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Document requirements for small-scale system installations

15 September 2022

Contents

Registered agents, who have had the right to create small-scale technology certificates (STCs) assigned to them by system owners, must obtain certain documentation to claim STCs. The Clean Energy Regulator may request these documents at any time to prove that the system was eligible for STCs.

Registered agents should customise their own combined STC assignment forms and written compliance statements to incorporate additional explanatory text, company logos and other features.

Individuals and small businesses who wish to claim STCs without assigning the right to a registered agent, will have different document requirements to those set out below. See document requirements for system owners claiming STCs for more information.

Under the Small-scale Renewable Energy Scheme, all signed compliance statements, forms, certificates, reports, photos and invoices must be retained for a minimum period of 5 years after certificates are created.

Document requirements for small generation units

Documents required for solar PV installations on or after 1 April 2022

  • Written compliance statements, using documentasset:Sample designer and installer written statement, from the accredited designer and installer of the unit confirming:
    • all relevant design and install requirements for the accreditation scheme under which they are accredited have been met
    • all local, state and territory requirements have been met
    • the installer has a copy of the design and the system was installed system to meet the design or modified the design in accordance with the requirements of the accreditation scheme,
    • that the electrical work was undertaken by an electrical worker holding an unrestricted licence and that relevant documentation required by the jurisdiction has been provided to the system owner
    • all on-site attendance requirements have been met and they have evidence demonstrating attendance, and,
    • approved PV modules and inverters were used in the installation
  • A written statement, using documentasset:Sample solar retailer written statement, by the solar retailer confirming:
    • The name of the installer and whether the installer is an employee or subcontractor of the solar retailer
    • that the system will perform in accordance with the contract, except to the extent that the performance is prevented by circumstances outside the retailer’s control
    • that the unit is complete and generating, or is capable of generating, electricity
    • that if the unit is grid connected that the unit is connected to the grid, or the solar retailer has completed its obligations under the contract in relation to the unit’s grid connection
    • that information about feed- in tariffs and export limits relevant for the system have been provided in writing to the owner;
    • that information on the expected payback period, energy or cost savings for the unit has been provided in writing to the system owner
    • That the information in the statement is true, complete and correct
    • That any actual or potential conflicts of interest of the solar retailer have been managed appropriately., and
    • That a declaration by the agency that the solar retailer is not eligible to make written statements of STC eligibility is not in effect on the day the statement is given.
  • An STC assignment form, using documentasset:Sample STC Assignment form and compulsory written statements, that includes a mandatory declaration where the system owner assigns the right to create STCs to the registered agent.
    • Registered agents should ensure that their legal entity name is correctly reflected in the mandatory declaration and matches their REC Registry account name.
  • If requested, information demonstrating that the inverter serial number(s) entered into the REC Registry is the serial number(s) of the inverter(s) installed at the address, such as a clear photo of the barcode label or sticker, obtained from the inverter label. Inverter barcodes that have been scanned from cargo manifests or similar do not demonstrate the installation of panels. It is recommended that these photos are taken at the time of installation to avoid returning to site after installation and delays in processing.

Documents required for solar for installations on or before 31 March 2022

Additional documents applying to all solar PV installations

The following applies to all solar PV installations regardless of their installation date:

  • All state or territory government electrical installation compliance documentation such as a certificate of electrical safety and, in Western Australia, a Notice of Completion (from 24 December 2020).
  • If requested, evidence of verified solar panel serial numbers, such as manufacturer or authorised supplier confirmation.
  • If requested, information demonstrating that the serial numbers entered into the REC Registry are the serial numbers of solar panels installed at the address, such as a clear photo of the barcode label or sticker, obtained from the solar panel label. Panel barcodes that have been scanned from pallet sheets or similar do not demonstrate the installation of panels. It is recommended that these photos are taken at the time of installation to avoid returning to the site after installation and delays in processing.
  • If requested, information demonstrating that the accredited installer entered into the REC Registry attended the installation at job set up, mid-installation check-up and during testing and commissioning, in accordance with section 6 of the CEC install and supervise guidelines for accredited installers. Information demonstrating an accredited installer was onsite could include photographic identification of the accredited installer (with time and date metadata or geo-location data) during installation job set up, mid-installation check-up and testing and commissioning.

Small-scale wind and hydro systems will require installer compulsory written statements and STC assignment forms for pre and post 1 April 2022 installations to be eligible for STCs.

Documents can be uploaded into the REC Registry during the STC submission process using the document upload functionality. Documents can also be uploaded to applications that are pending assessment, to do this you will need to login to your REC Registry account and search for the relevant accreditation code in the small generation unit’s section. Once you’ve located and selected the accreditation code you can drag, drop and upload the documents.

Submitting documentation with your application reduces the need to contact us throughout the STC claim process and can potentially expedite the assessment process. Applications may be failed if you are unable to provide additional information to support your claim for STCs.

Documents for solar water heaters or air source heat pumps

If the owner of the solar water heater or air source heat pump has elected to assign the right to create STCs, the Clean Energy Regulator may request you submit a documentasset:CER-RET-016 Small-scale technology certificate assignment form and commissioning or compliance certificate to verify the system's installation.

For solar water heaters with a capacity greater than 700 L, you must also provide:

Submitting your documents

All paperwork must be completed and signed before creating STCs. The Clean Energy Regulator may request this paperwork and any additional information requests (e.g. photographs of solar panel serial numbers and/or verification they are eligible for STCs) at any time during the STC audit and validation process.

All supporting documentation including statutory declarations must be provided to the Clean Energy Regulator on our request or during the registration of STCs via REC Registry. A document upload function within the online form is available for small generation units. This is currently not available for solar water heaters and air source heat pumps.

If you have any questions about completing the required documentation, please email deemedunits@cleanenergyregulator.gov.au.

Failure to provide required documentation

The documents outlined on this page will assist you to ensure you have collected all the necessary information to create STCs under the Renewable Energy (Electricity) Act 2000 and the Renewable Energy (Electricity) Regulations 2001, including the Renewable Energy (Electricity) Amendment (Small-Scale Renewable Energy Scheme Reforms and Other Measures) Regulations 2021.

Agents creating STCs should obtain all documentation they believe is relevant for supporting the eligibility of the system and STC claim. In addition to the documents listed above, this may include invoices, rates notices (to establish the correct address) or contract information.

The Clean Energy Regulator expects agents to perform their own due diligence checks in addition to collecting the required documentation. Agents are expected to make their own business decisions regarding the level of risk they may have and how they wish to manage that risk including according to their STC claim activities and volume. For example, relying solely on documentation to verify the eligibility of the system may not be sufficient to confirm the authenticity of installer declarations regarding their accreditation and presence at the site during installation. Additional checks (such as contacting the installer directly) should form part of agent processes to be assured of the reliability of information submitted in STC claims. Additional checks to ensure the reliability of information also informs our understanding of an agent’s risk management and compliance processes and their fitness to participate in the scheme.

Failure to provide required documentation and/or additional information supporting eligibility requirements may result in:

  • STCs being failed and unable to be traded or sold in the market
  • a warning issued and further education in response to first or minor offences
  • a review of fit and proper person status
  • suspension from participating in the scheme for ongoing or serious offences
  • civil or criminal prosecution, if required.

If you suspect issues with fraud or compliance, please email fraud@cleanenergyregulator.gov.au or phone 1300 553 542.



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