To facilitate documentation of fuel consumption and the cost of fuel, a Fuel Surcharge Worksheet calculation tool has been created to assist Claimant/Consultants. For each fuel surcharge greater than $50 claimed under the 007 UCR schedule and invoiced on or after April 1, 2008 the Fuel Surcharge Worksheet [updated version posted 10/08/2008] must be completed and be included in the claim. Fuel surcharges calculated as a percentage of invoiced costs that include labor on non-fuel consuming will not be reimbursed; fuel surcharges must be reasonable.
Reimbursement Guidance - Manuals/Usual and Customary Rates
The following files contain all the information needed to seek reimbursement from the Virginia Petroleum Storage Tank Fund for costs incurred to remediate a tank release. Volumes I and II contain information that applies only to work authorized before March 1, 2007. Volume I explains who can seek reimbursement, what can and cannot be reimbursed and how to submit a claim for reimbursement. Volume I also contains the necessary forms for obtaining regional authorization and submitting a reimbursement claim. Volume II contains the Usual and Customary Rates (UCR).
Volumes III, IV, and V contain guidance that applies only to work authorized on or after March 1, 2007. The new Reimbursement Guidance (Volume III) and the 007 UCRs (Volume IV) are to be used when DEQ correspondence dated on or after March 1, 2007 directs a responsible party/consultant to initiate a new phase or new sub-phase of work. Volume III explains eligibility, claim restrictions and requirements, and contains all the forms necessary to complete a claim and obtain authorization for corrective action. Volume IV contains the UCRs. Volume V explains how to contest initial reimbursement claim decisions (The Reconsideration Process).
Revised Form 2
The form has been updated to current Notary standards and instructions added.
Effective immediately, all claim applications submitted to the DEQ for reimbursement must include a revised copy of Form 2 .
Form 2 Revised Form 2 must be notarized — ePDF format
Volume III – The Virginia Petroleum Storage Tank Fund Reimbursement Guidance Manual; Application Process
For Work Authorization on or After March 1, 2007, in Adobe PDF Format
Volume IV – The Virginia Petroleum Storage Tank Fund Reimbursement Guidance Manual; 007 UCR Schedule
For Work Authorized On or After March 1, 2007, in Adobe PDF Format
Volume V – The Virginia Petroleum Storage Tank Fund Reimbursement Guidance Manual; Reconsideration Procedures
Applicable to Initial Reimbursement Decisions Issued After March 1, 2007, in Adobe PDF Format
Reimbursement Forms for 007
New Activity Authorization Form (AAF) Font Size Requirements
Please use a 10-point font or larger for UCR codes on AAFs. Smaller font sizes, when faxed back and forth between consultants and DEQ, result in illegible codes. This can lead to mistakes and erroneous denial of costs. When completing the AAF by hand please take care to print or write clearly. Your cooperation is appreciated!
Activity Authorization Forms for 007 UCRs WinZip format
Reimbursement Application Forms WinZip format
AAF Cost Worksheets & Bid Forms WinZip format
007 Guidance Training Presentations
Introduction to Reimbursement 007 Guidance MS PowerPoint format
Forms & Processing Claims MS PowerPoint format
007 Work Authorization MS PowerPoint format
Heating Oil Tanks MS PowerPoint format
All forms necessary for Bidding process MS PowerPoint format
007 UCRs MS PowerPoint format
Audits MS PowerPoint format
RECONS MS PowerPoint format
UCR CROSSWALK 198 UCRS TO 007 UCRS
UCR Crosswalk MS Excel format
Crosswalk of Changes References 198 and 007 VPSTF Reimbursement Guidance Manual Application Process For Owners And Consultants
Lab-Soil Cost Aid MS Excel format
Fuel Surcharge Worksheet MS Excel format
Guidance that applies to work authorized prior to March 1, 2007
Volume I - The Virginia Petroleum Storage Tank Fund Reimbursement Guidance Manual; Application Process
3rd. Edition in Adobe PDF format. For work authorized before March 1, 2007.
