• Keeping records for cleaner fuel grant claims

    The cleaner fuels grants scheme closed on 1 July 2015 and lodgment of claims closed on 30 June 2016.

    You must keep records to support any claims you made for a cleaner fuel grant and keep these records for five years after you made the claim.

    Your records need to be accurate and complete. It is important your records show how your cleaner fuel met the relevant fuel quality standard, or complied with a variation given by the Minister for the Environment.

    We can examine your claims at any time to ensure they met the requirements of the cleaner fuels grants scheme. If you cannot support your claim with adequate records, you may have to repay all, or part, of the cleaner fuel grant you received.

    The records you must keep differ depending on:

    • the type of cleaner fuel
    • whether you manufactured, imported or purchased the cleaner fuel
    • whether or not the cleaner fuel was a blend.

    Find out about:

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    Biodiesel

    To support claims you have made for a cleaner fuel grant, your records need to demonstrate you were able to consistently produce biodiesel so that we are reasonably assured it met the relevant Australian fuel quality standards. As a minimum these records should be:

    • the volume of biodiesel claimed, corrected to 15°C using the American Society for Testing and Materials (ASTM) Petroleum Measurement Table 54B
    • test results appropriate to the volume claimed – either full results or results of critical tests.

    In addition, your records must contain details of:

    • the type of feedstock processed, correlated with each batch produced
    • details of any quality assurance processes and manufacturing practices associated with your production of biodiesel
    • evidence that the test results can be correlated with the particular production batch.

    You must have evidence covering the entire quantity of biodiesel for which you have claimed a cleaner fuel grant. You may need to have several test certificates to cover the amount claimed.

    If you have retained samples additional testing can be done if there is any doubt over any batch meeting biodiesel fuel quality standard. Ensure your retained samples do not deteriorate during storage as this would invalidate any subsequent testing.

    If you blended B100 you purchased from a supplier, you must keep a copy of the invoice that includes a statement of compliance with the Australian biodiesel fuel quality standard.

    Although accreditation/membership of a quality assurance system such as BQ9000 will support your claim, we will not accept this alone as evidence of conformity with the fuel quality standard.

    Acceptable records

    The following table is a guide to the types of records we will accept for biodiesel.

    Activity

    Records required

    You are the eligible claimant and you manufactured or imported the biodiesel.

    Details of feedstock used and manufacturing practices.

    Certification from a laboratory substantiating compliance with the Australian biodiesel fuel quality standard.

    You are the eligible claimant and you purchased biodiesel from a supplier that manufactured or imported the fuel.

    If locally manufactured, an invoice that includes a statement of compliance with the Australian biodiesel fuel quality standard as required under section 19 of the Fuel Quality Standards Act 2000.

    If imported, a copy of the certification from a laboratory substantiating the supplied fuel is compliant with the Australian biodiesel fuel quality standard.

    Biodiesel/diesel blends

    If you claimed a cleaner fuel grant for a biodiesel/diesel blend, you must keep records to show:

    • the source of the biodiesel or biodiesel/diesel
    • the proportion of biodiesel used in the blend
    • that the biodiesel and diesel components of the blend each comply with the respective Australian fuel quality standard.

    Acceptable records

    To substantiate a claim, you need to know the proportion of biodiesel in any blend, in addition to meeting the general requirements for record keeping and compliance with the relevant Australian fuel quality standard.

    The following table is a guide to the records we will accept for biodiesel/diesel blends.

    Activity

    Records required

    Example

    You are the eligible claimant and you imported a biodiesel/diesel blend that does not exceed 5% biodiesel (B5), or B20 if you have been granted an approved variation to the standard.

    A copy of the certification from a laboratory is required to substantiate the biodiesel and diesel components of the blend, as supplied, each comply with the respective Australian fuel quality standard.

    Brown's Fuels imports a biodiesel/diesel B5 blend and makes retail sales to a wide variety of businesses.

    As the last licensed person in the supply chain, Brown's Fuels is eligible to claim the cleaner fuel grant if the biodiesel and diesel components of the blend, as supplied, each comply with the respective Australian fuel quality standard.

    Brown's Fuels must hold a copy of the certification from a laboratory substantiating compliance with the Australian biodiesel and diesel fuel quality standard.

    If audited, it would provide these certificates to support its entitlement to a cleaner fuel grant.

    You are the eligible claimant and you purchase a biodiesel/diesel blend that does not exceed 5% biodiesel (B5) or B20 if an approved variation to the standard has been issued for the fuel.

    A copy of the certification from a laboratory substantiating the biodiesel and diesel components of the blend, as supplied, each comply with the respective Australian fuel quality standard.

     

    Green's Distributors is a wholesale fuel distributor and purchases a B20 blend from Stellar Petroleum which has been granted approval to vary the diesel standard to B20. Green's distributes fuel to service stations and is the last licensed person in the supply chain.

    The supplier of the B20 blend is required to include a statement of compliance with the fuel quality standard on the invoice to Green's Distributors.

    Green's Distributors is eligible to claim a cleaner fuel grant as the last licensed person in the supply chain.

    The invoice with the 'statement' is sufficient proof that the biodiesel and diesel constituents of the blend for which it has claimed a cleaner fuel grant have met the applicable standard.

    You are the eligible claimant and you manufacture or import a biodiesel/diesel blend (or you purchase a biodiesel/diesel blend from a manufacturer or importer), and the blend contains more than 5% biodiesel (>B5) without an approved variation from the relevant Minister.

     

    The biodiesel component of the blend requires separate certification that it meets the biodiesel fuel quality standard.

    You will need to obtain a copy of the certification from your supplier.

    Z Corp purchases a B25 blend from a manufacturer and makes retail sales to a wide variety of businesses.

    As the last licensed person in the supply chain, Z Corp is eligible to claim a cleaner fuel grant for the biodiesel component of the blend if the biodiesel component meets the biodiesel fuel quality standard.

    Z Corp obtains a copy of the certificate of compliance of the biodiesel component of the fuel from the supplier as well as details of the proportion of biodiesel in the blend purchased. Z Corp would also need evidence that the diesel portion of the blend meets the Australian fuel quality standard for diesel.

    This would provide sufficient certification of compliance of the biodiesel component of the blend and enable Z Corp to correctly calculate its entitlement to a cleaner fuel grant.

      Last modified: 28 Jun 2016QC 44564