EPA Compliance Dashboard: Instant Visibility Into Your Refrigerant Leak Rates
With EPA's new 15 lb threshold now in effect, staying compliant means tracking leak rates across potentially hundreds of systems. RefriTrak's EPA Compliance Dashboard gives you a real-time view of every circuit's compliance status—so you can catch problems before they become violations.
Why Leak Rate Tracking Is Critical Now
Before January 1, 2026, only systems with 50+ pounds of refrigerant required EPA compliance tracking. That changed dramatically when EPA lowered the threshold to just 15 pounds under the new Subpart C regulations. This expansion means:
- Walk-in coolers and freezers now require tracking (typically 15-50 lbs)
- Small rooftop HVAC units are now regulated (usually 20-40 lbs)
- Remote condensing units for display cases are covered (15-30 lbs)
- Mini-split systems (multi-zone installations) may be regulated
For most HVAC contractors and facility managers, this means going from tracking a handful of large systems to potentially hundreds of smaller units. Manual spreadsheets and paper logs simply can't scale to meet this new reality.
What the Compliance Dashboard Shows You
RefriTrak's EPA Compliance Dashboard gives you an at-a-glance view of your entire refrigerant portfolio:
1. Compliance Status Overview
Units with leak rates below EPA thresholds
At 80-100% of threshold (proactive alert)
Exceed EPA threshold—repairs required
The pie chart visualization instantly shows you what percentage of your equipment is compliant, approaching thresholds, or actively non-compliant. No digging through spreadsheets or manual calculations required.
2. Unit-by-Unit Leak Rate Table
The dashboard displays a sortable, filterable table showing every circuit in your organization:
- Current annual leak rate (calculated per EPA methods)
Automatically computed from all refrigerant additions in the past 12 months
- EPA threshold comparison (10%, 20%, or 30% based on appliance type)
Comfort cooling: 10% | Commercial refrigeration: 20% | Industrial: 30%
- Time since last addition
See at a glance which systems were serviced recently
- Full charge amount and refrigerant type
Essential data for accurate leak rate calculations
3. Warning System: Catch Issues Before They Become Violations
RefriTrak doesn't just tell you when a system is non-compliant—it gives you advance warning when a unit approaches its EPA threshold. Circuits at 80-100% of their threshold are flagged with a warning status, giving you time to:
- Schedule proactive leak inspections
- Plan repairs before you exceed the threshold
- Allocate budget for upcoming maintenance
- Avoid the 30-day repair deadline pressure
How Leak Rates Are Calculated
EPA requires leak rate calculations based on refrigerant additions, not leak events. The formula is simple:
Leak Rate (%) = (Total Refrigerant Added in 12 months / Full Charge) × 100
Example:
A walk-in cooler with a full charge of 25 lbs that required 3 lbs of refrigerant added over the past year:
(3 lbs / 25 lbs) × 100 = 12% leak rate
Since walk-in coolers are commercial refrigeration (20% threshold), this unit is still compliant—but getting close. RefriTrak would flag this with a warning at 16%.
RefriTrak automatically performs this calculation every time refrigerant is added to a circuit. You don't need to do any math—the system handles it all based on your transfer records.
What Happens When a Unit Exceeds the Threshold?
When a circuit's leak rate exceeds its EPA threshold, federal regulations require:
(120 days for industrial process refrigeration requiring shutdown)
Must use approved methods (electronic detectors, ultrasonic, etc.)
Document that repairs were successful before returning to service
Quarterly inspections for systems ≥500 lbs, annual for 15-499 lbs
RefriTrak tracks all of this for you. When a unit goes non-compliant, the dashboard clearly shows its status and helps you document the required repairs and inspections.
Who Benefits From the Compliance Dashboard?
