Attachment 1 - Question 2 in SS

Purpose of Information Collection and Forms
Attachment 1
Form Number
FGIS-4

Title/Description

Application and Agreement For Contract Service
Sections 800.115, 145, 147, 154, 195, 196, and 198 of the regulations under the USGSA provide the authority
for GIPSA to enter into contract with any person, State, or governmental agency to perform inspection and
weighing services. Contract service offers producers, elevator operators, and/or grain merchandisers cost
savings through lower hourly rates and guarantees that GIPSA will have persons available on a consistent
basis to perform official inspection and weighing services. Producers, elevator operators, and/or grain
merchandisers may request contract service at any time.
Producers, elevator operators, and/or grain merchandisers interested in contracting inspection and weighing
services with GIPSA may contact the appropriate field office and request a Form FGIS 4. The producer,
elevator operator, and/or grain merchandiser must complete the form, select the contract period desired,
indicate the number of persons needed to provide services and return the form to the appropriate GIPSA field
office. Generally, GIPSA field office personnel will approve the contract and forward the applicant a copy of
the document. The contract assures the applicant that GIPSA will have the number of contracted personnel
available to provide service at a lower hourly rate. The contract also assures GIPSA a constant work force at
a facility and aids in determining the number of official personnel needed at GIPSA field office locations.
Without the collection of this information, official personnel would have no advance knowledge of an
applicant's needs for contract inspection and weighing services. Additionally, producers, elevator operators,
and/or grain merchandisers would not benefit from the lower hourly rate and the guaranteed work force at
their facility.

FGIS-100

Conflict-of-Interest Questionnaire (Non-Licensed Official Agency Personnel)
Section 7(f)(1) of the USGSA provides that Secretary may designate or delegate persons having financial
interest in grain to perform certain official inspection and weighing services in specified areas. Sections
800.186, 187, 195, 196 and 199 of the regulations provide that employees of delegated or designated
agencies shall not have a conflict of interest. The regulations require interested State or private agencies to
submit an application for designation (Form FGIS 942) or delegation to GIPSA. The application requests
certain information including a list of all nonlicensed personnel to ensure that each completes a Conflict of
Interest Questionnaire.
The information from the completed Conflict of Interest Questionnaire is used by GIPSA to determine whether
any nonlicensed personnel has a conflict of interest.
In order to designate or delegate an interested party, GIPSA must determine if any nonlicensed personnel
has a conflict of interest. Without the information, GIPSA would have no basis for determining eligibility of
applicants for delegation or designation.

August 10, 2007

Attachment 1

Page 1 of 29

Form Number
FGIS-904

Title/Description

Laboratory Scale Test
Sections 800.145, 151, 153, 155, 158, 195, 196 and 217 of the regulations under the USGSA require all
equipment used for official inspection and weighing under the Act be tested for accuracy. To ensure the
preciseness and integrity of the official inspection certificate, laboratory scales used to weigh grain samples
must comply with GIPSA' s tolerance requirements. GIPSA, State, and private agency personnel must use
scales that are (1) of a type and model approved by GIPSA, (2) maintained in good operating condition, and
(3) tested and examined at the prescribed interval in a proper manner. Scales which have serious operating
deficiencies, do not operate within established tolerances, or have not been tested according to GIPSA
requirements shall not be used to weigh official samples. Using unapproved scales may result in inaccurate
factor measurements and intermarket grade differences.
FGIS 904 is a specialized work record used to document scale test results. Specific information includes:
the serial number of the scale, model, capacity, location, and signature of persons performing the test. Upon
completion of testing, State and/or private agency personnel must forward the Form FGIS 904 to the
appropriate GIPSA field office. The GIPSA field office will review the test results and if the device meets
establish tolerances, the State and/or private agency will receive an approval label (Form FGIS 931) to be
affixed on the scale. Without the collection of this information, GIPSA, State, and private agency personnel
would have no record of the scale's actual test results for comparison to official tolerances. Additionally, the
use of unapproved scales may result in inaccurate factor measurements which could have an adverse
economic impact on producers, elevator operators, and/or grain merchandisers.

FGIS-907

Application for Inspection and Weighing Services
Sections 800.5, 15, 46, 47, 75, 76, 85, 86, 87, 95, 115, 116, 125, 126, 163, and 164 of the regulations under
the USGSA require producers, elevator operators, and/or grain merchandisers who request official inspection
and/or weighing services in the Unites States and Canada to provide the following information in a letter or by
completing a Form FGIS 907. Specific information includes: the type and kind of service requested, the
identification of carrier(s), type and location of grain, contract grade, quantity, name and mailing address of
applicants and interested parties, and other information pertaining to the grain.
A written application should accompany request for each inspection and weighing requested on export grain
shipments. GIPSA and State agency personnel receive annually approximately 5,472 written requests for
official inspection and weighing service on export grain shipments. These requests are received from elevator
operators and/or grain merchandisers.
Written applications are not required for each inspection and weighing service requested on domestic grain
shipments. Producers, elevator operators, and/or grain merchandisers may request inspection and weighing
service on domestic shipments for an indefinite period by indicating their needs for such services using one
written application. In this case, any subsequent request for domestic inspection and weighing services are
made verbally by the producer, elevator operator, and/or grain merchandiser. GIPSA and State agency
personnel perform approximately 2.0 million domestic inspections annually. Of this total, the majority of
requests for service are made verbally by producers, elevator operators, and/or grain merchandisers.
GIPSA, State, and private agency personnel will use this information to determine whether conditions exist
which prohibit the performance of the service, to assist in the assignment of personnel and resources, and to
expedite the timely completion of the service. Further, applications are considered formal requests and the
signature of the producer, elevator operator, and/or grain merchandiser serves as written confirmation to pay
expenses incurred by GIPSA, State, and private agency personnel for services rendered. State and private
agency personnel may design and use a similar application form. Without the collection of this information,
GIPSA, State, and private agency personnel would have no knowledge of the producer's, elevator operator's,
and/or grain merchandiser's needs for official inspection and weighing services.

August 10, 2007

Attachment 1

Page 2 of 29

Form Number
FGIS-909

Title/Description

Official Export Grain Inspection Certificate
Sections 800.16, 17, 75, 76, 81, 82, 83, 85, 86, 118, 129, 139, 145, 153, 155, 160, 161, 162, 163, 164, 165,
166, 195, and 196 of the regulations under the USGSA require the issuance of an official certificate for each
inspection and weighing service performed. Official export grain inspection certificates are documents which
provide elevator operators, and/or grain merchandisers information on the kind, class, quality, and condition
of export grain. Official export grain inspection certificates shall: (1) be on standard printed forms; (2) be in
English; (3) be typewritten without errors; (4) show the results of the inspection in a uniform, accurate, and
concise manner; and (5) show only such information and statements of fact as approved by the Administrator.
GIPSA and State agency personnel must use Form FGIS 909 to report export grain inspection results.
GIPSA is responsible for providing Form FGIS 909 to State agencies performing official export grain
inspection. GIPSA and State agency personnel use information from certificates to prepare grain inspection
volume reports (Form FGIS 922) and export grain quality reports (Form FGIS 938). Elevator operators and/or
grain merchandisers use the official export grain inspection certificate to settle disputes and complete sale
transactions between buyers and sellers of export grain. In accordance with section 7(d) of the USGSA,
"official certificates setting out the results of official inspection issued and not canceled under the Act shall be
received by all officers and all courts of the United States as Prima facie evidence of the truth of the facts
stated therein." The official export grain inspection certificate is considered by GIPSA as formal notification of
results from an export shipment.
Without the collection of this information, elevator operators and/or grain merchandisers would not have a
formal document to complete sale transactions between buyers and sellers of export grain. Also, GIPSA and
State agency personnel would not have information available to prepare grain inspection volume and export
quality reports.

FGIS-909-1

Official Export Grain Inspection Certificate (Divided-Lot)
Section 800.16, 17, 75, 76, 81, 82, 83, 85, 86, 118, 129, 139, 145, 153, 155, 160, 161, 162, 163, 164, 165,
166, 195, and 196 of the regulations under the USGSA require the issuance of an official certificate for each
inspection and weighing service performed. Section 800.163 of the regulations provides authority for the
issuance of divided- lot inspection certificates. When shiplot grain is offered for inspection as a single lot and
is certificated as a single lot, the elevator operators and/or grain merchandisers may exchange this official
inspection certificate for two or more divided-lot inspection certificates. The same information and
statements, including permissive statements, that were shown on the superseded inspection certificate shall
be shown on each divided-lot inspection certificate. Divided-lot inspection certificates shall: (1) be on
standard printed forms, (2) be in English, (3) be typewritten without errors, (4) show a statement indicating
that the grain was inspected as a single lot, and (5) show only such information and statements of fact as
approved by the Administrator.
GIPSA and State agency personnel must use Form FGIS 909-1 to report export grain divided-lot inspection
results. GIPSA is responsible for providing Form FGIS 909-1 to State agencies performing export grain
inspection divided-lot certification. Elevator operators and/or grain merchandisers use the official export grain
inspection certificate divided-lot to settle disputes and complete sale transactions between several buyers and
sellers of export grain. In accordance with section 7(d) of the USGSA, "official certificates setting out the
results of official inspection issued and not canceled under the Act shall be received by all officers and all
courts of the United States as prima facie evidence of the truth of the facts stated therein." The official export
grain inspection certificate divided-lot is considered by GIPSA as formal notification of results from an export
shipment.
Without the collection of this information, elevator operators and/or grain merchandisers would not have a
formal document to complete sale transactions between several buyers and sellers of export grain.

August 10, 2007

Attachment 1

Page 3 of 29

Form Number
FGIS-909-2

Title/Description

U.S. Grain Standard Act Official Export Grain Inspection Certificate
Sections 800.16, 17, 75, 76, 81, 82, 83, 85, 86, 118, 129, 139, 145, 153, 155, 160, 161, 162, 163, 164, 165,
166, 195, and 196 of the regulations under the USGSA require the issuance of an official certificate for each
inspection and weighing service performed. Official export grain inspection certificates for interior locations
only are documents which provide applicants for service information on the kind, class, quality, and condition
of grain in a lot. These certificates are used to report inspection results on land carriers exported from interior
locations such as Kansas, Nebraska, Oklahoma, Iowa, and Colorado. Official export grain inspection
certificates interior location only shall: (1) be on standard printed forms; (2) be in English; (3) be typewritten
without errors; (4) show the results of the inspection in a uniform, accurate, and concise manner; and (5)
show only such information and statements of fact as approved by the Administrator.
GIPSA, State, and private agency personnel must use Form FGIS 909-2 to report export grain inspection
results at interior locations. GIPSA is responsible for providing Form FGIS 909-2 to State and private agency
personnel. GIPSA, State, and private agency personnel use information from the official export grain
inspection certificate interior location only to prepare grain inspection volume reports (Form FGIS 922) and
export grain quality reports (Form FGIS 938). Producers, elevator operators, and/or grain merchandisers use
the official export grain inspection certificate to settle disputes and complete sale transactions between
buyers and sellers of export grain. In accordance with section 7(d) of the USGSA, "official certificates setting
out the results of official inspection issued and not canceled under the Act shall be received by all officers and
all courts of the United States as prima facie evidence of the truth of the facts stated therein." The official
export grain inspection certificate interior location only is considered by GIPSA as formal notification of results
from an export shipment in land carriers.
Without the collection of this information, producers, elevator operators, and/or grain merchandisers would
not have a formal document to complete sale transactions between buyers and sellers of export grain shipped
in land carriers. Also, GIPSA and State agency personnel would not have information available to prepare
grain inspection volume and export quality reports.

