United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 1 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

1. Purpose:

To standardize administrative procedures for sampling and testing activities of the United States

Department of Agriculture (USDA) Pesticide Data Program (PDP).

2. Scope:

This standard operating procedure (SOP) shall be followed by the USDA Monitoring Programs 

Division (MPD) and all facilities involved in the collection of samples and performance of 

analytical determinations for PDP, including support laboratories conducting non-routine activities 

that may impact the program. This SOP does not supersede any requirements specified in the 

Cooperative Agreement between USDA and the participant.

3. Outline of Procedure:

5. Facilities

5.1 Facilities for Handling Test, Control, and Reference Substances

5.2 Specimen and Data Storage Facilities

5.3 Inspection of Facilities

5.4 Data and Records Retention Periods

5.5 Records Archival Procedure

6. Personnel and Organization

6.1 Personnel Requirements

6.2 USDA/AMS Responsibilities

6.3 MPD Director

6.4 Responsibilities of Participants

6.5 State/Facility Administrative Manager

6.6 State Sampling Manager

6.7 State/Facility Technical Program Manager (TPM)

6.8 State/Facility Quality Assurance Unit (QAU)

7. Purchases, Inventory, and Salvage Procedures

7.1 Purchases

7.2 Equipment Inventory
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 2 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

7.3 Permission to Salvage, Dispose of Equipment, or Trade In

7.4 Forms Instructions

8. PDP Quality Assurance Program

8.1 Overview

8.2 Files and Records

8.3 SOPs 

8.4 Method Validation

8.5 Proficiency Testing (PT) Program

8.6 Technical Advisory Group (TAG)

8.7 Records Archival

9. Standard Operating Procedures

9.1 Description of an SOP

9.2 Components of an SOP

9.3 USDA/AMS/MPD SOPs

9.4 State/Facility Internal SOPs

9.5 SOP Deviations

Attachment 1. PDP Designated Federal Records Centers

Attachment 2. Standard Form SF-135 Template

Attachment 3. Example: SF-135 

Attachment 4. Example: Box Listing 

Attachment 5. Instructions for Assembly and Packaging of Record Boxes

Attachment 6. Form GSA-49, Requisition/Procurement Request for Equipment 

Supplies or Services

Attachment 7. Example: Equipment Inventory 

Attachment 8. Form AD-112, Report of Unserviceable, Lost, Stolen, Damaged or 

Destroyed Property

Attachment 9. Form AD-107, Report of Transfer or Other Disposition or Construction 

of Property
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 3 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

4. References:

• AOAC International, Guidelines for Laboratories performing Microbiological and Chemical 

Analyses of Food and Pharmaceuticals, An Aid to Interpretation of ISO/IEC 17025:2005 (Rev 

March 2010), Section: General requirements for the competence of testing and calibration 

laboratories.

• Garfield, F.M., Klesta, E., Hirsch, J., Quality Assurance Principles for Analytical 

Laboratories, pg. 9, 1991 

• Taylor, J.K., Quality Assurance of Chemical Measurements, pp. 85, 90, 113, 114, 173, 210, 

223, 236, 261, and 262, 1989 

• USDA, Equipment Management Requirements, 7 Code of Federal Regulations (CFR), part 

3015.169, 

https://www.govinfo.gov/content/pkg/CFR-2013-title7-vol15/xml/CFR-2013-title7-vol15-

part3015.xml#seqnum3015.169

• USDA, Uniform Administrative Requirements for Grants and Cooperative Agreements to State 

and Local Governments, 7 CFR, part 3016, 

https://www.govinfo.gov/app/details/CFR-2012-title7-vol15/CFR-2012-title7-vol15-

part3016

• U.S. Environmental Protection Agency (EPA), Good Laboratory Practices for Commodity 

Laboratory Analyses, 7 CFR Subchapter E, Subpart C, Section 90.3, 

https://www.govinfo.gov/app/details/CFR-2020-title7-vol3/CFR-2020-title7-vol3-sec90-3

• U.S. EPA, Inspection of a Testing Facility, 40 CFR part 160.15, 

https://www.ecfr.gov/cgi-bin/textidx?SID=1de0b0a9eb11c821e9ab332e46e13730&mc=true&node=se40.26.160_115&rgn=di

v8

• U.S. EPA, Storage and Retrieval of Records and Data, 40 CFR 160.190, 

https://www.ecfr.gov/cgi-bin/textidx?SID=392eb6c719158af36f89aaf0b8a11488&mc=true&node=se40.26.160_1190&rgn=di

v8

• U.S. EPA, Personnel, 40 CFR part 160.29, 

https://www.ecfr.gov/cgi-bin/textidx?SID=2b73966e9fe66d367433350be5f9cf87&mc=true&node=se40.26.160_129&rgn=div

8 

• U.S. EPA, Testing Facility Management, 40 CFR part 160.31, 
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 4 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

https://www.ecfr.gov/cgi-bin/textidx?SID=2b73966e9fe66d367433350be5f9cf87&mc=true&node=se40.26.160_131&rgn=div

8

• U.S. EPA, Study Director, 40 CFR part 160.33,

https://www.ecfr.gov/cgi-bin/textidx?SID=2b73966e9fe66d367433350be5f9cf87&mc=true&node=se40.26.160_133&rgn=div

8

• U.S. EPA, Quality Assurance Unit, 40 CFR part 160.35, 

https://www.ecfr.gov/cgi-bin/textidx?SID=2b73966e9fe66d367433350be5f9cf87&mc=true&node=se40.26.160_135&rgn=div

8

• U.S. EPA, Facilities for Handling Test, Control, and Reference Substances, 40 CFR part 

160.47, 

https://www.ecfr.gov/cgi-bin/textidx?SID=2b73966e9fe66d367433350be5f9cf87&mc=true&node=se40.26.160_147&rgn=div

8

• U.S. EPA, Laboratory Operation Areas, 40 CFR part 160.49,

https://www.ecfr.gov/cgi-bin/textidx?SID=2b73966e9fe66d367433350be5f9cf87&mc=true&node=se40.26.160_149&rgn=div

8

• U.S. EPA, Specimen and Data Storage Facilities, 40 CFR part 160.51, 

https://www.ecfr.gov/cgi-bin/textidx?SID=2b73966e9fe66d367433350be5f9cf87&mc=true&node=se40.26.160_151&rgn=div

8

• U.S. EPA, Equipment Design, 40 CFR, part 160.61,

https://www.ecfr.gov/cgi-bin/textidx?SID=2b73966e9fe66d367433350be5f9cf87&mc=true&node=se40.26.160_161&rgn=div

8

• U.S. EPA, Standard Operating Procedures, 40 CFR part 160.81,

https://www.ecfr.gov/cgi-bin/textidx?SID=2b73966e9fe66d367433350be5f9cf87&mc=true&node=se40.26.160_181&rgn=div

8

• U.S. EPA, Determining Compliance of Audited Studies with GLP Standards Requirements, 

SOP GLP-02,https://www.epa.gov/sites/production/files/2013-09/documents/glp-c-02.pdf

• U.S. EPA, Preparation of Standard Operation Procedures, SOP GLP-S-01
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 5 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

• U.S. National Archives and Records Administration (NARA), Frequently Asked Questions 

(FAQs) about the General Records Schedules Records, https://www.archives.gov/recordsmgmt/grs/faqs-about-grs

• U.S. NARA, Records Transmittal and Receipt, SF-135, instructions, 

http://www.archives.gov/frc/forms/sf-135-intro.html

 Note: References consulted in the preparation of this SOP document.

5. Facilities: 

5.1 Facilities for Handling Test, Control, and Reference Substances

Adequate space shall be provided for conducting sampling and analytical laboratory work 

performed for PDP. Space shall be as needed to prevent contamination or mix-ups of samples, 

reference materials, and other work in place in the facility.

5.2 Specimen and Data Storage Facilities

5.2.1 Adequate space shall be provided for the storage and retrieval of all samples, for 

raw data including archived data and for the analysis of samples to ensure integrity and 

prevent the possibility of contamination and cross-contamination. Access to this space shall 

be limited to authorized personnel. 

5.2.2 Each participating laboratory shall maintain a site-specific record system to suit 

their specific needs, which assures orderly storage and expedient retrieval of data and other 

records.

5.2.3 Physical and environmental conditions of storage shall minimize deterioration of 

the documents in accordance with the requirements for the time period of their retention 

and the nature of the documents. 

5.2.4 Where computers or automated equipment are used for the storage or retrieval of 

data, the laboratory shall ensure that:
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 6 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

• Computer software is documented, adequate for use, and is run periodically to verify 

correct operation. Computer and automated equipment are maintained to ensure proper 

functioning and provided with the environmental and operating conditions necessary 

to maintain data integrity; and

• Appropriate procedures are established and implemented for protecting the integrity of 

data (such procedures shall include but not be limited to integrity of data entry or 

capture and data storage) and for the maintenance of security of data including the 

prevention of unauthorized access or amendment of electronic records.

5.3 Inspection of Facilities

5.3.1 A sampling or laboratory facility shall permit an authorized employee or duly 

designated representative of USDA/Agricultural Marketing Services (AMS)/MPD, at 

reasonable times and in a reasonable manner, to inspect the facility and to inspect (and in 

the areas of records to copy) all records and samples required to be maintained regarding 

PDP operations.

5.3.2 USDA/AMS/MPD shall communicate any serious deficiencies identified during 

the facility inspection in a memo format within 10 days. Additionally, USDA/AMS/MPD

shall provide a draft, written report for the sampling or laboratory facility’s comments. A 

final report incorporating any comments received shall be issued within 60 days of the last 

day of the review.

