Registering for the portal
Yes. While your profile information will appear in the new portal, you will need to set a new password. Sign up with the same email address used for your previous account and you will receive a reactivation email to activate your account by setting a new password and security questions. Your user name (which is your email address) will stay the same. Once you have set a new password, you can login to view your applications.
You will be able to sign up for a new account by filling out this form. The form submits a request to register for the portal. You will then receive an email to activate your account. The activation link will lead you to a page to set up a password and your security questions. Once you’ve completed these steps, you will be able to log into the new Retrofit application portal.
You will be able to view all applications associated with your User ID in the new Retrofit application portal. If you have more than one User ID, you will need to login with each User ID to see all your applications.
If you have questions on an application made before April 1, 2019, please contact your local hydro company.
Support for the Retrofit program
Support is available for customers of the Save on Energy Retrofit program to help complete applications, move applications from pre-approval to project completion and all steps in-between. Three service providers, CLEAResult (GTA), Aladaco (South West), and ICF (North and East) have Save on Energy representatives reaching out to customers to answer questions and provide advice on energy-efficiency projects through the Retrofit program. For more information or to get in touch with a Save on Energy representative in your area, please contact the Retrofit Support Line at 1-844-303-5542 or email@example.com.
The Save on Energy Retrofit representatives can help identify retrofit opportunities, clarify program requirements, help build and submit program applications, and help you close out projects. They can also visit your project site, and conduct in-person training for your team about how to navigate the Retrofit Portal, on worksheets, requirements and more.
Local hydro companies are still supporting the close-out of Retrofit applications from the previous framework—those that were pre-approved before May 1, 2019. If you are unable to reach your local hydro company, please contact the Retrofit Support Line at 1-844-303-5542 or firstname.lastname@example.org.
If requested, Save on Energy Retrofit representatives can provide customers with several options for contractors or suppliers that service their area and have previously successfully participated in the Save on Energy program. Please be aware that this is not a recommendation or endorsement of the named companies.
Contact your Save on Energy Retrofit representative prior to submitting your multi-site application to ensure smooth processing. Contact the Retrofit Support Line at 1-844-303-5542 or email@example.com to be assigned to a Save on Energy Retrofit representative.
Working with Applicant Representatives
Yes, you need to create an account to provide sign-off on the application. Even if you assign a third party (an applicant representative) to act on your behalf, as the Applicant, you will still need to submit the final application to the IESO so you will need an account to do that.
Both approaches work. An Applicant Representative can create a new application by first specifying the Applicant (or organization seeking the rebate) he or she is working for and then proceeding to create the new application. As an alternative, Applicants can also assign their application to an Applicant Representative to prepare the application. In all cases, however, the final application must be sent by the Applicant to the IESO for approval, through the Retrofit portal.
The Applicant Representative prepares and submits the application to the Applicant, who in turn reviews and submits the application to the IESO. Only an Applicant can officially submit a Retrofit application to the IESO.
When you begin your project is up to you. You can begin work once your application is submitted, or you may wait until your application receives pre-approval to ensure it meets program requirements. If you choose to start your project before your application is pre-approved, it is important to know there is a risk that your project may receive a lower than expected incentive amount, or that your project application may not be approved.
Before you start your project, you should also be aware that some projects are selected for quality assurance and quality control (QA/QC) based on incentive amounts and some smaller projects are selected at random. Photos are often required for this purpose – check the QA/QC Guidelines and Photo Best Practices to make sure you have what you might need.
There is no grace period for submitting an application for a project that has already started. As described in the program requirements, participants must not have entered into a binding commitment prior to applying to the Retrofit program.
Once your incentive invoice has been approved, it should take between eight and twelve weeks to receive your incentive.
Save on Energy Retrofit program projects that were pre-approved by local hydro companies before May 1, 2019, have until June 30, 2021, to complete as per a recent extension of certain project timelines. Contact your local hydro company for more information.
Retrofit projects submitted after April 1, 2019, or that were not pre-approved by local hydro companies by May 1, 2019, have to be in-service by December 31, 2021. Retrofit projects must receive pre-approval by December 31, 2020.
It is always best to complete all the information in the application, but we recognize that sometimes that isn’t possible, for example, when a tender process hasn’t been concluded. In this case, applicants should estimate the project costs and include a note explaining why they are estimated and when actual costs are expected to be available. This will help the technical reviewer understand why estimated costs were included in the application.
Pre-approval means that the IESO has reviewed your application and the project has been deemed eligible for a Retrofit program incentive. A formal notice will be sent via the Retrofit portal stating that you may proceed with the project in accordance with the program requirements.
Most application pre-approvals take about 2-3 weeks to complete. The length of the approval time can often depend on the complexity of the project and the amount of follow up required.
If a high volume of applications has been received, pre-approval time may exceed this timeline. We recommend checking in with your technical reviewer or signing in to your Retrofit portal account to keep track of your application’s progress.
During the pre-approval process, your technical reviewer may determine that your application requires further information to support pre-approval. Mandatory quality assurance and quality control (QA/QC) is required for projects that exceed certain incentive amounts as well as for some smaller projects selected at random. Please refer to the QA/QC guidelines for more information.
You may submit pictures showing the existing conditions to support your application. However, QA/QC requirements can vary slightly from project to project and your technical reviewer may request further specific photographs to fulfill the QA/QC requirements once the application review process has begun.