FGIS-921

Inspection Log
Sections 800.86, 129, 139, 145, 153, 155, 156, 185, 195, and 196 of the regulations under the USGSA
require GIPSA and State agency personnel to complete and maintain detailed work records pertaining to all
inspection activities. These activities include sampling and inspecting grain for official factors and official
criteria. GIPSA and State agency personnel are required to use Form FGIS 921 when bulk grain is loaded or
unloaded from ships, unit trains, and lash barges as single lots. GIPSA provides Form FGIS 921 to
designated agency personnel.
Inspection logs are specialized forms which provide records of sampling and inspection activities during the
loading or unloading of unit trains, and lash barges. Unit trains, and lash barges are loaded or unloaded using
a statistically based inspection plan (Cu-Sum plan) which require numerous entries concerning grain quality.
Inspection logs are also used to document weather-related events, equipment malfunctions, and other
circumstances encountered during the loading or unloading operation. The inspection log provides GIPSA
and State agency personnel a document to perform numerous mathematical computations required by the CuSum plan. Further, inspection logs are the source document for preparing certificates and provide elevator
operators and/or grain merchandisers preliminary quality information prior to receiving the certificate. Without
the collection of this information, elevator operators and/or grain merchandisers, GIPSA, and State agency
personnel would have no detailed record of events that occurred during the loading or unloading operation.
Also, there would not be a document to record numerous grain quality results, weather-related events or
equipment malfunctions, mathematical computations, and, more importantly, information necessary to
complete certificates.
At export port locations the log has been replaced with the Auto CuSum plan. The Auto CuSum program is
responsible for processing ship logs and pan tickets in electronic format. It provides a multi-windowed
computer environment for data entry, CuSum calculations, and the management of related data such as
factor parameters, and service point and personnel information. Data is stored for retrieval, editing, and
transmission to a central office. Inspection and CuSum results are reported both electronically and by hard
copy.

August 10, 2007

Attachment 1

Page 4 of 29

Form Number
FGIS-921-2

Title/Description

Inspection Report - Insects in Grain
The United States is a signatory to the International Plant Protection Convention of the Food and Agriculture
Organization (FAO) which requires a phytosanitary certificate to be issued for certain agricultural products. In
keeping with this requirement, APHIS/PPQ has been delegated the responsibility under Section 108 of the
Department of Agriculture’s Plant Protection Act (PPA) of 2000, to inspect plants and plant products offered
for export and to certify to shippers and interested persons as to the freedom of such products from plant
pests in accordance with the phytosanitary requirements of foreign countries.
Official agencies (OA) and GIPSA are jointly responsible for providing official grading, inspection, and
sampling services to aid in the efficient marketing of grain, grain by products, rice, and other graded
commodities covered under the U.S. Grain Standards Act (USGSA) and Agricultural Marketing Act (AMA) in
interstate and foreign commerce. The services, in part, include inspecting the grain and certifying the grade.
An Agreement dated November 05, 1981 between GIPSA, Federal Grain Inspection Services (FGIS), and
APHIS, Plant Protection and Quarantine (PPQ) originally outlined procedures and responsibilities for the
phytosanitary inspection and certification of export grain. In 2005, an effort to address the increased use of
containerized grain shipments at remote interior facilities APHIS and FGIS drafted FGIS Directive 9180.34.
The directive extended the sampling and inspection services of the OA(s) and established a procedure where
a FGIS 921-2 and export grain inspection certificate must be provided to issue a phytosanitary certificate to
include grain shipped not only on export vessels but by all types of land carriers (e.g., containers, trucks, and
railcars).
When live adult insects, larvae, or other pests are found in export shipments, the type of pest (if identifiable),
the rate of occurrence for each type of pest, the sublot number, and the hold number(s) carrier information
shall be recorded on Form FGIS 921, Inspection Log (vessels), and Form FGIS 921-2, Inspection Report Insects in Grain. All insects and other pests are identified by common name on this report, so that APHIS
can issue a Federal Phytosanitary Certificate; or inform GIPSA and the exporter or their agent of
circumstances which prevent the issuance of a phytosanitary certificate.
The latest market trend of large volumes of export grain-filled containers originating at interior locations are
ideal for enlisting the help of private, and State inspection agencies to provide this needed service. GIPSA’s
organizational structure is designed to provide oversight and training to these entities; however, for GIPSA or
APHIS to sample and inspect this grain loading with Federally employed personnel would require more
employees and offices, nor would the cost of providing this one aspect of the grain inspection (detecting and
identifying insects) be cost effective to the grain industry. Without private and State agencies providing this
documentation, APHIS would not be able to issue phytosanitary certificates for individual containers or
carriers of grain. The agencies can also be compensated for providing this information by the companies
filling the containers or carriers as part of their inspection and weighing costs.

FGIS-922

Inspection and Weighing Report
Sections 800.145, 155, 159, 195, and 196 of the regulations under the USGSA require GIPSA and agency
personnel to prepare periodic reports showing the kind and the number of inspection and weighing services
that they perform. GIPSA and official agency personnel must report inspection and weighing information on
Form FGIS 922. GIPSA provides Form FGIS 922 to State and private agency personnel. Information
summarized from the Form FGIS 922 is used by GIPSA field offices to assess fees for GIPSA supervision of
official inspection and weighing services performed by State and private agencies. The information also is
used for estimating field office staffing requirements, determining appropriate grain inspection monitoring
levels, and providing information for other program needs.
Without the collection of this information, official personnel would not have documentation to assess fees for
GIPSA supervision of official inspection and weighing services performed by official agencies.

August 10, 2007

Attachment 1

Page 5 of 29

Form Number
FGIS-923

Title/Description

Moisture Meter Test
Sections 800.145, 151, 153, 155, 158, 195, 196, and 217 of the regulations under the USGSA require all
equipment used for official inspection and weighing under the Act be tested for accuracy. To ensure the
preciseness and integrity of the official inspection certificate, moisture meters used to measure the water
content in grain samples must comply with GIPSA's tolerance requirements. GIPSA, State, and private
agency personnel must use moisture meters that are (1) of a type and model approved by GIPSA, (2)
maintained in good operating condition, and (3) tested and examined at the prescribed interval in a proper
manner. Meters which have serious operating deficiencies, do not operate within established tolerances, or
have not been tested according to GIPSA requirements shall not be used to measure moisture in official
samples. Using unapproved moisture meters may result in inaccurate factor measurements and intermarket
grade differences.
FGIS 923 is a specialized work record used to document moisture meter test results. Specific information
includes: the serial number of the meter, test material, location, and names of persons performing the test.
Upon completion of testing, State and/or private agency personnel must forward the Form FGIS 923 to the
appropriate GIPSA field office. The GIPSA field office will review the test results; and, if the device meets
established tolerance, the State and/or private agency will receive an approval label (Form FGIS 931) to be
affixed on the moisture meter. Without the collection of this information, GIPSA, State, and private agency
personnel would have no record of the moisture meter's actual test results for comparison to official
tolerances. Also, the use of unapproved moisture meters may result in inaccurate factor measurements and
intermarket grade differences which could have an adverse economic impact on producers, elevator
operators, and/or grain merchandisers.

FGIS-924

Barley Pearler and Sieve Test
Sections 800.145, 151, 153, 155, 158, 195, 196, and 217 of the regulations under the USGSA require all
equipment used for official inspection and weighing under the Act be tested for accuracy. To ensure the
preciseness and integrity of the official inspection certificate, barley pearlers and sieves used during the
inspection of grain samples must comply with GIPSA's tolerance requirements. GIPSA, State, and private
agency personnel must use barley pearlers and sieves that are (1) of a type and model approved by GIPSA,
(2) maintained in good operating condition, and (3) tested and examined at the prescribed interval in a proper
manner. Barley pearlers and sieves which have defects or serious operating deficiencies, do not operate
within established tolerances, or have not been tested according to GIPSA requirements shall not be used to
test official samples. Using unapproved barley pearlers and sieves may result in inaccurate factor
measurements and intermarket grade differences.
FGIS 924 is a specialized dual purpose work record used to document test results from barley pearlers and
sieves. Specific information includes: the sieve or pearler test results, the standard sieve or pearler results,
the location, and name of persons performing the test. Upon completion of testing, State and/or private
agency personnel must forward the Form FGIS 924 to the appropriate GIPSA field office. The GIPSA field
office will review the test results; and, if barley pearlers or sieves meet established tolerances, the State
and/or private agency will receive an approval label (Form FGIS 931) to be affixed on these devices as
applicable. Without the collection of this information, GIPSA, State, and private agency personnel would have
no record of pearler or sieves test results for comparison to official tolerances. Moreover, the use of
unapproved barley pearlers or sieves may result in inaccurate factor measurements and intermarket grade
differences which could have an adverse economic impact on producers, elevator operators, and/or grain
merchandisers.

August 10, 2007

Attachment 1

Page 6 of 29

Form Number
FGIS-925

Title/Description

Rice Checktest Form
Section 868.30 of the regulations under the AMA requires all sampling and inspection services performed by
GIPSA or State cooperators be made in accordance with the regulations, standards, and the instructions.
The inspection of rough rice requires the use of a dockage tester, rice sheller, and rice miller. To ensure the
preciseness and integrity of the official inspection certificate, dockage testers, rice shellers, and rice millers
used to inspect rice must comply with GIPSA's tolerance requirements. GIPSA or State cooperators must
use dockage testers, rice shellers, and rice millers that are (1) of a type and model approved by GIPSA, (2)
maintained in good operating condition, (3) properly adjusted, and (4) tested and examined at the prescribed
interval in a proper manner. Dockage testers, rice shellers, and rice millers which have serious operating
deficiencies, do not operate within established tolerances, or have not been tested according to GIPSA
requirements are not used to inspect rice. Using unapproved dockage testers, rice shellers, and rice millers
may result in inaccurate factor measurements and intermarket grade differences.
FGIS 925 is a specialized work record used to document test results from dockage testers, rice shellers, and
rice millers.

FGIS-927

Testweight Checktest
Sections 800.145, 151, 153, 155, 158, 195, 196, and 217 of the regulations under the USGSA require all
equipment used for official inspection and weighing under the Act be tested for accuracy. To ensure the
preciseness and integrity of the official inspection certificate, test weight per bushel apparatuses used to
determine the approximate weight of a bushel of grain or rice must comply with GIPSA's tolerance
requirements. GIPSA, State, and private agency personnel must use test weight per bushel apparatuses that
are (1) of a type and model approved by GIPSA, (2) maintained in good operating condition, (3) properly
adjusted, and (4) tested and examined at the prescribed interval in a proper manner. Test weight per bushel
apparatuses which have serious operating deficiencies, do not operate within established tolerances, or have
not been tested according to GIPSA requirements shall not be used to obtain test weight on samples of rice
and grain. Using unapproved test weight per bushel apparatuses may result in inaccurate factor
measurements and intermarket grade differences.
FGIS 927 is a specialized work record used to document test weight per bushel results. Specific information
includes: the serial number of the device, model, location, and names of persons performing the test. Upon
completion of testing, State and/or private agency personnel must forward the Form FGIS 927 to the
appropriate GIPSA field office. The GIPSA field office will review the test results; and, if the device meets
established tolerances, the State and/or private agency will receive an approval label (Form FGIS 931) to be
affixed on the test weight per bushel apparatus. Without the collection of this information, GIPSA, State, and
private agency personnel would have no record of the test weight per bushel apparatuses' actual test results
for comparison to the official tolerances. Also, the use of unapproved test weight per bushel apparatuses
may result in inaccurate factor measurements and intermarket grade differences which could have an
adverse economic impact on producers, elevator operators, and/or grain merchandisers.

August 10, 2007

Attachment 1

Page 7 of 29

Form Number
FGIS-928

Title/Description

Dockage Checktest
Sections 800.145, 151, 153, 155, 158, 195, 196, and 217 of the regulations under the USGSA require all
equipment used for inspection and weighing under the Act be tested for accuracy. To ensure the preciseness
and integrity of the official inspection certificate, dockage testers used to mechanically separate the various
components of grain or rice must comply with GIPSA's tolerance requirements. GIPSA, State, and private
agency personnel must use dockage testers that are (1) of a type and model approved by GIPSA, (2)
maintained in good operating condition, (3) properly adjusted, and (4) tested and examined at the prescribed
interval in a proper manner. Dockage testers which have serious operating deficiencies, do not operate within
established tolerances, or have not been tested according to GIPSA requirements shall not be used to test
samples of grain or rice. Using unapproved dockage testers may result in inaccurate factor measurements
and intermarket grade differences.
FGIS 928 is a specialized work record used to report dockage test results. Specific information includes: the
serial number of the device, model, and location and names of persons performing the test. Upon completion
of testing, the State and/or private agency personnel must forward the Form FGIS 928 to the appropriate
GIPSA field office. The GIPSA field office will review the test results; and, if the device meets established
tolerance, the State and/or private agency will receive an approval label (Form FGIS 931) to be affixed on the
dockage machine. Without the collection of this information, official personnel would have no record of the
dockage machine's actual test results for comparison to official tolerances. Moreover, the use of unapproved
dockage testers may result in inaccurate factor measurements which could have an adverse economic
impact on producers, elevator operators, and/or grain merchandisers.