5.3.3 When the review results in adverse findings, the sampling or laboratory facility 

shall provide a written response to the USDA/AMS/MPD report, outlining plans to correct 

any adverse findings within 60 days of receipt of the report.

5.4 Data and Records Retention Periods

5.4.1 Monitoring Programs Division (10 years)

• General information relating to USDA/AMS PDP correspondence 

• SOPs 

• Protocols 
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 7 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

• Semi-annual program plans

• Annual and/or semi-annual Federal/State meeting minutes and/or presentations 

• Sampling plans

• Sampling site information

• Annual State Meeting minutes

• Interim and final reports

• Data interpretations

• Other significant program-unique information

5.4.2 States and Laboratories

5.4.2.1 25 years

• PDP sample data packages

• PDP method validation data packages

• PDP proficiency testing data packages

5.4.2.2 5 years

Supporting data generated by PDP Federal/State laboratories including, but not limited 

to:

• Historical internal SOPs and work instruction documents 

• Logbooks (e.g., standards preparation, instrument, freezer, temperature, etc.)

• Chromatograms generated during standards checking

• Sample worksheets (e.g., homogenization, extraction, etc.)

• Correspondences and other documents relating to interpretation and evaluation 

of data

• Corrective actions 

• Deviation letters 

• Method development studies other than official PDP method validation 

packages 

• Control charts, etc.

5.4.2.3 2 years
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 8 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

Supporting data and records for PDP sampling including, but not limited to:

• Historical internal SOPs

• Sampling plans 

• Site information

• Commodity payment records

• Surplus commodity disposition records

• Raw Sample Information Form data sheets, etc.

5.4.3 Data Transfer

5.4.3.1 The minimum on-site retention for items in 5.4.2 above is 2 years after 

which they may be transferred to a designated Federal Records Center (FRC) per 

section 5.5 below or, if longer retention is not stipulated, destroyed according to 

applicable internal records destruction procedures. 

5.4.3.2 USDA/AMS/MPD shall be contacted if a laboratory wishes to transfer 

records within a timeframe shorter than 2 years. 

5.5 Records Archival Procedure

5.5.1 Data Archival at the Participating Laboratory

5.5.1.1 An individual(s) shall be identified as the archivist for the laboratory.

5.5.1.2 Access to archived records shall be monitored and controlled. Use of 

manual or electronic logs is recommended.

5.5.1.3 Physical and environmental conditions of storage shall minimize 

deterioration of the documents in accordance with the requirements for the time period 

of retention and the nature of the documents. Locked file cabinets, temperaturecontrolled and/or secured records storage facilities, etc. are acceptable.

5.5.1.4 Each data package retained shall be filed by calendar year and month. 

5.5.2 Transferring Records to the Federal Records Centers (FRC)
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 9 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

Effective July 1, 2024, only electronic records will be allowed; if necessary, consult MPD’s 

records liaison for current status of the transition. Until further notice, the electronic 

records are to be stored on-site at state facilities (for future transfer to the electronic FRC 

system).

5.5.2.1 Dispose of all extra copies of records, non-record material (e.g., buckslips, 

post-it notes, etc.), and metal items (e.g., paperclips, binder clips, etc.) in accordance 

with individual laboratory security policies. The use of accordion folders is suggested. 

Binders with non-metal parts (e.g., plastic combs/spirals, 3-ring “Tuffy” mechanisms, 

etc.) are also acceptable.

5.5.2.2 Sample data packages representing a single calendar year must be 

transferred separately from other calendar years (i.e., utilizing a different transfer 

number). Within each calendar year, the data packages shall be filed by month and 

commodity. Supporting documentation must be archived separately by time span and 

subject (e.g., 2007-2009 Temperature Logs, 2006-2009 Administrative Documents, 

etc.) at the discretion of the laboratory.

5.5.2.3 PDP method validation sets and proficiency testing sample sets may be 

transferred concurrently with sample data packets from the same calendar year or they 

may be transferred separately at a later date. If transferred separately, method validation 

and proficiency testing sets may be archived together as long as they are within a threeyear time span in a single box.

5.5.2.4 See Attachment 1 for the PDP Designated Federal Records Centers. All 

transfers must be requested electronically using the SF-135 fillable form (Attachment 

2, Standard Form SF-135, Fillable Template) with a copy of the box listing through the 

USDA/AMS/MPD NARA liaison.

5.5.2.5 Refer to SF-135 Records Transmittal and Receipt (Attachment 2) for form 

template. Example of the required information on the SF-135 form for various records 

are provided in Attachment 3. Example for documents included in box listing are 

provided in Attachment 4.

Note: An Adobe Acrobat fillable form SF-135 is available on the internet at Federal 

Records Centers — Records Retrieval Services, Records Transmittal and Receipt, SF135 (http://www.archives.gov/frc/forms/sf-135-intro.html).
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 10 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

5.5.2.6 Use only FRC boxes when transferring records. Boxes may be obtained by 

contacting USDA/AMS/MPD. Refer to Attachment 5 for illustrated box assembly and 

packing instructions.

5.5.2.7 When packing records, do not force files into the boxes. Leave 

approximately one inch of space in each box to permit easy withdrawal of folders. Pack 

folders upright, with letter size folders facing the front of the container. Do not place 

folders one on top of another.

5.5.2.8 Number the cartons sequentially (e.g., 1/10, 2/10, 3/10, etc.) with permanent 

black marker in the upper right front corner. The box numbers shall correspond to the 

completed SF-135.

5.5.2.9 USDA/AMS/MPD will submit the SF-135 to the FRC for approval and 

assignment of the transfer number. Once the transfer number is received by USDA/ 

AMS/MPD, a hard copy of the SF-135 will be generated and sent back to the 

transferring laboratory. Upon receipt of the approved SF-135, the transfer number shall 

be placed in the upper left front of the carton. All transfers must be forwarded to the 

FRC within 90 days of the assignment of a transfer number. If the FRC does not receive 

the records during the allotted time period, the transfer number becomes null and void. 

Include the date of disposal on the approved SF-135 on the outside of each box.

5.5.2.10 Place the approved SF-135 and box listing inside the first box of the 

transfer.

5.5.2.11 Close all boxes and seal with clear packing tape. Ensure that the clear 

packing tape does not cover the transfer number or the carton number.

5.5.2.12 Ship all boxes to the appropriate designated FRC using the most economical 

and secure carrier (e.g., Certified U.S. Mail 3rd Class or equivalent). All expenses 

incurred in transferring records must be charged to the laboratory’s PDP allocated 

funds. The records will be retained by the FRC and will be available for retrieval during 

the specified storage time through the USDA/AMS/MPD NARA liaison.

6. Personnel and Organization:
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 11 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

6.1 Personnel Requirements

6.1.1 Employee Qualifications

Each individual responsible for the supervision of or engaged in the conduct of the sample 

collection process or laboratory analyses for PDP shall have the education, training, and 

experience, or combination thereof, to enable that individual to perform the assigned 

functions. 

Note: The term "each individual" includes temporary and part-time workers as well as 

aides and others who participate in PDP-related activities.

6.1.2 Employee records shall be kept current and shall include:

• Information to support that the individual meets at least the minimum standards for the 

position which they hold.

• Information pertaining to training, competency, and authorization to perform activities. 

Records for laboratory personnel shall reflect whether an analyst’s proficiency is 

individual or as part of a team.

• Publications and articles authored as well as participation in professional societies 

should be included in the records. 

Note: Each participating State/facility stipulates the specific information required (e.g., 

resumes, curriculum vitae, employment applications, job descriptions, etc.).

6.1.3 Technical Personnel Performance Evaluation

Each laboratory shall document the procedures for individual performance evaluation in 

an internal SOP. Suggestions for performance evaluation include:

• Proficiency Test (PT) results

• Control charting of process controls and fortification spikes. Acceptance 

criteria for recoveries and coefficient of variation are outlined in PDP-QC SOP. 
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 12 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

• Internal blind check samples prepared by the QAU and fortified with PDP 

pesticides varying between 1xLOQ and 10xLOQ. Acceptance criteria for 

recoveries and coefficient of variation are outlined in PDP-QC SOP.

6.2 USDA/AMS Responsibilities

6.2.1 USDA/AMS has named the MPD Director as the PDP Program Administrative 

Manager and the PDP Technical Program Manager in charge of administrative and 

technical affairs. See the appropriate section of this SOP.

6.2.2 USDA/AMS management shall:

• Replace the MPD Director promptly if it becomes necessary to do so during the conduct 

of the PDP studies.

• Ensure that personnel, resources, facilities, equipment, materials, and methodologies 

are available as scheduled.

• Ensure that personnel clearly understand the functions they are to perform.

• Ensure any PDP-related records (e.g., sampling, laboratory, equipment, financial, etc.) 

are available for inspection by authorized employees or duly designated representatives 

of USDA/AMS.

6.3 MPD Director

USDA/AMS shall identify a scientist or other professional of appropriate education, 

training, and experience, or combination thereof, as the MPD Director for PDP. The MPD 

Director has the overall administrative responsibility for program expansion, budgeting, 

cooperative agreements, memoranda of understanding, and major disbursement of funds. 

The MPD Director also has overall responsibility for the sampling and technical conduct 

of the PDP studies. The MPD Director, through their own efforts or through the work 

assignments of PDP staff, shall ensure:

6.3.1 The Deputy Administrator for USDA/AMS, Science and Technology, is kept 

informed on PDP financial and administrative affairs.
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 13 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

6.3.2 Annual budgets for the administration of PDP at the national level are prepared and 

submitted.

6.3.3 Work agreements are negotiated in cooperation with the States and/or other Federal 

agencies.

