Overview of the Breakout Tank Submission Process

The NPMS Operator Standards is an online document that contains detailed information about the NPMS data submission requirements. The NPMS Operator Submission Supplemental Instructions is an online document that contains tips for preparing a complete and accurate NPMS submission. The NPMS Operator Standards and the Operator Submission Guide may be viewed via a web browser or saved as a PDF file to your local computer.

Determine Applicable Breakout Tank Submission Timeline

The Pipeline and Hazardous Materials Safety Administration (PHMSA) accepts voluntary data submissions to the NPMS for breakout tanks under PHMSA jurisdiction. The breakout tank submission should reflect the status of the data as of December 31 of the previous year (e.g., the March 15, 2023 submission reflects data as of December 31, 2022).

Although breakout tank submissions are voluntary, if the operator decides to submit, the submission must adhere to the requirements defined in the NPMS Operator Standards.

Determine if Changes Have Occurred

Operators can view their existing NPMS breakout tank data in the NPMS via OSAVE, which is accessible to operators using their PIMMA username and password. If it is determined that there have been no changes to the breakout tank data since the previous submission, the operator should alert NPMS staff via email. The email sent to the staff must include the OPID and should state that there are no changes to the existing breakout tank data reflecting as of December 31 of the previous year (e.g., the March 15, 2023 submission reflects data as of December 31, 2022 ).

Please note that if at any time throughout the year the primary contact has changed, please notify NPMS staff via email. The primary contact is used internally by NPMS staff regarding questions about your submission/Operator ID (OPID) and to notify you of changes concerning the NPMS process. There is no technical or public contact associated with breakout tank submissions.

Please note that while OSAVE may be used to view the location and attributes of existing breakout tanks for your OPID, the submission workflows within OSAVE relate only to pipeline submissions. OSAVE cannot be used to submit a notification of no changes or a data submission for breakout tanks.

Determine if Breakout Tanks Have Been Abandoned

If a breakout tank has been abandoned in place and the operator has other tanks that are being submitted to the NPMS, the submission data should exclude the abandoned breakout tanks. Additionally, the cover letter should identify the breakout tanks not included in the submission due to abandonment. If all tanks under the OPID have been abandoned in place and, therefore, the operator is not submitting breakout tank data to the NPMS, the operator should contact NPMS staff via via email to request that the tanks be removed from the NPMS national layer.

Develop Breakout Tank Submission Components

Section 2 General Requirements (Key Terms and Definitions) of the NPMS Operator Standards outlines the main components of the NPMS submission. This section also defines the types of breakout tanks that would be included in an NPMS data submission; if you are unsure if your breakout tanks meet PHMSA’s definition, please refer to this section. The Summary of Required Components for breakout tanks provides of a brief overview of the submission components.

Submit Breakout Tank Components via FTP Tool

Once all of the components of the NPMS Breakout tank data submission are completed, the operator should send the submission to NPMS staff.

The breakout tank data submission may be transmitted digitally via the NPMS Submission FTP Upload tool. This tool prompts you to attach your data files. Ideally you will attach one zip file containing all required components. The zip file should contain your Operator ID as part of the file name. This tool also prompts you to add any desired notes, and to submit to NPMS staff. The files from your local computer will be automatically sent to our NPMS server where NPMS staff will retrieve it. Please note that a username and password is not required for this tool.

The NPMS submission data files may also be mailed on CD-ROM/DVD to the NPMS National Repository; please refer to the address located under the Contact Us link on the NPMS website.

Review Processed Breakout Tank Data

Once NPMS staff receives your NPMS Breakout tank submission, staff will verify that the submission contains the required components. You will be sent an email confirming receipt of your complete breakout tank data submission or requesting additional information. Once all of the components are received and validated, NPMS staff will process your submission. Please note that submissions are processed in the order they arrive.

Once the submission has been processed, the NPMS submission is incorporated into the NPMS national layer. This step finalizes the NPMS submission and concludes the NPMS submission process. If an error is identified in the incorporated data, please contact NPMS staff to determine the best approach for making necessary corrections to your breakout tank data.

Questions regarding the NPMS data or submission should be directed to NPMS staff at npms@dot.gov or 703-317-6294.