FGIS-930

AMA Output Report
Section 868.30 of the regulations under the AMA requires GIPSA and State cooperators to prepare periodic
reports showing the kind and the volume of inspection and weighing services that they perform. GIPSA and
State cooperators must report inspection and weighing information on Form FGIS 930. GIPSA provides Form
FGIS 930 to State cooperators. Information summarized from the Form FGIS 930 is used by GIPSA to
assess fees for GIPSA supervision of official inspection and weighing services performed by official
agencies. The information also is used for estimating GIPSA field office staffing requirements, determining
appropriate commodity or inspection monitoring levels, and providing information for other program needs.
Without the collection of this information, GIPSA would not have documentation to assess fees for commodity
inspection and weighing services performed by State cooperators. Also, GIPSA would not have information
available to determine staffing requirements and monitoring levels for commodity inspections.

FGIS-931

Approved Label for Inspected Machinery
Sections 800.75, 145, 153, 155, 157, 158, 195, 196, and 217 of the regulations under the USGSA require all
equipment used for official inspection and weighing under the Act be tested for accuracy. An approval label is
applied on each piece of equipment upon completion of an official test. When the equipment has been
approved for official use the approval label is placed so that it is visible during normal equipment operation.
The official certifying the equipment signs and dates the approval label in the appropriate space. Specific
information included on the label: the capacity, location, serial number and type, test results, and names of
persons performing the test. This label is displayed so that members of the public at large know the
equipment is officially tested and approved.
Without the collection and of this information, GIPSA, delegated and designated agencies and the interesed
grain merchandising parties would not easily know when equipment is approved for official use.

August 10, 2007

Attachment 1

Page 8 of 29

Form Number
FGIS-932

Title/Description

Rice Inspection Certificate (Submitted Sample)
Sections 868.30, 31, 33, 35, 43, 44, 52, 70, 71, 72, 73, 74, and 75 of the regulations under the AMA require
the issuance of an official certificate for each inspection service performed. Rice inspection certificates for
submitted samples are documents which provide information on the quality and condition of rice. Rice
inspection certificates shall: (1) be on standard printed forms; (2) be in English; (3) be typewritten or
handwritten in ink and be clearly legible; (4) show the results of the inspection in a uniform, accurate, and
concise manner; and (5) show only such information and statements of fact as approved by the Administrator.
The submitted sample inspection service consist of manufacturers and/or processors submitting rice
samples to GIPSA and/or State cooperators for analysis. GIPSA and/or State cooperators inspect submitted
samples for official grade, official factor, or official criteria, or any combination thereof. The inspection
information is reported on a "Rice Inspection Certificate."
GIPSA provides Form FGIS 932 to State cooperators. GIPSA and State cooperators use information from
certificates to prepare rice inspection volume reports (Form FGIS 930). Manufacturers and/or processors use
the rice inspection certificate to complete sales transactions between the buyer and seller. The inspection
certificate is considered by GIPSA as formal notification of inspection results from rice samples submitted by
manufacturers and/or processors.
Without the collection of this information, manufacturers and/or processors would not have a formal document
to complete sales transactions between the buyer and seller. Also, GIPSA and cooperators would not have
information available to prepare rice inspection volume reports.

FGIS-936

Sampler Condition Report
Sections 800.145, 151, 153, 155, 158, 195, 196, and 217 of the regulations under the USGSA require all
equipment used for official inspection and weighing under the Act be tested for accuracy. To ensure the
preciseness and integrity of the official inspection certificate, mechanical sampling systems used to obtain
official samples must comply with GIPSA's performance requirements. Using unapproved mechanical
samplers may result in inaccurate factor measurements and intermarket grade differences.
FGIS 936 is a specialized work record used to tabulate and document the mechanical sampling system test
results. Specific information includes: the serial number of the sampler, model, and location and name of
persons performing the test. If the tests are performed by State and/or private agency personnel, they must
forward the Form FGIS 936 to the appropriate GIPSA field office. The GIPSA field office will review the
sampler test results and, if they are within acceptable limits, authorize the sampling system for use in
obtaining samples of grain or rice. Without the collection of this information, GIPSA, State, and private
agency personnel would have no record of the mechanical sampler's actual test results for comparison to the
official tolerances. In addition, the use of unapproved mechanical samplers may result in inaccurate factor
measurements and intermarket grade differences which would have an adverse impact economically on
producers, elevator operators, and/or grain merchandisers.

FGIS-938

Report of Grain Inspected and Weighed for Export
Sections 800.145, 155, 159, 195, and 196 of the regulations under the USGSA require GIPSA and agency
personnel to prepare periodic reports showing the kind and the volume of inspection and weighing services
that they perform. GIPSA, State and private agency personnel must report quality and volume information (in
number of bushels or tons) of grain exported from the United States and U.S. grain exported from Canadian
ports on Form FGIS 938. GIPSA provides Form FGIS 938 to State and private agency personnel.
Information reported on the Form FGIS 938 provides GIPSA with grain export data for use in reviewing grain
standards, responding to inquiries about foreign complaints, and analyzing other aspects of GIPSA programs.
Without the collection of this information, GIPSA personnel would not have data for use in reviewing grain
standards, responding to inquiries about foreign complaints, and analyzing other aspects of GIPSA's
programs.

August 10, 2007

Attachment 1

Page 9 of 29

Form Number
FGIS-941

Title/Description

Request for Waiver of Inspection
Congress enacted waiver provisions to provide the Administrator flexibility when mandatory grain inspection
requirements place an unnecessary economic burden on producers, elevator operators, and/or grain
merchandisers. Primarily, waiver from mandatory inspection requirements for export grain is granted when
the buyer and seller agree in the sale contract that the shipment is not to be officially inspected or sold by
grade. Section 800.18 of the regulations under the USGSA requires producers, elevator operators, and/or
grain merchandisers requesting waivers from mandatory inspection on export grain shipment to supply the
following information in a letter or by completing a Form FGIS 941. Specific information needed includes: the
name and address of the applicant; the location, kind, and quantity of grain; the destination; the contract
number or a copy of the contract; and other information as deemed necessary by the Administrator to justify
approval of the waiver. The waiver provision applies to any export grain shipment, and the information
required to obtain a waiver must be filed prior to exporting the grain.
The Administrator will use this information to determine whether granting waivers would impair the objective of
the USGSA. Without the collection of this information, the Administrator would have no knowledge of the
producer's, elevator operator's, and/or grain merchandiser's needs for waivers from mandatory inspection
requirements. In addition, GIPSA's Administrator would have no background information to base the decision
on whether to grant waivers.

FGIS-942

Application for Designation
Section 7(f)(1) of the USGSA provides that the Secretary may designate any person having a financial
interest in grain to perform certain official inspection and weighing services in specified areas. Section
800.196 of the regulations outlines the conditions and requirements for designation. The regulations require
persons interested in entering into an agreement with GIPSA to provide official inspection and weighing
services to submit an Application for Designation. The application requests information concerning: the name
and address of the applicant; the type of designation; a description of the area being applied for; names of
managers, owners, officers, and directors; the names and addresses facilities requesting service; a list of
locations where services are to be provided, whether services will be provided on a part-time or full-time
basis; a list of all nonlicensed personnel to ensure that each completes a conflict of interest questionnaire
(Form FGIS 100); and the name of the responsible official. Designations expire 3 years after their effective
date, and GIPSA notifies the designated agency at least 120 calendar days in advance of the termination
date. This notification appears in the Federal Register.
The information from the completed Application for Designation is used by GIPSA to determine if the
applicant is eligible, qualified, and best able among all applicants to provide official inspection and/or weighing
services. The information is also used by GIPSA to determine in whose name the designation is issued; who
the responsible officials are; who is held responsible for violations of the USGSA; whether any personnel has
a conflict of interest; and where official services are provided to facilitate supervision, monitoring, and
enforcement activities.
In order to designate a State or private agency, GIPSA must determine whether the agency is eligible and
qualified, and determine which agency is best able to provide official services. Without the information,
GIPSA would have no basis for determining eligibility or qualifications of the various agencies applying for
designation.

August 10, 2007

Attachment 1

Page 10 of 29

Form Number
FGIS-944

Title/Description

Application For License Under The United States Grain Standards Act (USGSA) and/or The
Agriculture Marketing Act (and) of 1946
Sections 800.145, 149, 154, 159, 170, 172, 174, 175, 176, 177, 180, 186, 187, 195, 196, and 199 of the
regulations under the USGSA require the licensing of individuals who provide official services. The kinds of
licenses are inspector, weigher, inspection technician, weighing technician, sampler, and warehouse
sampler. The inspector function includes grain grading, the weigher function involves grain weighing, the
inspection technician function includes preparing grain samples for analysis, the weighing technician function
includes verifying that all grain has been emptied from conveyances, the sampler function involves grain
sampling, and the warehouse sampler function involves an elevator employee sampling grain. State and/or
private agency personnel and elevator employees may apply for licenses. These individuals must complete a
Form FGIS 944 and include the following information: the applicant's name, birthday, and social security
number; home and employer addresses; type of license sought; the license function applied for; signature
and date; and other applicable information on the form 944. The application (Form FGIS 944) is considered a
formal request for license.
The State and/or private agency manager will review the Form FGIS 944 submitted by their respective
employees and those forms received from elevator employees. The State and/or private agency manager will
administer competency examination for sampler, inspection technician, or weighing technician license under
the USGSA. The information collected on the Form FGIS 944 is used by State and/or private agency
manager to determine the prospective licensee's training needs, to assemble the appropriate examination
material, and to schedule and administer the examination for individuals pursuing a sampler or technician
license. If State and/or private agency employees are pursuing an inspector or weigher license, GIPSA field
office personnel are required to administer the examination. In any instance, the State and/or private agency
manager must forward all application for license forms to the appropriate GIPSA field office field office. The
GIPSA field office reviews the form 944 for completeness and uses the information to determine whether
applicants meet all criteria for licenses. GIPSA field offices are responsible for issuing licenses to State
and/or private agency employees and grain elevator employees found competent to perform the function for
which he/she was examined. Without the collection of this information, GIPSA, State, and/or private agency
managers would not know the type of examination to administer, who is interested in being licensed, and the
termination date of a license.