6.3.4 The States’ and/or Federal facilities’ use of Federal funds is monitored through 

appropriate documentation.

6.3.5 MPD serves as liaison to EPA, U.S. Food and Drug Administration (FDA), and 

other USDA agencies participating in PDP.

6.3.6 The quality assurance of sampling, technical, and database operations are 

monitored to assure management that the facilities, equipment, personnel, methods, 

practices, records, and controls are in conformance with USDA/AMS/MPD program plans 

and SOPs.

6.3.7 PDP data are reported in an annual program summary. This includes the 

interpretation, analysis, documentation, and reporting of results.

6.3.8 The program plans and PDP SOPs, including any changes, are approved and 

followed.

6.3.9 All sampling information and experimental data are accurately recorded 

and verified.

6.3.10 Unforeseen circumstances that may affect the quality and integrity of PDP samples 

and/or studies are documented as they occur, and corrective actions are taken and 

documented, as necessary.

6.3.11 PDP sampling procedures and test systems are as specified in the program plans 

and SOPs. This shall be accomplished through conference calls, reviews, and frequent 

communications with participants.
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 14 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

6.3.12 Reviews of participant sampling and laboratory facilities are performed at 

intervals adequate to ensure the integrity of PDP samples and analytical results and written 

records of each review are maintained. The frequency of reviews for a particular participant 

shall be based on two factors:

• Time elapsed since the last review; and/or

• Designated need due to problems associated with the collection or analysis of 

samples performed by that participant. Participant Administrative Managers shall 

be notified and final arrangements shall be made at least two weeks in advance of 

the review, if at all possible.

For sampling reviews, the review report is distributed to:

• The participant’s Administrative Manager, supervisor of the Sampling Manager, 

and Sampling Manager; and

• The USDA/AMS MPD Director

For laboratory reviews, the review report is distributed to:

• The participant’s Administrative Manager, Technical Program Manager (TPM), 

and Quality Assurance Officer (QAO); and

• The USDA/AMS MPD Director

6.3.13 All raw data and supporting laboratory records are stored, retained, and transferred 

to the archives during or at the close of PDP.

6.4 Responsibilities of Participants

6.4.1 Each participant State/facility shall designate an Administrative Manager. Each 

sample collection participant shall designate a Sampling Manager. Each laboratory 

participant shall designate a TPM and a QAO. See the appropriate sections of this SOP.

6.4.2 The participant management shall:

6.4.2.1 Replace the Administrative Manager, Sampling Manager, QAO, or the 

TPM promptly if it becomes necessary to do so during the conduct of the PDP testing.
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 15 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

6.4.2.2 Ensure that there is a Quality Assurance Unit (QAU) as described in this SOP.

6.4.2.3 Ensure that personnel, resources, facilities, equipment, materials, and

methodologies are available as scheduled.

6.4.2.4 Ensure that personnel clearly understand the functions they are to perform.

6.4.2.5 Ensure that laboratory activities are conducted in compliance with 

applicable Federal, State, and local safety and waste disposal codes/requirements. 

Laboratories shall also comply with an applicable Chemical Hygiene Plan (CHP), 

biosafety manual, Injury and Illness Prevention Programs, Employee Right-To-Know 

Programs, etc., and have Material Safety Data Sheets (MSDS) and/or Safety Data 

Sheets (SDS) available to all applicable personnel.

6.4.2.6 Ensure that any unauthorized deviations from the PDP SOPs, program 

policies, and approved analytical methodologies, as reported by the QAU, are 

communicated to the USDA/AMS MPD Director and laboratory liaison and that 

corrective actions are taken and documented.

6.4.2.7 Ensure an accurate and timely inventory of supplies and equipment 

purchased or utilized for PDP is maintained. See section 7.2 and Attachment 7.

6.4.2.8 Ensure any PDP-related records (e.g., sampling, laboratory, equipment, 

financial, personnel, etc.) are available for inspection per section 5.3 by authorized 

employees or duly designated representatives of USDA/AMS/MPD.

6.4.2.9 Provide the name and position for all administrative, sampling, and 

technical personnel associated with PDP-related activities annually, at the beginning of 

the Federal fiscal year (October 1). An update shall be submitted to USDA/AMS/MPD

within 30 days of any staff changes that may affect sample collection and/or data 

delivery.

6.4.2.10 Inform USDA/AMS/MPD of any critical personnel vacancies, staffing 

issues, expected increases in rent (due to laboratory or office renovation/relocation, 

etc.), sampling issues, and technical issues.
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 16 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

6.5 State/Facility Administrative Manager

Each participating agency shall identify a scientist or other professional of appropriate education, 

training, and experience, or combination thereof, as the Administrative Manager for PDP. The 

Administrative Manager has overall administrative responsibility for their organization’s 

participation in PDP. This would include but not be limited to PDP activities such as: sampling 

operations, laboratory management, budgeting, contracting, purchasing, inventory maintenance, 

and receipt of QA reports and associated corrective actions. The State/facility Administrative 

Manager shall:

6.5.1 Prepare and maintain annual budgets for PDP cooperative agreement

administration. For States/Facilities where budget functions are managed by person(s) 

other than the assigned Administrative Manager, a description of how laboratory costs are 

calculated (number of FTEs including salary and benefits, supplies, rent, utilities, etc.) shall 

be provided to the MPD Director when requesting funding to cover program operations.

6.5.2 In cooperation with USDA/AMS/MPD, prepare and negotiate work agreements for 

PDP.

6.5.3 Maintain appropriate accounting records to document the State/facility use of 

Federal cooperative agreement funding.

6.5.4 Maintain appropriate performance records to document State/facility performance 

and productivity on PDP studies (e.g., records of samples analyzed).

6.6 State Sampling Manager

Each sample collection participant shall identify a professional of appropriate education, training, 

and experience, or combination thereof, as the Sampling Manager for PDP. The Sampling 

Manager is responsible for the conduct of the participant’s sampling procedures. The Sampling 

Manager shall ensure that:
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Title: Administrative Procedures for the Pesticide Data Program

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6.6.1 The PDP program plan and USDA/AMS/MPD Sampling SOPs, including any 

changes, are followed. Any problems regarding compliance with the program plan or 

Sampling SOPs shall be communicated immediately to the MPD Director or designee.

6.6.2 The participant sampling plan and internal sampling SOPs, including any changes, 

are followed. Participant internal sampling SOPs document specific procedures utilized 

by the State in collecting and shipping PDP samples. These SOPs are intended to augment 

the USDA/AMS/MPD SOPs by providing State-specific instructions.

6.6.3 All required sampling information is accurately recorded and verified, including 

unforeseen circumstances that may affect the quality and integrity of PDP samples and 

when corrective actions were taken and documented, as necessary.

6.6.4 Internal reviews of the procedures utilized by the sample collectors are performed 

at intervals adequate to ensure the integrity of PDP samples. Sample collector evaluations 

shall be conducted once a year or more frequently as necessary (see PDP-SAMP SOP 

section 9.2). 

6.6.5 Records of each review are maintained. Each review report shall show:

• The date of the review;

• The name(s) and title(s) of the person(s) performing the review; and

• Observations, findings and problems, recommendations and suggested corrective 

actions.

6.6.6 Group/individual training sessions are held periodically for the sample collectors. 

This is especially important if there are major program changes, or a number of sampling 

problems have been reported by either the MPD Director or the applicable analytical 

laboratory(ies).

6.6.7 Any other documents required in the PDP Sampling SOPs shall be kept on file 

and updated as necessary (e.g., master site lists, FTE information, volume weighting 

information for collection sites, donation receipts, etc.).
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Title: Administrative Procedures for the Pesticide Data Program

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6.6.8 All PDP supporting records for sampling activities are stored, retained, and 

transferred to the archives as specified in Sections 5.4 and 5.5.

6.7 State/Facility Technical Program Manager (TPM)

Each participating laboratory shall identify a scientist or other professional of appropriate 

education, training, and experience, or combination thereof, as the TPM for PDP. The TPM has 

overall responsibility for the technical conduct of the PDP testing assigned to the laboratory, as 

well as for the interpretation, analysis, documentation, and reporting of results. The TPM shall 

ensure that:

6.7.1 The PDP program plan and all USDA/AMS/MPD SOPs, including any changes, 

are followed. Any problems regarding compliance with the program plan or SOPs shall be 

communicated immediately to the MPD Director or designee and MPD laboratory liaison 

chemist.

6.7.2 The laboratory plan, internal SOPs, and analytical methodologies, including any 

approved changes and/or deviations, are followed.

6.7.3 All experimental data are accurately recorded and verified, including unforeseen 

circumstances that may affect the quality and integrity of the PDP testing, and corrective 

actions, if any, are documented.

6.7.4 All PDP test systems are as specified in the plan, SOPs, or analytical methods, 

including any approved changes and/or deviations.

6.7.5 When requested, project status reports (e.g., progress on validation studies) are 

prepared. 

6.7.6 All required data is accurately transmitted electronically to USDA/AMS/MPD via 

Remote Data Entry (RDE).
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Title: Administrative Procedures for the Pesticide Data Program

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6.7.7 All PDP raw data and supporting laboratory records are stored, retained, and 

transferred to the archives as specified in Sections 5.4 and 5.5.

6.8 State/Facility Quality Assurance Unit (QAU)

Each PDP participating laboratory shall have a QAU consisting of one or more personnel of 

suitable qualifications. For those participants where there are two or more field facilities under a 

common administration, there only needs to be a single QAU. Each PDP participating laboratory 

shall appoint an individual within the QAU to serve as the QAO.

