Solar*Rewards Community
Application Process Manual
Xcel Energy Solar*Rewards Community Application Process Manual
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Contents
1.
Introduction .................................................................................................................... 4
1.1.
Overview......................................................................................................... 4
1.2.
Process........................................................................................................... 5
2.
Application Form: Submission and Validation - Submitting Application Form............... 6
2.1.
Overview......................................................................................................... 6
2.2.
Information/Documents Required................................................................... 6
2.2.
Information/Documents Required................................................................... 7
2.3.
Steps To Complete This Section .................................................................... 7
2.3.1.
Navigate to the Application Form ......................................................... 7
2.3.2.
Subscriber Organization ....................................................................... 7
2.3.3.
Primary Application Manager ............................................................... 7
2.3.4.
Developer/System Owner Information ................................................. 8
2.3.5.
Solar garden Information...................................................................... 9
2.3.6.
Finalizing the Application Form .......................................................... 10
2.4.
Next Steps .................................................................................................... 10
3.
Application System Login............................................................................................. 11
3.1.
Overview....................................................................................................... 11
3.2.
Credentials Email ......................................................................................... 11
3.3.
Logging In ..................................................................................................... 11
4.
Application Step 1: Initial Application and Deposit/Escrow.......................................... 12
4.1.
Overview....................................................................................................... 12
4.2.
Information/Documents Required................................................................. 12
4.3.
Steps To Complete This Section .................................................................. 12
4.3.1.
Downloading Deposit and Escrow Forms .......................................... 12
4.3.2.
Uploading Deposit and Escrow Forms ............................................... 13
4.4.
Next Steps .................................................................................................... 15
5.
Application Step 2: Submission and Validation - Subscribers ..................................... 16
5.1.
Overview....................................................................................................... 16
5.2.
Information/Documents Required................................................................. 16
5.3.
Steps To Complete This Section .................................................................. 16
5.3.1.
Submit Data Privacy Forms................................................................ 16
5.3.2.
Add Subscribers ................................................................................. 17
5.3.3.
Updating and Removing Subscribers................................................. 19
5.3.4.
Download Subscriber Forms .............................................................. 20
5.3.5.
Upload Subscriber Forms................................................................... 22
5.3.6.
Identifying and Updating Invalid Subscribers ..................................... 24
5.3.7.
Upload State of Colorado Certificate of Good Standing..................... 25
5.3.8.
Submit Subscribers ............................................................................ 28
5.4.
Next Steps .................................................................................................... 28
6.
Application Step 3: Engineering Review...................................................................... 29
6.1.
Overview....................................................................................................... 29
6.2.
Information/Documents Required................................................................. 29
6.3.
Steps To Complete This Section .................................................................. 29
6.4.
Next Steps .................................................................................................... 31
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7.
Application Step 4: Documents and Contract Submission .......................................... 32
7.1.
Overview....................................................................................................... 32
7.2.
Information/Documents Required................................................................. 32
7.3.
Steps To Complete This Section .................................................................. 32
7.3.1.
Download Contracts and Documents................................................. 32
7.3.2.
Upload Contracts and Documents ..................................................... 33
7.3.3.
Submit Production Meter Phone Number to Xcel .............................. 35
7.4.
Next Steps .................................................................................................... 35
8.
Application Step 5: Completion.................................................................................... 36
8.1.
Overview....................................................................................................... 36
8.2.
Information/Documents Required................................................................. 36
8.3.
Steps To Complete This Section .................................................................. 36
8.3.1.
Adding Subscribers ............................................................................ 36
8.3.2.
Updating and Removing Subscribers................................................. 36
8.4.
Next Steps .................................................................................................... 36
9.
Application Step 6: Application Active ......................................................................... 37
9.1.
Overview....................................................................................................... 37
9.2.
Information/Documents Required................................................................. 37
9.3.
Steps To Complete This Section .................................................................. 37
9.3.1.
Adding Subscribers ............................................................................ 37
9.3.2.
Updating and Removing Subscribers................................................. 37
9.4.
Next Steps .................................................................................................... 37
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1.
Introduction
1.1.
