Reporting Pools in the FuelEU Database

FuelEU Maritime allows pooling as one of its flexibility mechanisms. Under Article 21 of the Regulation, companies may group vessels in a pool to reallocate compliance balances, provided the pool satisfies the regulatory conditions on surplus/deficit allocation and total positive balance (see previous newsletter). In April of the year following the reporting period (for the first time April 2026), pools and their allocations must be recorded in the Official FuelEU Database and then verified before the surplus transfer is recognised for compliance.

In practice, and from a legal and compliance standpoint, the steps to report a pool in the Official FuelEU Database involve roles. The reporting is ultimately the point at which private agreements crystallise and convert. A misreported pool or a single non-delivering participant can expose companies to compliance risk and liability for misrepresentation.

Draft, Agree, and Submit: Reporting Steps in the FuelEU Database

The process begins with the lead company (often called the Pool Company or Starter Company) preparing a draft pool in the Official FuelEU Database. This includes:

• Identification of participating vessels and responsible companies

• Proposed allocation of the total compliance balance to each ship

  
  

This step is administrative but also embeds the pooling contract into the regulatory system. The pool draft effectively constitutes a declaration of intent and allocation. If any of the underlying private arrangements (including authority to nominate another company’s vessel or to allocate surplus) are incomplete, the draft may be legally defective before it is even submitted. It is to be noted that the responsibility of the Starter Company should be defined in the pooling contract and that presumably only the ISM company can access the Official FuelEU Database to start a pool accordingly.

Confirmation by Other Companies

Once drafted, the pool is submitted for confirmation by each of the ISM companies responsible for vessels in the pool. Each company must:

• Review the proposed compliance balance allocated to its vessels

• Confirm that it agrees with the allocation

• Approve any other pool details in the database

A failure by even one company to confirm triggers a requirement to revise the pool draft before it can advance. This reflects the legal principle that every party whose vessels are affected must give confirmation before teh pool can move forward. This also means that a single misalignment will put the pool on hold for all other pool participants, a case that should also be addressed in relevant pooling agreements.

This step also serves as a check on authority: if a company did not authorise the allocation (for example, if surplus has been traded but rights were not properly assigned), a confirmation hold will reveal that gap before verification.

Submission to the Verifier

After all participating companies have approved the pool draft, the starter company must submit the pool to the selected verifier.

In the database, the verifier is expected to:

• Confirm that the pool as submitted complies with Article 21’s requirements

  
  

Only upon verification by the verifier does the pool become effective for regulatory purposes. In other words, the pool’s regulatory status depends on the verifier’s action in the FuelEU Database.

Verifiers play a critical gatekeeping role: they must ensure that the allocation as recorded reflects a valid pool under the Regulation. Once recorded, the allocation becomes the baseline for issuing downstream compliance documents. Note that the Pool Verifier is the EU MRV verifier of the Starter Company.

If you want to read more about the overall compliance process beyond the reporting in the Official FuelEU Database, check our previous newsletter.

Not sure how to do this? BetterSea's Pooling Managers help you correctly report and confirm the pools created on BetterSea's FuelEU Maritime Platform which transparently connects you to pool partners. Master FuelEU pooling with reduced risks and the transparency you need.

Best regards,

The BetterSea Team

Contact Us: info@bettersea.tech

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