Volume II - The Virginia Petroleum Storage Tank Fund Reimbursement Guidance Manual; UCR Schedules
5th. Edition in Adobe PDF format. For work authorized before March 1, 2007.
198 UCR Schedule Activity Authorization Form in MS Word Format
198 UCR Schedule Category 1 Activity Authorization Form in MS Word format
198 UCR Schedule Category 2 Activity Authorization Form in MS Word format
Third Party Disbursement Guidelines document in Adobe PDF format (revised 04/12/05)
VPSTF Fact sheet regarding Assumption of liability (Stepping into the shoes") in Adobe PDF format
The Virginia Petroleum Storage Tank Fund Denial Codes and Denial Code Response Key
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These files contain procedures and information that DEQ staff use to investigate suspected releases and conduct release response and corrective action at storage tank sites. The Technical Manual incorporates elements and forms from the Reimbursement Manual. The DEQ Storage Tank Program highly recommends the persons downloading the Technical Manual also download Volumes I and II of the Reimbursement Manual. “For Fact sheets on how to perform proper UST and AST Closures see pages 13-15 for UST Closure and pages 16-19 for AST Closure in the Word version of the “Appendices” below or see pages 14-15 for UST Closure and pages 16-18 for AST Closure in the Adobe version of the “Appendices” below.”
01-2024D The Storage Tank Program Technical Manual - Date: 05/10/2011
01-2024D Appendices The Appendices to the Storage Tank Program Technical Manual - Date: 05/10/2011
Example SCR Report Preparation Hours for the Storage Tank Program Technical Manual - Date: 06/02/2011
02-2018 Revision to Petroleum Clean-Up AAF Verification Procedures - Date: 10/14/02
94-009 On-Site Disposal of Ground Water at Petroleum Contaminated Sites - Date: 07/29/94
LPR-SRR-03-2012 Case Closure Evaluation of Sites with Free Product - Date: 12/28/12
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Under Virginia Regulation 1 VAC 30, Chapter 46, Virginia’s Division of Consolidated Laboratory Services will offer accreditation to commercial laboratories in accordance with the 2003 NELAC Standard. Chapter 46 requires commercial laboratories to obtain accreditation before any analytical data may be used for the purposes of the Virginia Air Control Law, the Virginia Waste Management Act, or the State Water Control Law.
On March 27, 2012, the Division of Land Protection & Revitalization (the Division) issued guidance putting the VELAP certification requirements into practice in the Petroleum Tanks Program. VELAP requires laboratory data submitted to DEQ as required by the Underground Storage Tank Regulation, Aboveground Storage Tank Regulation, or as directed in response to a discharge of oil under Article 11, all part of State Water Control Law, to be produced by an accredited laboratory.
On July 1, 2012, the Division will fully implement the VELAP requirements. In the Petroleum Tanks Program, failure to comply with the provisions of VELAP may result in the cost of unaccredited analyses not being fully reimbursed. In addition, reports containing analytical data produced by laboratories without accreditation may be deemed incomplete.
If an accredited lab does not exist for a parameter or method, an alternative method should be considered. For future analyses, request a laboratory to obtain VELAP accreditation for the necessary parameter or method. A non-accredited laboratory may be used until an accredited laboratory becomes available; prior to subsequent samplings, the availability of an accredited laboratory should be confirmed.
Additional information about VELAP can be found on the Agency’s VELAP web site at: Virginia DEQ Environmental Lab Accreditation
Information about VELAP can also be found on the Division of Consolidated Laboratory Services web site at: VELAP information at Division of Consolidated Laboratory Services.
An electronic version of the guidance referenced above can be found on the Virginia Regulatory Town Hall web site at: VELAP information at Town Hall.
If you have questions regarding this guidance or its application, contact Steve Williams at 804 698-4293 or firstname.lastname@example.org.