Overview
A solar garden is a solar generation facility that is located in or near a community served by the qualifying
retail utility. The beneficial use of the electricity generated by the facility belongs to subscribers to the
solar garden, community members who have purchased shares of the facility. The solar garden can be
owned/developed by a subscriber organization, the utility or a Third Party developer. When the garden is
not owned by the utility, the utility purchases all of the generation and provides credit to the subscribers.
The utility purchases all RECs produced by the solar garden. Solar*Rewards Community is the name of
Xcel Energy’s solar gardens program offering in Colorado.
In this document you will find the steps to complete the application process for a Solar*Rewards
Community project.
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1.2.
Process
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2.
Application Form: Submission and Validation - Submitting Application Form
2.1.
Overview
The Application Form is the
2.2. for your
first thing to complete
solar garden application. All
fields are required and must be
filled out before the form can
be submitted.
The subscriber organization is the group
that is sponsoring the solar garden and its
subscribers. It may also be responsible for
funding and maintaining the garden itself.
The primary application owner
will be the primary contact for
the application process.
The Developer/System
owner information should be
populated if there is a Third
Party developer involved with
this project organization.
In the solar garden section you will
enter the physical address and
other information about the solar
garden.
Expected operation date must be
within 1 year of the application
date for Small and Medium
program applications.
The sum of the Name
plate Capacity for all
arrays must be greater
than 10 kW and less than
500 kW for the Standard
Offer.
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Information/Documents Required
1) Before beginning to complete the application, please make sure to review all requisite
information detailed in this section.
All fields in the application are required. You will need the following information to complete
the application:
a. Subscriber organization address
b. Primary application manager address
c.
Developer/system organization address
d. Solar garden address
e. Total system cost
f.
Estimated completion date
g. Array information (Array/Azimuth)
h. Name plate capacity of your garden
2.3.
Steps To Complete This Section
2.3.1. Navigate to the Application Form
When you have compiled all the above information, navigate to the form.
2.3.2. Subscriber Organization
1) Enter the organization name.
2) Enter the street address of the subscriber.
3) Enter the city of the subscriber.
4) Select the state from the drop down menu.
5) Enter the zip code of the subscriber.
2.3.3. Primary Application Manager
The primary application manager will be the primary contact for the application process.
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1) Select the salutation from the drop down menu.
2) Enter the first name of the primary contact.
3) Enter the last name of the primary contact.
4) Enter the phone where the primary contact can best be reached during business hours.
5) Enter the email for the primary contact.
6) Re-enter the email for the primary contact to confirm the correct email was captured.
2.3.4. Developer/System Owner Information
1) If the subscriber organization is the same as the developer/system organization, check the
“Same as Subscriber” box and the remaining fields in this section will be auto-populated.
2) Enter the organization or legal entity name of the developer/system owner.
3) Enter the street address of the developer/system owner.
4) Enter the city of the developer/system owner.
5) Enter the state of the developer/system owner.
6) Enter the zip code of the developer/system owner.
7) Enter the phone of the developer/system owner.
8) Enter the email of the developer/system owner.
9) Re-enter the email of the developer/system owner.
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2.3.5. Solar garden Information
In the solar garden section you will enter the physical address and other details about the solar
garden.
1) Enter the street address of the physical location of the solar garden.
2) Enter the city of the physical location of the solar garden.
3) Enter the state of the physical location of the solar garden.
4) Enter the county of the physical location of the solar garden.
5) Enter the zip code of the physical location of the solar garden.
6) Select the PV Watts location from the drop down menu.
7) Enter the name of the garden.
8) Enter the total system cost of the garden with no commas.
9) Check the box to validate you are using original equipment.
10) Enter the expected date of commercial operation.
11) Enter information for the Primary Array
a. Mount Location (Ground or Roof Mount)
b. Tracker Type (Fixed, Single, or 2-axis)
c.
Azimuth (Value between 0 and 360)
d. Tilt (Value between 0 and 90)
e. Enter the DC name plate capacity for this array. The sum of all arrays must meet a
minimum 10 kW and a maximum 2000 kW.
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12) If you have more than one array, click on the “Add Additional Rays (Optional)” button and
repeat step 11 from this section.
2.3.6. Finalizing the Application Form
1) Click the check box to indicate that you agree to meet the low income requirements. These
requirements must be met in order for the system to become commercially operational.
2) If you would like to print the application for your records, select Print and a pdf will be created
with your application information.
3) To submit your form click Send Forward.
