RMP: Registering & Reporting

Refrigerant Registration and Reporting System (R3)

Use the checklists and help forms to gather information needed for registering and reporting. A flow chart is included along with a sample blank leak inspection and repair form.

All businesses with refrigeration systems are required to register, report, and pay an annual fee to R3. Please refer to the bottom of this page for the specific reporting requirements for each classification of business with refrigeration systems.  Businesses are required to conduct routine leak inspections of their refrigeration systems and maintain records as required by the regulation, even if they are not required to report.

Refrigerant distributors, wholesalers, and reclaimers will also use the R3 to submit their required annual reports, by March 1, 2012, for the 2011 calendar year, and annually thereafter.

Register

One time registration for facilities must include:

Facility information:

  • Name of operator and operator Federal Tax Identification Number.
  • Facility North American Industry Classification System (NAICS) and Standard Industrial Classification (SIC) code.
  • Business Type Code based on the 2007 NAICS United States structure.
  • Name of facility, including a facility identifier such as store number.
  • Facility mailing address including a street address, city, state, and zip code.
  • Facility physical location address including a street address, city, state, and zip code.
  • Facility contact person, phone number and e-mail address.

Refrigeration system information – provided for each refrigeration system:

  • System identification number (assigned by the facility owner or operator).
  • Equipment type, manufacturer, model or description, model year and serial number.
  • Physical location of a refrigeration system through schematic or floor plan with equipment locations clearly noted.
  • Temperature classification – The refrigeration system must be identified as a low temperature system, a medium temperature system, or other.
  • Full charge of the refrigeration system and type of high-GWP refrigerant(s) used.
  • Date of initial installation.

Report

The Annual Report must include the following information:

Refrigeration system service and leak repair information.

  • Date leak detected, cause of leak and service provided or leak repair completed.
  • Description of service provided or leak repair completed.
  • Date(s) of initial verification test(s) and follow-up verification test(s).
  • Total additional refrigerant charge of each type of high-GWP refrigerant.
  • Purpose for additional refrigerant charge (leak repair, topping off, initial refrigerant charge, or seasonal adjustment).
  • Name of certified technician completing leak repair, US Environmental Protection Agency (USEPA) identification number and certification type(s) issued by a USEPA approved technician certification program.

Refrigerant Purchases and Use Information:

  • The total weight in pounds of each type of high-GWP refrigerant that was
    • Purchased during the calendar year.
    • Charged into a refrigeration system during the calendar year.
    • Recovered from a refrigeration system during the calendar year.
    • Stored in inventory at the facility, or stored at a different location for use by the facility, on the last day of the calendar year.
    • Shipped by the owner or operator for reclamation and destruction during the calendar year.

Reporting Fee

The annual fee payment is determined by the largest refrigeration system at the facility.  The refrigeration system size is determined by the amount of refrigerant it can hold at full charge capacity, not operational capacity.

Large Facilities

Those facilities whose largest system at full charge capacity is greater than or equal to 2,000 pounds of refrigerant.

  • Annual fee payment of $370 per facility.

Medium Facilities

Those facilities whose largest system at full charge capacity is greater than or equal to 200 pounds and less than 2,000 pounds.

  • Annual fee payment of $170 per facility.

Small Facilities

Those facilities whose largest system at full charge capacity is greater than 50 pounds and less than 200 pounds.

  • No annual fee payment required.

When do I need to register and report?

Large facilities are required to register and report by March 1, 2012 for the 2011 calendar year.

Medium facilities are required to register and report by March 1, 2014 for the 2013 calendar year.

Small facilities are required to register by March 1, 2016.  Reporting is not required.

Refrigerant distributors, wholesalers, and reclaimers are required to report by March 1, 2012 for the 2011 calendar year.