The EPA’s refrigerant phase-out for 2025 is something retail facility managers need to pay attention to. 

Under the American Innovation and Manufacturing (AIM) Act, the EPA is aiming to reduce the use of high-GWP refrigerants like HFC-134a and R-410A. This change will impact HVAC and refrigeration systems across retail facilities.

If you're managing a facility, this means it’s time to get ahead of the curve. These regulations will affect equipment maintenance, service schedules, and long-term costs. 

With the 2025 deadline fast approaching, it’s crucial to stay prepared. Staying ahead of these changes now helps you avoid compliance issues, prevent disruptions, and maintain cost-effective refrigerant management. 

In the rest of this blog, we’ll explore what the phase-out means for you and how to prepare your facility for the shift.

2025 Refrigerant Phase-Out: What retail facilities need to know

In 2025, the phase-out of high-GWP refrigerants will start to impact retail facilities.

 Here's what you need to know:

• Refrigerants Affected:
  • HFC-134a (commonly used in refrigeration and HVAC systems)
  • R-410A (widely used in air conditioning units)
• Key Deadline:
  • 40% reduction in HFCs by 2025
  • The reduction will limit the production and consumption of these refrigerants, making them harder to source.
• Who’s Responsible for Compliance?
  • Retail Facility Managers
  • Facility Owners
  • HVAC Contractors

By 2025, these refrigerants will be restricted, so it’s critical to plan for compliant, low-GWP alternatives to avoid penalties and ensure smooth operations.

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Refrigerants affected by the 2025 phase-down: Key details

The following refrigerants are scheduled to be phased out or face major restrictions by 2025:

These refrigerants are slated to be phased out under the EPA refrigerant regulations because of their high GWP, which contributes significantly to global warming. Retailers still using equipment with these refrigerants will need to switch to compliant alternatives by 2025. 

Understanding which refrigerants are impacted will help you identify which equipment needs to be updated or retrofitted.

How Retail Facility Managers Can Prepare for 2025 Compliance

Since 2025 is already here, it’s imperative that you remain prepared immediately to avoid compliance issues and potential disruptions. 

Here's how facility managers can get ready for the 2025 refrigerant phase-out:

1. Assess Current Refrigerant Use: Conduct an inventory of all your refrigeration and HVAC systems. Identify the refrigerants used in your equipment and determine if any are on the phase-out list. Work with your service provider or HVAC technician to review your system and assess the need for a refrigerant change or equipment upgrade.
2. Consider Equipment Retrofits or Replacements: Transitioning to newer refrigerants might require retrofitting existing systems. Alternatively, some equipment may need to be replaced entirely. Start budgeting for these upgrades, as they may involve both upfront costs and long-term savings in energy efficiency and regulatory compliance.
3. Stay Informed About Alternatives: Several lower-GWP refrigerants are being introduced as alternatives.

4. Train Your Staff: Equip your maintenance team with the knowledge and skills required to handle new refrigerants. This includes understanding how to handle refrigerants safely, as well as the impact of switching to alternatives on system performance and maintenance.
5. Monitor Regulatory Updates: The EPA’s guidelines and deadlines could shift as new technologies and alternatives become available. Regularly check for updates and ensure your facility remains compliant with evolving regulations.

By starting early, you can ensure that your facility meets all 2025 phase-out requirements without unexpected costs or service interruptions.

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Automate refrigerant inspections to identify leaks in real-time improve portfolio-wide system performance, energy efficiency and compliance.

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Case Study: Tuten Labs Transforms Operations with Facilio

Tuten Labs, a technology leader specializing in energy management for large retail chains, oversees operations across over 10,000 retail stores in North and Latin America. They faced challenges with alarm fatigue, manual alarm reconciliation, and inefficient work order processes, leading to delayed service delivery and increased operational risks.

Challenges:

• Alarm Fatigue & Slow Response Times: Difficulty in prioritizing critical alarms due to a lack of centralized monitoring, resulting in delayed responses.
• Manual Alarm Reconciliation: A time-consuming process of correlating alarms from various systems, leading to inefficiencies.
• Human-Led Work Order Process: Manual assignment and tracking of work orders, introducing potential errors and delays.

