Frequently Asked Questions

Be prepared to upload:

1. Your signed and dated business W9.
2. Your technician’s EPA 609 certification certificate.

We will also check to ensure your ARD# is current and in good standing.

Yes. We need to know the shop and shop manager’s information for each location AND we need a unique email address* for each shop.

*The exception for needing a unique email address for each shop is if all shops will use the same Payment Portal (bill.com) account and payments will be deposited to the same bank account for all shop locations.

Yes. Authorized repair shops under this program must be EPA 609 certified or employ an automotive repair professional who is 609 certified.

See a list of EPA approved certification programs here https://www.epa.gov/mvac/section-609-technician-training-and-certification-programs

If the shop does not have 609 certification, then the shop is no longer eligible to perform vehicle air conditioning repairs under this program. The shop must notify the CAR Program immediately at programs@coolairrebate.org.

No. Only vehicles using R-134a refrigerant are eligible for repair under this program.

The repair shop is authorized to move forward with R-134a air conditioning unit repairs if the following conditions are met:

1. The vehicle air conditioning unit is LEAKING R-134a, and
2. The customer approves the repairs based on the shop’s repair estimate.

If the AC unit is not working but there is no leak, the repair is not eligible.

No. If the customer has a valid Letter of Eligibility, the diagnosis confirms a LEAK of R-134a, and the customer approves the shop’s repair estimate and agrees to pay their co-pay amount then you may proceed with the repair.

Request that the customer show you a copy of their Letter of Eligibility and check their ID. You can also check the CAR Shop Portal LOE Look-Up Table and search by LOE# or license plate number.

No. Just ensure that the LOE number is printed on your invoice (in a comment area is OK).

1. If the repair is eligible under the program requirements and the customer approves the repair, the customer is not responsible for diagnostic payment. The CAR Program will pay 100% of the diagnostic invoice under these circumstances.
2. If the repair is not eligible under the program requirements or the customer does not approve the repair, the customer is responsible for 10% of the diagnostic payment. The CAR Program will pay 90% of the diagnostic invoice under these circumstances.

1. If the repair invoice total is under $1,666.70
   • Charge the customer 10% of the total invoice amount, and
   • Invoice CAR 90% of the total invoice amount (must be no more than $1,500)

2. If the repair invoice total is over $1,666.70
   • Invoice CAR for $1,500, and
   • Charge the customer for the remainder of total invoice amount

Reference and link Rate Sheet document

If the AC unit is determined to be LEAKING R-134a, then all parts and labor required to bring the AC unit back to full functionality and the servicing of the unit (recharging R-134a) following the repair are covered.

Ask the eligibility question again … is it LEAKING R-134a?

If it is, then additional AC system parts and labor required to fix the new leak are also covered at 90% (up to a maximum payout of $1500 for each vehicle). If it’s not leaking, the repair is not covered.

As long as the original LOE has not expired and the previous repair did not reach $1500, then the second repair can use the payment amount left on account (please email shops@coolairrebate.org for amount verification).

• The customer Letter of Eligibility number (LOE#) [we do not need a copy of the letter]
• The customer signature of repair approval
• The amount of R-134a recovered (not needed if only doing a diagnostic)
• The amount of R-134a recharged (not needed if only doing a diagnostic)
• A clear statement that the AC unit was leaking R-134a refrigerant (the program requirement for repair eligibility).
• And, of course, parts & costs, labor, hazmat fees and taxes. (shop supplies and credit card fees are not covered)

DO NOT  include any non-AC repair-related items on the invoice .

And remember, it is up to you to inform your customer of their 10% co-pay (and any amount over $1500) BEFORE BEGINNING REPAIRS and collect payment from them for it.

Yes. If you are only doing a diagnostic, you can bill that separately and we pay 90%.

If you are doing a diagnostic and repair, you can bill them together on the same invoice.

Just be sure to clearly show what the diagnostic charge is vs the parts/labor for the repair so that we can pay you 100% of the diagnostic amount.

It is important that all information required is on the repair invoice to avoid payment delay.

Once the invoice is uploaded to the CAR Payment Portal (Bill.com), the invoice will be reviewed within 3 business days. Once payment is authorized, it will take between 3-5 business days for your bank to accept the ACH payment transfer. Payments made by check will take an additional 5 business days.

You should have payment within 2 weeks via bank transfer after the repair invoice is submitted.

Login at https://shops.coolairrebate.org/ (the LOGIN link is in the upper right corner of the page)

You will receive a username and password login in your CAR Program acceptance letter. (login with your username, not your email)

Within the Shop Portal, you will find marketing materials, FAQs and a Customer Eligibility Look-up table.

If you elect NOT to create a Payment Portal bill.com account, you will also be able to submit invoices through the Shop Portal but will only receive payment via check delivered by US Mail. (This will add days to receipt of payment.)

Login at: https://bill.com

*CAR CANNOT see your password or get into your account. It is your private account. There is a “Forgot Password?” link on the login page that you can use to reset your password. The directions will be sent to your email. If you don’t see them right away, check your Spam folder. If you continue to have trouble, you will need to contact bill.com support.

The bill.com Payment Portal is where you will upload your invoices and you can instantly check on the status of any invoice, including whether payment has been deposited into your bank account. For convenience, you can also email your invoice to coolairrebate@bill.com.