Dispensing Propane Safely

Training Manual
Notice and Disclaimer Concerning Liability
The Propane Education & Research Council (PERC) is a non-profit or the industry members or any persons who contributed to
501(c) 6 trade organization authorized by the Propane Education the development of the information contained in this document.
and Research Act of 1996 (PERA), Public Law 104-284. PERC was PERC, NPGA, GPA, and the industry members make no warranty
created “to enhance consumer and employee safety and training, to or guarantee as to the accuracy or completeness of any information
provide for research and development of clean and efficient propane published in this document.
utilization equipment, and to inform and educate the public about
safety and other issues associated with the use of propane.” The procedures and information in this document are intended
to implement the standards set forth in the documents referenced
PERC is governed by a 21-member Board of Directors appointed with capabilities of the personnel and equipment available. It does
by the National Propane Gas Association (NPGA) and the Gas not create new standards or criteria for compliance. The order of
Processors Association (GPA). PERC program beneficiaries include steps in any procedure may or may not be of importance. This
propane retail marketers, producers, transporters, and agricultural material is not sold nor is it a product of any consulting or
cooperatives, as well as representatives of allied service and supply engineering activity.
industries (industry members).
Users of this document should consult the law of their individual
The recommendations, standards, or recommended practices, jurisdictions for codes, standards, and legal requirements applicable
as reflected in this document, were developed by independent to them. This document is not intended nor should it be construed
consultants retained by PERC. While PERC administers the to (1) set forth policies or procedures that are the general custom or
process of obtaining the information, it does not independently test practice in the propane industry; (2) establish the legal standards of
or verify the accuracy of the information or methods used to collect care owed by propane distributors to their customers; or (3) prevent
the data that support the conclusions or recommendations reflected the user from using different methods to implement applicable
in this document. codes, standards, or legal requirements.

PERC, NPGA, GPA, and the industry members disclaim any liability By disseminating or publishing this document, PERC is not
for any personal injury, property damage, business losses, or other undertaking to render any professional or other service to or on
damages of any nature whatsoever, whether special, indirect, behalf of any person or entity. PERC, NPGA, GPA, and the industry
consequential, or compensatory, directly or indirectly resulting members are not undertaking to perform any duty owed by any
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omissions of or by any negligence on the part of PERC, NPGA, GPA,

Propane Education & Research Council

1140 Connecticut Ave. NW

Suite 1075
Washington, DC 20036

202-452-8975
www.propanecouncil.org
Table of Contents
About the Program i

Acknowledgements 1

1. Introduction 2

2. Properties and Characteristics of Propane 4

3. Dispensing Station Equipment 10

4. DOT Cylinders 16

5. Inspecting, Filling, and Labeling Small Cylinders 19

6. Refueling, Maintaining, and Troubleshooting Forklift Cylinders 32

7. Refueling ASME Motor Fuel and RV Tanks 43

8. Emerging Technologies 52

9. Retail Cylinder Exchange Operations 59

10. Resources and Glossary 61

Bulk Plant Dispensing Equipment and Purging 63

About the Program
Dispensing Propane Safely is an employee training program funded by the
Propane Education & Research Council (PERC) that details the many tasks
associated with the safe and effective dispensing of propane into several types
of propane cylinders and tanks. The program is organized into modules that
allow you to select what material is covered based on your job responsibilities.
The following training tools are available:

• DVD

• A CD training manual which includes detailed dispensing instructions,

quizzes, answer keys, and an employee completion certificate

The first five modules in the program apply to almost all propane dispensing
operations, including those at retail locations:
1. Introduction

2. Properties and Characteristics of Propane

3. Dispensing Station Equipment

4. DOT Cylinders

5. Inspecting, Filling, and Labeling Small Cylinders

Additional modules that can be selected based on job requirements:

6. Refueling, Maintaining, and Troubleshooting Forklift Cylinders

7. Refueling ASME Motor Fuel and RV Tanks

8. Emerging Technologies

9. Retail Cylinder Exchange Operations

A Spanish language version of the DVD is also available.