Solution: Facilio implemented a unified monitoring and maintenance management platform, providing Tuten Labs with:

• Intelligent Alarm Management: AI-driven fault detection and diagnostics consolidate alarms from various systems, enabling efficient prioritization.
• Automated Work Orders: System-led automation of work orders based on alarm severity and location, reducing manual intervention.
• Unified Dashboard: A centralized interface offering real-time insights into alarm management, work order metrics, and asset performance.

Impact:

• 10-15% Reduction in Service Calls: Faster issue resolution led to a significant decrease in customer service calls.
• Streamlined Operations: Improved efficiency in alarm management and work order processes.
• Enhanced Asset Uptime: Proactive maintenance and real-time monitoring improved asset health and operational reliability.

By adopting Facilio's connected refrigeration software, Tuten Labs successfully digitized and automated their operations, leading to improved efficiency, reduced costs, and enhanced service delivery across their extensive retail portfolio.

The Future of Refrigerant Compliance Beyond 2025

Looking ahead to 2030 and beyond, refrigerant regulations will become even stricter. The EPA plans to phase out high-GWP refrigerants almost entirely, focusing on reducing substances like HFCs.

Here’s what retailers need to know:

• Stricter Phase-Outs: Expect more limitations on refrigerants post-2025, with 2030 pushing for near-total phase-out.
• Sustainability Focus: Future regulations will demand low-GWP refrigerants and more energy-efficient systems.
• How to Prepare:
  • Transition to compliant refrigerants now.
  • Upgrade older systems for sustainability and efficiency.
  • Stay updated on future regulations.

Adopting compliant systems early will not only help you stay compliant but also deliver cost savings and environmental benefits over time.

For more on the complete refrigerant phase-down schedule, check out the EPA refrigerant phase-out schedule.

Prepare for future regulations and stay audit-ready 24/7 with Facilio

As the 2025 refrigerant phase-out approaches, retail facility managers face the dual challenge of ensuring compliance with evolving EPA regulations and maintaining operational efficiency. 

Facilio's Connected Refrigeration software offers a comprehensive solution to meet these challenges head-on.

Consider a large retail chain managing multiple locations. Facilio's software provides centralized, real-time monitoring of refrigeration systems across all sites.

For instance, if a leak is detected in one store, the system immediately alerts the relevant personnel, logs the incident, and triggers a work order for repair. This proactive approach ensures timely maintenance, reduces the risk of non-compliance, and minimizes potential fines.

Key Benefits:

• Automated Compliance Tracking: Facilio's platform automates routine inspections and maintenance schedules, ensuring adherence to EPA regulations without manual oversight.
• Real-Time Leak Detection: Advanced sensors and AI algorithms detect leaks early, enabling swift corrective actions and reducing refrigerant loss.
• Centralized Reporting: The software consolidates data from all locations, providing comprehensive reports that simplify audits and regulatory reporting.
• Energy Optimization: By analyzing system performance, Facilio identifies opportunities to enhance energy efficiency, leading to cost savings and reduced environmental impact.

Explore how Facilio's Connected Refrigeration can streamline your operations and ensure compliance.

Frequently Asked Questions on EPA Phase Out Chart :

1. What refrigerants are being phased out in 2025?

HFC-134a, R-410A, and R-404A are among the refrigerants targeted for phase-out by the EPA in 2025. Retailers using these refrigerants must prepare to transition to compliant alternatives.

2. How do I know if my facility uses phased-out refrigerants?

Review your equipment specifications or work with your HVAC technician to identify which refrigerants are in use. Facilities with older systems are more likely to use phased-out refrigerants.

3. What are the consequences of not complying with the 2025 refrigerant phase-out?

Non-compliance can result in fines, operational inefficiencies, and increased maintenance costs. It’s crucial to transition to compliant refrigerants well before the 2025 deadline to avoid these issues.

4. How can I transition to compliant refrigerants in my retail facility

Begin by assessing your equipment, considering retrofits or replacements, and training your staff. Work with HVAC experts to select and implement suitable low-GWP refrigerants for your systems.

5. What refrigerant will replace R-410A after 2025?

The main replacements for R-410A are R-32 and R-454B. Both have lower global warming potential and are approved for use in new HVAC equipment starting in 2025 and beyond.