2.4.
Next Steps
1) Xcel will review the information provided on the Application Form. If your Application Form is
approved, you will be granted access to the solar garden Application System where you will
complete the rest of the application process.
2) Upon approval, you will receive an email with your login information required to access the
Application System. If your initial application is not approved by Xcel, you will receive an
email with the reason, as well as instructions for next steps.
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3.
Application System Login
3.1.
Overview
After you complete the Application Form you will receive an email with credentials to log in to the
Application System. This portal will be used to complete the rest of your application.
3.2.
Credentials Email
Upon initial submission the system will send the primary contact an email with a user name and
password for the Application System where the application will be completed.
Your user name and password for
the Application System.
Link to the Application System
login page.
3.3.
Logging In
Enter your user name and password provided in your credentials email and click login.
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4.
Application Step 1: Initial Application and Deposit/Escrow
4.1.
Overview
Within 5 business days receiving your user name and login to the Application System you will
need to submit your deposit and escrow via mailed check or wire transfer. Please mail your
deposit to:
Checks
Xcel Energy
Solar*Rewards Community
1800 Larimer St. Suite 1500
Denver, CO 80202
Or
Wire transfer
Bank: Wells Fargo Bank, N.A.
City/State: San Francisco, CA
Routing/ABA: 121-000-248
Acct No: 1010004305
Acct Name: Public Service Company of Colorado
In addition, you will need to download deposit and escrow forms from the application. After you
fill out the forms and submit your deposit and escrow you will need to upload the signed deposit
and escrow forms back into the application This section will help you submit those forms.
4.2.
Information/Documents Required
1) The following documents are required to complete this section:
a. Deposit form - Form that accompanies deposit fee, signed by provider
b. Escrow form - Form that accompanies escrow fee, signed by provider
4.3.
Steps To Complete This Section
4.3.1.
Downloading Deposit and Escrow Forms
1) From the Application System home screen, in the “Actions Required to Proceed” section,
click on the “Download Documents” button.
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2) On the download documents screen select the “Download Document” button for the Deposit
form. A Deposit Form will open in a separate window/tab with your solar garden information
already pre-populated.
3) Save the file to your computer.
4) Repeat steps 2 and 3 for the Escrow Form.
5) Print and sign your forms.
6) Scan and upload your forms to the application by following the process below.
4.3.2. Uploading Deposit and Escrow Forms
1) From the Application System home screen, in the “Actions Required to Proceed” section,
click on the “Upload Documents” button.
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2) Select the radio button for Deposit Form. Click “Browse” and to search for the file on your
computer.
3) Locate the Deposit Form on your computer and click “Open”.
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4) Click on the “Upload Document” button.
5) From the Solar garden Detail page select the “Upload Documents” button.
6) Repeat steps 2 – 4 for the Escrow Form.
Reminder: Deposit and escrow forms must be submitted within 5 business days of
gaining access to the Application System in order for application to move forward in the
application process.
4.4.
Next Steps
1) Once your Deposit and Escrow forms have been uploaded and deposit/escrow payments
have been received by Xcel you will receive an email with the next steps to continue the
application process.
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5.
Application Step 2: Submission and Validation - Subscribers
5.1.
Overview
When you have compiled your subscriber information you will need to add the subscribers to the
portal. This section will help you add your subscriber information and attach documents.
Please note: You have 30 days from the time of your deposit and escrow approval to submit a
minimum of 10 valid subscribers. Each subscriber will require submission of a Data Privacy
Form and a Subscriber Agency Agreement form prior to being approved in the application.
You will also need to upload a State of Colorado Certificate of Good Standing at this time.
5.2.
Information/Documents Required
1) State of Colorado Certificate of Good Standing
2) The following required fields for each subscriber:
a. First and last name of the subscriber.
b. Subscriber’s 7 digit account number. (For example, if the customer gives you an
account number of 53-1234567-0, enter the middle 7 digits, 1234567.
c.
Subscriber’s 9 digit premise number.
d. The amount of kW that will be allocated to the subscriber in the system allocated
field. Following are the parameters for this entry:
•
The amount must be 1 or greater unless the subscriber is a low income
participant and then it can be .1 or greater.
•
The total amount allocated to all subscribers cannot exceed the system’s DC
name plate capacity.
