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Registration and Reporting FAQs

RMP Regulation - The R3 software is designed to assist Companies subject to the act in meeting the regulations for Registration and Reporting. Click on the link to access the final ARB regulation for REGULATION FOR THE MANAGEMENT OF HIGH GLOBAL WARMING POTENTIAL REFRIGERANTS FOR STATIONARY SOURCES Link to ARB RMP Final Regulation
     
  GENERAL REPORTING QUESTIONS  
     
  How do I register as a facility with a refrigeration system?  
  There are several steps to complete registration for a Company and its associated Facilities. In the R3, all Facilities must first be entered under a Company name. Each Company registers using a unique Federal Employer Identification Number (FEIN or EIN).

Step 1 - Register a Company Administrator and add Company Information. This establishes the corporate entity responsible for all California Facilities that will register with ARB and should be the highest organizational level who has ongoing responsibility to manage Company compliance.

Step 2 - Register all Facilities with Refrigeration Systems. Enter each Facility's information, including all required Refrigeration System information and Automatic Leak Detection systems (for Large systems) in each facility.  These tasks can be performed by one or more Users within your company. (see How do I add new Users?)		 Top
     
  How do I register as a Distributor, Wholesaler, or Certified Reclaimer?  
  In order to complete an on-line report submission an account with the company and facility information must be established in the R3.  However, there is no requirement in the regulation for Distributors, Wholesalers, and Reclaimers to register.  In the R3, all facilities must first be entered under a company name.  Each company account is established using a unique Federal Employer Identification Number (FEIN or EIN).

Step 1 - Establish the corporate entity responsible for all California facilities within the company.  That entity should be at a high organizational level and have ongoing responsibility to manage company compliance.

Step 2 - Establish all facilities managed in California by entering each facility's information. These tasks can be performed by one or more users within your company.		 Top
     
  Can I add new users?  
  Adding Users is easy and can be helpful if there are many Facilities with Refrigeration Systems to manage.  Use the menu at the top and select "User Management." Only users with Admin rights may create new users with "Admin" level permissions or "Staff" level. Administrators can add other users and perform such tasks as submit Annual Reports. Staff can create records and perform specific tasks, such as maintain facility records and enter Annual Report information.  However, Staff cannot submit Annual Reports to ARB, as this must be performed only by users with Admin level permission.

New users can help with registration and ongoing tasks. After adding a new user, they must log in and establish their user profile. The R3 tool does not assign tasks to users, but does control their access levels.		 Top
     
  What is required to submit an Annual Report?  
  Annual Reports must be filed by March 1 for all facilities with Refrigeration Systems with full charge of 200 pounds or more, and Distributors, Wholesalers or Certified Reclaimers of refrigerant. Facilities must enter all Service Records for the Refrigeration Systems. Service Reports can be entered directly into the R3 program or they can be uploaded. Top
     
  How should Distributors/Wholesalers that are also Certified Reclaimers submit annual reports?  
  Two separate Annual Reports are required. If your company distributes or wholesales refrigerant then an Annual Report is required for these business activities. An additional Certified Reclaimer Annual Report is required if the company also reclaims refrigerant. The links to enter these Annual Reports are found on the Annual Report tab after login. Top
     
  When are Registrations, Annual Reports, and Annual Fees due for various facility types?  
 
Facility Type Annual Report & Initial Implementation Fee Upon Registration Annual Report & Annual Implementation Fee
Facilities with a refrigeration system that begin operation before January 1, 2012 with a full charge of 2,000 pounds or greater. Fee Amount: $370; Due Date: The owner or operator must register, file an Annual Report and pay the fee by March 1, 2012. Fee Amount: $370; Due Date: Annual Report & fee is due by March 1, 2013, and each year thereafter.
Facilities with a refrigeration system that begin operation on or after January 1, 2012 with a full charge of 2,000 pounds or greater. Fee Amount: $370; Due Date: The owner or operator must register, file an Annual Report and pay the fee by March 1 of the calendar year after the refrigeration system begins operating. Fee Amount: $370; Due Date: Annual Report & fee is due by March 1 of the calendar year after the refrigeration system is required to be registered, and each year thereafter.
Facilities with a refrigeration system that begin operation before January 1, 2014 with a full charge of 200 pounds or greater, but less than 2,000 pounds. Fee Amount: $170; Due Date: The owner or operator must register, file an Annual Report and pay the fee by March 1, 2014. Fee Amount: $170; Due Date: Annual Report & fee is due by March 1, 2015, and each year thereafter.
Facilities with a refrigeration system that begin operation on or after January 1, 2014 with a full charge of 200 pounds or greater, but less than 2,000 pounds. Fee Amount: $170; Due Date: The owner or operator must register, file an Annual Report and pay the fee by March 1 of the calendar year after the refrigeration system begins operating. Fee Amount: $170; Due Date: Annual Report & fee is due by March 1 of the calendar year after the refrigeration system is required to be registered, and each year thereafter.
Facilities with a refrigeration system that begin operation before January 1, 2016 with a full charge greater than 50 pounds, but less than 200 pounds. Fee Amount: $0; Due Date: The owner or operator must register by March 1, 2016. N/A
Facilities with a refrigeration system that begin operation on or after January 1, 2016 with a full charge greater than 50 pounds, but less than 200 pounds. Fee Amount: $0; Due Date: The owner or operator must register by March 1 of the calendar year after the refrigeration system begins operating. N/A
Wholesalers, Distributors and Reclaimers Fee Amount: $0; Due Date: The owner or operator must file an Annual Report by March 1, 2012. Fee Amount: $0; Due Date: Annual Report is due by March 1, 2013 and each year thereafter.
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  What is the total fee if my facility has more than one system?  
  The total fee is based on the single largest refrigeration system at your facility regardless of the number of registered systems.  For example, if a facility has one Large and two medium systems, it is a Large facility and the fee is $370 annually.  Likewise, a Medium facility with two medium systems will pay $170 annually.  There is no fee for ‘Small’ facilities. Top
     