6.8.1 QAU Independence

The QAU shall be entirely separate from and independent of the personnel engaged in the 

technical direction and/or conduct of sample analyses. The QAU shall report to nontechnically involved laboratory management such as the laboratory director or the 

Administrative Manager. The TPM is considered to be involved in the technical direction 

and conduct of the residue studies and therefore may not direct the QAU. 

6.8.2 Data Review and Transmission

The QAU shall review all data packages as one of the final steps prior to submission to 

USDA/AMS/MPD. The QAU review shall be documented. See PDP DATA SOP for 

guidelines. After the QAU review of a data package, data may not be changed by any 

laboratory personnel unless as a response to comments/concerns/recommendations by the 

QAU.

6.8.3 Internal Audits

The QAU shall perform audits of the laboratory operations at intervals adequate to ensure 

the integrity of PDP sample analyses and to evaluate the compliance of laboratory facilities, 

equipment, personnel, methods, practices, records, and controls in conformance with the 

plans and SOPs issued by USDA/AMS/MPD and by the laboratory. Each segment or phase 

of PDP laboratory operations shall be audited at least every two years. Audit records shall 

include the dates the audits were performed, the audit findings, and reference to any 

corrective actions initiated.
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Title: Administrative Procedures for the Pesticide Data Program

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6.8.4 Proficiency Testing (PT)

The QAU shall notify the MPD Director and assigned laboratory liaison of any corrective 

actions initiated in response to a PT result, and the resolution of each corrective action.

6.8.5 Reports

The QAU shall prepare and submit to USDA/AMS/MPD semi-annual updates based on 

calendar year (i.e., January through June and July through December) summarizing QA 

issues. Updates shall be submitted within 30 days after the completion of the reporting 

period and should include the status of the following:

• Progress on Method Validations

• Corrective Action Summary

• Laboratory SOPs, New and Revised, titles and status specified

• Internal Audit Summary, including dates, areas audited, corrective actions, and 

unresolved issues

• Internal PT Sample Results, where applicable

• PT Sample Summary

• Changes to Methodology

• Miscellaneous QA Issues

• Status of two times the Limit of Quantitation (2x LOQ) quarterly spike results for all 

reported compounds (refer to PDP-QC SOP).

7. Purchase, Inventory, and Salvage Procedures:

7.1 Purchases

All purchases must be made within the confines of the current year’s Cooperative Agreement 

terms. Details regarding purchase and reimbursement may be found in the agreement.

The requirements below are for routine planned purchases. In emergency cases that may impact 

production, the MPD Director should be contacted immediately.

7.1.1 Equipment Purchases
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Title: Administrative Procedures for the Pesticide Data Program

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7.1.1.1 Equipment used in the generation, measurement, or assessment of data for 

PDP and equipment used for facility environmental control shall be of appropriate 

design and adequate capacity to function according to PDP protocols and SOPs. 

Equipment shall be suitably located for operation, inspection, cleaning, and 

maintenance. Equipment is defined as nonexpendable, tangible personal property with a 

unit cost of $5,000 or more. 

7.1.1.2 Equipment purchases costing $5,000 or more using USDA funds, including 

split-funded purchases, require USDA/AMS/MPD authorization. The laboratory shall 

contact the assigned laboratory liaison to discuss purchase plans. If the laboratory 

liaison is unavailable, the MPD Director may be contacted instead. Upon concurrence 

of the purchase, the laboratory will then obtain formal cost estimates and complete a 

GSA-49 Requisition/Procurement Request (see Attachment 6). The GSA-49, along 

with estimates, will be emailed to the assigned laboratory liaison. The laboratory liaison 

will obtain the MPD Director’s signature on the GSA-49 and it will be returned to the 

laboratory. Upon receipt of the signed GSA-49, the laboratory may then proceed with 

the necessary steps to complete the purchase. Purchases are not authorized to occur 

until the signed GSA-49 is in hand.

7.1.1.3 Equipment purchases costing less than $5,000 and required to conform to 

PDP SOPs do not require prior authorization if they meet the “prudent person” rule. 

For an expense/cost/need to be reasonable, the total cost may not be more than a 

“prudent person” would spend under the circumstances prevailing at the time the 

decision was made to incur the cost. If this rule cannot be met or the decision could be 

questionable, refer to the steps above for obtaining prior approval. 

7.1.1.4 Upon receipt, installation, and training (if included in the purchase) of 

equipment requiring approval, the laboratory shall send an email notification to

USDA/AMS/MPD stating that the equipment is installed and operational and enter the 

equipment into the PDP Equipment Inventory Database (see Section 7.2). After all of 

these steps have occurred, the equipment purchase may then be reimbursed via form 

SF 270 Request for Advance or Reimbursement but not before.

7.1.1.5 The equipment shall vest with the State Agency upon acquisition. The
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Title: Administrative Procedures for the Pesticide Data Program

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equipment shall be tagged as State inventory; however, documentation shall be 

maintained citing the equipment as purchased with Federal funds. USDA/AMS/MPD 

retains the right to transfer said equipment for use by another State Agency or Federal 

facility performing PDP analyses during the course of the residue studies; however, the 

equipment remains tagged as the property of the originating State Agency or facility. 

Upon termination of the program, equipment will become the property of the 

originating State Agency.

7.1.2 Supply Purchases

7.1.2.1 Supplies are generally defined as an item with an acquisition cost of $5,000 

or less and a useful life expectancy of less than one year. Supplies are generally 

consumed during the project performance. Supply items must be direct costs to the 

project and meet the “prudent person” rule. For an expense/cost/need to be reasonable, 

the total cost may not be more than a “prudent person” would spend under the 

circumstances prevailing at the time the decision was made to incur the cost. If this rule 

cannot be met or the decision could be questionable, refer to the steps below for 

obtaining prior approval. 

7.1.2.2 Supplies costing more than $5,000 per item or $10,000 for multiples of the 

same item in one purchase require USDA/AMS/MPD authorization. The laboratory 

shall contact the assigned laboratory liaison to discuss purchase plans. If the laboratory 

liaison is unavailable, the MPD Director may be contacted instead. Upon concurrence 

of the purchase, the laboratory will then obtain formal cost estimates and complete a 

GSA-49 Requisition/Procurement Request (see Attachment 6). The GSA-49, along 

with estimates, will be emailed to the assigned laboratory liaison. The laboratory 

liaison will obtain the MPD Director’s signature on the GSA-49 and it will be returned 

to the laboratory. Upon receipt of the signed GSA-49, the laboratory may then proceed 

with the necessary steps to complete the purchase. Purchases are not authorized to 

occur until the signed GSA-49 is in hand.

7.1.2.3 Supply purchases costing less than $5,000 and required to conform to PDP 

SOPs do not require prior authorization if they meet the “prudent person” rule as 

defined in 7.1.2.1 above. If this rule cannot be met or the decision could be questionable, 

refer to the steps above for obtaining prior approval.
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SOP NO.: PDP-ADMIN Page 23 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

7.1.3 Non-Equipment or Supply Expenses

7.1.3.1 Examples include maintenance agreements for laboratory equipment, repairs, 

renovations, vehicles, employee development, all training, conferences, meetings, seminars, 

accreditation fees/charges, consultants, etc. This list is not all-inclusive. Contact your 

laboratory liaison and/or MPD Director if an expense could be questionable.

7.1.3.2 Non-equipment/supply expenditures require USDA/AMS/MPD 

authorization regardless of cost. The laboratory shall contact the assigned laboratory 

liaison to discuss purchase plans. If the laboratory liaison is unavailable, the MPD 

Director may be contacted instead. Upon concurrence of the purchase, the laboratory 

will then obtain formal cost estimates and complete a GSA-49 Requisition/Procurement 

Request (see Attachment 6). The GSA-49, along with estimates, will be emailed to the 

assigned laboratory liaison. The laboratory liaison will obtain the MPD Director’s

signature on the GSA-49 and it will be returned to the laboratory. Upon receipt of the 

signed GSA-49, the laboratory may then proceed with the necessary steps to complete 

the purchase. Expenditures are not authorized to occur until the signed GSA-49 is in 

hand.

7.1.3.3 Travel that is part of the employee’s day-to-day routine duties does not 

require USDA/AMS/MPD authorization (e.g., travel to and between collection sites by 

Samplers). 

7.1.3.4 A synopsis of topics covered, benefits received, etc. shall be provided to 

the assigned laboratory liaison and/or MPD Director when attending or presenting at 

a meeting, seminar, or training.

7.1.4 Memberships 

Individual memberships may not be expensed to PDP, as these are considered personal in 

nature.
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Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

7.2 Equipment Inventory

7.2.1 The laboratory shall maintain up-to-date property records for any piece of equipment 

(defined in 7.1.1.2) purchased with PDP funds, including split-funded purchases.

7.2.2 A physical inventory of property shall be taken and the results reconciled with the 

PDP Equipment Inventory database at least once per year. After reconciling the individual 

State spreadsheet in the PDP database, include the date and name of the person that 

performed the reconciliation at the top of the spreadsheet. The PDP Equipment Inventory 

Database is located on the AMS-PDP SharePoint site (see requirements in Attachment 7). 

7.3 Permission to Salvage, Dispose of Equipment, or Trade In

7.3.1 For equipment purchased by PDP or using PDP Cooperative Agreement funds and 

that is no longer in working condition or is technically outdated, the laboratory must 

complete form AD-112, Report of Unserviceable, Lost, Stolen, Damaged or Destroyed 

Property (see Attachment 8), by dating and completing Section 1, numbers 1-4, and email 

to the assigned laboratory liaison. The AD-112 will be submitted to the MPD Director 

requesting permission to salvage or dispose of the equipment. If approved, 

USDA/AMS/MPD will return the signed AD-112 authorizing disposal. The laboratory 

shall use their internal equipment salvage/disposal procedures to dispose of the property. 

