Get Your Records Ready—California Air Resources Board (CARB) Annual Refrigerant Management Reports Due March 1st

January 17, 2018 / by Elizabeth Ortlieb

Elizabeth Ortlieb

California Air Resources Board (CARB) annual refrigerant management reports are due by March 1st. Medium and large facilities are subject to these R3 reporting requirements. [tweet this]


This post will cover,

  • A brief overview of CARB's Refrigerant Management Program (RMP) requirements;
  • How to determine CARB refrigerant registration and reporting applicability;
  • CARB recordkeeping and reporting requirements; and 
  • How Trakref makes CARB reporting easier than ever 

California Refrigerant Management Program Overview

CARB’s RMP covers facilities with stationary, non-residential refrigeration systems that use more than 50 pounds of all ozone-depleting and all high-GWP refrigerants with a GWP value equal to or greater than 150.

As you can see from the chart below, certain facilities are subject to registration, recordkeeping, and, reporting requirements:

Trakref Slide on California Refrigerant Management Requirements.jpg


Your Facility Size Classification Determines Whether You Must Only Register or Register and Report

For registration and reporting purposes, facilities are divided into three size classifications (small, medium or large), based upon the largest system on site:

  • A small facility is defined as having more than 50 pounds but less than 200 pounds of high-GWP refrigerant.
  • A medium facility has 200 or more pounds but less than 2,000 pounds of high-GWP refrigerant.
  • A large facility has 2,000 pounds or more of high-GWP refrigerant.

Small, medium, and large facilities must register with CARB by March 1 of the calendar year after the calendar year in which the refrigeration system begins operating at the facility.

Medium and large facilities must annually submit reports by March 1, providing information for the previous calendar year. [tweet this]


CARB Refrigerant Recordkeeping Requirements

Additionally, certain procedures must be exercised and recorded during maintenance and service, including periodic leak inspections and prompt leak repair. The frequency of leak inspections is dependent on the size of the refrigeration system.

For large refrigeration systems, an automatic leak detection system must be installed if the refrigerant circuit is located entirely within an enclosed building or structure, and, if not, a leak inspection must be conducted every three months.

For medium refrigeration systems, a leak inspection must be conducted once every three months. And, lastly, for small systems, a leak inspection must annually be conducted.

Leaks must be repaired within 14 days unless a unique situation qualifies you for a time extension.


CARB Refrigerant Reporting Requirements

Here is some of the information from throughout the year that you need to have accurately organized by March 1st for CARB refrigerant compliance reporting:

  • Refrigeration system information (e.g., equipment serial number, physical location of system, temperature classification, full charge of system, type of high-GWP refrigerant used). 
  • Refrigeration system service and leak repair information (e.g., description of service provided or leak repair completed, date(s) of verification tests, purpose for additional refrigerant charge, etc).
  • Refrigerant purchases and use information (e.g., the total weight in pounds of each type of high-GWP refrigerant that was charged into a refrigeration system during the calendar.)

Needless to say, it is a lot of requirements to keep up with. [tweet this]

That’s why we here at Trakref have streamlined refrigerant compliance tracking and reporting for CARB.


With Trakref, CARB Refrigerant Reporting Has Never Been Easier

Trakref has streamlined the CARB refrigerant compliance process with our cloud-based trakref digital platform and mobile application. 

Specifically, the trakref software comes built-in with CARB refrigerant compliance requirements. In fact, you can 

  • At the push of a button, generate CARB compliance reports at your convenience.
  • Digitally manage your HVAC/R assets. 
  • Normalize and validate reporting and asset data. 
  • Reduce CARB compliance risks. 
  • Improve operational efficiency, leak rate monitoring and alerts. 
  • PLUS mobile app for field technicians

We also offer our trakref OnDemand Service, where you 

Trakref OnDemand Service.png

1. Simply send us your data, or upload to the trakref portal.

2. Our team reviews your records, alerts you to any errors or missing data, passed into OnDemand for data validation.

3. CARB reports are stored in your secure document archive, where you can download as you need them.


For This Year's Reporting, Trakref Is Your Tool for Success 

Trakref's refrigerant compliance software is your perfect business companion: No matter your budget, we make CARB refrigerant compliance easy with our

  1. OnDemand Service, or
  2. Cloud-based platform.

In fact, no other product even comes close to our California R3 reporting platform with automatic validation.

See for yourself how easy CARB refrigerant reporting is with Trakref.

Leave the hassle to us.


Ease Your Reporting Worries With Our CARB Refrigerant Guide

For a limited time, we are offering a free CARB guide "From check-box CARB refrigerant compliance to a ROI." 

 Get My Guide

Learn more about the importance of CARB requirements and preventative maintenance in this exclusive cheat sheet!

And if you'd like, schedule a demo today by contacting or by calling (888) 834-0233

Trakref is the most comprehensive refrigerant management compliance software on the market.

Learn more at


If you enjoyed this article, you might want to check out our other articles on this topic and more:

California May Adopt New Refrigerant Management Rules for HVAC and Refrigeration Equipment

5 Things to Know About the Update to EPA Section 608

HVAC News Roundup – August 2017

Did you know that in the book Drawdown refrigerant management is listed as the #1 solution to combat global warming? Find out more here

p.s., To keep up to date on the latest HVAC/R and refrigerant management news, follow trakref on Linkedin: 

Topics: HVAC/R, Compliance Reporting, Refrigerant Compliance, CSR & Sustainability

Elizabeth Ortlieb

Written by Elizabeth Ortlieb

With an extensive background in public affairs and communications, Elizabeth serves as the Policy & Content Manager at Trakref, where she tracks HVAC/R policy trends and provides updates to multi-level stakeholders. Email the author at