Decoding Refrigerant Regulations 2026: What Facilities Leaders Need to Know Now

2026 marks the next step in the EPA’s phasedown of hydrofluorocarbons (HFCs), and the updates will shape how facilities teams manage cooling systems going forward. For organizations across healthcare, retail, manufacturing, and beyond, compliance is no longer optional. It is a strategic priority that directly impacts cost, safety, and sustainability.

Why 2026 Is Different

Through the AIM Act, the Environmental Protection Agency (EPA) is phasing down HFCs, the high Global Warming Potential (GWP) refrigerants still common in many facilities. The goal is to cut production and consumption by 85% by 2036. The next milestone arrives in 2026, when new rules under the Emissions Reduction and Reclamation Program take effect and change the way organizations monitor, manage, and report refrigerant use. The EPA projects these requirements will prevent 120 million metric tons of carbon dioxide equivalent emissions between 2026 and 2050, the same as the electricity use of 23.7 million homes for one year.

Key Changes Facilities Leaders Must Prepare For

• Leak repair mandates and thresholds: Beginning January 1, 2026, systems with more than 15 pounds of HFCs must meet new leak repair requirements. This is a significant shift from the previous threshold of 50 pounds, meaning many more systems will now fall under the rule. Thresholds for annual leak rates are set at 30% for industrial process refrigeration, 20% for commercial refrigeration, and 10% for comfort cooling.
• Automatic leak detection requirements: Starting in 2026, new commercial and industrial systems with a charge of 1,500 pounds or more of hydrofluorocarbons must include automatic leak detection systems. Existing systems installed between 2017 and 2025 will need to retrofit and add these systems by January 1, 2027. Equipment installed before 2017 is not required to add automatic leak detection, but those systems must still follow the new leak repair, recordkeeping, and reclaimed refrigerant rules.
• Reclaimed refrigerant rules: From January 1, 2026, reclaimed refrigerants can contain no more than 15% virgin hydrofluorocarbons by weight. Beginning in 2029, supermarket systems, refrigerated transport, and commercial ice makers must be serviced with reclaimed refrigerants.
• Disposable cylinder requirements: By 2028, disposable cylinders must be emptied by certified reclaimers or evacuated to an approved vacuum level before disposal.
• Recordkeeping and reporting: Stricter documentation requirements will apply to leak repairs, reclaimed refrigerant use, and cylinder disposal. This includes leak repair logs that show when leaks were detected, how quickly they were fixed, and whether repairs brought systems back under threshold levels. For larger systems, records of automatic leak detection installations and alarms must be maintained. Facilities that use reclaimed refrigerants must track purchases, usage, and proof that reclaimed product meets the EPA’s 15% virgin content standard, with required reports due in 2027 and 2028. Disposable cylinders will also require certification that they have been properly emptied or processed by an approved facility before disposal. In addition, organizations with fire suppression systems must document recycling and servicing practices, technician training, and submit annual reports beginning in 2026, however reporting deadlines begin in 2027.

These changes mean that manual logs, disconnected systems, and quick fixes will not be enough. Leaders who delay action risk higher costs, compliance fines, and disruptions to operations.

How to Get Ahead Now

Preparing for 2026 starts with getting a clear picture of your refrigerant footprint. When leaders know exactly which assets use hydrofluorocarbons and how they are performing, it becomes easier to spot risks and avoid surprises. From there, an integrated Refrigeration Management System that is built into your Enterprise Asset Management platform can take over the heavy lifting. Automated leak detection and reporting that run quietly in the background ease the workload for technicians and make compliance more reliable. The most effective programs weave compliance directly into daily operations, so it feels like part of the job rather than an extra step. And when it is time to plan upgrades or replacements, evaluating total cost of ownership helps ensure investments are made strategically, not under pressure.

Built In, Not Bolted On

With Nuvolo, refrigeration management is not bolted on, it’s built in. That means visibility into your refrigerants and control over work orders are integrated into your everyday workflows, giving your teams the confidence they need to head into 2026 and beyond.

👉 Want to see how Nuvolo can help you get ahead? Contact us today.