7.3.2 For equipment purchased by PDP or using PDP Cooperative Agreement funds and 

that is in working condition, but no longer being used, the laboratory will notify

USDA/AMS/MPD. If the MPD Director authorizes the donation of the property, the 

laboratory must complete Form AD-107, Report of Transfer or Other Disposition or 

Construction of Property (see Attachment 9), by dating and completing Sections 1, 3

through 5 (if applicable), 4A (with the laboratory name as the organizational unit) and 6 

and submit it to the MPD Director. Expenses related to the Transfer of said property will 

be incurred by the recipient. 

7.3.3 For equipment purchased by PDP or using PDP Cooperative Agreement funds that 

is being traded in, the laboratory must complete Form AD-107, Report of Transfer or Other 

Disposition or Construction of Property, and submit it to the MPD Director (see Attachment 

9). 
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Title: Administrative Procedures for the Pesticide Data Program

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7.3.4 The laboratory must inform the laboratory liaison and MPD Director, in writing, of 

any changes regarding the disposition of equipment and the inventory list must be updated 

within 30 days.

7.4 Forms Instructions

7.4.1 The PDP Cooperative Agreement Number should be used for the GSA-49 Box 12, 

Contract # field.

7.4.2 Required fields are highlighted on the fillable versions of GSA-49, AD-107, and 

AD-112 that are posted on the AMS-PDP SharePoint site in the PDP Administrative/Forms 

for Authorization folder.

8. PDP Quality Assurance Program:

8.1 Overview

8.1.1 The MPD Director shall ensure that a quality assurance (QA) program is in place 

to monitor overall QA for sampling, technical, and database functions. The MPD Director 

shall have overall responsibility for assuring that facilities, equipment, personnel, methods, 

practices, records, and controls of the program are in conformance with the plans and SOPs 

issued by USDA/AMS/MPD.

8.1.2 The MPD Director shall appoint an individual to serve as the PDP QA Coordinator. 

The QA coordinator shall be responsible for selected SOPs as detailed below and shall 

serve as the focal point for selected documents, reports, and correspondence pertaining to 

program quality control (QC) and/or QA issues.

8.1.3 Additional, specific QA functions shall be assigned by the MPD Director to 

appropriate sampling, technical, and database staff.

8.1.4 Appropriate PDP records shall be maintained by assigned staff. Documents shall 

be maintained in a secure manner with reasonable environmental protection from 

deterioration for the life of the program. Electronic and hardcopy records shall be centrally 
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maintained (i.e., on the shared drive and/or AMS-PDP SharePoint site) according to 

established PDP procedures. Maintenance shall be in an organized and systematic manner 

which allows accessibility by authorized staff. 

8.2 Files and Records

8.2.1 The MPD Director shall ensure that copies of the following documents are 

maintained in the centralized files:

• PDP Semi-Annual Program Plans that specify the commodities to be tested, as well as 

quarterly shipping charts that provide a schedule of samples to be collected and/or 

tested by each participant.

• A current PDP Master Schedule of administrative, sampling, and laboratory reviews 

and report submissions. The Master Schedule shall include the dates reviews were 

made and the dates findings were reported to appropriate individuals. The Master 

Schedule shall be posted to the AMS-PDP SharePoint site.

8.2.2 The following documents shall be maintained in the centralized files by the 

assigned sampling and/or laboratory liaison(s):

• Administrative, sampling, and laboratory review reports.

• Authorizations for deviations from PDP SOPs.

• Semi-annual laboratory QA reports.

8.3 SOPs

8.3.1 The PDP Sampling Manager(s) is (are) responsible for maintaining all program 

sampling SOPs. This includes: scheduling issuance of SOPs, developing/revising SOPs in 

consultation with the MPD Director, distributing SOPs, updating the program 

SharePoint/website with active SOPs, and maintaining all current and historical program 

SOPs (electronic and hardcopy files) related to sampling according to established PDP

procedures.

8.3.2 The PDP QA Coordinator isresponsible for maintaining all program administrative and 

laboratory SOPs. This includes: scheduling issuance of SOPs, developing/revising SOPs 
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in consultation with the MPD Director, distributing SOPs, updating the program 

SharePoint/website with active SOPs, and maintaining all current and historical program 

SOPs (electronic and hardcopy files) related to administrative and testing activities 

according to established PDP procedures.

8.3.3 The MPD Director is responsible for ensuring that internal MPD SOPs are 

prepared/revised. The QA coordinator is responsible for: distributing SOPs, updating the 

program centralized files with active SOPs, and maintaining all current and historical 

program SOPs (electronic and hardcopy files) related to internal PDP activities according 

to established PDP procedures.

8.4 Method Validation

All laboratories perform method validation studies and submit method validation reports and 

records to USDA/AMS/MPD in accordance with PDP-QC SOP.

8.4.1 The MPD Director shall appoint an individual to serve as the PDP Method 

Validation Coordinator. The Method Validation Coordinator shall: 

• Perform a final review of all validation study reports prepared by laboratory liaisons to 

ensure that consistent policies are applied, then make recommendations based on 

findings.

• Track and file all method validation documentation (i.e., Letters of Intent, Method 

Validation Data Packages, associated PDP reviews, Letters of Concurrence, etc.) to 

ensure that all required studies are performed by all applicable laboratories and that 

Letters of Concurrence/requests for further data are issued by USDA/AMS/MPD

within 90 days of receipt of the data package.

• Promptly communicate to the MPD Director delays in study reports submission, or 

issuance of USDA/AMS/MPD Letters of Concurrence/requests for further data.

8.4.2. Letters of Intent

• Letters of Intent submitted by laboratories shall be reviewed and verified against 

electronically submitted data (upon availability) by the assigned laboratory liaison.
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Title: Administrative Procedures for the Pesticide Data Program

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• Letters of Intent shall be tracked and maintained in centralized files by the Method 

Validation Coordinator.

8.4.3. Method Validation Data Packages

8.4.3.1 The assigned laboratory liaison shall review the data package according to 

established internal PDP procedures and draft a Letter of Concurrence, including any 

recommendations or requirements for additional data. Refer to PDP internal procedure, 

PDP-INTN-QC-01.

8.4.3.2 The Method Validation Coordinator shall perform a final review of all 

validation study reports prepared by laboratory liaisons to ensure that consistent 

policies are applied, to make recommendations based on findings, and ensure all 

required studies are performed by applicable laboratories.

8.4.3.3 The MPD Director is responsible for final authorization of the Letter of 

Concurrence issued to the submitting laboratory.

8.5 Proficiency Testing (PT) Program

8.5.1 All PDP laboratories analyzing routine PDP samples are required to participate in 

PT programs as coordinated by USDA/AMS/MPD.

8.5.2 The MPD Director is responsible for management of the PT programs and shall 

assure that PT samples are delivered on schedule and reports are prepared. The PT schedule 

and the reports will be posted to the AMS-PDP SharePoint site.

8.5.3 The assigned laboratory liaison shall be responsible for monitoring that laboratory’s 

performance on PT rounds and shall communicate any concerns/corrective actions to the

MPD Director. The MPD Director shall be responsible for overall monitoring of the 

proficiency of laboratories.

8.6 Technical Advisory Group (TAG) and Sampling Advisory Group (SAG)
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8.6.1 The assigned PDP staff member(s), in consultation with the MPD Director, shall 

serve as liaison to the PDP Technical Advisory Group (TAG) and Sampling Advisory 

Group (SAG). The TAG shall be comprised of at least three selected members of 

participant QAOs and/or TPMs and shall address program QA issues/concerns. The SAG 

shall be comprised of at least selected members of participant Sampling Managers and shall 

address program sampling issues/concerns.

8.6.2 Each TAG/SAG member shall serve a three-year term, with the final year served 

as the Presiding Member. The Presiding Member shall have sign-off responsibility for 

PDP program SOPs, with the exception of administrative SOPs, developed or revised 

during their term.

8.7 Records Archival

The MPD Director shall appoint an individual to serve as the National Archives and Records 

Administration (NARA) contact for records disposition. The NARA contact shall be responsible 

for coordinating and tracking data submissions to NARA.

9. Standard Operating Procedures (SOPs):

9.1 Description of an SOP

SOPs are written instructions on how to perform tasks and procedures. SOPs are intended to ensure 

consistency of data, quality, and procedures throughout the PDP studies and to be utilized for audit 

or review purposes. Note: The term “SOP” may be interpreted as any type of participant internal 

document (e.g., policy, work instructions, etc.).

9.2 Components of an SOP

9.2.1 This SOP serves as a guideline of the basic components to be included in the 

preparation of an SOP. They may contain a Purpose, Scope, Outline of Procedures, 

References (if any), and Specific Procedure(s).

9.2.2 Program and participants’ SOPs shall be uniquely identified and shall include at 

least a title, revision number, and effective date.
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Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

9.2.3 The Specific Procedure(s) shall be written in precise and explicit terminology. The 

SOP shall be detailed enough to cover every aspect of the procedure and is intended to 

provide consistency in the conduct of routine operations and to serve as a guide for the

conduct of audits. It is not intended to replace experience and basic training but may be 

used as a training tool.

9.3 USDA/AMS/MPD SOPs

9.3.1 USDA/AMS/MPD shall provide SOPs giving the requirements for common 

aspects of the program, and specific requirements as needed. These include SOPs in the 

areas of:

• Administrative Procedures

• Sampling Procedures

• Laboratory Procedures

• Internal MPD Procedures

9.3.2 All USDA/AMS/MPD SOPs shall be considered directive unless the SOP explicitly 

states that the SOP or a section of the SOP is suggestive in nature.

