple Dwelling Flag + Serial Number
(Example:  1 0000098712 Y 0001)

Where the Borough code is:

1 - Manhattan
2 - Bronx
3 - Brooklyn
4 - Queens
5 - Staten Island

Where the Multiple Dwelling Flag is:

Y = Yes
N = No

 

6.  What will happen to the existing boiler device numbers? What about boiler device numbers with 800 and 900 numbers?

All the existing boiler device ID numbers will be maintained in DOB NOW: Safety. The new device numbering format adds additional indicators for the borough and the multiple dwelling flag to make all devices numbers unique. For those device IDs that do not have 10 digits, zeros will be placed in front of the initial device ID.

 

7.  What happens to temporary device numbers?

Temporary device numbers assigned will remain and after the inspection sign off, the status will be updated to Active. DOB NOW: Safety will reflect the updated status and these device numbers will be available.

 

8.  I am filing for multiple buildings. Do I have to file one at a time?

An Initial Inspection Report needs to be completed for each building. Once the Initial Inspection Report is ready to be filed in DOB NOW: Safety, you can pay the filing fees and file up to 25 reports at one time.

 

9.  Will I still be able to disk file?

No. Disk file submissions will no longer be accepted after Boiler Compliance Filings goes live in DOB NOW: Safety. Each filing will need to be entered individually into DOB NOW: Safety. However, payment and submission for up to 25 boilers at one time may be made through DOB NOW: Safety.

 

10.  What browsers is DOB NOW: Safety compatible with?

The Department of Buildings recommends using DOB NOW: Safety in Internet Explorer 9, which is the browser also compatible with DOB NOW: Inspections.

 

11.  How can I prepare for DOB NOW?

•    Stay current with the latest updates by visiting the DOB website and subscribing to Buildings News electronic newsletter. Click here to subscribe.
•    Register for eFiling.
•    Prepare to submit supporting documentation as scanned documents in .PNG or .PDF formats (maximum size 250MB).

 

12.  What if I have questions about DOB NOW or the new filing process?

Stay up-to-date with DOB NOW by visiting the Department of Buildings website or subscribing to the Buildings News electronic newsletter to receive the DOB NOW Digest email. Click here and select Department of Buildings News to subscribe. We’ll publish the training calendar in the DOB NOW Digest. In addition, this list of questions will be updated and enhanced over time. If you have an immediate question, contact us.

 

13.  What do I do if I am trying to submit a boiler filing and I do not know the BTU value?      

Contact the manufacturer for the make and model or dimensions of the boiler; they should be able to provide the BTU value or an approximate value. Alternatively, the licensee can perform calculations to estimate the BTU value.

 

14.  What do I do if I discover a hazardous condition for a boiler?

If you observe a hazardous or unsafe condition, please call 311 to file a complaint.

 

15.  If I want to file an Inspection Report for a boiler not registered (BNR) in DOB NOW: Safety do I need to submit photos? If so, what photos do I need to submit and in which cases?

Yes, photos are required to submit a Boiler Not Registered filing in DOB NOW: Safety.

Photos that are always required for the submission of a Boiler Not Registered filing include:
•    Photos of the rating plate
•    Photos of the device

Photos that are sometimes required for the submission of a Boiler Not Registered filing include:
•    Photos of the piping (required, except when it is an existing boiler and the burner device is being changed)
•    Photos of the riser and piping (required, except when modular boiler units are either being spilt or consolidated)

 

16.  Are OP-49 filings available in DOB NOW: Safety

No. OP49s will be part of the DOB NOW: Build release for Boiler, Fuel Burning, and Fuel Storage filings.


17.  What fields are required to be entered under the device details for a Boiler Inspection Report?

BTU, Fuel, Located in, and Floor are required fields to be entered under the device details for each Boiler Inspection Report.

Defect Submissions – Frequently Asked Questions

1.  Will defects continue to be handled with a separate filing?
2.  Do defects need to be added one at time? Can multiple defects be submitted for a device on a single Boiler Inspection Report?
3.  If a licensee inspects a boiler that has defects and finds there are additional defects, can these new defects be added in the Subsequent Report?
4.  Do defects have to be updated one at a time on a Subsequent Report? Does the licensee have to certify and upload the DPL1 for each defect?
5.  Will defects for the 2017 Inspection Cycle, reported prior to the launch of DOB NOW: Safety that were submitted on a paper BO9 form, be available in DOB NOW: Safety?

1.  Will defects continue to be handled with a separate filing?

No. Each boiler will be represented by a single annual Boiler Inspection Report. Defects will be noted and addressed through that single Boiler Inspection Report or in a Subsequent Filing in DOB NOW: Safety.

 

2.  Do defects need to be added one at time? Can multiple defects be submitted for a device on a single Boiler Inspection Report?

Defects must be added one at a time. Multiple defects can be submitted on a single Boiler Inspection Report.

 

3.  If a licensee inspects a boiler that has defects and finds there are additional defects, can these new defects be added in the Subsequent Report?

Yes, the licensee will be able to add additional defects on the Subsequent Report by clicking on the New Defects tab on the Subsequent Report.

 

4.  Do defects have to be updated one at a time on a Subsequent Report? Does the licensee have to certify and upload the DPL1 for each defect?

Each defect needs to be addressed individually on a Subsequent Report. The licensee will be able to provide one electronic signature and upload one DPL1 for all the defects that are submitted in that Subsequent Inspection Report.

 

5.  Will defects for the 2017 Inspection Cycle, reported prior to the launch of DOB NOW: Safety that were submitted on a paper BO9 form, be available in DOB NOW: Safety?

Defects reported prior to the launch of DOB NOW: Safety on the paper BO9 form will be available in DOB NOW: Safety. The defect detail will not display; however, the device will state that defects exist.

Electronic Seal and Signature – Frequently Asked Questions

1.  As a licensee that has a seal, how do I sign and seal my filing in DOB NOW: Safety?
2.  If I am a licensee that has a seal, do I have to upload a DPL1 form, the Design Professional Seal and Signature Form, for every filing in DOB NOW: Safety?
3.  How do I provide my signature and seal electronically in DOB NOW: Safety?

 

1.  As a licensee that has a seal, how do I sign and seal my filing in DOB NOW: Safety?

All licensees must electronically sign the filing in DOB NOW: Safety. Electronic signatures are completed in the Applicant Statement section of the filing. In addition, licensees that have seals must physically sign and seal the Design Professional/Licensee Seal and Signature form (DPL- Form) and upload the completed document to the associated required item in DOB NOW: Safety.

 

2.  If I am a licensee that has a seal, do I have to upload a DPL1 form, the Design Professional Seal and Signature Form, for every filing in DOB NOW: Safety?

Yes, if you are a licensee that has a seal, a completed DPL1 form must be uploaded every time a filing is submitted in DOB NOW: Safety.

 

3.  How do I provide my signature and seal electronically in DOB NOW: Safety?

Licensees with seals must upload the completed Design Professional/Licensee Seal and Signature form (DPL- Form) in the documents section of DOB NOW: Safety.