Contact PERC (202-452-8975) for more information.

i
Acknowledgements
PERC gratefully acknowledges the generosity and We also gratefully acknowledge the technical input
cooperation of the following companies for providing and guidance of the following individuals, who
personnel, equipment, and technical assistance: served as subject matter experts and reviewers:

• AmeriGas Propane, Lansing, IL • Don Crowder, Corken Inc.

• Chrysler Corporation, Belvidere Plant, • Mark Dmochowski, Georgia Gas Distributors, Inc.
Belvidere, IL
• Scott Fenimore, Ferrellgas
• Crete Garden Center & Nursery, Crete, IL
• Jim Gross, AmeriGas Propane LP
• Crown C Supply Company, St. Louis, MO
• Curtis Harrell, Heritage Propane
• Heritage Propane, Murfreesboro, TN
• Bruce Hopkins, Recreation Vehicle
• Ideal Landscape Group, St. Louis, MO Industry Association

• Lighthouse Marathon, Villa Park, IL • Mike Konanz, Kamps Propane

• Manchester Tank & Equipment Co., Franklin, TN • Eric Kuster, Fairmont Specialty Group

• Metro Lift Propane, LaVergne, TN • Frank Lane, Manchester Tank & Equipment Co.

• Rick’s RV Center, Joliet, IL • Paul Lindsey, Horizon Energy Holdings Co., Inc.

• Schwan’s Home Service Inc. • Bruce Montroy, Bergquist, Inc.

• St. Peters Hardware & Rental, Godfrey, IL • Jeff Shaffer, Shaffer’s Bottled Gas Corp.

• Syncreon Automotive, Belvidere, IL • Bruce Swiecicki, National Propane

Gas Association
• U-Haul Moving & Storage of O’Fallon,
O’Fallon, MO • Mike Walters, AmeriGas Propane LP

• U-Haul Moving & Storage of Morton Grove, • Randy Warner, Ferrellgas

Morton Grove, IL

The material and other information included in this program are intended to
provide general guidance only on the subject matter addressed. They are
not intended to be a substitute for the personal instruction, guidance, and
advice of a professional with training and experience in the safe and proper
use of propane.

1
1. INTRODUCTION
Propane dispensing stations offer a convenient fueling source for residential,
recreational, and commercial users of propane, and can be found at many
locations, including hardware stores, lawn and garden centers, campgrounds,
rental equipment companies, industrial sites, and gas stations. Motor homes,
campers, autogas vehicles, barbecue grills, and forklifts are just a few of the
vehicles and equipment served by propane dispensing stations.

For the safety of you, your customers, and your employees when dispensing
propane, you should know about the fuel, equipment, regulations, and
processes that are involved in filling various types of propane containers
and cylinders. This program will discuss general information about dispensing
propane safely, and also go into detail about the specific processes involved
in filling various types of propane containers and cylinders.

Propane Dispenser Operators

Propane dispenser operators play an Informing customers about cylinder and container
important role in safely and efficiently safety is also an important responsibility for the
providing propane to customers. dispenser operator. Operators should make sure
that all customers understand how to transport
Their responsibilities include: cylinders safely. Important safety tips for your
customers include:
• Understanding the regulations, routine
inspections, and operation of the • Always transport and store a cylinder in a
dispensing equipment. secure and upright position so it will not fall,
shift, or roll.
• Inspecting customer containers to ensure
that they are safe for filling. • Never keep a filled cylinder inside a hot vehicle.

• Filling containers to their proper levels and • Always proceed directly to your destination
preventing containers from being overfilled. and immediately remove the cylinder from
your vehicle.
• Maintaining the security of the propane
dispenser and transfer area to control ignition A good resource to give your customers is
sources and prevent tampering or release the pamphlet “Important Propane Safety
of propane. Information for Users of Small Cylinders.”
Visit propanesafety.com to download the
• Shutting down and securing the dispenser pamphlet or to order copies.
in the event of an emergency.

