Rebate Application Submittal Made Easy Your guide to a quick and stress free rebate application process
Rebate Application Submittal Start here: http://www.bgesmar tenergy.com/cooling Select Participating Contractor Resources
Rebate Application Submittal This is a good page to save as a favorite in your browser: http://www.bgesmartenergy.com/residential/heatingcooling/participating-contractors The Terms and Conditions form and landlord/tenant form is available under Step 1
Rebate Application Submittal Once you re ready to start, select Equipment Rebate Application under Step 2, this will open a new window
Rebate Application Submittal Before logging in and starting your application, it is best to compile the required documents and save them to your computer The required documents are as follows: AHRI Certificate (HVAC Equipment) If multiple systems were installed, upload an AHRI Certificate for each unit Proof of Purchase (Invoice) Invoice must indicate equipment type, make, price and date of installation Digital photo(s) or manufacturer/distributor s documentation that includes complete model and serial number of all indoor and outdoor (if applicable) equipment installed. Terms and Conditions rebate form
Rebate Application Submittal There is no way to save an application in the middle of it. If you have it open for too long, you will be timed-out of the system and your application will be lost, so don t try and finish half of it and come back to it later When you re ready, click Begin Application
Rebate Application Submittal Enter your username and password when prompted If you participate in the SMECO, Pepco or Delmarva Power HVAC Rebate Programs, your log in information will be the same for all of them You should be using the username and password that were created when your company first signed up to become a participating contractor by submitting a CPA If you forget your password click the HERE link to retrieve it
Rebate Application Submittal After filling out the Recovery Form (below), a temporary password will be sent to your e-mail from donotreply@programprocessing.com If you do not see an e-mail in your inbox be sure to check you spam or junk folder
Rebate Application Submittal After you ve logged in, you will be asked to assign your application contacts Select Add New Contact to enter your customer s information
Rebate Application Submittal Here you will be adding the customer s information Select Premise as Contact Type
Fill in the customer s information based on their information on the invoice and the Terms and Conditions form The fields that you do not need to fill out are crossed out
Rebate Application Submittal The customer s account number is a required piece of information, be sure to include it Entering the customer s e-mail is optional. The purpose of collecting their e-mail is so they can be notified once their application has been submitted, and when it has been approved If you already deducted the rebate from the customer s bill so your company will be receiving the rebate check, don t enter the customer s e-mail into the application
Rebate Application Submittal Primary Contact: You Premise Contact: Your Customer Contractor Contact: Your Company Select your company name from the drop-down list. If it is not listed, contact us Click Submit once you have entered information for all three contact types
Rebate Application Submittal Fill out Your Application info and click Submit : Fill out all info in installed A/C or Heat Pump Section: Install Date, Manufacturer, Condenser Model and Serial #, Coil Model and Serial #, Tonnage, SEER, EER, HSPF (for HP), COP (for Geothermal), AHRI, Tier level and amount. Please note: This is an old rebate application. There is one difference between this application and the new application. Please answer if there was an ECM installed.
Rebate Application Submittal Once your application has been submitted you will be sent to your Program Application Center The application you just submitted will show up under tasks" as you still need to upload the required documents (AHRI, Invoice, T&C's and Digital photo(s) or manufacturer/distributor s documentation that includes complete model and serial number of all indoor and outdoor (if applicable) equipment installed).click on the project number to start the upload process.
Applications Each customer application you submit will have a unique project number Be sure to select the right application to upload your documents: Project Numbers starting with BGCPPS are contractor applications Project Numbers starting with BGVHPS are equipment applications
Application Center Once you ve selected your application, you will be able to view the following: Messages: See any notes a rebate processor has left about your application Current Tasks: Upload your documents Forms: Here you can review the information you filled in for the application Documents and Files: Your documents you upload will appear here Equipment: This will populate once a rebate processor has approved the equipment type you are applying for
Uploading Documents To locate your tasks, select click here
Uploading Documents Select the blue disk to upload your files
Uploading Documents Browse and upload the file that you or someone from your company has saved to your computer Please do this for each required document in your tasks
Uploading Documents If multiple systems were installed, upload an AHRI Certificate for each unit Once you ve uploaded the AHRI, Invoice, T&C's and Digital photo(s) or manufacturer/distributor s documentation that includes complete model and serial number of all indoor and outdoor (if applicable) equipment installed, your application is complete!