•
No individual subscriber’s allocation can exceed 40% of the total DC name
plate capacity.
e. Subscriber’s email address.
3) A Subscriber Agency Agreement form is required for each subscriber.
4) A Data Privacy form is required for each subscriber
5) A Low Income Verification Form is required for qualified low income participants
6) A minimum of ten subscribers need to be entered in order to submit the application. More
subscribers can be added later.
.
5.3.
Steps To Complete This Section
5.3.1. Submit Data Privacy Forms
1) Data Privacy (Consent) Forms must be submitted for each subscriber in your Solar garden.
These Consent Forms should be submitted as early as possible in the application process.
a. You will not be able to continue the application process until Xcel has received and
approved Consent Forms for all of your subscribers.
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2) Visit the following website to download the Data Privacy Consent Form
http://www.xcelenergy.com/About_Us/Rates_&_Regulations/Regulatory_Filings/Data_Privac
y_Regulations_-_CO
a. Our customer(s) must sign the new Colorado PUC consent form [and we must
validate it] before any customer information, including consumption information can
be released to you.
b. Each customer must enter their account number, service address and name in the
customer section of the consent form, sign and date the form and return to you.
c.
Submit your request and the completed and signed consent forms to Xcel Energy at
[email protected] or P.O. Box 8 Eau Claire WI 54702. Invalid or
incomplete forms will be returned to you.
5.3.2. Add Subscribers
1) From the Application System home screen, in the “Actions Required to Proceed” section,
click on the “Add Subscriber” button.
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2) Enter the subscriber information.
All fields are required:
a. Enter the first and last name of the subscriber.
b. Enter the middle 7 digits of the subscriber’s account number (xx-1234567-x).
c.
Enter the subscriber’s 9 digit premise number.
d. Enter the amount of kW that will be allocated to the subscriber in the system
allocated field. Following are the parameters for this entry:
•
The amount must be 1 or greater unless the subscriber is a low income
participant and then it can be .1 or greater.
•
The total amount allocated to all subscribers cannot exceed the name plate
capacity.
•
Each individual subscriber’s allocation cannot exceed 40% of the total name
plate capacity.
e. Enter the subscriber’s email.
f.
Select the check box if the subscriber is a qualified low income participant.
3) Click the “Submit Subscriber” button to add the subscriber.
4) Repeat steps 2 and 3 until all subscribers have been added, there should be at minimum 10
subscribers per garden.
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5.3.3. Updating and Removing Subscribers
1) If you need to make changes to your subscribers, from the Application System home screen,
navigate to appropriate Solar garden by clicking on the solar garden link.
2) Scroll to the bottom of the solar gardens detail view and click “Edit” next to the subscriber you
would like to edit.
3) Update subscriber information and click submit subscriber.
a. If the system recognizes the account number and premise number to be a valid Xcel
account the account number and premise number will not be editable.
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b. If you need to remove a subscriber click “View” instead of “Edit” and then click the
“Remove Subscriber” button on the Subscriber Detail screen.
5.3.4. Download Subscriber Forms
1) The Subscriber Agency Agreement and Low Income Verification Form is available for each
subscriber on their respective subscriber detail screen. From the Application System home
screen, navigate to appropriate solar garden by clicking on the solar garden link
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2) Scroll to the bottom of the solar gardens detail view and click “View” next to the subscriber
you would like to download the forms for.
3) Click the “Download Documents” button.
4) On the download documents screen select the “Download Document” button for the
Subscriber Agency Agreement Form. A Subscriber Agency Agreement will open in a
separate window/tab with your solar garden information already pre-populated.
5) Save the file to your computer.
6) Repeat steps 4 and 5 and download the Low Income Verification form if the subscriber is a
low income subscriber.
7) Repeat Steps 2 through 6 for each subscriber.
8) Ensure all of your subscribers review and sign the forms.
9) Scan and upload the signed forms to the application by following the process below.
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5.3.5. Upload Subscriber Forms
1) The Subscriber Agency Agreement and Low Income Form (if necessary) must be uploaded
to each subscriber’s profile. From the Application System home screen, navigate to
appropriate solar garden by clicking on the solar garden link
2) Scroll to the bottom of the solar gardens detail view and click “View” next to the subscriber
profile you would like to upload the forms to.
3) Click the “Upload Documents” button.
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4) Select the radio button for Subscriber Agency Agreement. Click “Browse” and to search for
the file on your computer.
5) Locate the Appropriate Subscriber Agency Agreement Form on your computer and click
“Open”.
6) Repeat Steps 3 through 5 and upload the Low Income Verification Form for any customers
who have been identified as a low income customer.
7) Repeat Steps 2 through 5 for each of your subscribers until a signed Subscriber Agency
Agreement Form has been uploaded for all subscribers. Also, all Low Income Subscribers
should have the Low Income form uploaded to their profile at this time.
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5.3.6. Identifying and Updating Invalid Subscribers
1) Before you can submit your subscribers and move on to the next step of the application
process you need to verify each one of your subscribers is marked “Valid” in the application.
To check subscriber status, from the home tab in the Application System, click on the Solar
garden link.
2) Scroll down to the Subscriber Allocation section and locate any customers with a status of
“Not Valid.” Click on the “View” link for the “Not Valid” subscriber to view the subscriber
details.
3) In the example below the subscriber has all of the required forms submitted. However, this
subscriber does not reside in the same or adjacent to the county where the solar garden is
located. This subscriber is not qualified to participate in this garden and should be removed
using the “Delete Subscriber” button. If the subscriber failed the validation for 120%
validation you would click the “Edit” button and reduce the allocation to this subscriber to
ensure they fall below the 120% threshold.
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4) You can also check the status of your subscribers by clicking on the “View” link in the
Subscriber Validation Report field on the Application System home page.
5) The report will list all of your subscribers and provide the status for each. It will also show
you reason for a subscriber showing a status of “Not Valid”
5.3.7. Upload State of Colorado Certificate of Good Standing
1) To upload your State of Colorado Certificate of Good Standing navigate to the home tab of
the Application System and click on the solar garden link for the garden to which you need to
upload the form.
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2) On the solar garden Detail page click on the “Upload Documents” button.
3) Select the radio button for “Step 2: State of Colorado Certificate of Good Standing Form”
and click “Browse” to search for the file on your computer.
4) Locate the file to upload and click “Open.”
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5) Click on the “Upload Document” button. Your document will be uploaded to the application.
5.3.8. Submit Subscribers
1) When all subscribers, subscriber forms, and the Colorado Certificate of Good Standing have
been added to the garden you can submit your application and subscribers for approval.
From the Application System home page, click on the solar garden link.
2)
3) On the Garden Detail page click on the “Submit Subscriber” button.
5.4.
Next Steps
1) All of the information you submitted will be reviewed by Xcel. You will receive an email with
the next steps to continue the application process.
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6.
Application Step 3: Engineering Review
6.1.
Overview
The next step in the application process requires you to submit line diagram, SGIA and site plan
documents which will be forwarded to engineering and metering for review. This section will help
you upload documents to the application.
6.2.
Information/Documents Required
1) The following documents are required to complete this section:
•
Line Diagram - Electrical one-line drawing detailing system metering and
interconnection
•
SGIA - Small Generation Interconnect Application - Application for
interconnecting to the Xcel Energy grid
•
Site plan - Drawing of site where system will be located, including details of
the placement of panels, inverts, and meters
•
6.3.
Meter request via Builders Call Line.
Steps To Complete This Section
1) From the Application System home screen, navigate to the “Solar Gardens” tab and click on
the solar garden id.
2) On the Solar Garden Detail page click on the “Upload Documents” button.
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3) Select the radio button for “Step 3: Line Diagram” and click “Browse” to search for the file on
your computer.
4) Locate the Line Diagram file on your computer and click “Open” to upload the file.
5) Click on the “Upload Document” button. Your document will be uploaded to the application.
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6) Repeat Steps 2 through 5 for the SGIA and Site Plan.
6.4.
Next Steps
1) Your line diagram, SGIA and site plan documents will be reviewed by the engineering team
at Xcel. Upon approval, you will receive an email with the next steps to continue the
application process.
2) Please request an Xcel Energy service meter via the Builders Call Line (1-800-628-2121).
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7.
Application Step 4: Documents and Contract Submission
7.1.
Overview
After you receive notification that your line diagram, SGIA and site plan have been approved, you
will need to upload your final documents. This section will help you upload those documents.