2
Program Elements
This program offers a training manual and DVD,
which are organized into a modular format that
allows you to select material based on your job
responsibilities. There is also an optional quiz
for each module and documentation material
for your employer.

The first three modules apply to all dispenser

operators and cover:

• Introduction to Dispensing Propane Safely

• Properties and Characteristics of Propane

• Dispensing Station Equipment

Modules that can be selected based on job

requirements include:

• DOT Cylinders

• Inspecting, Filling, and Labeling

Small Cylinders

• Refueling, Maintaining, and Troubleshooting

Forklift Cylinders

• Refueling ASME Motor Fuel and RV Tanks

• Emerging Technologies

• Retail Cylinder Exchange Operations

Dispenser Training Requirements

There are specific training and inspection
requirements published in national codes
(i.e., NFPA 58) and by government agencies
and organizations such as the United States
Department of Transportation (DOT), Department
of Labor (DOL), Occupational Safety & Health
Administration (OSHA), and the Compressed
Gas Association (CGA). For more information
on these requirements see the resources
section (Module 10).

3
2. PROPERTIES AND CHARACTERISTICS OF PROPANE
Safe dispensing of propane involves knowing its properties and characteristics
and being aware of safety procedures.

Properties and Characteristics

A Material Safety Data Sheet (MSDS) is available When released into the atmosphere, liquid propane
from propane suppliers or distributors and must has a refrigerating effect that makes everything it
be available and accessible to all employees at touches extremely cold. This means if it comes in
the workplace. The MSDS provides important contact with your skin, it can cause third-degree or
information on propane including physical properties, deep-freeze burns. For this reason, you should wear
health effects, first aid, safety precautions, and gloves or other PPE resistant to propane when filling
personal protective equipment (PPE). containers. Your employer may require additional
safety equipment, depending on your specific
This program will discuss information from the responsibilities. For more information on PPE
MSDS that relates to your job of dispensing see the resources section (Module 10).
propane safely.
Every time propane is released, there is potential
Propane is either a liquid or a gas depending on for hazard. Three ingredients are needed to start
the amount of pressure it is stored under. To keep and sustain combustion—propane, oxygen, and
propane as a liquid above its normal boiling point, an ignition source. All three ingredients must be
it must be stored and transported in pressure-tight present for combustion to occur, and the ignition
containers. Liquid propane stored in containers at source must provide enough heat to the propane-
ambient temperatures will boil off and become a oxygen mixture to raise the temperature of propane
vapor that occupies empty space in the container. to its ignition point.
This vapor is what is used in customer appliances
and equipment. In order to minimize possible ignition sources that
could lead to combustion, customers should be
Like water, liquid propane will expand when heated. restricted from the immediate area around the
However, liquid propane will increase in volume liquid propane transfer areas.
nearly 17 times greater than water will. To allow
for this expansion, propane containers are filled
typically to only 80% of their capacity.

If liquid propane is released into the air, the

lack of pressure quickly causes it to vaporize
and expand to 270 times its original volume.
Therefore, liquid propane leaks can be more
hazardous than vapor leaks.

Propane is non-toxic, but its vapor is still dangerous

Containers are filled to 80% of their capacity
to inhale because it displaces oxygen. Since
propane vapor is 1-1/2 times heavier than air,
propane released in a confined space may initially
remain in low-lying areas. However, if there is
sufficient air movement, especially outdoors,
the vapor will quickly dissipate in the air.

4
Detecting Propane
Propane has a strong, unpleasant smell like rotten
eggs, a skunk’s spray, or a dead animal. Propane
distributors deliberately add this odor so employees
and customers can easily detect a potentially
hazardous propane leak.

Some people may have difficulty smelling propane

due to several factors. Decreased sense of smell
with aging; medical conditions; or the effects of
medication, alcohol, tobacco, or drugs can diminish Recognize the smell of propane
one’s ability to smell propane.