9.3.3 USDA/AMS/MPD shall have immediately available manuals and SOPs relative to 

the laboratory or field procedures being performed. Published literature may be used as a 

supplement to SOPs.

9.3.4 Each USDA/AMS PDP administrative SOP, as well as USDA/AMS MPD formal

internal SOPs, shall be approved and signed by the USDA/AMS MPD Director. Each 

USDA/AMS PDP sampling SOP shall be prepared and signed by the author/revisionist, 

approved and signed by the MPD Director, and reviewed and signed by the Presiding 

Member of the Sampling Advisory Group. Each USDA/AMS PDP laboratory SOP shall 

be prepared and signed by the author/revisionist, approved and signed by the MPD Director 

and reviewed and signed by the Chairperson/Presiding Member of the PDP Technical 

Advisory Group. 

9.3.5 All USDA/AMS/MPD SOPs shall be revised as needed.
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9.3.6 An index of USDA/AMS MPD SOPs shall be maintained and distributed along 

with any SOP revisions.

9.3.7 Distribution of the SOPs, original and subsequent revisions, shall include the 

USDA/AMS MPD Director and MPD Archives; participating facilities’ Administrative 

Managers, Sampling Managers, TPMs, and QAOs; and all other applicable personnel.

9.3.8 Active USDA/AMS PDP SOPs and SOP index are posted to the AMS-PDP 

SharePoint site and PDP website. Each sampling and laboratory participant shall maintain 

access to a current copy in their facility.

9.4 State/Facility Internal SOPs

9.4.1 Each participant shall prepare internal SOPs in writing, giving specific details of 

procedures and methods utilized to comply with the USDA/AMS PDP SOPs. Following 

changes to the USDA/AMS PDP SOPs, each participant shall update their internal SOPs 

(if necessary for compliance) no later than three months after the USDA/AMS PDP SOPs 

effective date. The internal SOPs shall ensure the quality and integrity of data.

9.4.2 Each participant shall have immediately available manuals and SOPs relative to the 

procedures being performed. Published literature may be used as a supplement to SOPs. 

9.4.3 Authorized employees or duly designated representatives of USDA/AMS/MPD

shall have access to internal SOPs during sampling and laboratory reviews. 

9.4.4 Each internal SOP shall be approved by at least two of the following senior 

managers: the QAO, the laboratory Administrative Manager or TPM, the Sampling 

Manager, or Sampling Administrative Manager, and the approval shall be recorded. The 

approval may be recorded by use of signature blocks in the SOP itself, or separately. 

Alternatively, electronic document management systems may also be utilized to record 

approvals. Each participant shall maintain copies of current and historical internal SOPs 

as well as records of the dates they are (or were) in effect.

9.4.5 State internal SOPs shall be revised as needed. 
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 32 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

9.4.6 Distribution of the internal SOPs, original and subsequent revisions, shall be available 

to each affected participant employee.

9.5 SOP Deviations

9.5.1 An SOP Deviation is the mechanism to allow participants to make pre-approved 

changes to written PDP requirements (SOPs, program plans, etc.). Changes that are not 

pre-approved are dealt with via the participant’s corrective action process.

9.5.2 An SOP Deviation request is submitted from the participant to the MPD Director 

and laboratory liaison. The request shall be in writing but may be informal (e.g., email) 

and may originate from the TPM, QAO, Sampling Manager, and/or Administrative 

Manager. Requests from laboratory participants shall include the QAU to ensure that any 

deviations do not compromise data quality.

9.5.3 The SOP Deviation request shall cite the particular SOP (including revision and 

subsection numbers) or other requirement(s). A description of need and/or rationale shall 

be included. The narrative should make clear the scope of the request (e.g., a particular 

sample, project, timeframe, etc., or a permanent change that would be in effect until 

affected by an SOP revision).

9.5.4 Additional information may be requested from the participant by 

USDA/AMS/MPD to evaluate the request.

9.5.5 The MPD Director shall sign and approve all letters of deviation and shall ensure 

that any authorization for deviations from approved program plans or program SOPs does 

not compromise integrity of data. The MPD Director shall ensure that precise and 

technically accurate documentation of such deviations is maintained. All deviations shall 

indicate the duration of the deviation for the purposes of review/renewal. In lieu of a 

formal deviation letter, approval via email is acceptable for one-time deviation requests 

(e.g., apple samples stored on the counter overnight instead of in a refrigerator) submitted 

via email by the laboratory (see 9.5.2 above). 

9.5.6 USDA/AMS/MPD may issue program-wide deviations (e.g., addressed to all 

Sampling Managers, all TPMs, etc.) if applicable. Program-wide SOP Deviations will be 
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 33 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

posted in the SOP section of the AMS-PDP SharePoint site.

9.5.7 The participant shall maintain records of USDA/AMS/MPD authorizations for 

deviation from PDP SOPs/plans and ensure that they are communicated to appropriate 

personnel.

9.5.8 When a revised PDP SOP is issued, participants are not required to submit a new 

SOP Deviation request provided the revision to the SOP does not impact operations (e.g.,

revision number and subsection number changes).
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 34 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

Approved By: Brenda Foos Date

Monitoring Programs Division Director 

1400 Independence Ave., SW 

Washington, DC 20250 

(202) 572-8167

Original signed by Brenda Foos 9/1/2023
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 35 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

Revision 11 September 2023 Monitoring Programs Division

• Various grammatical and editorial corrections

• Added clarifying language of electronic records to section 5.5.2

• Referenced Attachment 1 in section 5.5.2.4

• Removed MPD from the fourth bullet in section 6.2.2

• Changed “contracts” to “agreements” in section 6.3.3 and section 6.5

• Removed “CDC” from section 6.3.5 

• Clarified sample collector evaluation frequency in section 6.6.4

• Changed “contracted” to “assigned” in section 6.7

• Changed “USDA/AMS” to AMS-PDP” in section 7.2.2

• Removed “management” from section 8.1.1

• Added language pertaining to SAG in section 8.6

• Added “formal” in regards to internal SOPs in section 9.3.4

• Added a duration requirement to deviation letters to section 9.5.5

Revision 10 June 2022 Monitoring Programs Division

• Various grammatical and editorial corrections

• Changed filament tape to clear packing tape in section 5.5.2.11

• Removed section 6.2.2 since technical program reports are no longer sent by mail

• Renumbered section 6.2.3 as section 6.2.2 due to text removal

• Removed the reference to chemicals in the PDP Semi-Annual Program Plan in section 8.2.1

Revision 9 June 2021 Monitoring Programs Division

• Updated section 4 with weblinks, and organized references alphabetically and by order of 

appearance in CFR

• Updated section 6.1.1 Employee Qualifications with correct numbering

• Changed room number from 0601 to 2911 and removed fax number in section 6.2.2

• Changed USDA/AMS Extranet to AMS-PDP SharePoint site throughout the document

• Added folder locations for files listed in section 7.4.2

• Changed QA Records Room to AMS-PDP SharePoint site in section 8.1.4

• Changed Extranet/website to centralized files in section 8.3.3

Revision 8 June 2020 Monitoring Programs Division
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 36 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

• Updated the title for attachment 7 in section 3 

• Updated section 4 with weblinks and added a note indicating references were consulted in the 

preparation of this SOP

• Changed PDP reference to MPD for clarification in section 8.3.3

• Updated heading for section 9.3 from USDA/AMS SOPs to USDA/AMS/MPD SOPs 

• Changed USDA/AMS reference to USDA/AMS/MPD throughout the document where 

applicable

• Added PDP for clarification in sections 9.3.4 and 9.4

• Added MPD for clarification in section 9.3.6

• Added posting PDP SOPs to the Extranet and PDP website, and updates to access current 

SOPs at PDP facilities in section 9.3.8

• Updated deviation notification from USDA/AMS to MPD Director and Laboratory liaison

Revision 7 July 2019 Monitoring Programs Division

• Changed PDP Program Administrative Director and PDP Technical Director titles to MPD 

Director throughout the document

• Changed liaison chemist to laboratory liaison throughout the document

• Renumbered sections 6.3.1 through 6.9.5

• Updated sections 6.3.1 through 6.4.2.6 by combining PDP Program Administrative Director 

and PDP Technical Director duties

• Updated section 6.3.12 by removing sampling and laboratory review report distribution to 

AMS Compliance and Analysis Programs 

• Changed laboratory to State/facility in section 6.4.1

• Added laboratory liaison to section 6.4.2.6

• Added clarification to sections 7.1.1.2, 7.1.2.2 and 7.1.3.2 regarding MPD contact for 

laboratory purchase plans

• Added liaison reference to section 7.1.3.4

• Changed PDP QAO to PDP QA Coordinator in sections 8.1.2, 8.3.2, 8.3.3 and 8.6.1

• Updated section 8.4.1

• Clarified section 8.4.3.2 by removing duplicate entries referenced in section 8.4.1

Revision 6 May 2017 Monitoring Programs Division

• Updated section 3 by changing Attachment 4, removing Attachments 5 and 6 and renumbering 

Attachments 7 through 11

• Updated section 5.5.2.4 to include box listing
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 37 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

• Updated section 5.5.2.5 

• Renumbered Attachments 7,8,9,10 and 11 to 5,6,7,8 and 9 throughout the document

