F-Gas: leak checks and the equipment record

In short

EU Regulation 517/2014 sets obligations for the operator of the equipment - the company that owns or controls it - not for the company that maintains it. The obligations depend on the refrigerant charge, expressed in tonnes of CO2 equivalent.

Who it applies to

The regulation addresses the operator of the equipment: the entity with real technical control over it. In practice, for leased premises, that is settled by the lease and is worth clarifying in writing, because the obligations and any penalties fall on the operator, not on the maintenance provider.

The thresholds

The obligation to carry out periodic leak checks starts at 5 tonnes of CO2 equivalent and upwards, with increasing frequency as the charge grows, and with longer intervals where the equipment has a leak detection system. The charge in tonnes of CO2 equivalent is calculated by multiplying the quantity of refrigerant, in kilograms, by that refrigerant's global warming potential.

What it means for ordinary units

Most wall split units in an office contain under a kilogram of refrigerant and stay, with R32, below the 5 tonne CO2 equivalent threshold. Larger systems - VRF, chillers, some multi-splits - frequently exceed it. The first practical question is not "how many units do I have" but "how many kilograms and which refrigerant", and the answer is on each unit's label.

The equipment record

For equipment subject to the check obligation, the operator must keep records: the quantity and type of refrigerant, quantities added or recovered, the checks carried out, by whom and when. The equipment record we keep covers this information, but the responsibility for retaining it stays with the operator.

Who may work on it

Work on the refrigerant circuit - charging, recovery, leak checking - is carried out only by certified personnel. Ask for the certification before contracting, not after.

What this page is not

It is not legal advice and does not replace the text of the regulation and the national implementing legislation. If you have large systems or work in a regulated industry, check your specific situation with a consultant or the competent authority.