August 10, 2007

Attachment 1

Page 11 of 29

Form Number
FGIS-945

Title/Description

Application for Registration
In accordance with Section 17A(b)(l) of the USGSA and sections 800.31, 32, 33, 35, 37, 38, and 73 of the
USGSA regulations, persons engaged in the business of buying grain for sale in foreign commerce and in the
business of handling, weighing, or transporting of grain for sale in foreign commerce must register with
GIPSA annually. The information requested on Form FGIS 945 is minimal and is limited to names of
directors and principal officers; names of those in a control relationship; and locations where the business
conducts substantial grain operations. Section 800.37 requires registered grain firms to notify GIPSA in
writing within 30 days of any change in the information contained in the registration application.
Grain is moved into foreign commerce by multinational business enterprises that are, for the most part,
privately held corporations. During Congressional debate on the Grain Inspection Reform Act of 1976,
comments were made "that giant multinational companies have made a mockery of the grain inspection
system; they have cheated farmers and foreign customers alike, and they have brought shame and dishonor
to the American system of doing business." Because the majority of the multinational business enterprises
are private companies rather than public, there is no requirement that they report their business operations
with the Securities and Exchange Commission or any other Federal agency. It was further stated that without
this information it is most difficult to determine when violations or irregular practices occur; who benefits from
the illegal acts; and who, within the grain industry, is responsible for such acts.
Inherent weaknesses with the grain inspection system invited practices that brought major scandals
necessitating the need to strengthen the system by eliminating conflicts of interest and the irregular
practices. One of the most significant revisions changed the manner in which business was conducted in the
marketplace by requiring the registration of grain firms in the industry.
GIPSA's objectives for collecting this information are to have the capability of imposing sanctions against
firms that are in violation of the USGSA, to establish individual and corporate accountability, to cross check
other GIPSA-gathered information to identify existing or potential conflicts of interest, and to ensure that all
firms involved in foreign commerce grain business are registered. In no way does the providing of this
information infringe upon any trade secrets or other private business matters.
GIPSA considers the registration provisions an effective enforcement mechanism. Companies engaged in
foreign commerce grain business cannot operate without a registration, which has a much greater impact in
discouraging illegal grain operations than the civil and criminal penalties that could be imposed. Should it be
found that a registered person or firm was involved in a violation of the USGSA, this information would enable
GIPSA to enforce a subpoena and/or to apply sanctions against appropriate corporate management.
This information is necessary to ensure the effective enforcement of the provisions of the USGSA regarding
mandatory inspection and weighing of grain exported from the United States and to ensure timely and
effective compliance action by maintaining current information on ownership of firms engaged in foreign
commerce grain business.

FGIS-950

Warehouseman's Sample-Lot Inspection Service Contract
Warehouse managers and/or grain elevator operators requesting warehouse sample-lot inspection services
must enter into a contract with GIPSA in accordance with sections 800.145, 147, 154, 195, 196, and 198 of
the regulations under the USGSA. The warehouse manager and/or elevator operator must sign a Form FGIS
950 prior to receiving service. The forms are available at GIPSA field offices, State, and private agency
locations. The Form FGIS 950 describes the basic functions of the warehouse sample-lot inspection program
and outlines the authority, the participants, the responsibilities, and the termination date for the contract. The
contract provides for employees of warehouses and/or grain elevators to obtain samples of grain and forward
these samples to GIPSA, State, or private agency personnel for analysis.
FGIS 950's are considered formal requests for warehouse sample-lot inspection services, and the warehouse
manager's and/or elevator operator's signature serves as written confirmation to comply with the requirements
established by the USGSA and the regulations. Without the collection of this information, GIPSA, State, or
private agency personnel would have no knowledge of the warehouse manager's and/or grain elevator
operator's needs for warehouse sample-lot inspection services. Moreover, samples obtained by warehouse
and/or elevator employees result in cost savings to facilities because State and/or private agency personnel
assess fees for their sampling services.

August 10, 2007

Attachment 1

Page 12 of 29

Form Number
FGIS-952

Title/Description

Sanitation Inspection Report (Processed Products)
Section 868.33 of the regulations under the AMA requires GIPSA and State cooperators to complete and
maintain detailed work records pertaining to all inspection activities. These activities include sampling,
inspecting, and certificating commodities. GIPSA and cooperators are required to use Form FGIS 952 when
performing sanitation inspection at processing plants.
When manufacturers and/or processors enter into contracts that requires a product (e.g., flour, corn meal,
sorghum grits, etc.) to be inspected or graded by the USDA, they assume a responsibility to produce a clean
product in a clean plant under good hygienic conditions and in accordance with USDA regulations and the
Food and Drug Administration's Good Manufacturing Practice Regulations. This also includes cooperating
with GIPSA and cooperator personnel and provide information and assistance necessary for GIPSA and
State cooperators to do a proper sanitation inspection.
Sanitation inspection reports for processed products are specialized forms which provide plant
representatives and official personnel information on sanitary conditions and other potential hazard situations
in a processing plant. GIPSA provides Form FGIS 952 to State cooperators. Upon completion of the
sanitation inspection, GIPSA, and State cooperators provide manufacturers and/or processors a copy of the
report outlining the plant's condition. Without the collection of this information, manufacturers, processors,
GIPSA and State cooperators would have no detail record regarding the sanitary conditions in the processing
plant.

FGIS-952-1

Sanitation Inspection Report (Beans, Peas, and Lentils)
Section 868.33 of the regulations under the AMA requires GIPSA and cooperators to complete and maintain
detailed work records pertaining to all inspection activities. These activities include sampling, inspecting, and
certificating commodities. GIPSA and State cooperators are required to use Form FGIS 952-1 when
performing sanitation inspections at bean, pea, lentil, and rice processing facilities.
When manufacturers and/or processors enter into contracts that require the grading of beans, peas, lentils, or
rice by the USDA, they assume a responsibility to produce a clean product in a clean plant under good
hygienic conditions and in accordance with USDA regulations and the Food and Drug Administration's Good
Manufacturing Practice Regulations. This also includes cooperating with GIPSA and State cooperators and
provide information and assistance necessary for GIPSA and State cooperators to do a proper sanitation
inspection.
Sanitation inspection reports for beans, peas, lentils, and rice are specialized forms which provide plant
representatives, GIPSA, and State cooperators information on sanitary conditions and other potential hazard
situations at bean, pea, lentil, and rice processing facilities. GIPSA provides Form FGIS 952-1 to State
cooperators. Upon completion of the sanitation inspection, GIPSA and State cooperators provide
manufacturers and/or processors a copy of the report outlining the plant's condition. Without the collection of
this information, manufacturers, processors, GIPSA, and State cooperators would have no detail record
regarding the sanitary conditions in bean, pea, lentil, and rice processing plants.

August 10, 2007

Attachment 1

Page 13 of 29

Form Number
FGIS-952-2

Title/Description

Sanitation Inspection Report (Overpacker)
The action identified by this section was not used during the last 3 years and is not anticipated for use during
the next 3-year period. The requirement is maintained in the regulations if any incident should occur which
requires such action. If instances do occur which require this action, we will submit burden estimates for
OMB approval.
Section 868.33 of the regulations under the AMA requires GIPSA and State cooperators to complete and
maintain detailed work records pertaining to all inspection activities. These activities include sampling,
inspecting, and certificating commodities. GIPSA and State cooperators are required to use Form FGIS 9522 when performing sanitation inspection in plants that repackage products.
When overpackers enter into contracts that require USDA inspection, they assume a responsibility to produce
a clean product in a clean plant under good hygienic conditions and in accordance with USDA regulations and
the Food and Drug Administration's Good Manufacturing Practice Regulations. This also includes
cooperating with GIPSA and State cooperators and providing information and assistance necessary for
GIPSA and State cooperators to do a proper sanitation inspection.
Sanitation inspection reports for overpackers are specialized forms which provide plant representatives and
GIPSA and State cooperators information on sanitary conditions and other potential hazard situations in
overpackaging plants. GIPSA provides Form FGIS 952-2 to State cooperators. Upon completion of the
sanitation inspection, GIPSA and State cooperator provide the overpackers a copy of the report outlining the
plant's condition. Without the collection of this information, overpackers, GIPSA, and State cooperators
would have no detail record regarding the sanitary conditions in overpackaging plant.

FGIS-956

Rice Inspection Services Certificate
Sections 868.30, 31, 33, 35, 43, 44, 52, 70, 71, 72, 73, 74, and 75 of the regulations under the AMA require
the issuance of an official certificate for each inspection service performed. Rice inspection services
certificates are documents which provide manufacturers and/or processors quality information concerning a
rice inspection service. Rice inspection services certificates shall: (1) be on standard printed forms; (2) be in
English; (3) be typewritten or handwritten in ink and be clearly legible; (4) show the results of the service in a
uniform, accurate, and concise manner; and (5) show only such information and statements of fact as
approved by the Administrator.
The rice inspection service is the most comprehensive inspection service offered by GIPSA and State
cooperators to the U.S. rice industry. This service involves GIPSA and/or State cooperators obtaining a
sample of rice and analyzing the sample for official grade, official factor, or official criteria, or any combination
thereof. The inspection information is reported on Form FGIS 956.
GIPSA provides Form FGIS 956 to State cooperators. GIPSA and State cooperators use information from
certificates to prepare rice inspection volume reports (Form FGIS 930). The U.S. rice industry uses the rice
inspection certificate to complete sales transactions between the buyer and seller. The rice inspection
certificate is considered by GIPSA as formal notification of inspection results from rice samples.
Without the collection of this information, the U.S. rice industry would not have a formal document to
complete sales transactions between the buyer and seller. Also, GIPSA and State cooperators would not
have information available to prepare rice volume reports.

August 10, 2007

Attachment 1

Page 14 of 29

Form Number
FGIS-960

Title/Description

Official Grain Weight Certificate
Sections 800.16, 17, 75, 76, 95, 96, 97, 98, 99, 118, 129, 145, 153, 155, 160, 161, 163, 164, 165, 166, 195,
and 196 of the regulations under the USGSA require the issuance of an official certificate for each inspection
and weighing service performed. Official grain weight certificates are documents which provide producers,
elevator operators, and/or grain merchandisers information concerning the weight of grain in an identified lot.
Official grain weight certificates shall: (1) be on standard printed forms; (2) be in English; (3) be typewritten or
handwritten in ink and be clearly legible; (4) show the results of the weight of grain in a uniform, accurate, and
concise manner; and (5) show only such information and statements of fact as approved by the Administrator.
On domestic shipments, State and private agencies are responsible for printing and issuing their own grain
weight certificates to producers, elevator operators, and/or grain merchandisers. However, GIPSA, State and
private agency personnel use Form FGIS 960 to report the weight of export grain shipments. GIPSA provides
Form FGIS 960 to agencies providing official export grain weight certification. GIPSA, State and private
agency personnel use information from certificates to prepare grain weighing volume reports (Form FGIS
922) and export quality reports (Form FGIS 938). Applicants for service use the official grain weight
certificate to complete sales transactions between the buyer and seller. In accordance with section 7(g) of
the USGSA, "official certificates setting out the results of official weighing or supervision of weighing issued
and not canceled under the Act shall, be received by all officers and all courts of the United States as prima
facie evidence of the truth of the facts stated therein." Grain weight certificates are considered by GIPSA as
formal notification of results from official weighing services.
Without the collection of this information, producers, elevator operators, and/or grain merchandisers would
not have a formal document to complete sale transactions between the buyer and seller. Also, GIPSA, State
and private agency personnel would not have information available to prepare grain weighing volume and
export quality reports.

FGIS-961

Official Grain Weight Certificate (Divided)
Section 800.16, 17, 75, 76, 95, 96, 97, 98, 99, 118, 129, 145, 153, 155, 160, 161, 163, 164, 165, 166, 195,
and 196 of the regulations under the USGSA require the issuance of an official certificate for each inspection
and weighing service performed. Section 800.163 of the regulations provides authority for the issuance of
divided-lot weight certificates. When shiplot grain is offered for weighing as a single lot and is certificated as
a single lot, the elevator operators and/or grain merchandisers may exchange this official weight certificate for
two or more divided-lot weight certificates. The same information and statements, including permissive
statements, that were shown on the superseded weight certificate are shown on each divided-lot weight
certificate. Export grain weight certificate divided-lots shall: (1) be on standard printed forms; (2) be in
English; (3) be typewritten without errors; (4) show the weight of the individual lots, not to exceed the total
weight onboard the carrier; and (5) show only such information and statements of fact as approved by the
Administrator.
GIPSA and agency personnel must use Form FGIS 961 to report individual weight on each portion of a lot.
GIPSA is responsible for providing Form FGIS 961 to State agencies performing export grain divided-lot
weight certification. GIPSA and State agency personnel use information from certificates to prepare grain
weighing volume reports (Form FGIS 922). Elevator operators and/or grain merchandisers use the export
grain weight certificate divided-lot to complete sales transactions between several buyers and sellers. In
accordance with section 7(g) of the USGSA, "official certificates setting out the results of official weighing or
supervision of weighing issued and not canceled under the Act shall be received by all officers and all courts
of the United States as Prima facie evidence of the truth of the facts stated therein." Export grain weight
certificates for divided lots are considered by GIPSA as formal notification of weighing results from grain
weighed as single lot.
Without the collection of this information, elevator operators and/or grain merchandisers would not have
formal documents to complete sale transactions between several buyers and sellers. Also, GIPSA and State
agency personnel would not have information available to prepare grain weighing volume reports.

