Purchasing & Shipping

This page explains—in simple terms—how to place an order, what documents we need for EPA compliance, and how shipping works for refrigerants. A formal policy section appears at the bottom for your records.

How to Purchase

1. Place your order online. Add items to cart and checkout as usual.
2. Complete the EPA “Quick Form.” We’ll send it automatically after checkout. You can also find it on our site at any time.
   What to include:
   • End users (HVAC): Section 608 certification (or proof that your company employs at least one 608-certified technician).
   • Automotive (MVAC): Section 609 certification for MVAC refrigerants.
   • Resellers/Wholesalers: Signed resale statement indicating you will only resell to certified technicians.
3. Submit tax exemption (if applicable). Upload or email your state sales tax exemption forms for PA or TN.
4. Verification & release. We verify documents. If anything’s missing, we’ll email you promptly.

Who can buy regulated refrigerants?

• Section 608 (stationary HVAC/R) certified technicians and their employers (with written evidence of employment).
• Section 609 (MVAC) certified technicians and their employers for MVAC-approved refrigerants.
• Resellers/Wholesalers purchasing strictly for resale to certified technicians (signed resale statement required).

Small MVAC cans exemption: Non-exempt MVAC refrigerant in small cans (≤2 lb) with unique fittings and self-sealing valves may be sold to non-certified consumers for DIY vehicle use. (EPA packaging rules apply.)

For EPA details, see EPA Section 608 and Refrigerant Sales Restrictions.

Notes on R-134a & R-1234yf packaging

• 30 lb R-134a and 10 lb R-1234yf (bulk cylinders): require 609 certification (MVAC) or a signed resale statement.
• R-134a 12 oz and R-1234yf 8 oz small cans: not subject to the sales restriction; newer cans require self-sealing valves.

Shipping & Delivery

• Processing time: Most in-stock orders release within 1–3 business days after document approval and payment has cleared.
• Carriers: Refrigerants ship via HazMat Ground (e.g., FedEx/UPS Ground or LTL freight). Signature may be required.
• No PO Boxes. We ship to physical addresses in the continental U.S. We do not ship refrigerants to Alaska, California, Hawaii, Puerto Rico, or Canada.
• Expedited limits: HazMat cylinders cannot be expedited by air. (Non-HazMat accessories may qualify for faster methods when available.)
• Backorders: If an item is backordered, we’ll notify you (typically within 5 business days) with options: wait, split-ship, substitute, or cancel for a refund on the backordered line.

Receiving your shipment

1. Inspect all cartons and cylinders at delivery. Note any visible damage or shortages on the bill of lading before signing.
2. Take photos of any damage (outer packaging, labels, and product) and keep all materials for carrier inspection.
3. Report claims to us in writing within 3 calendar days of delivery so we can assist with carrier claims.

Sales tax & exemptions (PA & TN)

If you are tax-exempt in Pennsylvania or Tennessee, please upload or email your exemption certificate with your order. If we are required by law to collect tax and no exemption is on file, tax will be charged. This depends on what distribution center we ship from.

Returns

Due to change-of-possession concerns and hazardous materials regulations, refrigerant sales are final. Please verify part numbers, quantities, and delivery address before placing your order.

Where to send forms / questions

Email: sales@aaarefrigerant.com (EPA Quick Form, certifications, and PA/TN tax exemptions)

Mail: Steel Enterprises, 938 Navaho Ln, Strawberry Plains, TN 37871

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Formal Policies

1) Compliance & Eligibility

• Customer represents and warrants that all purchases of regulated refrigerants comply with applicable law, including U.S. EPA Section 608/609 requirements. Customer will supply EPA certification, proof of employment of a certified technician, or a signed resale statement as applicable.
• Customer understands that wholesalers who resell refrigerants must ensure their buyers are eligible purchasers and should retain records per EPA guidance.
• Customer agrees to provide complete and accurate information in the EPA Quick Form and during checkout.

2) Documentation & Records

• Steel Enterprises may require copies of certifications, resale statements, and authorized-representative lists. We may refuse or delay shipment until documentation is verified.
• Invoices will reflect purchaser name, date of sale, and quantity purchased. Customer agrees to maintain any records required by law.

3) Payment Terms & Taxes

• Payment is due in U.S. dollars per invoice terms. Acceptance of checks or other instruments is subject to collection.
• Applicable taxes and governmental charges will be added unless a valid exemption certificate is provided and accepted prior to shipment.
• Deposits and credits not used within 12 months are forfeited.

4) Late Payment; Collection

• If Customer fails to pay per terms, Steel Enterprises may withhold further shipments, repossess unpaid product where permitted, and charge interest at 2% per month or the maximum lawful rate, whichever is less.
• Customer agrees to pay reasonable costs of collection, including attorneys’ fees up to 25% of the unpaid balance or the maximum lawful amount.

5) Shipment, Delivery & Risk

• All delivery dates are estimates. Steel Enterprises is not liable for delays beyond its reasonable control.
• Title and risk of loss pass per the shipping terms on the invoice. Customer must inspect shipments upon delivery and note shortages/damage on the bill of lading.
• Claims for shortages, weight, quality, loss, or damage must be made in writing within 2 calendar days after delivery. Any action (other than for non-payment) must be commenced within one year of delivery (or scheduled delivery date if not delivered).

6) Returns & Restocking

• Refrigerant sales are final and not eligible for return due to hazardous materials regulations and chain-of-custody concerns.
• If product is repossessed or otherwise returned at Steel Enterprises’ election, a restocking fee up to 35% of the product price plus freight may apply.

7) Limited Remedy; Limitation of Liability

Customer’s exclusive remedy for non-conforming product is, at Steel Enterprises’ option, replacement or refund of the purchase price of the affected shipment. To the fullest extent permitted by law, Steel Enterprises’ total liability shall not exceed the price paid (or payable) for the shipment in question, and Steel Enterprises shall not be liable for any indirect, incidental, special, punitive, exemplary, or consequential damages (including loss of profits, business interruption, or loss of use).

8) Geographic Restrictions

Refrigerants are sold and shipped within the continental United States only. We do not ship refrigerants to California, Alaska, Hawaii, Puerto Rico, or Canada. Additional carrier fees may apply for residential delivery, appointments, liftgate, hand unload, rescheduling, and accessorials; such fees may be invoiced to Customer.

9) Governing Law

These terms are governed by the laws of the United States and the state indicated on Steel Enterprises’ invoice, without regard to conflict-of-law rules.

10) Changes

Steel Enterprises may update these policies by posting revisions on this page. Continued use or purchase after changes are posted constitutes acceptance of the updated terms.