Rebate Application Submittal Continued Once you ve submitted your application, please keep track of the project number A project number is the easiest way for us to look up the application if you contact us with questions about the application
Common Flaws and How to Avoid Them Error: Terms and Conditions form is incomplete. Solution: Every field on the Terms and Conditions form (except the customer s e-mail which is optional) needs to be filled out. Make sure the customer dates their signature when they sign it. Also, make sure you have checked the boxes for rebate amount and enter a number for quantity.
Common Flaws and How to Avoid Them Error: Payment option selected (i.e. who will receive the rebate check) does not match on the Terms and Conditions, invoice and application. Solution: If the contractor elects on the Terms and Conditions to receive the rebate check, there must be an itemized deduction on the invoice for the amount of the rebate. Contractor must also be selected under Payment Option. Terms and Conditions Application These must match!
Common Flaws and How to Avoid Them Error: Premise Contact does not match the contact on the Terms and Conditions or the Invoice. Solution: 1. It could just be that you accidentally selected the incorrect customer from the drop-down list when you selected premise. The drop-down list of contacts grows each time you add a new customer, so be careful that you are selecting the correct customer each time. 2. If your customer is not the account holder for the residence, for example, they rent out the property where the work was done, a few extra steps will need to be taken. More on that on the next slide.
Landlord Tenant Situations If this is a rental property where the homeowner is paying for the unit, but is not the account holder, deduct the amount of the rebate from the homeowner s invoice and elect to receive the rebate The Terms and Conditions Form will need to be signed by the BGE utility account holder for that property, in this case, the renter, with their account number The Premise Contact needs to be the account holder, so use the information the renter puts on the Terms and Conditions form to fill out the Premise Contact
The invoice needs to have the address of where the work was done (the Premise) The invoice also needs to have the deduction of the rebate so the contractor can receive the check Also notice the complete model numbers for each unit
Correcting Flaws Any flaw messages left by the rebate processors on a flawed application will be sent to the e-mail address listed in the primary contact. If you don t see these messages in your inbox, check your spam or junk folder. You can also go online to the application processing center to check on the status of your applications
Go back to the Participating Contractor Resources page: http://www.bgesmartenergy.com/residential/heatingcooling/participating-contractors Under Step 2, click on Equipment Rebate Application Select Contractor Login Log in if prompted (the system may remember you from before)
Correcting Flaws A space for you to upload corrected documents will be available under Tasks An explanation of the corrections that need to be made to an application will be available under Messages
Correcting Flaws Upload your corrected document the same way as you did the original documents There will be an open space for you to upload the correct documents
Correcting Flaws When you have corrected all the flaws on your application, please leave a note in the message area, this will expedite when an application processor looks at your application again Select Send Us A Message Enter a message stating your flaws have been corrected
Tips and Shortcuts - Documents Depending on your scanner s capabilities, scan all your documents into one file, so you only need to do one upload. Don t worry about completing all the open tasks, as long as all your documents have been uploaded.
Tips and Shortcuts - Documents If you consistently install the same equipment, save a copy of the AHRI Certificates for those units as easily accessible files on your computer. This way you won t have to continually return to the AHRI website, or scan the hard copy of the certificate. Just be careful that you ve uploaded the correct AHRI Certificate that matches the unit that was installed for that customer. If you are submitting a rebate for an older unit that is currently de-listed on the AHRI website, we will accept older AHRI Certificates that may not be available anymore another reason to save digital or hard copies of your AHRI Certificates.
Tips and Shortcuts - Documents If your sales reps/technicians that are getting the Terms and Conditions forms signed by the customer have Smart Phones, they can take a picture of the signed Terms and Conditions as the digital copy to upload with the application Have them e-mail you the picture of the form so you can save it and upload it with the application Same applies to the AHRI Certificate or Invoice you can upload digital pictures of these documents Please ensure that the picture taken is legible and clear
Tips and Shortcuts - Documents Your sales rep/technicians can also have a digital copy of the Terms & Conditions on their Smart Phone and use one of the following Apps to have the customer sign the form digitally: SignNow SignEasy Genius Scan DocuSign Ink Sign Here They can then save the signed form and e-mail you a copy
Tips and Shortcuts Helpful Apps Sign Easy DocuSign Ink Sign Now
Tips and Shortcuts If you need to change your password, return to your Home Page and click on My Account under Quick Actions Enter New Password
Questions?
Contact Information For all questions about customer rebate applications (or CPA applications) please call the call center: 1-888-316-8056 For general program questions, please contact the following: Isabel Neto Isabel.Neto@icfi.com 443-573-0549