August 10, 2007

Attachment 1

Page 15 of 29

Form Number
FGIS-963

Title/Description

Scale Record Log
Sections 800.46, 145, 153, 155, 157, 158, 195, and 196 of the regulations under the USGSA require a scale
record log to be maintained at each scale site that is used for official weighing. The scale logs are used to
document information, such as seals applied or broken, scale test results, routine scale maintenance, and
scale malfunctions. GIPSA, State, and private agency personnel document scale related information using a
Form FGIS 963.
Without the collection of this information, GIPSA, State, and private agency personnel would have no
documentation to verify the integrity of the official weighing system. Also, the information provides
background data concerning the scale's system performance during routine operation.

FGIS-964

Supervision of Weight Certificate
Sections 800.75, 76, 95, 96, 97, 98, 99, 118, 129, 145, 153, 155, 160, 161, 164, 165, 166, 195, and 196 of
the regulations under the USGSA require the issuance of an official certificate for each inspection and
weighing service performed. Supervision of grain weight certificates are documents which provide warehouse
and/or elevator operators official weight information on specified movements of grain into and out of
elevators. Supervision of grain weight certificates shall: (1) be on standard printed forms; (2) be in English;
(3) be typewritten or handwritten in ink and be clearly legible; (4) show the results of the weight of grain in a
uniform, accurate, and concise manner; and (5) show only such information and statements of fact as
approved by the Administrator.
Supervision of weighing or Class Y weighing is a specialized service involving approved weighers (warehouse
and/or elevator employees) who physically weigh grain and GIPSA, State, and private agency personnel
partially or completely supervising the loading or unloading of the identified lot of grain. Approved weighers
(warehouse and/or elevator employees) are required to operate scales in accordance with GIPSA procedures
and issue results on "Supervision of Grain Weight Certificate."
Warehouse and/or elevator operators are responsible for printing the supervision of grain weight certificates
for their respective facilities. GIPSA, State, and private agency personnel use information from supervision of
grain weight certificates to prepare grain weighing volume reports (Form FGIS 922). Warehouse and/or
elevator operators use the supervision of grain weight certificate to complete sale transactions between the
buyer and seller. In accordance with section 7(g) of the USGSA, "official certificates setting out the results of
official weighing or supervision of weighing issued and not canceled under the Act shall be received by all
officers and all courts of the United States as Prima facie evidence of the truth of the facts stated therein."
Supervision of grain weight certificates are considered by GIPSA as formal notification of weighing results
from Class Y weighing services.
Without the collection of this information, warehouse and/or elevator operators would not have formal
documents to complete sale transactions between several buyers and sellers. Also, GIPSA, State, and
private agency personnel would not have information available to prepare grain volume weighing reports.

FGIS-965

Scale Test Report (Hopper)
Sections 800.75, 145, 153, 155, 157, 195, 196, and 217 of the regulations under the USGSA require all
equipment used for official inspection and weighing under the Act be tested for accuracy. To ensure the
preciseness and integrity of an official weight certificate, grain hopper scales used for weighing grain and
other related products must comply with GIPSA's performance requirements. Using unapproved grain hopper
scales may result in inaccurate weights, thus jeopardizing the integrity of the official weighing program.
GIPSA and/or delegated State agencies must test all grain scales at facilities which have requested official
weight certification. FGIS 965 is a specialized work record used by GIPSA and delegated State agencies to
document grain hopper scale test results. Specific information includes: the capacity, location, serial number
and type, test results, and name of persons performing the test. If the tests are performed by delegated State
personnel, they forward a copy of the Form FGIS 965 to the Policies and Procedures Branch, FGIS, GIPSA,
Washington, D.C. The Policies and Procedures Branch reviews the grain hopper scale test results and, if
they are within acceptable limits, authorize the scale to weigh grain and related products. The Policies and
Procedures Branch will use this information to develop and maintain a list of approved grain hopper scales
nationwide. GIPSA is responsible for providing all scale related forms to the delegated State for official scale
testing purposes.

August 10, 2007

Attachment 1

Page 16 of 29

Form Number
FGIS-965-1

Title/Description

Scale Test Report (Railroad Track)
Sections 800.75, 145, 153, 155, 157, 195, 196, and 217 of the regulations under the USGSA require all
equipment used for official inspection and weighing under the Act be tested for accuracy. To ensure the
preciseness and integrity of an official weight certificate, railroad track scales used for weighing grain and
other related products must comply with GIPSA's performance requirements. Using unapproved railroad
track scales may result in inaccurate weights, thus jeopardizing the integrity of the official weighing program.
GIPSA and/or delegated State agencies must test all grain scales at facilities which have requested official
weight certification. FGIS 965-1 is a specialized work record used by GIPSA and delegated State agencies to
document railroad track scale test results. Specific information includes: the capacity, location, serial number
and type, test results, and name of persons performing the test. If the tests are performed by delegated State
personnel, they forward a copy of the Form FGIS 965-1 to the Policies and Procedures Branch, FGIS,
GIPSA, Washington, D.C. The Policies and Procedures Branch reviews the railroad track scale test results
and, if they are within acceptable limits, authorize the scale to weigh grain and related products. The Policies
and Procedures Branch uses this information to develop and maintain a list of approved railroad track scales
nationwide. GIPSA is responsible for providing all scale related forms to the delegated State for official scale
testing purposes.
Without the collection of this information, GIPSA and delegated State agencies would have no record of a
railroad track scale's actual test results for comparison to official GIPSA tolerances. Also, GIPSA would not
have information available to maintain a list of approved railroad track scales. Further, the use of unapproved
railroad track scales may result in inaccurate weights which could have an adverse economic impact on
producers, elevator operators, and/or grain merchandisers.

FGIS-965-2

Scale Test Report (Vehicle)
Sections 800.75, 145, 153, 155, 157, 195, 196, and 217 of the regulations under the USGSA require all
equipment used for official inspection and weighing under the Act be tested for accuracy. To ensure the
preciseness and integrity of an official weight certificate, vehicle scales used for weighing grain and other
related products must comply with GIPSA's performance requirements. Using unapproved vehicle scales
may result in inaccurate weights, thus jeopardizing the integrity of the official weighing program.
GIPSA and/or delegated State agencies must test all grain scales at facilities which have requested official
weight certification. FGIS 965-2 is a specialized work record used by GIPSA and delegated State agencies to
document vehicle scale test results. Specific information includes: the capacity, location, serial number and
type, test results, and name of persons performing the test. If the tests are performed by delegated State
personnel, they forward a copy of the Form FGIS 965-2 to the Policies and Procedures Branch, FGIS,
GIPSA, Washington, D.C. The Policies and Procedures Branch reviews the vehicle scale test results and, if
they are within acceptable limits, authorize the scale to weigh grain and related products. The Policies and
Procedures Branch uses this information to develop and maintain a list of approved vehicle scales
nationwide. GIPSA is responsible for providing all scale related forms to the delegated State for official scale
testing purposes.
Without the collection of this information, GIPSA and delegated States agencies would have no record of a
vehicle scale's actual test results for comparison to official GIPSA tolerances. Also, GIPSA would not have
information available to maintain a list of approved vehicle scales nationwide. Further, the use of unapproved
vehicle scales may result in inaccurate weights which could have an adverse economic impact on producers,
elevator operators, and/or grain merchandisers.

August 10, 2007

Attachment 1

Page 17 of 29

Form Number
FGIS-968

Title/Description

Weight Loading Log
Sections 800.95, 96, 97, 98, 99, 145, 153, 155, 157, 195, and 196 of the regulations under the USGSA
require GIPSA and State agency personnel to complete and maintain detailed work records pertaining to all
weighing activities. These activities include weighing, checkweighing, and checkloading grain. GIPSA and
State agency personnel are required to use Form FGIS 968, "Weight Loading Log," when bulk grain is loaded
or unloaded from ships. Generally, ship loading or unloading takes several days and, in some instances,
involves continuous operation around the clock. The weight loading log is a specialized work record used to
document information, such as grain flow integrity, stowage, shipping bin and sublot numbers, scale numbers,
identification of the vessel, start and finish time for sublots, accumulated pounds per sublots, equipment
malfunctions, rain delays, grain spills, and other significant events occurring during the loading or unloading
process. Weight loading logs are the source document for preparing official weight certificates, and GIPSA is
responsible for providing these forms to State agency personnel. Also, weight loading logs provide elevator
managers preliminary weight information prior to receiving the official weight certificate. Without the collection
of this information, elevator managers, GIPSA, and State agency personnel would not have a detail record of
events occurring during the loading or unloading process. Also, the weight loading log is the source
document for completing the weight certificate, and it provides elevator managers with preliminary weight
information prior to receiving the official weight certificate.

FGIS-980

Authorization To Use Mechanical Sampler
Sections 800.145, 151, 158, 195, 196, and 217 of the regulations under the USGSA require accuracy tests for
all equipment used for official inspection and weighing under the Act. To ensure the preciseness and integrity
of an official inspection certificate, mechanical sampling systems used for official sampling purposes must
comply with GIPSA's installation, maintenance, performance, and operational requirements. If the
mechanical sampling system meets established tolerances, a Form FGIS 980 is initiated by the appropriate
GIPSA field office. The FGIS 980 certifies that the mechanical sampling system is approved for official use
and also functions as an agreement between representatives of the facility where the sampling system is
installed, the GIPSA field office, and any other persons or firm that may be directly involved. The FGIS 980
must be signed by the system's owner and/or an official agency manager, depending on the sampling device
location.
Without the collection of this information, official personnel would not have a record certifying that the
mechanical sampling system meets GIPSA's specifications for obtaining samples.

FGIS-983

Contract Service Agreement
Section 868.41 of the regulations under the AMA provides the authority for manufacturers or processors to
enter into a contract with a cooperator or GIPSA; whereby, the cooperator or GIPSA will provide inspection or
weighing services for a specified period and manufacturers or processors will pay a specific fee. Contract
services permit GIPSA to stabilize the work force at a particular facility which reduces the cost of providing
official services. These benefits are passed on to applicants for service in the form of a lower hourly rates for
contract services.
Manufacturers or processors interested in contracting services with GIPSA contact the appropriate GIPSA
field office and request a Form FGIS 983. Manufacturers or processors complete the form and indicate the
number of personnel needed to provide services and return the document to the GIPSA field office. Usually,
the GIPSA field office approves the contract and forwards a copy of the form to the manufacturer or
processor. The contract assures manufacturers or processors that they will have the number of contracted
personnel available to provide services at the applicable contract hourly rate. The contract also assures a
constant work force at a facility and aids in determining the number of personnel needed in a GIPSA field
office.
Without the collection of this information, GIPSA would have no knowledge of manufacturers or processors
needs for contract inspection services under the AMA.

August 10, 2007

Attachment 1

Page 18 of 29

Form Number
FGIS-992

Title/Description

Services Performed Report
Section 868.33 of the regulations under the AMA requires GIPSA and State cooperators to complete and
maintain detailed work records pertaining to all inspection activities. These activities include sampling,
inspecting, and certificating commodities. GIPSA and State cooperators are required to use Form FGIS 992
when performing inspections. Services performed reports provide a record of inspection, weighing, and
significant or unusual events occurring during the service. Services performed reports are the source
document for preparing official certificates.
Upon completion of inspection and/or weighing, GIPSA and State cooperators provide the manufacturers
and/or processors a copy of the services performed report as preliminary quality information prior to the
issuance of the certificate. Without the collection of this information, manufacturers, processors, GIPSA, and
State cooperators would have no detailed record of events that occurred during the service. Also, the
services performed report provides the information necessary to complete the official certificates.