On rare occasions, propane can lose its odor. This

can be caused by the presence of air, water, or rust
in the cylinder or container.

Since there is a possibility of odor loss or problems

with your sense of smell, you should respond
immediately to even a faint odor of gas. If for any
reason you cannot recognize the smell of propane,
notify your supervisor immediately.

Both you and your customers’ safety could depend

on your ability to smell propane in the event of
a leak.

What You Should Know before

Dispensing Propane

Good Housekeeping Practices

Good housekeeping is an important part of safety
everywhere. Wet, slippery, and oily floors, and
tools left lying around, can cause injury. Poor
housekeeping can also hide defects in electrical
wiring, piping, and equipment.

Good housekeeping practices at a dispensing

location should include:

• Keeping the dispensing area clear except

Storing cylinders properly Keeping the area clear
for objects necessary for operations.

• Reporting product and oil leaks immediately.

• Keeping driveways and fire hydrants clear

of anything that could limit fire truck access.

• Storing cylinders properly.

• Checking fire extinguishers to make sure

they are fully charged and accessible.
Checking fire extinguishers

5
Static Electricity
All employees should be aware of the potential
danger of unwanted static electricity at the
dispensing location. In the right conditions static
discharge or spark may cause the ignition of
some fuels, including gasoline and propane.

In order to reduce the risk of ignition from static

discharge, identify where Static Discharge Control
Areas are and where static electricity may be
coming from. This is typically any area where
propane vapor may be present.

Static Discharge Prevention Quick Tips

If you are working in or near a Static Discharge
Control Area, there are a few simple measures
you can take to limit your chances of producing
a static spark:

• Wear static-safe footwear or temporary

foot grounders.
Static-safe footwear Cotton and cotton blends
• Wear cotton and cotton blends.

• Never put on or remove garments inside

a Static Discharge Control Area.

• Remove all plastics and other synthetic

materials from the area.

• Make sure all your equipment is

properly grounded.
Limit access to the area
• Limit access to the area to only those
people necessary to conduct normal
business activities.

For more information on controlling static electricity

visit propanesafety.com to download a copy of the
“Static Electricity in the Propane Industry” booklet.

6
Fire Extinguishers
It is a code requirement that at least one fire
extinguisher be easily accessible at the filling site.
Each extinguisher should be at least an 18 lb. dry
chemical model with a B:C rating. In workplaces
where employees are expected to know how to use
fire extinguishers, OSHA requires employees to be
trained on fire extinguisher use and operation upon
initial hiring and annually thereafter.

It is important to note that fire extinguishers are Monthly visual inspection of fire extinguisher
not intended to put out propane fires and can only
cover a limited area when used. They are effective,
however, for small fires, such as those involving
combustible materials, and can be helpful in
creating an escape route for personnel.

A monthly visual inspection of all fire extinguishers is

required. This includes checking the extinguisher to
be sure it is fully charged and has a tag showing the
date of its last annual inspection. If the extinguisher
is due for inspection, low on charge, damaged, or
missing an inspection tag, stop filling operations and
notify your supervisor immediately.

7
UNCONTROLLED PROPANE LEAKS AND FIRES
Any uncontrolled release of propane or fire can be extremely dangerous. If your
facility is equipped with an emergency shutdown device, make sure you are
aware of its location. In the event of a propane emergency, you should always
place personal and customer safety first.

Follow these steps:

1. Shut down the dispenser.

If there is an emergency shutdown device, activate it.

2. Evacuate the area immediately.

Everyone in the building, or area affected by the emergency, should
evacuate immediately to a safe distance from a spill or leak. Do not
re-enter the area.

3. Call for help.

After you are at a safe distance from the affected area, call 911 or your
local fire department.

8
When Help Arrives
Emergency responders, including firefighters,
HAZMAT crews, and emergency medical
technicians are the only personnel qualified
to provide leadership in emergencies involving
propane. Once the emergency response team
arrives, do not interfere.

