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Recordkeeping and Reporting Requirements for Stationary Refrigeration

Primary tasks

EPA regulations (40 CFR Part 82, Subpart F) under Section 608 of the Clean Air Act include recordkeeping and reporting requirements that are specific to different persons or companies involved with stationary refrigeration and air-conditioning equipment. This page provides a brief overview of these requirements.

Technicians

Technicians must keep a copy of their proof of certification at their place of business.

Technicians servicing appliances that contain 50 or more pounds of ozone-depleting refrigerant must provide the owner with an invoice that indicates the amount of refrigerant added to the appliance. Technicians must also provide records of leak inspections and tests performed to verify repairs of leaking appliances that contain 50 or more pounds of ozone-depleting refrigerant.

Technicians disposing of appliances containing between 5 and 50 pounds of refrigerant must keep records of the disposal. These are typically field-installed appliances such as residential AC split systems. This requirement applies to appliances containing ozone-depleting and substitute refrigerant, such as HFCs. The records primarily include: location and date of recovery, type of refrigerant recovered, monthly totals of the amounts recovered, and amounts sent for reclamation.

Additional information about servicing stationary refrigeration and air-conditioning equipment.

Owners or Operators

Owners or operators of appliances that contain 50 or more pounds of ozone-depleting refrigerant must keep servicing records documenting the date and type of service, as well as the quantity of refrigerant added. Owners or operators must also maintain records of leak inspections and tests performed to verify repairs of leaking appliances.

Owners or operators must submit a report to EPA for any appliance containing 50 or more pounds of ozone-depleting refrigerant that leaks 125 percent or more of the full charge in a calendar year. This report must describe efforts to identify leaks and repair the appliance. Reports are due on March 1 for an appliance that leaked more than 125 percent of its full charge in the prior year.

Additional information for owners or operators of:

Technician Certification Organizations

Technician certification organizations must maintain records of individuals who passed the technician certification exam, their scores, and dates and the location where the tests were administered. These records must be maintained indefinitely, unless transferred to another certifying program or the EPA. The organizations must also post online the names of test takers, the types of certification they received, as well as the date they were received. 

Certifying programs must also provide the following information to technicians after they have completed their certification test:

  • Which certifying program is providing the testing;
  • Contact information for the certifying program;
  • The name and contact information of the proctor; and
  • When they should expect to receive their score and, if they passed, their certification card.

By January 30 and July 30 of each year, technician certification organizations must submit activity reports detailing the number of individuals certified during the previous six months. 

Technician Certification Reporting Form Technician Certification Reporting Form(1 pg, 39 K)

The full set of recordkeeping and reporting requirements for technician certification organizations is available in Appendix D to Subpart F of Part 82.

Reclaimers

Reclaimers must maintain records of the names and addresses of persons sending them material for reclamation and the quantity of material sent to them for reclamation. This information must be maintained on a transactional basis.

Reclaimers must report to EPA by February 1 the total quantity of refrigerant sent to them the previous year for reclamation, the mass of refrigerant reclaimed that year, and the mass of waste products generated that year. 

Annual Reclamation Reporting Form Annual Reclamation Reporting Form(36 K)

Additional information about refrigerant reclamation.

Retailers and Wholesalers

EPA has developed a brief fact sheet that explains the recordkeeping requirements for refrigerant retailers and wholesalers.

Where to Submit Reports

EPA prefers that the information be submitted electronically to 608reports@epa.gov.

You may also send reports by U.S. mail to:

Section 608 Recycling Program Manager (Reclaimer Certification)
Mail Code 6205T
U.S. Environmental Protection Agency
1200 Pennsylvania Avenue, N.W.
Washington, D.C. 20460

Please contact EPA at 608reports@epa.gov to arrange for receipt if sending via courier.