RENEWAL FREQUENTLY ASKED QUESTIONS

GENERAL QUESTIONS

  1. When do I need to renew my registration?
  2. When will I receive my invitation to renew my registration?
  3. How do I renew my registration?
  4. What happens if I do not renew my registration by the due date?
  5. I have changed my trading title what do I need to do?
  6. I have changed my address what do I need to do?
  7. I have less/more engineers than you want payment for?
  8. I have changed my mind, I have sent you my payment but I no longer wish to be registered. What do I do now?
  9. Can I give the money to your Inspector?
  10. Can I come into the office and pay?
  11. What should I do if I have lost the envelope?
  12. Can I pay in Euros?
  13. What do we get for our money?

FINANCIAL QUESTIONS

  1. What payment method can I use?
  2. Can I pay by Direct Debit?
  3. Will I be entitled to the reduced fee on-line if I pay my renewal fee by direct debit over 10 months?
  4. Who do I make my cheque payable to?
  5. Can I have an invoice showing the correct amount of monies to pay?
  6. Can I have a receipt?
  7. What if I have overpaid?
  8. What if I have underpaid?
  9. Can I send in a post-dated cheque?
  10. Can you hold my payment until my qualifications have been received?
  11. Why have you sent me a reminder? We pay by purchase order.
  12. Can I pay you over the telephone?
  13. Do you take BACS?

INVOICE QUERIES

  1. How much will it cost to renew my registration?
  2. Our invoice arrived at the wrong address, it should go to our accounts department. Please can you send it to correct address.
  3. We employ other members of the staff in the office - do I need to fill in details for them for ID cards and do I have to pay for them?
  4. I can’t find my pro-forma invoice, can I just send a covering letter with my renewal fee?

TIME SCALES

  1. How long have I got before I need to pay my renewal fee?
  2. Can I pay my renewal fee after my renewal date has expired?
  3. How soon will I get my Certificate & ID card?

ENGINEER/QUALIFICATIONS QUERIES

  1. I want to stay registered but I have not retaken my ACS yet - is that OK?
  2. What if my core qualification expires – can I continue working?
  3. How are you going to check that my qualifications are up to date?
  4. I have a card missing for one of my engineers?

1. When do I need to renew my registration?

For all businesses registered with Gas Safe Register the registration period runs for a period of one year from the date you were accepted onto the register. You will need to renew your registration by the last day of that period. The expiry date of your registration will be shown on your registration certificate.

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2. When will I receive my invitation to renew my registration?

We will send you an invitation to renew your registration 8 weeks before your registration expires.

If you registered with Gas Safe Register online you will be sent your invitation to renew via email. If you did not register online you will receive your invitation to renew by post.

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3. How do I renew my registration?

When you receive your invitation to renew via email, you can renew your registration by visiting www.GasSafeRegister.co.uk/renewals and following the online instructions.

When you receive your invitation to renew by post, you can renew your registration by visiting www.GasSafeRegister.co.uk/renewals and following the online instructions, by calling our Customer Services Department on 0800 408 5577, or by returning the relevant payment with the pro-forma invoice included in your pack.

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4. What happens if I do not renew my registration by the due date?

Your registration will expire at 12 midnight on the renewal date, your registration will be removed from the Register and you will no longer be covered by your registration to carry out gas work. Failure to renew your registration by the expiry date of your registration will result in you having to re-apply for a new registration and you will be subject to both the registration and application fees.

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5. I have changed my trading title what do I need to do?

You will need to complete some additional paperwork in order to change the trading title on your registration. Before you renew your registration call our Customer Services Department on 0800 408 5577 and they will send you a Change of Trading Title form, alternatively you can download a PDF copy of this document from our website.

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6. I have changed my address what do I need to do?

If renewing your registration online – make all the necessary changes online to your registration before making payment.

If renewing your registration by telephone, advise the Customer Service Advisor so that they can make the necessary changes to your registration before taking payment.

If renewing by post, please call our Customer Services Department and make the necessary changes before posting your payment.

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7. I have less/more engineers than you want payment for?

If renewing your registration online – make all the necessary changes online to your registration before making payment.

If renewing your registration by telephone, advise the Customer Service Advisor so that they can make the necessary changes to your registration before taking payment.

If renewing by post, please call our Customer Services Department and make the necessary changes before posting your payment.

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8. I have changed my mind, I have sent you my payment but I no longer wish to be registered. What do I do now?

As long as you notify us before your renewal due date and confirm this in writing we will remove the registration details from the register and arrange a refund of the monies paid minus the cost of the ID card fee as this has already been produced. However, after your renewal due date the fee may not be refundable.

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9. Can I give the money to your Inspector?

No, our inspectors are not able to take payments.

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10. Can I come into the office and pay?

We don’t encourage engineers to come to the office to make payment as there are other alternative ways of paying your renewal fee.

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11. What should I do if I have lost the envelope?

You can use any envelope. The one supplied is pre-addressed not prepaid. Please address the envelope to Gas Safe Register, PO box 6804, Basingstoke, Hampshire, RG24 4NB.

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12. Can I pay in Euros?

Sorry no - Gas Safe Register has no obligation to accept a currency that is not legal tender in the U.K.

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13. What do we get for our money?