After a fire, do not operate a dispenser that has

been exposed to fire until it has been thoroughly
inspected and repaired by a qualified technician
approved by your propane supplier.

Your company may have specific instructions

for you to follow in both routine and emergency
situations, so you should always consult your
supervisor for more information.

9
3. DISPENSING STATION EQUIPMENT
In order to dispense propane safely, you should be familiar with the equipment
you are working with and how to use it. The following section describes
equipment that is common to most dispensing stations. If you have a large
dispensing facility, or bulk plant, see Module 10 and review the “Bulk Plant
Equipment” section.

There are two common types of propane dispensing

station set-ups: vertical tank dispensers and horizontal
tank dispensers.

Dispensing equipment often varies by facility.

Your system may or may not have all of the
following components:

• An ASME storage tank that supplies propane

to the dispensing equipment.
Vertical dispenser Horizontal dispenser
• Valves to control the flow of propane through
the piping system.

• Extra-heavy piping and forged-steel

pipe fittings.

• A propane pump, driven by an explosion-proof

electric motor.

• A platform scale for weighing cylinders during

and after filling.

• Automatic pump bypass return valve(s), to protect ASME storage tank Valves controlling flow of propane
the pump, piping, and hoses against excessively
high pressures when the hose end valves are
closed and the pump is running.

Extra-heavy piping Electric motor

Platform scale Bypass return valve

10
• Electrical wiring, fixtures, and switches to
control the propane pump motor and provide
for emergency shutdown.

• A metering system for measuring liquid propane

transferred into containers.

• Propane transfer hose assemblies for cylinder

filling and ASME tank filling.

• Hose end adapters to accommodate the Electrical wiring Metering system

different valves used on DOT cylinders
and ASME tanks.

• An emergency break-away device for vehicle-

mounted containers that is designed to provide
protection in case of a pull-away by stopping
the flow of gas if a customer drives away with
the hose attached.

• A fenced enclosure, a lockable cabinet

to secure the dispenser, or devices to Transfer hose assemblies Hose end adapters
secure the valves should be used to prevent
unauthorized operation of equipment when
not in use. Depending on the site and
enclosure, traffic barricades may also
be required.

Emergency break-away device Lockable cabinet

11
Shutdown Components
There are two types of shutdown systems:

Manual shutdown dispensers stop the flow of liquid

into cylinders by manually closing one or more
valves. They rely on the operator to determine when
the maximum permitted filling limit for a cylinder
is reached.

Automatic shutdown systems are used primarily where

several cylinders are being filled simultaneously,
Manual shutdown dispenser Automatic shutdown dispenser
such as at a cylinder dock, to reduce the possibility
of overfilling cylinders. They normally consist of a
sensor or trip lever mounted on the balance beam
of a scale and a master control valve that stops the
flow of liquid propane to the dispensing hose.

The dispenser tank in your facility may be equipped

with an internal excess flow valve in combination
with a positive shutoff valve. Internal valves
that incorporate excess flow protection are also
common, and may include thermal and remote Internal excess flow valve Remote shutdown station
shutoff capabilities.

Remote shutdown stations may also be installed to

provide a greater level of emergency support away
from the pump and transfer location.

Ball valves control the flow of propane from the

supply tank through the piping. A ball valve is open
when the valve handle is parallel with the piping.
It is closed when the handle is perpendicular to
the piping. Ball valve in the open position Ball valve in the closed position

Globe valves are similar to water faucets and are

operated by turning the handwheel counter-
clockwise to open and clockwise to close.
They must be either fully open or fully closed.

Hose end valves stop the flow of propane as part of

the container filling operation. As another safeguard
against overfilling, hose end valves are quick-closing
or snap-acting. Many also have a safety latch to
prevent accidental opening when the valve is not Globe valve Hose end valve
connected for filling.

12
Measuring Components
Platform balance beam scales determine when the
proper filling weight for cylinders is reached and
when to stop the flow of propane into the cylinder.