Tank Compliance Guidelines
These files contain guidance, procedures and information that DEQ staff use to inspect aboveground and underground storage tank sites for compliance. The Storage Tank Compliance Manual addresses all major facets of tank inspections. The Guidelines for UST Cathodic Protection Evaluation address all major aspects of a proper CP evaluation.
01-2025 Storage Tank Program Compliance Manual - Date: 10/12/01
06-2006 Guidelines for Underground Storage Tank Cathodic Protection Evaluation - Date: 05/26/06
02-2013 Evaluation of Vapor Monitoring Data for Petroleum Storage Tank Release Detection - Date: 7/17/02
92-006 Amended Authorization to Issue Certifications for Tax Exemptions for Underground Storage Tanks, Addendum #5 - Date: 11/04/96 (The original full document is 92-006)
01-2010A Guidelines for Underground Storage Tank Delivery Prohibition and the Compliance Process in the UST Program - Date: 05/17/2011
05-2011 Guidelines for Underground Storage Tank Secondary Containment Guidance - Date: 05/13/2011
LPR-SRR-2011-11 Underground Storage Tank (UST) Operator Training Guidance - Date: 12/20/2011
LPR-SRR-01-2012 Guidance for Risk Based Inspection Strategy (RBIS) for Underground Storage Tanks - Date 02-06-2013
LPR-SRR-02-2012 This document provides guidance to regional office petroleum staff concerning when to pursue a property owner for compliance with pollution prevention requirements of the UST Technical Regulation and corrective action in the event of a petroleum release to the environment.
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Vapor Monitoring Guidelines for Release Detection at UST & AST Facilities
The DEQ Storage Tank Program has developed guidance for evaluating vapor monitoring data collected as part of release detection at UST & AST facilities. This guidance provides a procedure that staff and storage tank owners/operators may use to evaluate vapor monitoring data to determine if a release should be suspected. Persons downloading this guidance may wish to download the accompanying spreadsheet (MS Excel format) that performs the statistical calculations discussed in the guidance document.
Guidance for evaluating vapor monitoring data collected PDF format
Spreadsheet for calculating vapor monitoring data for release detection MS Excel format
Petroleum Storage Tank Regulations and Guidance
The State Water Control Board promulgates Virginia's regulations which include Petroleum Storage Tanks. The following file are downloadable in PDF format by clicking on one of the links below.
Facility and Aboveground storage tank regulation 9VAC25-91 PDF format
Underground storage tanks; technical standards and corrective action requirements Scroll thru each section of 9VAC25-580
Underground storage tanks; technical standards and corrective action - Section 370; Delivery Prohibition 9VAC25-580-370 Scroll down to 370
Delivery Prohibition Fact Sheet Word format
VPDES General Permit is located on the Water Laws, Regulations and Guidance web page. The Registration Statement may be found within Guidance document #08-2006 found on the Water Guidance web page under Water Permits.
Quality Systems Guidance
The DEQ Storage Tank Program has developed Quality Assurance Guidance to ensure that environmental data collected by program staff and contractors hired by the program meet established data quality requirements. The primary goal of the Quality Management system is to provide data of documented and known quality that are capable of supporting specific decisions made by staff and managers within the Storage Tank Program.
Quality management plan amendment #2 PDF format
00-2014 Quality Assutance Project Plan for the State Lead Program - Revision I PDF format
2009-05 Quality Assurance Plan for the Alternate Water Supply Program - Revision I PDF format
UST Financial Responsibility Regulation and Guidance:
Petroleum Underground Storage Tank Financial Responsibility Regulations 9VAC 25-590 (Full Version)
UST Financial Responsibility Frequently Asked Questions (FAQs) MS Word format
UST Financial Responsibility Fact sheet MS Word format
Lender Liability Exemption Guidelines PDF format
AST Financial Responsibility Regulation and Guidance:
Aboveground Storage Tank & Pipeline Facility Financial Responsibility Regulations 9 VAC 25-640-10 et seq
Financial Responsibility Fact sheet and Demonstration Mechanism for ASTs
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