As a registered business you will now benefit from:
  • Your business details provided on the ‘Find an Engineer’ service.
  • Technical support – call our helpline on 0800 408 5577 or email technical@gassaferegister.co.uk.
  • Access to the secure area of the engineer’s website containing technical bulletins, safety alerts and industry standard updates, with the ability to manage your account online.
  • Ability to report work that is notifiable under the Building Regulations.
  • Registered Gas Engineer – monthly magazine giving technical information and industry updates.
  • Advice and support from your local inspector.
  • Use of the Gas Safe Register brand to promote your business – access the marketing toolkit on the engineer’s website.

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14. What payment method can I use?

We can take payment by either cheque, postal orders or credit/debit card. Never send cash, even if it is by registered post. We are however, unable to accept payment by Electron or American Express.

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15. Can I pay by Direct Debit?

Yes you can pay for the renewal of your registration by direct debit. You will however need to ensure that the direct debit is set up approximately 5 weeks before your registration expiry date.

There are two options available with direct debit. You can set up a direct debit to take your renewal payment in one lump sum every year or you can arrange to pay by direct debit over 10 months.

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16. Will I be entitled to the reduced fee online if I pay my renewal fee by direct debit over 10 months?

Sorry no - If you choose to pay your renewal by direct debit over 10 months your will be required to pay the full registration fee. This is due to the additional costs required in operating this method of payment.

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17. Who do I make my cheque payable to?

Gas Safe Register.

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18. Can I have an invoice showing the correct amount of monies to pay?

Sorry no - A pro-forma invoice is produced for those businesses that receive a renewal pack via the post at the time the renewal invitation is produced. By the time you come to renew your registration you may have more or less engineers. Provision is made on the pro-forma invoice for you to change the amount. If you renew your registration online you will be provided with a summary showing the payment due.

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19. Can I have a receipt?

Once you have renewed your registration a VAT invoice will be issued with the certificate and ID card if you paid over the telephone or by post. If you renewed your registration via the web you will be able to download a copy of the VAT invoice.

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20. What if I have overpaid?

If you have made an overpayment you can request a refund or leave the monies against your account to pay for notifications, new ID cards etc.

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21. What if I have underpaid?

Gas Safe Register is unable to accept underpayments. We are unable to renew your registration until we receive the correct payment.

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22. Can I send in a post-dated cheque?

Sorry no, Gas Safe Register are unable to accept post-dated cheques.

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23. Can you hold my payment until my qualifications have been received?

Sorry no, Gas Safe Register cannot hold onto a payment for any period of time due to security reasons. All post dated cheques will be returned.

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24. Why have you sent me a reminder? We pay by purchase order.

Sorry, Gas Safe Register does not accept a purchase order as payment. Payment must be made by cheque, debit/credit card or postal orders.

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25. Can I pay you over the telephone?

Yes you can pay for your renewal over the telephone. Please call our Customer Services Department on 0800 408 5577.

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26. Do you take BACS?

No, we are unable to take BACS payments for the renewal of registrations.

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27. How much will it cost to renew my registration?

The basic renewal fee is £172 plus VAT, which includes one engineer. If you renew your registration online you will benefit from the reduced fee of £152 plus VAT. Each additional engineer is charged at £53 plus VAT.

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28. Our invoice arrived at the wrong address, it should go to our accounts department. Please can you send it to correct address?

The pro-forma invoice can only be sent to the address on your certificate of registration.

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29. We employ other members of the staff in the office - do I need to fill in details for them for ID cards and do I have to pay for them?

Only suitably qualified gas engineers who undertake gas work are to be included in your registration renewal payment and only those engineers will be issued with identity cards.

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30. I can’t find my pro-forma invoice, can I just send a covering letter with my renewal fee?

Yes it is possible to do this as long as you send in your payment with your registration number, trading title and postcode on the back of the cheque . Alternatively you can renew your registration via our website www.GasSafeRegister.co.uk/renewals or call our Customer Services Department on 0800 408 5577.

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31. How long have I got before I need to pay my renewal fee?

Payment must be made before your registration expires. After this date you are not registered to undertake gas work.

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32. Can I pay my renewal fee after my renewal date has expired?

If your renewal payment has not been received by your renewal due date your registration will be removed from the Register. Failure to renew your registration by the expiry date of your registration will result in your having to re-apply for a new registration and you will be subject to both the registration and application fees. If there are any mitigating circumstances as to why payment can not be made in time you should put this in writing to the Customer Service Department Managers.

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33. How soon will I get my Certificate & ID card?

Your certificate and ID cards will be issued within 10 working days of the payment being processed.

If you have sent your renewal payment in the post you should therefore allow 15 working days from the day you posted the documents. Please note that this is subject to the postal service operating normally.

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34. I want to stay registered but I have not retaken my ACS yet - is that OK?

Sorry no - you will not be able to renew your registration if you do not hold valid certificates of competence at that time. A pre-requisite of registration is that you hold certificates of competence in the areas in which you intend to work.

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35. What if my core qualification expires – can I continue working?

Sorry no - we will remove your registration from the Register when your core qualification expires. Without registration it is illegal to undertake any gas work and may render you liable for prosecution from HSE.

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36. How are you going to check that my qualifications are up to date?

Your qualifications are transmitted electronically direct to us from the Awarding Bodies.

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37. I have a card missing for one of my engineers?

There are a variety of reasons why this may be the case. Please check the following
  • They have been paid for
  • They have valid gas qualifications
  • The have a photograph
  • They were not added after you renewed the registration

Alternatively you can call our Customer Services Department who will be able to ascertain the reason why the card has not been issued.

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APPLY FOR THE FIRST TIME

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