Platform scales can be single beam, double beam,

or digital. All require periodic maintenance and
should be checked for accuracy based on the
manufacturer’s instructions.

In many states and jurisdictions, scales must

Certification decals on scale Scale protected from weather
have certification decals from weights and
measures officials, and be inspected periodically
and calibrated for accuracy.

Scales must be leveled and protected from

weather, especially accumulation of water,
debris, snow, or ice.

13
PREPARING THE DISPENSER
When preparing the dispenser follow these steps:

1. Unlock the cabinet or other locking devices and open any or all entry
gates. If the dispenser is equipped with a cabinet, unlock the cabinet
and verify that the hose end valves are closed.

2. Slowly open the liquid outlet valve and the first downstream manual
valve. If you hear a snapping noise, this means the valves have been
opened too quickly and the excess flow valve may have closed.

If the excess flow valve closes or “slugs,” proceed as follows:

1. Close the downstream manual valve.

2. Wait patiently for the excess flow valve to open.
You may hear it click.
3. Open the valve slowly to avoid a sudden increase in flow.

3. Inspect all valves, piping, transfer hose, and fittings for proper operation.

4. Inspect the threads of all connection adapters, especially brass, for

excess wear. Make sure the gaskets and O-rings, if equipped, are in
place and in good working condition.

5. Inspect for leaks. If you suspect a leak, shut down the system,
immediately leave the area, and contact your supervisor.

14
DISPENSER SHUTDOWN
When the dispenser is not in use or when a qualified operator is not present,
the dispenser should be shut down and secured.

Follow these steps to shut down the dispenser:

1. Close all valves at the storage tank.

2. If so equipped, place the dust cap or plug in the hose end valve
or filling adapter.

3. Store the filler hose in the proper location.

4. Close and lock the cabinet, fence gates, and other locking devices.

Becoming familiar with the dispensing equipment and how it works will help you
to fill cylinders safely and protect your customers, your workplace, and yourself.

15
4. DOT CYLINDERS
Most propane cylinders in service today are manufactured according to DOT
specifications and are commonly referred to as “DOT cylinders.”

Small, portable cylinders are filled at various locations and are used with hand
torches, plumbers’ pots, gas lanterns, camp stoves, barbecue grills, and on
many recreational vehicles.

Larger cylinders are filled typically at a propane facility or plant and delivered
to industrial, commercial, or residential customers.

Common Elements
Cylinder bodies are most commonly made from
either aluminum or some type of alloy steel, and
consist of either two or three pieces. A third type is
made from composite material and is discussed in
Module 8, which highlights emerging technologies.

Every aluminum or steel cylinder has a foot ring—

a wide metal band that is welded or brazed to the
bottom or non-service end of the cylinder. It is used
to protect the bottom of the cylinder body from Cylinder body Cylinder foot ring
corrosion or other damage and also functions as
a support stand or base.

Openings for valves and fittings are located in the

service end of the cylinder, with threaded fittings
welded to the opening. The number of openings
depends on how the cylinder will be used.

Portable and exchange cylinders rarely have more

than one fitting that is threaded to a 3/4" female
National Pipe Thread (NPT) fitting and raised above Service end of cylinder
the surface. As a result, the fitting is often called the
neck of the cylinder. A combination service valve
and pressure-relief valve is installed in the fitting.

Vertical cylinders with 4- to 40-lbs. propane capacity

used in vapor service must be fitted with an
overfilling prevention device (OPD).

OPD cylinder valves are distinctively marked and

equipped with a unique handwheel in the shape of a
modified triangle. The OPD marking is molded into the Overfilling prevention device OPD cylinder valve handwheel
handwheel and the valve body to ease identification.

16
OPDs should not be treated as the primary means
of preventing overfilling. It is still the dispenser
operator’s responsibility to close the hose end valve
when the proper filling level has been reached.

Some cylinders are not required to be fitted with

an OPD. These include cylinders:

• Used in industrial truck service.