Revision 5 May 2016 Monitoring Programs Division

• Clarified archival procedures for method validation and proficiency testing packages in 

section 5.5.2.3

• Clarified requirements for completing AD112 in section 7.3.1

• Added option for email approval of deviation requests in section 9.5.5

Revision 4 April 2015 Monitoring Programs Division

• Reformatted sections 5.4.1, 5.4.2.2, and 5.4.2.3

• Updated MPD address in section 6.2.2

• Added reference to Safety Data Sheet to section 6.5.2.5

• Added requirement for trip synopsis to section 7.1.3.4

• Reformatted section 7.3

• Added section 7.4 Forms Instructions

• Updated internal SOP approval documentation in section 9.4.4

Revision 3 October 2013 Monitoring Programs Division

• Removed references to MDP throughout document

• Changed MP references to USDA/AMS or PDP (as appropriate) throughout the document

• Modified Section 2, Scope to indicate SOP does not supersede Cooperative Agreement

• Specified laboratory shall notify USDA/AMS of corrective action resolution in section 6.9.4

• Updated Section 7

• Added language to section 9.4.1 to allow States 90 days to modify internal SOPs after 

USDA/AMS SOPs issued

Revision 2 October 2011 Monitoring Programs Division
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 38 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

• Updated the entire SOP, including SOP number, with the new program’s name Monitoring Programs 

Division or MP instead of MPO

• Section 5.4.1.1: added annual and/or semi-annual Federal/State meeting minutes and/or presentations 

to list of records to be maintained by MP for 10 years

• Removed section 5.4.1.2 regarding MP retention of electronic databases and data summaries

• Section 5.4.2.1: removed statement regarding 2 year retention at laboratory of records requiring a total 

of 25 years retention (2 year requirement is addressed in Section 5.4.3.1)

• Moved Section 5.5.2.1 (“Each data package retained shall be filed by calendar year and month.”) to 

become new Section 5.5.1.4

• Renumbered sections in 5.5.2

• Section 6.4.7.5: removed QAO from sampling review report distribution list

• Section 6.7.6: removed requirement for signature of reviewer (first bullet) and removed word “printed” 

from second bullet (“The printed name(s) and title(s) of the person(s) performing the review”)

• Moved Section 6.7.6 to become Section 6.7.5 and renumbered old Section 6.7.5 as 6.7.6

• Section 6.7.8 – reworded as: “All MDP/PDP supporting recordsfor sampling activities are stored, 

retained, and transferred to the archives as specified in Sections 5.4 and 5.5.”

• Section 6.8.7 – reworded as: “All MDP/PDP raw data and supporting laboratory records are 

stored, retained, and transferred to the archives as specified in Sections 5.4 and 5.5.”

• Section 6.9: added requirement for laboratory to appoint and individual within the QAU as the QAO

• Moved Section 6.9.6 requirement for QAU to ensure that deviations are properly authorized 

and documented to new Section 9.5, “SOP Deviations”

• Section 7.3: revised inventory requirements for clarification (laboratory shall immediately 

notify MP via email of equipment installation and shall add the equipment to the MDP/PDP 

Equipment Inventory Database within 30 days of installation) and to provide the reason for 

immediate MP notification of equipment installation (allows MP to process payment and 

reconciled affected reimbursement request)

• Section 8.3: changed title from “SOPs and Deviations from SOPs” to “SOPs”

• Moved Section 8.3.4 requirement for Technical Director approval and documentation of 

deviations to new Section 9.5

• Moved Section 9.4.5 requirement for participant maintenance and communication of 

deviations as well as stipulation that MP may require supporting documentation to new 

Section 9.5; renumbered remaining Sections

• Added new Section 9.5, “SOP Deviations”

• Section 9.4.1 – added provision for updating internal SOPs: “Due to the time interval 

between issuance dates and effective dates for USDA/AMS SOPs, each participant may 

update their internal SOPs in order to comply at any time during the time interval.”
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Pesticide Data Programs

SOP NO.: PDP-ADMIN Page 39 of 39

Title: Administrative Procedures for the Pesticide Data Program

Revision: 11 Replaces: 06/01/2022 Effective: 09/01/2023

• Updated Attachment 1 with the e-mail addresses

• Updated Attachment 9 by replacing “Room Location” with “Location” and added footnote 

that the specific location within the laboratory is required to be documented (examples 

provided are room number, GC section)

• Updated Attachment 9 by adding new, required field for funding source (percentage of 

MDP/PDP funds used for purchase)

Revision 1 October 2010 Monitoring Programs Office

• Updated References section

• Updated and reorganized section 5.4 (Data and Records Retention Periods)

• Updated and added new requirements for records’ transfers to FRC in section 5.5.2

• Updated sections 6.5.2.9 regarding Responsibilities of Participants on updating MPO

• Updated requirements for laboratory review repots in section 6.7.6

• Updated sections 7.2 and 7.3 regarding Purchases and Equipment Inventory requirements

• Updated section 8.6.1 regarding MDP TAG

• Removed section 9.2.4 regarding the internal SOP formatting.
USDA/AMS Pesticide Data Program

Designated Federal Records Centers

Laboratory+ Region

Name Address MP to E-Mail

California Department of Food and Agriculture Pacific Region FRC 1000 Commodore Drive

San Bruno, CA 94066-2350 SanBruno.transfer@nara.gov

Florida Department of Agriculture Southeast Region FRC 4712 Southpark Blvd.

and Consumer Services Ellenwood, GA 30294 atlanta.transfer@nara.gov

Maryland Department of Agriculture Washington National FRC 4205 Suitland Road

 Records Center Suitland, MD 20746-8001 suitland.transfer@nara.gov

Michigan Department of Agriculture Great Lakes Region FRC 7358 South Pulaski Road

Chicago, IL 60629-5898 chicago.transfer@nara.gov

New York Department of Agriculture and Markets Northeast Region FRC National Archives-Central Plains Region

200 Space Center Drive

Lee’s Summit, MO 64064-1182 KansasCityCave.transfer@nara.gov

Ohio Department of Agriculture Great Lakes Region FRC Federal Records Center – Dayton

3150 Springboro Road

Dayton, OH 45439-1883 kingsridge.transfer@nara.gov

Texas Department of Agriculture Southwest Region FRC 1400 John Burgess Drive

Fort Worth, TX 76140 FtWorth.transfer@nara.gov

Washington State Department of Agriculture Pacific Alaska Region FRC 6125 Sand Point Way NE

Seattle, WA 98115-7999 seattle.transfer@nara.gov

USDA, AMS, S&T, National Science Laboratory Southeast Region FRC 4712 Southpark Blvd.

Ellenwood, GA 30294 atlanta.transfer@nara.gov

USDA, GIPSA, TSD, Pesticide Residue Laboratory Central Plains Region FRC 17501 West 98th Street, Room 47-48

Lenexa, KS 66219 lenexa.transfer@nara.gov

Send to:

USDA/AMS Science Technology

Monitoring Programs Division Page 1 of 1

PDP ADMIN Attachment 1

Revision 11 - Effective September 1, 2023
RECORDS TRANSMITTAL AND RECEIPT

Complete and send original and one copy of this form to the appropriate Federal 

Records 

Center for approval prior to shipment of records. See specific instructions on reverse.

PAGE

1

OF

 PAGES

1 TO (Complete the address for the records center serving your area as shown in 36 

CFR 1228.150.) 

5 FROM (Enter the name and complete mailing address of the office retiring the records. 

The signed receipt of this form will be sent to this address.)

Federal Records Center

 

 

2 AGENCY 

TRANSFER 

AUTHORIZATION

TRANSFERRING AGENCY OFFICIAL (signature and title)

 

DATE

 

 

 

 

3 AGENCY 

CONTACT

TRANSFERRING AGENCY LIAISON OFFICIAL (Name, office and telephone No)

 

4 RECORDS 

CENTER 

RECEIPT

RECORDS RECEIVED BY (Signature and Title)

 

DATE

 

 

Fold Line  6 RECORDS DATA

ACCESSION NUMBER

VOLUM

E 

(cu. ft.)

AGENCY 

BOX 

NUMBER

S 

SERIES DESCRIPTION

(with inclusive dates of records) RESTRICTION

DISPOSAL 

AUTHORITY

(schedule and item 

number)

DISPOSAL 

DATE 

COMPLETED BY RECORDS CENTER

RG FY NUMBE

R 

LOCATION 

SHELF PLAN

CONT.TY

PE

AUTO. DISP. 

(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m)

NSN 7540-00-634-4093 135-107 Standard Form 135 (Rev. 7-85) Facs

Prescribed by NARA 

36 CFR 1228.152 

USDA/AMS Science & Technology PDP ADMIN Attachment 2

Monitoring Programs Division Revision 11 - Effective September 1, 2023
RECORDS TRANSMITTAL AND RECEIPT Complete and send original and one copy of this form to the appropriate Federal Records

Center for approval prior to shipment of records. See specific instructions on reverse.

Page

1

OF

 PAGES

1 TO (Complete the address for the records center serving your area as shown in 36 

CFR 1228.150.) 

5 FROM (Enter the name and complete mailing address of the office retiring the records.

The signed receipt of this form will be sent to this address.)

Federal Records Center

 

 (TYPE YOUR RECORDS FACILITY ADDRESS, SEE 

ATTACHMENT 1 LIST) 

2 AGENCY 

TRANSFER 

AUTHORIZATION

TRANSFERRING AGENCY OFFICIAL (signature and title)

 Dawn Fay, Management Analyst 

DATE

 USDA-AMS-S&T

Monitoring Programs Division

1400 Independence Ave, SW 

Stop 0275

Washington, DC 20250 

3 AGENCY 

CONTACT

TRANSFERRING AGENCY LIAISON OFFICIAL (Name, office and telephone No)

 (Laboratory point of contact)

4 RECORDS 

CENTER 

RECEIPT

RECORDS RECEIVED BY (Signature and Title)

 

DATE

 

 

Fold Line 

6 RECORDS DATA

ACCESSION NUMBER

VOLUME

(cu. ft.)