FGIS-993

Commodity Inspection Certificate
Sections 868.30, 31, 33, 35, 43, 44, 52, 70, 71, 72, 73, 74, and 75 of the regulations under the AMA require
the issuance of an official certificate for each inspection service performed. Commodity inspection
certificates are documents which provide manufacturers and/or processors information on the quality and
condition of commodities or related products. Commodity inspection certificates shall: (1) be on standard
printed forms; (2) be in English; (3) be typewritten or handwritten in ink and be clearly legible; (4) show the
inspection results of the commodity in a uniform, accurate, and concise manner; and (5) show only such
information and statements of fact as approved by the Administrator.
The commodity inspection service is the most comprehensive inspection service offered by GIPSA and State
cooperators to manufacturers and/or processors. This service involves GIPSA and/or State cooperators
obtaining a sample of a commodity or related product for analysis. The inspection information is reported on
Form FGIS 993.
GIPSA provides Form FGIS 993 to State cooperators. GIPSA and State cooperators use information from
certificates to prepare commodity inspection volume reports (Form FGIS 930). Manufacturers and/or
processors use the commodity inspection certificate to complete sales transactions between the buyer and
seller. The commodity inspection certificate is considered by GIPSA as formal notification of inspection
results from commodity samples.
Without the collection of this information, manufacturers and/or processors would not have a formal document
to complete sales transactions between the buyer and seller. Also, GIPSA and State cooperators would not
have information available to prepare commodity volume reports.

FGIS-994

Commodity Inspection Certificate (Submitted Sample)
Sections 868.30, 31, 33, 35, 43, 44, 52, 70, 71, 72, 73, 74, and 75 of the regulations under the AMA require
the issuance of an official certificate for each inspection service performed. Commodity inspection
certificates for submitted sample are documents which provide manufacturers and/or processors information
on the quality and condition of commodities or related products. Commodity inspection certificates for
submitted samples shall: (1) be on standard printed forms; (2) be in English; (3) be typewritten or handwritten
in ink and be clearly legible; (4) show the inspection results of the commodity in a uniform, accurate, and
concise manner; and (5) show the word "NOT OFFICIALLY SAMPLED."
The commodity inspection submitted sample service consists of manufacturers and/or processors submitting
commodity samples to GIPSA and/or cooperators for analysis. The inspection information is reported on a
Form FGIS 994.
GIPSA provides Form FGIS 994 to State cooperators. GIPSA and State cooperators use information from
certificates to prepare commodity inspection volume reports (Form FGIS 930). Manufacturers and/or
processors use the commodity inspection certificate to complete sales transactions between the buyer and
seller. The commodity inspection certificate for submitted samples is considered by GIPSA as formal
notification of inspection results from commodity samples submitted by manufacturers and/or processors.
Without the collection of this information, manufacturers and/or processors would not have a formal document
to complete sales transactions between the buyer and seller. Also, GIPSA and State cooperators would not
have information available to prepare commodity inspection volume reports.

August 10, 2007

Attachment 1

Page 19 of 29

Form Number
FGIS-998

Title/Description

Questionnaire for Proposed Diverter Type Mechanical Sampler Installation
Sections 800.145, 151, 158, 195, 196, and 217 of the regulations under the USGSA require accuracy tests for
all equipment used for official inspection and weighing under the Act. To ensure the preciseness and integrity
of an official inspection certificate, mechanical sampling systems used for official sampling purposes must
comply with GIPSA's installation requirements. GIPSA, State, and private agency personnel must visit the
proposed site before the sampler is installed to determine whether the location is suitable for obtaining a
representative sample. GIPSA, State, or private agency personnel shall complete a Form FGIS 998 and
include loading or unloading rates, name of owner, the material to be sampled, and note any problem area
encountered. This information is provided to the facility's owner when the sampler is intended for official use.
Generally, grain elevator operators install diverter-type mechanical samplers for the purposes of obtaining
official samples. Without the collection of this information, a facility may install a sampling device that cannot
be used for official sampling purposes because it does not meet installation requirements.

FGIS-1001

Application for Approval to Operate as a Weighing Facility
Sections 800.46 and 73 of the regulations under the USGSA require grain elevator managers seeking
approval to operate as a weighing facility must provide GIPSA detailed information regarding their grain
handling systems. Elevator operators must submit a letter or complete a Form FGIS 1001 and include
information, such as the facility name and address, signatures of the facility's owner and operator, and the
names of employees who will operate the scales.
GIPSA personnel use this information to determine whether the facility complies with requirements of the
USGSA and the regulations. The FGIS 1001 is considered a formal request to operate as a weighing facility
and is basically an agreement between all parties involved that the scales and handling system are operated
in an approved manner. Without the collection of this information, GIPSA personnel would not know the
elevator operator's needs for approval as a weighing facility.

FGIS-9601

Repair/Modification Notice
Sections 800.046, 145, 153, 157, and 195 requires written notification (FGIS-9601) to elevator managers on
changes needed to be made to elevator conditions (e.g., removing grain spills) or repairs to elevator
equipment to continue Official inspection and weighing services. GIPSA and Delegated agencies complete
the form and elevator sign receipt of the form.

None

Application for Delegation
Section 7(e)(2) of the USGSA provides that GIPSA may delegate eligible and qualified States for the
performance of specified official export inspection and weighing services in specified areas. Section 800.195
of the regulations outlines the conditions and requirements for delegation. The regulations require States
(only States may apply) that want to be delegated to perform official export services to submit to the
Administrator in writing the following information (there is no form): (1) the export port locations where the
State proposes to perform official services; (2) the estimated annual volume of inspection and weighing
services to be performed at each location; and (3) a proposed fee schedule.
This information is used by GIPSA to determine if the applicant is eligible and qualified to provide official
export inspection and weighing services. The information is also used by GIPSA to determine in whose name
the delegation is issued; who the responsible officials are; who is held responsible for violations of the
USGSA; where official services are provided to facilitate supervision, monitoring, and enforcement activities;
and whether the proposed fees are reasonable and nondiscriminatory.
In order for a State to be delegated, the State must apply for delegation; and GIPSA must determine that the
State is eligible and qualified. Without this information collection, GIPSA would have no basis for determining
which States are interested in applying for delegation and whether they are eligible and qualified.

August 10, 2007

Attachment 1

Page 20 of 29

Form Number
None

Title/Description

Application for Emergency Waiver
Section 800.18 of the regulations under the USGSA provides authority for the Administrator to waive official
inspection and weighing requirements if an emergency or other condition exists that precludes the
performance of official services and granting such waivers would not impair the objectives of the Act.
Exporters or elevator operators may request an emergency waiver via telephone and confirm the request in
writing to USDA, GIPSA, Field Management Division, Office of the Director. The written confirmation should
include the exporter's or elevator operator's
name, address, and telephone number and a statement which explains the circumstances for requesting the
emergency waiver. GIPSA's Administrator will use this information to approve or deny the waiver and
respond to the exporter or elevator operator accordingly.
Without the collection of this information, GIPSA would have no knowledge of an exporter's or elevator
operator's need for an emergency waiver.

None

Application for Scale Testing
Sections 800.197 and 802.1 of the regulations under the USGSA require scale companies seeking approval
to test scales and operate as a scale testing organization to notify GIPSA in writing. The request includes the
applicant's name, and contact information. Make, model, number of load cells, on scale and description of
use (carrier movement type, in/out, etc.
Also, the request includes a statement certifying that each employee scheduled to perform official scale
testing and certification services is competent and has a working knowledge of GIPSA regulations. GIPSA
uses this information to determine whether the applicant meets the criteria for approval. Without the
collection of this information, GIPSA would have no knowledge of applicant's needs for approval as a scale
testing and certification organization.

None

Approval to Operate Outside Assigned Area
Sections 800.81, 99, 116, 117, 185, and 196 outline conditions and requirements for operating outside
designated area.
Each designated agency is assigned a specific area within which it performs official inspection and weighing
services. Occasionally, an official agency is not able to perform a certain service due to equipment failure,
personnel problems, travel time, or other reasons. Under these circumstances, they may arrange for services
to be provided by neighboring official agencies. GIPSA asks for specific information regarding the reasons
and circumstances surrounding the request. This information is used by GIPSA to coordinate, supervise, and
monitor the provision of official services by different designated agencies. GIPSA is responsible for
monitoring adequacy and timeliness of the services performed by official agencies. Without this information,
GIPSA would find it significantly more difficult to perform these tasks.

None

Directives Maintenance
Sections 800.145, 146, 154, 159, 185, 195, and 196 of the USGSA regulations and section 868.10 of the
AMA regulations provide that State and private agencies, contractors, and approved scale testing
organizations shall keep complete records of the Acts, regulations, standards, and any instructions issued by
GIPSA with all amendments and revisions thereto. Such directives are kept in a manner that facilitates
review, audit, and daily use.
GIPSA requires maintenance of these directives to ensure that all official personnel have access to a
complete set of rules, regulations, and instructions. The purpose of these rules, regulations, and instructions
is to promote the uniform application of procedures and assist in maintaining the integrity of the national
official inspection and weighing system. These directives are also reviewed by GIPSA to assist in audits and
investigations relating to administration and enforcement of the USGSA.
If such directives were not kept, employees of State and private agencies, contractors, and approved scale
testing organizations would not have easy access to correct procedures. It would be much more difficult to
maintain a uniform national official inspection and weighing system without this information.

August 10, 2007

Attachment 1

Page 21 of 29

Form Number
None

Title/Description

Fee Records
Sections 800.70, 145, 150, 154, 159, 170, 195, and 196 of the regulations under the USGSA require State
and private agencies, contractors, and approved scale testing organizations to maintain records concerning
their fees and submit a fee schedule to GIPSA for approval. These records consist of: (1) a copy of the
current fee schedule, (2) data showing how the fees in the schedule were developed in the case of an
agency, (3) superseded fee schedules, and (4) other related information. GIPSA requires maintenance of
these records as conditions for approving delegations, designations or scale testing organizations. GIPSA
reviews this information to determine whether agencies, contractors, and scale testing organizations meet the
establish requirements for approval. Without the collection of this information, GIPSA would not have
information on whether agencies, contractors, and scale testing organizations meet this approval requirement.

None

File Samples
Sections 800.81, 145, 152, 156, 195, and 196 of the regulations under the USGSA and sections 868.33 and
35 of the regulations under the AMA require State and/or private agencies and cooperators to maintain file
samples for their minimum retention period after the official function was completed or the results otherwise
reported. File samples are maintained for each inspection service and are used for: (1) supervision or review
by GIPSA field offices or the Board of Appeals and Review; (2) answering quality complaints; (3) reinspection,
appeal inspection, Board appeal inspection, retest lot inspection, appeal lot inspection, and Board appeal lot
inspection; and (4) training of agency or cooperator personnel. GIPSA requires maintenance of file samples
as conditions for approving delegations, designations, and State cooperators. Without the collection and
maintenance of file samples, GIPSA would have no means of monitoring agencies and cooperators grading
accuracy or completing requests for appeal or Board appeal inspection.

None

Filing Complaints
Sections 800.5, 145, 195, 196, and 218 of the USGSA regulations and section 868.8 of the AMA regulations
provide that domestic complaints involving the Acts, regulations, and instructions are filed with GIPSA.
Complaints or inquires from importers or purchasers in foreign countries, when possible, are filed with the
local U. S. Agricultural Attache. The purpose is to provide a formal mechanism for people to file complaints.
The information is used by GIPSA to identify shipments of grain officially inspected and weighed for review.
Without the information, GIPSA would not be aware of complaints and, thus, would lose an important source
of information regarding the integrity of the official inspection and weighing system.

None

Grain Disposition Record
Sections 800.81, 145, 148, 154, 195, and 196 of the regulations under the USGSA require GIPSA, State, and
private agencies to keep accurate records of the disposition of excess grain samples. Any grain in excess of
the quantity needed to complete the request for service is returned to the lot from which the grain was
obtained, to the owner of the grain, or the owner's order. Records maintained by GIPSA, State, and private
agencies indicate how, where, when, and to whom the excess grain was disposed. This recordkeeping
requirement protects GIPSA and agencies from allegations concerning the inappropriate disposal of excess
grain. Without the collection of this information, GIPSA and agency personnel would have no protection
against allegations indicating improper disposal of excess grain.

