OAR 330-280-0080: Reservation Process

(1) Contractors must submit a reservation application to reserve a rebate for a heat pump using the Department’s designated software system. The Department may begin accepting reservation applications on or after May 1, 2023 from contractors who have established eligibility under the program. (2) A contractor must submit a reservation application before installing a heat pump. (3) The following information about the purchase and installation of a heat pump must be provided to the Department on the reservation application: (a) Name of customer; (b) Address of installation; (c) Heat pump specifications, as listed in the Department’s software system; (d) Declaration from contractors that the heat pump is appropriately sized to the space or structure and heat pump sizing calculation information; (e) Whether the customer claims to be qualified under the low- or moderate-income eligibility requirements; (f) Eligible costs for the purchase and installation of the heat pump; (g) Whether the project will receive any other incentives; (h) Amount of other incentives, if applicable; (i) Copy of a signed installation agreement that details the address where the installation will occur, the customer name, the cost, heat pump equipment details, warranty information, and other information as requested by the Department; and, (j) Other information as requested by the Department. (4) The Department will review reservation applications in the order that they are received and will provide written notice to the contractor once a reservation application has been approved or denied. Subject to the availability of funds, program funds will be reserved for a project following departmental approval of a reservation request. (5) A reservation for a rebate is valid for 180 days unless extended under OAR 330-280-0090. If a rebate is not claimed within 180 days and the reservation is not extended, the reservation will no longer be valid. A contractor may reapply if the reservation expires. (6) If a reservation application was approved and a heat pump installed and passed final inspection within the 180-day reservation period or, if extended, the 360-day reservation period, but the rebate was not claimed within that period, a contractor may request reinstatement of the previously reserved rebate. The Department may approve the request if the previously reserved funds are still available. The contractor must submit the reservation reinstatement request within the following timeframes: (a) If the heat pump was installed from July 1, 2023, through February 14, 2025, the request must be received prior to May 1, 2025; or (b) If the heat pump was installed after February 14, 2025, the request must be received within 90 days of the reservation being denied. (7) At the time of submission of a rebate reservation application, or through an amendment, a contractor may submit an application for a grant for upgrades that facilitate the installation of the heat pump on behalf of the owner. (8) The following information about the upgrades must be provided to the Department on the application for a grant: (a) Name of owner; (b) Address of upgrades; (c) Description of the upgrades; (d) Whether the owner claims to be qualified under the low- or moderate-income eligibility requirements; (e) Eligible costs associated with the upgrade; (f) Whether the project will receive any other incentives; (g) Amount of other incentives, if applicable; and, (h) Other information as requested by the Department.