AGENCY 

BOX 

NUMBE

RS

SERIES DESCRIPTION

(with inclusive dates of records) RESTRICTION

DISPOSAL 

AUTHORITY

(schedule and item 

number) 

DISPOSAL 

DATE 

COMPLETED BY RECORDS CENTER

RG FY NUMBER LOCATION 

SHELF PLAN

CONT.T

YPE

AUTO. DISP. 

(a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m)

 

# of 

boxes 

 

United States Department of 

Agriculture, Agricultural Marketing 

Service S&T, Monitoring Programs 

Division, Pesticide Data Program (PDP)

ROUTINE DATA PACKAGE RECORDS

(INCLUDE YEAR) 

METHOD VALIDATION DATA PACKAGE 

RECORDS (INCLUDE YEAR) 

SUPPORTING DOCUMENTATION 

RECORDS (INCLUDE YEAR) 

SAMPLING DOCUMENTATION 

RECORDS (INCLUDE YEAR)

 R 

NSN 7540-00-634-4093 10-14135-107 Standard Form 135 (Rev. 7-85) Facs

Prescribed by NARA 

36 CFR 1228.152 

USDA/AMS Science & Technology PDP ADMIN Attachment 3 

Monitoring Programs Division Revision 11 – Effective September 1, 2023
United States Department of Agriculture

Pesticide Data Program

Box Listing 

USDA/AMS Science & Technology PDP ADMIN Attachment 4 

Monitoring Programs Division Revision 11 - Effective September 1, 2023 

PDP RAW-DATA PACKAGE RECORDS (CY 2014)

Box #1/6 PDP Data Set SS 1401

 PDP Data Set SS 1402

 PDP Data Set SS 1403

 

Box #2/6 PDP Data Set SS 1404

 PDP Data Set SS 1405

 PDP Data Set SS 1406

 

PDP SUPPORTING DOCUMENTS RECORDS (CY 2014)

Box #3/6 PDP Working/Calibration Standard Logbook 2014

 PDP Mixed/Intermediate Standard Logbook 2014

 PDP Standard Disposal Logbook 2014

 PDP Standard Use Logbook 2014

 PDP Reference Freezer Temperature Logbook 2014

 PDP Reagent Logbook 2008-2014

 PDP Stock Standard Logbook 2014

 PDP Pipette Performance Logbook 2009-2015

PDP Standard Comparison Logbook 2014 (1 of 2)

 PDP Standard Comparison Logbook 2014 (2 of 2)

PDP METHOD VALIDATION DATA PACKAGE RECORDS (CY 2014)

Box #4/6 SS Method Validation/LOD Verification – 11/2012

 SS Method Validation Precision & Accuracy -11/2012

SS Method Validation Method Range/Method Range Ext. 10/2014 

PROFICIENCY TESTING RECORDS (CY 2014)

Box #5/6 PDP FAPAS PT 19165 Pears (Feb.-April 2014)

 PDP PT Set # 229 CDFA Grapes (Oct-Nov. 2014)

 PDP PT Set # 228 GB (May-June 2014)

PDP SAMPLING DOCUMENTS RECORDS (CY 2014)

Box #6/6 Food Donation Receipts (Feb.-April 2014)

 Vendor Payment Receipts (Feb.-April 2014)

 Hand-Written data for Sample Information Forms (Feb.-April 2014) 
United States Department of Agriculture

Pesticide Data Programs

Instructions for Assembly and Packaging of Record Boxes

USDA/AMS Science & Technology PDP ADMIN Attachment 5

Monitoring Programs Division Revision 11 - Effective September 1, 2023
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FREIGHT
USDA/AMS Pesticide Data Program

 Equipment Inventory Example

USDA, AMS, S&T, Monitoring Programs Division

Lab or 

State Item Description Manufacturer Model Serial Number Location*

Unique 

Internal 

Lab ID

Acquisition Cost Approval 

Date 

Purchase 

Date Purchase Ref Surplus**

% of 

MDP/PDP 

Funds Used 

for Purchase

Remarks***

WA1 LC/MS/MS Micromass Quattro Premier VAA 045 Rm 225 Waters #1 $300,000.00 1/1/2004 6/1/2004 041846 FALSE 65% USDA

*Specific location within the laboratory (e.g., room number, GC section, etc.)

**Enter “True” if the equipment is designated as surplus, and “False” if the equipment is still active.

***Enter any additional comments concerning the item (e.g., more detailed description, asset number, etc.)

 Equipment Inventory Example

USDA/AMS Science Technology

Monitoring Programs Division Page 1 of 1

PDP ADMIN Attachment 7

Revision 11 - Effective September 1, 2023
AD-112 (Rev. 3/94)

U.S. DEPARTMENT OF AGRICULTURE PROPERTY REPORT NO. DATE

REPORT OF UNSERVICEABLE, LOST, STOLEN 

DAMAGED OR DESTROYED PROPERTY 

SECTION I - ACCOUNTABLE PROPERTY OFFICER'S REPORT

1. STATUS OF PROPERTY (Check only one - report each type separately) 2. REPORTING ACTIVITY (Show agency, unit, and address)

 Unserviceable

 Obsolete

 Damaged

 Lost or stolen

 Cannibalized for parts

 Destroyed

 Others

 

3. PROPERTY ITEMS (See attachment for additional entries)

QUANTITY

(Or property no.)

ITEM DESCRIPTION AND OTHER DETAILS, INCLUDING

SERIAL NUMBERS AND ACQUISITION DATE

(Give present condition and estimated cost of repair)

ACQUISITION COST

EXPLANATION/DISPOSAL INSTRUCTIONS

(If lost, stolen, or destroyed, give detail.

Was this reported to proper authorities?)

(A) (B) (C) (D)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4. NAME IN PRINT AND SIGNATURE OF CUSTODIAN DATE 5. NAME IN PRINT AND SIGNATURE OF 

ACCOUNTABLE PROPERTY OFFICER

DATE

 

SECTION II - PROPERTY MANAGEMENT OFFICER'S REVIEW AND RECOMMENDATION

DETERMINATION FOR LOST, STOLEN, DAMAGED, OR DESTROYED PROPERTY

1. After due consideration of all known facts and circumstances in this case, it is determined that:

 a. The loss, theft, damage, or destruction did not result from employee negligence and any involved employees are hereby relieved of liability.

 b. There appears to be gross negligence involved; therefore, the case is returned to agency officials for appropriate action under the Debt 

Collection Act.

 c. There appears to be negligence involved; therefore, the case is returned to agency personnel officials for consideration of disciplinary action.

2. NAME IN PRINT AND SIGNATURE OF PROPERTY MANAGEMENT OFFICER 3. DATE

 

SECTION III - AUTHORIZATION FOR CANNIBALIZATION, ABANDONMENT, OR DESTRUCTION OF UNSERVICEABLE PROPERTY

1. Unserviceable property listed above is hereby authorized for cannibalization, abandonment, or destruction in accordance with FPMR 101-45.9 based on any of the following 

determinations as further explained in section I-3 (D):

 a. Property has no commercial value.

 b. Health, safety, or security considerations require immediate 

abandonment or destruction.

 c. Costs of care and handling exceed expected small lot sales 

proceeds.

 d. Regulation or directive requires abandonment or destruction.

 e. Property is uneconomical to repair/not needed by another user and 

may be cannibalized for parts. (Cannibalization is a form of use 

and property management regulations shall apply. Remainder of 

property must be disposed of through usual procedures.)

2. SIGNATURE OF PROPERTY MANAGEMENT OFFICER 3. DATE

 

SECTION IV - CERTIFICATION FOR COMPLETION OF CANNIBALIZATION, ABANDONMENT, OR DESTRUCTION:

I certify that cannibalization, abandonment, or destruction action for the items authorized under Section III was completed on this date in accordance with I-3 (D).

1. SIGNATURE OF ACCOUNTABLE PROPERTY OFFICER 2. DATE

 

3. SIGNATURE OF WITNESS 4. DATE

 

SECTION V - CERTIFICATIONS OF PROPERTY AND FISCAL OFFICERS

1. SIGNATURE OF PROPERTY MANAGEMENT OFFICER (The necessary entries have been made to adjust property records.) 2. DATE

 

3. SIGNATURE OF FISCAL OFFICER (The necessary action has been taken to adjust the accounting records and, where required by a 

determination made under Section II above, to effect collection from involved employee(s).)

4. DATE

 
AD-107 (11/89)

United States Department of Agriculture Report No.

REPORT OF TRANSFER OR OTHER DISPOSITION OR CONSTRUCTION OF PROPERTY

Date

1. Type of Transaction (Report Each Type Separately) 2. Authorization Reference

3. Proceeds Received

 Transfer Sale Trade In Donation

 Construction Temporary Loan Record $ 

4. Reporting Agency 5. Receiving Agency (Or Name of Purchaser or Donee)

 

A. Organizational Unit A. Organizational Unit (Or Address of Purchaser)

 

B. Location B. Location

 

C. Signature C. Signature

 

D. Title D. Title E. Date

 

6. Property Items

Quantity

(Or Property No.)

Item Description

(Give Full Details Including Serial Number, If Any, and Condition Code)

Inventory

Value

 

Certification of Property and Fiscal Officers

7. Property Officer: This transaction is completed and the necessary 

entries have been made to adjust the Property Records. Proceeds, if 

any, are to be deposited to:

 

8. Fiscal Officer

A. The sum indicated below has been received in payment for 

the property disposed of.

B. The necessary entries have been made to adjust accounting 

records.

Amount ($) Schedule No.

 

Signature Date Signature Date