Please refer to the Top Tips guide and Photo Best Practices for more information.
Yes – participants need to upload an incentive invoice to the portal once their application is post-approved for the incentive to be paid. Please do not send an invoice, either paper or electronic, to the IESO. Incentive invoices will only be accepted if they are uploaded to the Retrofit portal.
Please check our invoice guide and template for guidance on what needs to be included and how to upload it to the portal.
If several facilities were the subject of a multi-site application, one incentive invoice should be uploaded for the total incentive for the application. If the facilities applied to the program under separate applications, separate invoices should be submitted, one for each application.
One incentive invoice should be uploaded for each application and should be specific to the application.
Your invoice should include the following:
The incentive will be sent by cheque to the address listed as the applicant address under applicant details in the Retrofit application. To clarify, this is not the address listed on the applicant’s account. If the address needs updating, please call the Retrofit Support Line at 1-844-303-5542 or email firstname.lastname@example.org.
Yes. A multi-site application provides the convenience of one application for many different facilities, but it is treated as one application, so all the measures need to be installed at all of the facilities for the application to move forward to post-approval.
One cheque is generated for each individual application, so a multi-site application will receive one cheque.
A multi-site application provides the convenience of one application for many different facilities, but it is treated as one application, so one cheque is generated for each individual application. One cheque per facility is not available for a multi-site application.
Yes. All of the facilities in a multi-site application need to meet the minimum track incentive and savings requirement for the application to be eligible. A facility that does not meet the eligibility requirements needs to be removed from the multi-site application. Please refer to the Retrofit Program Requirements for the eligibility requirements, which apply to each facility in a multi-site application.
Facilities in a multi-site application may be selected for mandatory or random QA/QC. Mandatory QA/QC is required for facilities where the facility incentive exceeds the following amounts: Prescriptive incentive >$20,000 or Custom incentive >$10,000. Facilities in a multi-site application may be randomly selected for QA/QC, even if the incentive is below the mandatory QA/QC incentives. Only the facilities in a multi-site application that are selected for mandatory or random QA/QC are required to provide additional documents to capture the existing baseline and proposed retrofit conditions. Please refer to the QA/QC Guidelines for more information on the QA/QC process and information required, if selected.
Facilities in a multi-site application may be subjected to M&V requirements based on the facility’s project, track and incentive. M&V requirements are only required for facilities containing projects that are applying through the Custom track, which are described in the Measurement and Verification Procedure. Please refer to the Measurement and Verification Procedure for more information on the projects that are subjected to M&V requirements and information required.
Yes. Documents are required to support the information for each facility in a multi-site application and need to be uploaded in your online application. You may choose to upload one file containing all of the information required for all of the facilities in the multi-site application, as long as the information for each facility is clearly labelled. The technical reviewer, may request for clarification or additional information, if the documents do not clearly specify the applicable information for each facility or do not match the application details in the Retrofit portal.
Disposal and decommissioning *New*
Yes. The Participant Agreement that is accepted at the start of the application indicates the “Participant will take all necessary steps to have equipment that was removed or replaced as part of any Project disposed of or decommissioned in accordance with appropriate disposal or decommissioning processes, applicable laws and regulations, and in accordance with commercially reasonable environmental practices and shall evidence such activities by appropriate disposal certificates or similar documentation.”
It is the applicants’ responsibility to ensure that their hired contractor follows appropriate disposal or decommissioning processes and provides disposal documentation issued by qualified disposal facilities. These facilities must be registered and licensed to handle and dispose of your equipment and materials. This documentation must be included with your post-project submission in the Retrofit portal.
All equipment, including ballasts, must be disposed of or recycled and properly documented.
If you do not have the appropriate documentation, your incentive could be at risk when the post-project submission is reviewed.
There are various regulations and laws in Ontario outlining disposal requirements for different equipment and substances under waste management: https://www.ontario.ca/page/waste-management. The Hazardous Waste program sets out rules and guidelines for proper managing and disposing hazardous waste and materials that may be removed when you complete your Retrofit projects: https://www.ontario.ca/page/hazardous-waste-management-business-and-industry.
Your local municipality may also have resources on waste management and disposal, and list eligible disposal facilities in your area.
Other organizations like the Recycling Council of Ontario and registered Ontario waste disposal companies may have best practices and programs that can help you properly manage and dispose your old equipment, both hazardous and non-hazardous.
Proper disposal documentation must:
If there are concerns about the contents or type of documentation, contact your Save on Energy representative or the Retrofit Support line at email@example.com or 1-844-303-5542.
There is a consideration in the Participant Agreement, which is accepted at the start of the application process, and it indicates that “the Participant may utilize their removed or replaced air compressor for emergency back-up situations and/or scheduled maintenance purposes only. The Participant shall record the number of hours the removed or replaced air compressor is utilized which shall not exceed 4% of the annual average run time of the air compressor. The Participant shall provide the log of recorded emergency and/or scheduled maintenance use to the IESO upon request.”
To understand the type of documentation needed for this exception, contact your Save on Energy representative.
Contact your Save on Energy representative or the Retrofit Support line at firstname.lastname@example.org or 1-844-303-5542.
Please contact LDC.Support@ieso.ca for issues related to existing Retrofit applications and Reported Results.
Please ensure to include the following information in your inquiry: