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Guidelines for oil companies

This information is for oil companies accepting fuel stamps as part of the Be Warm scheme.

• We will send you everything you need to take part in the scheme, including claim forms and instructions.
• Be Warm stamps are sold for £5 each and will be on sale from retailers across Belfast.
• Customers will be able to buy stamps from retailers and save them on a collection card. Each card has a unique serial number and can hold a total of 40 stamps (worth £200).
• Partly-completed cards can be used to pay for oil.
• When customers are ready to order oil, they will contact you, or another company taking part in the scheme, and order a delivery. Their collection card lists the names and contact details of all participating companies and explains that they should let their company know the exact value of the stamps they have saved.
• You should then tell the customer how you expect to receive their collection card, for example, at the time of delivery or if it should be sent in before the oil is delivered.
• When you receive the collection card, you should check the validity of the stamps and then deface, cancel or mark them so they cannot be used again. You should make sure however that the serial number can still be read.
• It is your responsibility to check if stamps are valid, as we will not reimburse you for fraudulent stamps.
• If a collection card contains stamps from multiple councils, we will only refund the Be Warm stamps on the card.
• You should send us your defaced oil stamp cards, together with a claim form which we will provide you with.
• You may wish to think about using hand or recorded delivery for collection cards as we will not accept responsibility or pay for any stamps lost in the post.
• We will reimburse you (electronically) within ten working days of receipt of your claim forms and collection cards.
• We will not be liable for stamps or cards which are lost or stolen from customers, retailers or oil companies. Lost or stolen cards must be reported to us immediately.
• If we are made aware of stamps which have been reported lost or stolen, we will provide their details to all registered oil suppliers.