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Evidence packs, source lists and data capture

What needs to go in the evidence pack?

Records that must be provided in the evidence pack may be split into three main parts:

  • Structural records
  • Data records
  • Special event records

Structural records define the scope of a participating organisation, the type(s) of sites within the organisation (important for non-metered supplies such as street lighting) and the types of energy they use.

Data records should show the energy consumption; for example, copies of monthly invoices or statements from suppliers for each energy source (for example, electricity, gas, fuel, oil).

Where half-hourly meters or Automatic Meter Reading electricity meters are not available, meter readings by the energy supplier should be the principal source of data. If the participant uses its own meter readings instead, it must include verifiable records of these readings.

Special event records cover any unusual events, for example, meter breakdown, change of energy supplier or change in organisation structure.

Data associated with Early Action and Growth Metrics should also be included within the evidence pack, along with records that support any exemptions and energy credits.

Do participants have to submit their evidence pack to the administrator?

Participants that are selected for audit will need to disclose their summary evidence pack to the administrator. Further information and records from the evidence pack may be requested depending on the outcome of a Desk-Top Compliance Audit. This audit may also include requests for information from the auditee. These additional checks may include site-based visits, as part of a Full Compliance Audit.

What meter information can I get from our energy suppliers?

From April 2010, a participant can request an annual statement from each of its energy suppliers, covering:

  • a list of all unique meter identification numbers/codes under the relevant supply contract; and
  • the total annual energy consumption through every meter (detailing the type of reading – energy supplier, participant’s own, or estimated)

Licensed energy suppliers will be legally obliged to produce an annual statement of electricity and gas consumption within six weeks of the end of the scheme year, upon request from the participant.

Please note: It is up to the participant to contact the supplier to request a statement and to identify which contract and meters the statement is required for. The participant must request a statement in writing (unless agreed otherwise) by the last working day of February of the relevant reporting year.