  If my company has multiple facilities, do I need a separate invoice for each facility?  
  No.  A company may generate one invoice with a list of all affected facilities. Top
     
  R3 TOOL QUESTIONS  
     
  Is the R3 mandatory?  
  No, however ARB strongly encourages it.  Advantages include time-saving, one-time data entry for company and system(s) information, and the ability to automatically generate annual and other useful reports.  If registration and annual reports are submitted manually, they must be compiled in a coherent manner, meet all regulatory requirements and be submitted via email, mail or fax to ARB’s Executive Officer by the required deadlines. Top
     
  Which fields within the R3 are mandatory?  
  Fields marked by asterisks (*) must be filled in before users can proceed to the next step in the tool.  Some fields are required for reporting purposes, but are not marked by an asterisk to help expedite initial registration.  It is the user’s responsibility to complete any fields that are temporarily skipped before submitting annual reports to ensure completeness. Top
     
  Can R3 be used by facilities outside of California?  
  Only facilities required to register in the Refrigerant Management Program should use the R3. Top
     
  What data from the R3 is available to the public?  
  Selected public reports in the R3 tool allow the public to view aggregated refrigerant use and emissions data.  The R3 does not display any facility or company-specific information to the public. Top
     
  Is there a limit to how many users can register as a company administrator?  
  There are no limits.  All persons registered as company administers will have the same rights, responsibilities and permissions when using the R3. Top
     
  Is XML required to upload data?  
  Batch uploads offer a convenient way for companies with multiple facilities to submit information, but are not required.  Some required R3 fields aren’t included in the XML upload due to logistics of that process, such as a facility’s floor plan.  Third party vendors can generate XML files for customers who, in turn, can upload the data into the R3.   It is the facility’s responsibility to ensure that information uploaded via the batch upload process is accurate and complete.  Data not included in the XML upload should be manually entered. Top
     
  Can the R3 information be exported or used for other required reporting?  
  The R3 database can generate a variety of reports which can be compiled for use in other reporting.  Although there is not a specific report for U.S. EPA Rule 608, however, Medium and Small facilities in South Coast AQMD can use the R3 to generate the specific report needed for SCAQMD Rule1415.1.  This option will not generate an invoice for payment until such time Medium facilities are required to pay a fee to ARB.  Neither the R3 nor the Air Resources Board will process SCAQMD payments. Top
     
  How do Air District Inspectors use the R3?  
  Air District Inspectors are enforcement personnel who can access the R3 program to record facility inspections. Air Districts manage access to the R3 program for their Inspectors. First, ARB establishes access in each Air District for one Air District Inspector Administrator. That Air District Administrator will then establish access for other Inspector Administrators and Inspectors.  Both Inspectors or Inspector Admin users can enter Inspection Reports in the R3. Inspector Admin level access is required to approve and complete acceptance of an Inspection Report. The Air District and ARB will have access to Inspection Reports from the Air District.  If you are an Air District Inspector and do not have access, contact your chief inspector or ARB to determine how to gain access to the program. Top
     
  EQUIPMENT REGISTRATION AND REPORTING QUESTIONS  
     
  I have a 2,500 lb. charged a/c unit used exclusively for comfort cooling.  It is not used for any other process cooling.  Do  I need to register this system?  
  You are not required to register or report air conditioning units used exclusively for comfort cooling under ARB’s Refrigerant Management Program.  If the unit contains a high-global warming refrigerant, regardless of the size, it is only subject to the Required Service Practices of the rule which apply to persons who service the equipment.  Facilities located within the South Coast Air Quality Management District should continue to register these units with the District under SCAQMD Rule 1415. Top
     
  My 'Large' refrigeration system is primarily used for comfort cooling, but is also used for some industrial cooling.  Do I nave to register this unit with Air Resources Board?  
  Yes.  This system is defined as ‘Other Refrigeration’ by the RMP rule, and must have automatic leak detection monitoring installed by January 1, 2012, and meet registration and reporting requirements by March 1, 2012. Top
     
  I plan to register my 2,000+ lb. 'Large' system by March 1, 2012, but I also have a 400 lb. 'Medium' system.  Do I have to register this 'Medium' system at the same time or can I wait until 2014?  
  A facility is classified and must register as Large, Medium or Small based on the single largest system at the facility.  Since the 400-lb. system is located at a ‘Large’ facility and is above the 50-lb. threshold, it must be registered and included in the annual report due to ARB by March 1, 2012.  This is of particular importance for facilities in the South Coast Air Quality Management District to understand they should not split their registration/fee payment requirements for different size systems between the District and ARB. Top
     
  Do 'Large' facilities need to register small HVAC systems by March 1, 2012?  
  Facilities with air conditioning or HVAC systems, used exclusively for comfort cooling, are not required to register these units with the Air Resources Board.  However, facilities in South Coast AQMD currently subject to SCAQMD’s Rule 1415 must continue to report to the District. Top