• Manufactured prior to 1998 and designed Operator closing hose end valve
for use in the horizontal position.

• Used for industrial welding and cutting gases.

To protect the cylinder valves, a wide metal band

called a “collar” is welded to the cylinder body
and partially surrounds the neck of the service
end. Larger cylinders may have a cap or a collar.

Collars often incorporate handles for lifting and

moving. Cylinder valves should never be used Cylinder collar Handle for lifting
to lift or move a cylinder.

Cylinder Markings
Markings are required by DOT and are the ID card
for the cylinder. Markings must be legible and
clearly and permanently marked on the collar
or cylinder body.

The markings include information for selecting

cylinder valves, the specification design code,
cylinder tare weight (TW), water capacity (WC)
in pounds, and the manufacturer name and test
or requalification date. Specification design code

Cylinder specification markings consist of two basic

parts: the design code and the service pressure.
DOT-4BA240 is one of several specifications for
cylinders. The term “4BA” indicates that the cylinder
is a welded (series 4) alloy steel (series BA) cylinder.
The number “240” indicates the service pressure is
240 pounds per square inch gauge (psig).

Cylinder size is marked by the amount of water it

can hold in pounds. Propane capacity is 42% WC. Tare weight Water capacity
Portable cylinders usually range from 1 pound to
100 pounds propane capacity.

TW is the weight of the cylinder when empty

and includes the weight of the cylinder valves,
but not the filling hose and nozzle. Cylinders with
the same WC can have different TWs, so each
cylinder should be treated individually.

17
Requalification
All refillable cylinders must be requalified at regular
intervals. Requalification is not normally handled at
dispenser locations, and should be performed only
by trained individuals whose facility is registered
with the DOT.

When reading requalification markings:

• A date without a letter indicates the next

requalification must be within 12 years.

• The letter “S” following the date indicates the

cylinder must be requalified 7 seven years of
the marked date.

• The letter “E” following the date indicates that

requalification is required again within 5 years
of the marked date.

• The most recent requalification date is marked

on the cylinder. Cylinders that are out of
qualification must NOT be refilled; rather,
they should be marked and set aside in a
designated safe area.

Knowing about cylinder construction, components,

and markings will assist you in safely refilling your
customers’ cylinders.

18
5. INSPECTING, FILLING, AND LABELING
SMALL CYLINDERS
Note: Before you begin the process of inspecting and filling small cylinders,
make sure that the dispenser is properly prepared. Module 3 gives you step-by-
step instructions on how to properly get the dispenser ready to fill cylinders and
containers. Please review this module if you have not already done so.

Pre-fill Visual Check

Customers are often unaware of the many safety
procedures that must be performed before
having their cylinders filled, such as inspection,
requalification, purging, and filling requirements.
And you may have no idea what happened to the
cylinder prior to its arrival for refilling. However, the
safety of yourself, your customers, and the public
is the highest priority, so use great care in handling
and assessing a small cylinder before filling.

DOT regulations require a visual check before a

small cylinder can be filled or refilled to verify that
it is fit for continued service. Prior to inspecting
a cylinder, remove any plastic or paper sleeve so
you are easily able to spot any problems. After
inspection, if any of the following are found, the
cylinder must not be refilled and should be marked
and set aside in a designated safe area.

Problems that prevent refilling a cylinder include:

Fire damage, cracks and bulging Excessive rusting
• Cracks or leaks.

• Bulging, serious denting, or gouging.

• Defective valves unless properly repaired

or replaced.

• Defective or leaking pressure-relief device,

unless properly repaired or replaced.

• Damage to the cylinder valve, valve protection,

and cylinder foot rings.

• Out-of-date requalification.

• Evidence of physical abuse, fire or heat

damage, or excessive rusting or corrosion.

19
 Steel cylinders subjected to fire must be
requalified, reconditioned, or repaired by the
original manufacturer or a DOT-authorized repair
facility before being placed back in service.
Aluminum cylinders subjected to fire must
be removed from service permanently.