August 10, 2007

Attachment 1

Page 22 of 29

Form Number
None

Title/Description

Grain Merchandising Records - Export Exemption/Waiver - Officially Inspected/Weighed
Section 12 (d) of the USGSA provides that every commercial grain elevator, warehouse, or other grain
storage or handling facility that, at any time, has obtained or obtains official inspection or weighing service
must maintain such records as prescribed by the Administrator to administer and enforce the USGSA.
Sections 800.18 and 25 of the regulations under the USGSA provide that these records must fully and
correctly disclose all transactions concerning the lots of grain receiving official inspection or weighing service
(except as provided in Section 800.18) and that these records are kept for 3 years from the official service
date. This 3-year retention period may be extended upon written notification by the GIPSA Administrator for
effective administration and enforcement of the USGSA.
Section 800.26 of the regulation under the USGSA provides that every grain elevator, warehouse, or handling
facility must permit authorized representatives of the Secretary or Administrator to inspect any records
maintained.
These records maintained by grain firms are reviewed by GIPSA to assist in audits and investigations relating
to administration and enforcement of the USGSA. Such records are also used, on occasion, by USDA
attorneys, investigators of the Office of the Inspector General, or other senior management officials assigned
to administer and enforce the USGSA.
These records are maintained by grain firms to manage their purchases, inventories, and sales. If grain
companies did not keep any records, GIPSA would have virtually no way, except for onsite operation, to
monitor their activities for compliance with the USGSA.

None

Letter Requesting Exemption from Prohibited Grain Handling Practices
Section 13(b)(F)(3) of the USGSA and Section 800.61(c) of USGSA regulations provide that GIPSA
Administrator may grant exemptions from the 800.61(b) provisions for prohibited grain handling practices
(adding dockage, foreign material, or water, etc., to grain) in grain shipments sent directly to a domestic end
user or processor. Requests for exemptions are submitted in writing by grain handlers to GIPSA through
domestic end users or processors or their representatives. The request is made for single or multiple
shipments from an individual grain handler. The provision was established at the request of the grain industry.
This information is used by GIPSA to ensure that prohibited grain handling practices are used only when
deemed desirable by domestic end users. The purpose is to allow grain handlers the latitude to blend certain
grains and grain material when it is needed by domestic end users or processors.
This information is reviewed by GIPSA to assist in audits and investigations relating to administration and
enforcement of the USGSA and to verify that alleged prohibited grain handling practices were, in fact,
conducted under an exemption. Such information is also used, on occasion, by USDA attorneys,
investigators of the Office of the Inspector General, or other senior management officials assigned to
administer and enforce the USGSA.
Without this information, GIPSA would have no basis for granting exemptions and would find it much more
difficult to enforce the prohibitions regarding certain grain handling practices.

None

License Sensory Examination
Sections 800.145, 148, 149, 154, 170, 171, 173, 174, 175, 176, 177, 195, 196, and 199 of the USGSA
regulations provide that licensees and applicants for a license must pass vision and olfactory examinations.
Delegated and designated official agencies use Form CP-2 to record the results of the licensee's or
applicant's color vision, optical, and odor detection test. This information is used by officials of GIPSA,
delegated States, and designated agencies to record and evaluate test results to assist in determining if an
individual can meet the vision and odor detection requirements. In order to grade grain, a licensed inspector
must be able to distinguish between the different colors of grain, must be able to see good enough to read
manuals and distinguish between the different grains, and must be able to detect the various odors in grain,
such as sour and musty.
Without this information, GIPSA would have no basis for determining if State or private agency personnel
applying for a license can meet the vision and odor detection requirements for accurately grading grain.

August 10, 2007

Attachment 1

Page 23 of 29

Form Number
None

Title/Description

Notification of 15,000 MT Exemption
Section 800.18 of the regulations under the USGSA exempts exporters and individual elevator operators from
official inspection and weighing requirements if they exported less than 15,000 metric tons of grain on an
individual elevator basis during the preceding calendar year and each such facility plans to export less than
15,000 metric tons of grain during the current calendar year.
Exporters and individual elevator operators planning to operate under the exemption program must: (1) notify
USDA, GIPSA, Field Management Division, Office of the Director, in writing each calendar year prior to
exporting grain. The notice includes the exporter's or elevator operator's name, address, and telephone
number and a statement providing the previous year's export volume and the current calendar year's
expected volume for each facility; (2) keep complete and accurate records pertaining to the export grain
shipments and make the records available to GIPSA upon request; and (3) have all lots of grain requiring
official inspection and/or official weighing to be inspected or weighed according to the USGSA.
GIPSA uses this information to maintain a list of exporters or elevator operators loading grain under the
exemption program. Further, the information is used by GIPSA to monitor facilities operating under an
exemption for compliance.
Without the collection of this information, GIPSA could not maintain a list of facilities operating under the
exemption program.

None

Notification of Change in Specified Service Point
Under the provisions in section 800.145, 147, 155, and 196 a designated agency may change its specified
service points by sending advance written notification to GIPSA. Usually, designated agencies notify GIPSA
of changes in specified service points when new laboratories are opened or existing laboratories are closed.
This information is used by GIPSA to maintain a current list of the locations at which official services are
provided. This list of official service points is used by GIPSA to coordinate, supervise, and monitor services
provided by different designated agencies and to ensure compliance with the USGSA. GIPSA is responsible
for monitoring adequacy and timeliness of the official services provided by official agencies. Without this
information, GIPSA would find it significantly more difficult to perform these tasks.

None

Notification of Dismissal/Withdrawal/Refusal
Sections 800.48, 49, and 50, 145, 153, 155, 159, 195, and 196 of the regulations under the USGSA and
sections 868.22, 23, 24, and 25 of the regulations under the AMA require GIPSA, cooperator, State, and/or
private agency personnel to notify producers, elevator operators, merchandisers, and/or processors when
inspection, testing, and weighing services (official services) are dismissed, withdrawn, or refused. Reasons
for dismissal, withdrawal, or refusal include, but are not limited to nonpayment of bills, grain/commodity not
accessible, or performing the service would impair the objectives of the USGSA and/or AMA.
Prior to initiating any action, producers, elevator operators, merchandisers, and/or processors are given an
opportunity to take corrective measures as necessary to avoid disruption in services. However, if a resolution
is not reached, producers, elevator operators, merchandisers, and/or processors are afforded a hearing in
accordance with the provisions of the Rules of Practice Governing Formal Adjudicatory Proceedings Instituted
by the Secretary Under Various Statutes (7 CFR 1.130 et seq.) to determine whether there are sufficient
grounds for dismissing, withdrawing, or refusing official services. Prior to a hearing, producers, elevator
operators, merchandisers, and/or processors must provide written response indicating that there is no basis
for denying official services. This information is forwarded to the hearing officer of the Rules of Practice
Governing Formal Adjudicatory Proceedings. The hearing officer determines whether there are sufficient
grounds for denying official services to producers, elevator operators, merchandisers, and/or processors.
Without collection of this information, the hearing officer would not have information available to determine if
there are grounds for denying official services to producers, elevator operators, grain merchandisers, and/or
processors. Also, formal hearing proceedings are provided in accordance with due process under the law.

August 10, 2007

Attachment 1

Page 24 of 29

Form Number
None

Title/Description

Official Certificate
Sections 800.75, 118, 145, 153, 155, 160, 161, 164, 165, 166, 195, and 196 of the regulations under the
USGSA require the issuance of an official certificate for each inspection and weighing service performed.
Official certificates are documents which provide producers, elevator operators, and/or grain merchandisers
information concerning request for grain sampling services.
A grain sampling service consists of GIPSA, State, and private agency personnel sampling an identified lot of
grain and forwarding the sample along with a copy of the certificate as requested by the producer, elevator
operator, and/or grain merchandiser. Official certificates shall: (1) be on standard printed forms; (2) be in
English; (3) be typewritten or handwritten in ink and be clearly legible; and (4) show the results of the service
in a uniform, accurate, and concise manner.
Official inspection agencies are responsible for printing and issuing their own official certificate. Producers,
elevator operators, and/or grain merchandisers use official certificates to certify that the sample was obtained
by GIPSA, State, and/or private agency personnel. Further, producers, elevator operators, and/or grain
merchandisers may use the official certificate to complete sales transactions between buyers and sellers. In
accordance with section 7(d) of the USGSA, "official certificates setting out the results of official inspection
issued and not canceled under the Act shall be received by all officers and all courts of the United States as
Prima facie evidence of the truth of the facts stated therein." The official certificate is considered by GIPSA
as formal notification of a sampling service provided by GIPSA, State, and private agency personnel.
Without the collection of this information, producers, elevator operators, and/or grain merchandisers would
not have a formal document certifying that the sample was obtained by GIPSA, State, and private agency
personnel.

None

Payment of Bills
Sections 800.46, 51, 73, and 170 of the regulations under the USGSA and sections 868.21, 26, 41, and 92 of
the regulations under the AMA require producers, elevator operators, merchandisers, and/or processors
receiving services from GIPSA to pay fees by check, draft, or money order. These individuals make currency
payable to U.S. Department of Agriculture, Federal Grain Inspection Service. Fees for inspection and
weighing services provided by State cooperators or private agencies are paid by producers, elevator
operators, merchandisers, and/or processors to the respective State cooperator or private agency in
accordance with their applicable fee schedule. GIPSA uses bill collection information to determine whether
producers, elevator operators, grain merchandisers, and/or processors pay their bills in a timely fashion and,
if applicable, withhold official services until payment is received. Without the collection of this information,
GIPSA would have no knowledge of whether to withhold official services when producers, elevator operators,
merchandisers, and/or processors fail to pay bills.

None

Official Certificate - Submitted Sample Inspection
Sections 800.75, 76, 82, 118, 129, 139, 145, 153, 155, 160, 161, 162, 164, 165, 166, 195, and 196 of the
regulations under the USGSA require the issuance of an official certificate for each inspection and weighing
service performed. Submitted sample inspection certificates are documents which provide producers,
elevator operators, and/or grain merchandisers information on the kind, class, quality, and condition of grain
in a sample. Submitted sample inspection certificates shall: (1) be on standard printed forms; (2) be in
English; (3) be typewritten or handwritten in ink and be clearly legible; (4) show the results of the inspection in
a uniform, accurate, and concise manner; and (5) show the word "NOT OFFICIALLY SAMPLED" with a
statement indicating that the certificate does not meet the requirements for export grain.
The submitted sample inspection service consists of producers, elevator operators, and/or grain
merchandisers submitting grain samples to GIPSA, State, and/or private agency personnel for analysis.
GIPSA, State, and/or private agency personnel inspect submitted samples for official grade, official factor, or
official criteria, or any combination thereof. The inspection information is reported on a "Official Certificate Submitted Sample Inspection."

August 10, 2007

Attachment 1

Page 25 of 29

Form Number
None

Title/Description

Official Certificate Warehouseman's Sample Lot Inspection
Sections 800.75, 76, 82, 83, 84, 85, 118, 129, 139, 145, 153, 155, 160, 161, 162, 164, 165, 166, 195, and
196 of the regulations under the USGSA require the issuance of an official certificate for each inspection and
weighing service performed. Warehouse sample-lot inspection certificates are documents which provide
producers, elevator operators, and/or grain merchandisers information on the kind, class, quality, and
condition of grain in an identified lot. Warehouse sample-lot inspection certificates shall: (1) be on standard
printed forms; (2) be in English; (3) be typewritten or handwritten in ink and be clearly legible; (4) show the
results of the inspection in a uniform, accurate, and concise manner; and (5) show the word "QUALIFIED"
with a statement indicating that the certificate does not meet the requirements for export grain.
The warehouse sample-lot inspection service consists of a licensed warehouse sampler or elevator employee
obtaining a sample of grain using an approved diverter-type mechanical sampler and forwarding the sample
to GIPSA, State, and/or private agency personnel. GIPSA, State, and/or private agency personnel analyze
the sample for official grade, official factor, or official criteria, or any combination thereof. The inspection
information is reported on a "Warehouse Sample-Lot Inspection Certificate."
State and/or private agency personnel are responsible for printing and issuing their own warehouse samplelot inspection certificates to producers, elevator operators, and/or grain merchandisers. GIPSA, State, and
private agency personnel will use information from warehouse sample-lot inspection to prepare grain
inspection volume reports (Form FGIS 922). Producers, elevator operators, and/or grain merchandisers use
the warehouse sample-lot inspection certificate to settle disputes and complete sale transactions between
buyers and sellers of grain. In accordance with section 7(d) of the USGSA, "official certificates setting out the
results of official inspection issued and not canceled under the Act shall be received by all officers and all
courts of the United States as prima facie evidence of the truth of the facts stated therein." The warehouse
sample-lot inspection certificate is considered by GIPSA as formal notification of inspection results from a
sample obtain by licensed warehouse samplers or elevator employees.
Without the collection of this information, producers, elevator operators, and/or grain merchandisers would
not have a formal document to complete sale transactions between buyers and sellers. Also, GIPSA, State,
and private agency personnel would not have information available to prepare grain inspection volume reports.

