Virginia DEQ - Guidance & Regulations

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 such as labor or non-fuel consuming equipment 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 — Word 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 ConsultantsWord format

CALCULATION TOOL

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

 


 

Remediation Guidelines

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.”

4th Edition of the Storage Tank Program Tank Program Technical Manual

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

LPR-SRR-03-2012 Case Closure Evaluation of Sites with Free Product - Date: 12/28/12

LPR-SRR-01-2013 Provision of Alternate Water Supplies to Operators of Petroleum-Impacted Water Supplies - Date: 6/13/2013

LPR-SRR-2014-01 Guidance for implementation of the State Lead Program - Date 5/14/2014

Heating Oil Guidance Clarification - Date 10/24/2016

LPR-SRR-2017-01 Discharges of Oil into Basements - Date 10/20/2017. Section 2.3.4.3 of Volume 4 of the Storage Tank Program Manual is superceded.

5th Edition of the Storage Tank Program Tank Program Technical Manual

Chapter 1 of the 4th Edition of the Storage Tank Program Technical Manual is now superseded.  The 4th Edition will not be removed from DEQ's website or guidance list until all Volumes of the Fifth Edition are issued.

LPR-SRR-2016-1  Volume 1: Regulatory and Statutory Framework for Storage Tank Cleanups - Date 3/23/2016


VELAP Guidance

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, call 804 698-4010.

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 Cathodic Protection evaluation.

01-2025 Storage Tank Program Compliance Manual - Date: 10/12/01 Volumes I, II, and III of this Manual have been superseded by LPR-SRR-2014-4, LPR-SRR-2016-02LPR-SRR-2016-03, and LPR-SRR-2016-04The 2001 edition will not be removed from DEQ's website or guidance list until all Volumes are updated and re-issued.

06-2006 Guidelines for Underground Storage Tank Cathodic Protection Evaluation - Date: 05/26/06

7531-CP Cathodic Protection Evaluation Form - Date: 05/26/06 Cathodic Protection (CP) testers should be familiar with the testing guidelines described in the Guidelines for Underground Storage Tank Cathodic Protection Evaluation document (see link above) prior to testing any CP systems installed on any underground storage tank. The test results and CP system information should be recorded on the 7531-CP Cathodic Protection Evaluation Form.

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)

LPR-SRR-01-2012 Guidance for Risk Based Inspection Strategy (RBIS) for Underground Storage Tanks - Date 2/06/2013

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. 

LPR-SRR-2014-02 This volume of the Compliance Manual provides guidance to DEQ staff on how to address alleged violations of UST regulations, including: (1) notifying owners and operators of alleged violations; (2) performing compliance assistance and follow up, including when to refer a facility to enforcement; (3) resolving compliance issues; and (4) initiating and implementing delivery prohibition. This guidance supersedes and replaces guidance document #01-2010A Guidelines for Underground Storage Tank Delivery Prohibition and the Compliance Process in the UST Program. - Date 7/15/2014

LPR-SRR-2014-04 This volume of the Storage Tank Program Compliance Manual provides an overview of Virginia’s underground storage tank compliance program, including program fundamentals, important program dates and links to applicable laws and regulations - Date 12/18/2014

LPR-SRR-2016-02 This Guidance Manual supersedes the Tank Registration Database Operations Manual (GM#07-2006) and provides tank compliance, registration, and administrative staff with step-by-step procedures for entering data into the new CEDS Tank Facilities and Tank Owners modules.  The guidance manual also includes essential data entry conventions to ensure data uniformity and quality.

LPR-SRR-2016-03 Storage Tank Program Compliance Manual Volume 3: Underground Storage Tank Inspections:  This volume of the Storage Tank Program Compliance Manual provides guidance to DEQ staff on the policies and procedures for underground storage tank (UST) inspections.  This guidance provides inspection procedures, technical information regarding UST system components, regulatory and statutory framework and interpretations, instructions for the mobile inspection application, and supporting documentation.

This guidance supersedes Volume 3 of the 2001 edition of the Storage Tank Program Compliance Manual (#01-2025).  The 2001 edition will not be removed from DEQ's website or guidance list until all Volumes are updated and re-issued.

LPR-SRR-2016-04 Storage Tank Program Compliance Manual Volume 2: Registration & Closure: This volume of the Storage Tank Program Compliance Manual provides guidance to DEQ staff on the registration and closure requirements applicable to regulated underground and aboveground storage tanks.

This guidance supersedes Volume 2 of the 2001 edition of the Storage Tank Program Compliance Manual (#01-2025). The 2001 edition will not be removed from DEQ's website or guidance list until all Volumes are updated and re-issued.


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

9VAC25-91 on the Code of Virginia LAW web page  http://law.lis.virginia.gov/admincode/title9/agency25/chapter91/ 

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. 

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 #3   PDF format

00-2014 Quality Assurance Project Plan for the State Lead Program - Revision 2  PDF format

LPR-SRR-2014-3.pdf Quality Assurance Plan for the Alternate Water Supply Program - Revision 3  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 sheets for ASTs and USTs

Financial Responsibility Fact sheet - AST  PDF Format

Financial Responsibility Fact sheet - UST MS Word format

State Lead Program

Instructions for completing the State Lead Acceptance Form and Contractor Evaluation Tab provide information to DEQ staff related to elements of the State Lead Program.

LPR-SRR-2015-02 State Lead Acceptance Form and Contractor Evaluation Tab PDF Format


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Virginia Department of
Environmental Quality
P.O. Box 1105
Richmond, VA 23218
(804) 698-4000


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