You also will need to set up phone line for your solar garden to transmit garden production
information to Xcel. You will need to email this phone number to
[email protected] before moving to the next step in the application
process.
7.2.
Information/Documents Required
1) The following documents are required to complete this section:
a. Reservation letter - Letter detailing project specifications and incentive offer. Signed
by system owner.
b. Interconnect Agreement - Agreement between system owner and Xcel Energy
regarding the terms of interconnecting to the electric grid.
c.
Solar*Rewards Community Contract - Contract between system owner and Xcel
Energy detailing terms of program participation, including incentive level and term
d. Invoice - Copy of invoice to shows details of the equipment installed and total system
cost
e. Insurance - Copy of liability insurance from system owner, which covers address of
system location
f.
Inspection - Proof of final electrical inspection by city/state
2) A solar garden production meter phone number must be supplied to Xcel to complete this
section.
.
7.3.
Steps To Complete This Section
7.3.1. Download Contracts and Documents
1) From the Application System home screen, navigate to the “Solar Gardens” tab and click on
the solar garden id.
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2) On the Solar Garden Detail page click on the “Download Documents” button.
3) On the Download Documents screen select the “Download Document” button for the
Reservation Letter. A Reservation Letter will open in a separate window/tab with your solar
garden information already pre-populated.
4) Save the file to your computer.
5) Repeat steps 2 and 3 for the Interconnection Agreement and Solar*Rewards Community
Contract.
6) Print and sign your forms.
7) Scan and upload your forms to the application by following the process below.
7.3.2. Upload Contracts and Documents
1) From the Application System home screen, navigate to the “Solar Gardens” tab and click on
the solar garden id.
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2) On the Solar Garden Detail page click on the “Upload Documents” button.
3) Select the radio button for “Step 4: Reservation Letter” and click “Browse” to search for the
file on your computer.
4) Locate the Reservation Letter file on your computer and click “Open” to upload the file.
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5) Click on the “Upload Document” button. Your document will be uploaded to the application.
6) Repeat Steps 2 through 5 for the Interconnection Agreement and Solar*Rewards Community
Contract.
7) At this time, you should also upload your proof of Insurance, proof of Inspection, and a copy
of your invoice. Repeat Steps 2 through 5 until all documents have been uploaded.
7.3.3. Submit Production Meter Phone Number to Xcel
1) Set up your solar garden phone line used to transmit garden production data to Xcel Energy.
2) Email this phone number to [email protected].
7.4.
Next Steps
1) Your contracts and documents will be reviewed by Xcel. Upon approval, you will receive an
email with the next steps to continue the application process.
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8.
Application Step 5: Completion
8.1.
Overview
Your Application is complete. No further action is required at this time. You may continue to
manage your subscribers until your solar garden becomes active.
8.2.
Information/Documents Required
1) All new subscribers will require a Data Privacy form and Subscriber Agency Agreement.
Please refer to sections 6.2, 6.3.1, and 6.3.2 of this document for additional details on adding
new subscribers.
Please note: You must maintain at least 10 subscribers and 5% production allocation to
Low Income subscribers at all times.
8.3.
Steps To Complete This Section
8.3.1. Adding Subscribers
1) Refer to section 6.3.2 of this document.
8.3.2. Updating and Removing Subscribers
2) Refer to section 6.3.3 of this document.
8.4.
Next Steps
1) The application process is complete.
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9.
Application Step 6: Application Active
9.1.
Overview
Your solar garden is Active! No further action is required. You may manage your subscribers at
any time through the Application System.
9.2.
Information/Documents Required
1) All new subscribers will require a Data Privacy form and Subscriber Agency Agreement.
Please refer to sections 6.2, 6.3.1, and 6.3.2 of this document for additional details on adding
new subscribers.
Please note: You must maintain at least 10 subscribers and 5% production allocation to
Low Income subscribers at all times. Also, all changes to the subscriber records must be
made no later than 5 days prior to the end of the month.
9.3.
Steps To Complete This Section
9.3.1. Adding Subscribers
3) Refer to section 6.3.2 of this document.
9.3.2. Updating and Removing Subscribers
4) Refer to section 6.3.3 of this document.
9.4.
Next Steps
The application process is complete
Xcel Energy Solar*Rewards Community Application Process Manual
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