- • Monitor all customer sites from one dashboard
- • Identify which customers need proactive service
- • Demonstrate compliance to customers during audits
- • Avoid liability for customer violations
- • Track all equipment across multiple buildings
- • Prioritize maintenance budget based on compliance risk
- • Generate reports for corporate or regulatory audits
- • Catch problems before EPA penalties apply
- • Oversee compliance across entire portfolio
- • Coordinate with multiple contractors efficiently
- • Protect building owners from regulatory exposure
- • Document due diligence for liability protection
- • Track hundreds of refrigeration systems centrally
- • Identify chronic leakers requiring replacement
- • Manage compliance for distributed locations
- • Meet corporate sustainability goals
Beyond Compliance: Business Benefits
While avoiding EPA penalties is crucial, the Compliance Dashboard delivers additional value:
Reduce Refrigerant Costs
High leak rates mean you're constantly buying refrigerant. The dashboard helps you identify which systems are costing you the most money in refrigerant replacement.
Improve Equipment Longevity
Chronic leaks accelerate compressor wear and reduce efficiency. Catching leaks early protects your capital investment in refrigeration equipment.
Meet Sustainability Goals
HFC refrigerants are potent greenhouse gases. Tracking and reducing leak rates helps your organization meet environmental, social, and governance (ESG) commitments.
Optimize Maintenance Budgets
Data-driven prioritization means you're fixing the right systems at the right time, rather than reacting to emergencies or guessing which equipment needs attention.
Getting Started With the Compliance Dashboard
The EPA Compliance Dashboard is included in all RefriTrak plans—even the free tier. Here's how to get the most value from it:
- 1Add your equipment to RefriTrak
Create units and circuits with full charge amounts and appliance types (commercial refrigeration, comfort cooling, or industrial process)
- 2Log refrigerant additions as they happen
Every time you add refrigerant (whether for leaks, seasonal top-offs, or service), record it in RefriTrak. The system automatically updates leak rates.
- 3Review the dashboard regularly
Check the Compliance Dashboard weekly or monthly to catch warning-level systems before they become non-compliant
- 4Export reports for audits
Generate compliance certificates and reports to demonstrate due diligence during EPA inspections or corporate audits
Frequently Asked Questions
Q: Do I need to manually calculate leak rates?
No. RefriTrak automatically calculates leak rates based on your refrigerant transfer records. Every time you log a refrigerant addition, the system updates the annual leak rate for that circuit.
Q: What if I have equipment below 15 lbs?
Equipment below the 15 lb threshold is exempt from EPA leak repair requirements, but RefriTrak will still track it for your records. The dashboard shows which circuits are subject to EPA regulations and which are below the threshold.
Q: How often should I check the Compliance Dashboard?
We recommend reviewing it at least monthly. Systems in "warning" status (80-100% of threshold) deserve closer attention—consider checking them weekly to avoid exceeding the EPA threshold.
Q: Can I customize the EPA threshold for my organization?
Yes. While the federal requirement is 15 lbs, RefriTrak allows you to set a lower threshold (e.g., 10 lbs) if you want more stringent internal compliance standards. This is accessible in Organization Settings.
Q: What if a unit exceeds the threshold? Does RefriTrak notify me?
Yes. When a circuit exceeds its EPA threshold, RefriTrak sends a notification to organization admins. The dashboard also clearly highlights non-compliant systems in red, making them impossible to miss.
Q: Does this work for low-GWP refrigerants like R-290 or CO₂?
The EPA Subpart C regulations only apply to refrigerants with GWP >53. Low-GWP alternatives like R-290 (propane), R-744 (CO₂), and R-717 (ammonia) are exempt. RefriTrak still tracks these refrigerants, but they won't trigger EPA compliance requirements.
Final Thoughts: Compliance Doesn't Have to Be Complicated
EPA's expansion to a 15 lb threshold could have been a compliance nightmare—multiplying the number of systems requiring tracking by 5x to 10x for most organizations. But with the right tools, it doesn't have to be.
RefriTrak's EPA Compliance Dashboard turns a complex regulatory burden into a simple, visual tool that saves time, reduces risk, and helps you demonstrate environmental stewardship. Whether you're managing a single building or a national portfolio, you'll always know exactly where you stand with EPA.
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