None

Official Stowage Examination Certificate
Sections 800.75, 95, 118, 129, 139, 145, 153, 155, 160, 161, 164, 165, 166, 195, and 196 of the regulations
under the USGSA and 868.30, 31, 33, 35, 43, 44, 52, 70, 71, 72, 73, 74, and 75 of the AMA regulations
require the issuance of an official certificate for each inspection and weighing service performed. Stowage
examination certificates are documents which provide producers, elevator operators, and/or grain
merchandisers information regarding the cleanliness and/or sanitary conditions of carriers or containers.
Stowage examination certificates shall: (1) be on standard printed forms; (2) be in English; (3) be typewritten
or handwritten in ink and be clearly legible; and (4) show the results of the stowage exam in a uniform,
accurate, and concise manner.
A stowage examination service consists of GIPSA, State, and/or private agency personnel visually
determining if an identified carrier or container is clean; dry; free of infestation, rodents, toxic substances, and
foreign odor; and is suitable to store or carry grain or related commodities. If a carrier or container meets
these standards, the space is declared fit to receive grain or related commodities. However, carriers or
containers not meeting these standards are declared unfit. The inspection information is reported on a
"Official Stowage Examination Certificate."
Official inspection agencies are responsible for printing and issuing their own stowage examination
certificates to producers, elevator operators, and/or grain merchandisers. Producers, elevator operators,
and/or grain merchandisers use the stowage examination certificate to certify that grain is loaded into carriers
or containers which meet GIPSA standards of fitness. In accordance with section 7(d) of the USGSA, "official
certificates setting out the results of official inspection issued and not canceled under the Act shall be
received by all officers and all courts of the United States as Prima facie evidence of the truth of the facts
stated therein." The stowage examination certificate is considered by GIPSA as formal notification of the
cleanliness and/or sanitary conditions of carriers or containers.
Without the collection of this information, producers, elevator operators, and/or grain merchandisers would
not have a formal document certifying that grain was loaded into carriers or containers which meet GIPSA
standards of fitness.

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Title/Description

Proof of Authorization
Section 800.45 of the regulations under the USGSA and section 868.20 of the regulations under the AMA
provide authority for GIPSA, cooperator, or agency personnel to require written proof that a producer, handler,
and/or grain merchandiser has a financial interest in grain products officially inspected or weighed.
GIPSA, State, and private agency personnel are required to provide information regarding an inspection or
weighing service to producers, elevator operators, and/or merchandisers having a vested interest in the sales
transaction. The information concerning proof may be needed by GIPSA, State cooperator, or agency
personnel to ensure that inspection and/or weighing information is provided to those individuals having a
vested interest in the sale transaction. Without the collection of this information, GIPSA, State cooperator, or
private agency personnel may provide information to sources other than those having an interest which could
place the transaction in jeopardy.

None

Notification of Deceptive Practice
Section 800.60 of the USGSA regulations provides that any action or practice that knowingly causes or is an
attempt to cause official personnel to issue a false official certificate or other official form is a deceptive
practice and a violation of Section 13(a)(3) of the USGSA. Any grain firm that uses a deceptive practice may,
by giving adequate notice to GIPSA, allow GIPSA to take steps to ensure that a false official certificate or
other official form is not issued. The notice may be oral or written. If oral notice is given, it is confirmed in
writing within 2 business days. The notice is given before official services begin; explain the nature and
extent of the deceptive practice; and identify the grain, stowage container, equipment, facility, and official
personnel involved or to be involved.
This information is reviewed by GIPSA and employees of involved designated or delegated agencies to
ensure that correct official certificates and other official forms are issued. The information is also used to
assist in audits and investigations relating to administration and enforcement of the USGSA. Such
information is also used, on occasion, by USDA attorneys, investigators of the Office of the Inspector
General, or other senior management officials assigned to administer and enforce the USGSA.
If grain firms did not have the option of notifying GIPSA when events have occurred that may cause official
personnel to issue a false official certificate or other official form, they would have to spend a considerable
amount of time reloading, rehandling, reweighing, or resampling grain or risk enforcement action under the
USGSA.

None

Registration Suspension or Revocation Hearing
Sections 800.39 and 179 of the regulations provide that when suspending or revoking a license or registration
GIPSA shall provide the respondent an opportunity for a formal or informal hearing according to the Rules of
Practice Governing Adjudicatory Proceedings. GIPSA uses this information to identify those persons desiring
a hearing. Without the information GIPSA would not know if a hearing was desired.

None

Reporting Violations
Sections 800.145, 155, 185, 195, 196, and 199 of the regulations provide that delegated States, designated
agencies, GIPSA personnel, and warehouse samplers must report to GIPSA any indication of a violation of
the USGSA, the regulations, GIPSA instructions, or any verbal instructions issued that are contrary to the
USGSA, the regulations, or GIPSA instructions. Sections 800.5 and 868.8 of the regulations provide
instructions on how to file complaints.
This information is used to aid in identifying and evaluating possible violations of the USGSA and AMA. This
information is reviewed by GIPSA to assist in audits and investigations relating to administration and
enforcement of the USGSA and AMA. Such information is also used, on occasion, by USDA attorneys,
investigators of the Office of the Inspector General, or other senior management officials assigned to
administer and enforce the USGSA and AMA.
The purpose of collecting the information is to ensure that GIPSA receives information from all possible
sources concerning possible violations to facilitate timely and effective enforcement action. Without the
information, GIPSA would have significantly increased difficulty in identifying possible violations and trends in
violations.

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Title/Description

Request for Amendment to Assigned Area
Request for Amendment to Assigned Area.
Each designated agency is assigned a specific area within which it provides official inspection and weighing
services. (7 CFR 800.196) Designated agencies request amendments to their assigned area when there is
additional territory available for expansion or when there is a lack of requests for services in existing territory.
Designated agencies may request that GIPSA amend their assigned area by giving GIPSA a written notice
specifying the change desired, signed by the designated agency owner or its chief operating officer, and by
paying the specified fee (section 800.71). GIPSA needs this information to initiate action to amend the
designation. GIPSA may initiate action to amend the designated area if the requested change is consistent
with the provisions and objectives of the USGSA. Without the information, GIPSA would not be able to
evaluate or initiate a change to an assigned area.

None

Request for Assistance to Provide Official Services
Each designated agency is assigned a specific area within which it performs official services. Occasionally,
an official agency is not able to perform a certain service due to the infrequency of requests for that particular
service or their current workload prohibits the timely performance of the requested service. Under these
circumstances, section 800.196 of the regulations provides that a designated agency may arrange for service
to be provided by a neighboring official agency. However, a designated agency must obtain GIPSA approval
before implementing such an agreement. GIPSA asks for specific information regarding the reasons and
circumstances surrounding the request. This information is used by GIPSA to coordinate, supervise, and
monitor services provided by different designated agencies. GIPSA is responsible for monitoring adequacy
and timeliness of the official services provided by official agencies. Without this information, GIPSA would
find it significantly more difficult to perform these tasks.

None

Request for Delegation Cancellation
An agency, under the provisions of sections 800.145, 147, 195, and 196 of the regulations, may request that
its delegation or designation be canceled by giving GIPSA 90 days written notice. This information is used by
GIPSA to make timely arrangements for the provision of services in the area served by the designated or
delegated agency requesting cancellation. Without this information, it would be very difficult for GIPSA to
make orderly and timely provisions to ensure that official services are provided without interruption in the
designated or delegated area.

None

Request for Designation Cancellation
An agency, under the provisions of sections 800.145, 147, 195, and 196 of the regulations, may request that
its delegation or designation be canceled by giving GIPSA 90 days written notice. This information is used by
GIPSA to make timely arrangements for the provision of services in the area served by the designated or
delegated agency requesting cancellation. Without this information, it would be very difficult for GIPSA to
make orderly and timely provisions to ensure that official services are provided without interruption in the
designated or delegated area.

None

Request for Prototype Testing
Request for Prototype Testing.
Section 800.217 of the regulations under the USGSA provides the Administrator the authority to test prototype
grain inspection or weighing equipment for official use. Any manufacturer or their agent may submit a request
for an approval to GIPSA, Technical Services Division, Kansas City, Missouri. The request is made on
company letterhead paper and include: (1) model/models identification, (2) design specifications, (3)
applicable drawings, (4) data from preliminary performance tests, and (5) any other information that would
facilitate the review of the request. GIPSA uses this information to determine if the equipment in question
meets the established design criteria and if it potentially meets the performance standards.
Without the collection of this information, GIPSA would have no detailed information about a manufacturer's
equipment for possible prototype testing and feasibility of use in the official grain inspection system.

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Title/Description

Work Records (AMA)
Section 868.33 of the regulations under the AMA require GIPSA and State cooperators to complete and
maintain detailed work records pertaining to all inspection activities. These activities include sampling,
inspecting, and certificating commodities. Specific information includes the date sampled and inspected, type
of movement, location of commodity or products, identification, quantity, seal numbers removed and applied
(as applicable), and any additional information pertinent to the inspection. State cooperators may develop
their own work record which suits their needs.
Work records provide GIPSA and State cooperators with a document to perform their mathematical
computations. Work records are the source document for completing the certificate. Moreover, work records
provide manufacturers and/or processors preliminary quality information prior to receiving the certificate.
Additionally, GIPSA and cooperators prefer work records because commodity sampling and inspection occur
under conditions that are less than favorable, such as dust, dampness, and dirt. It would be difficult to keep
certificates clean, neat, and professional looking under routine laboratory conditions. Without the collection of
this information, GIPSA and cooperators would have no record of the commodity or related product inspection
results at the work site. Also, because of the environment associated with sampling, inspecting, and testing
commodities and related products, official certificates if used in lieu of work records may get dirty or wet.

None

Work Records (USGSA)
Sections 800.145, 153, 155, 156, 185, 195, and 196 of the regulations under the USGSA require GIPSA,
State, and private agency personnel to complete and maintain detailed work records pertaining to all
inspection activities. These activities include sampling, analyzing the sample for official factors, and
assigning the appropriate grade. State and private agency personnel may develop and maintain their own
work records. The work record shall include: the date sampled and inspected, type of movement, location of
grain, identification, quantity, seal numbers removed and applied (as applicable), and any additional
information pertinent to the request for service.
A work record provides GIPSA, State, and private agency personnel a document that they can use to perform
their mathematical computation and is the source document for completing the certificate. Additionally,
GIPSA, State, and private agency personnel prefer work records because grain sampling and inspection
occur under conditions that are less than favorable, such as dust, dampness, and dirt. It would be difficult to
keep certificates clean, neat, and professional looking under routine laboratory conditions. Moreover, the
work record provides the producer, elevator operator, and/or grain merchandiser preliminary quality
information prior to receiving the certificate. Without the collection of this information, GIPSA, State, and
private agency personnel would have no record of the inspection results at the work site. Also, because of
the environment associated with sampling and inspecting grain, official certificates, if used in lieu of work
records, may get dirty or wet.

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