If you encounter a cylinder with XXXs over

the DOT specification number or marked with
Fire damage Condemned cylinders “CONDEMNED” on the shoulder, head, or collar,
do not refill. Instead, mark and set aside in a
designated safe area.

Valves and accessories should also be inspected

prior to filling. Many cylinder valves are made with
non-metallic or soft parts such as nylon, rubber, and
Teflon®. When these materials become damaged or
worn out, propane liquid or vapor can leak out of the
valve and create a potentially hazardous situation.
They should be checked regularly for signs of aging
Damaged valve Anhydrous ammonia stain and wear.

Valve accessories may become broken or lost,

allowing dirt or moisture to enter the valve. Inspect
and replace any faulty or missing dust caps.

Valves may also be damaged through improper

cylinder maintenance. For example, service
personnel may fail to use proper brushes or
applicators around cylinder openings when painting
them. As a result, gauge faces,“weep” holes in
Paint-covered valves and gauges filler valves, and discharge openings of relief valves
may become covered or blocked with paint.

If you find a blue-green stain on the brass portion

of the cylinder valve, the cylinder may have come
in contact with anhydrous ammonia, which is often
used to manufacture illegal drugs. In this instance,
place the cylinder in an outdoor area where hazards
from ejection of the valve and product loss would
be minimized, and contact your supervisor.

*Teflon is a registered trademark of E.I. du Pont de Nemours and Company.

20
Requalification
All refillable cylinders must be requalified at regular
intervals. Requalification is not normally handled at
dispensing locations, and should be performed only
by trained individuals whose facility is registered
with the DOT.

When reading requalification markings:

• A date without a letter indicates the next

requalification must be within 12 years.

• The letter “S” following the date indicates the

cylinder must be requalified within 7 years of
the marked date.

• The letter “E” following the date indicates that

requalification is required again within 5 years
of the marked date.

Cylinders that are out of qualification should not

be refilled. Instead, they should be marked and
set aside in a designated safe outdoor area.

Purging
In order for equipment to operate properly and to
keep customers safe, both new cylinders that have
not been vacuum purged by the manufacturer and
those that have been opened to the atmosphere
must be purged of air or moisture before filling. If
air or moisture enters a cylinder, it can slow down
the filling process, create unusually high service
pressures, cause regulator freeze-up, or cause
fading of the odorant in the cylinder.
Purging cylinder
Never purge with liquid propane. This may cause
the liquid to flash into vapor, chilling the cylinder
and condensing any moisture vapor on the walls.
In addition, only a small percentage of the air will
be removed.

When purging cylinders with propane vapor, it’s

important to note that the steps involved may vary
depending on your company policy and the type of
equipment installed at the facility. Always consult
your supervisor for more information.

21
PURGING CYLINDERS WITH PROPANE VAPOR
Using propane vapor to force the air out of the cylinder is an effective purging
method that is used often at refilling stations. Cylinders should always be purged
in an approved area where there are no ignition sources.

Follow these steps to purge cylinders:

1. Connect the vapor hose to the cylinder.

Ensure that you have the correct fittings installed when connecting the
vapor hose to the cylinder service valve. If the service valve on the cylinder
does not have a female Prest-O-Lite (POL) opening, attach a cylinder
service valve adapter to the POL adapter that is installed in the vapor line
hose end valve. Securely tighten the vapor hose assembly to the cylinder
service valve.

2. Pressurize the cylinder with propane vapor to 15 psig.

With the service valve closed on the cylinder being purged, open the
service valve on the purging cylinder. Gradually position the ball valve
on the vapor hose to allow propane vapor to vent into the cylinder being
purged. If no leakage is detected, open the service valve on the cylinder
being purged. Observe the gauge on the purging manifold until the
pressure reaches 15 psig.

3. Bleed off the pressure in the cylinder.

Gradually position the ball valve on the vapor hose to vent a small volume of propane vapor and
air until the pressure gauge reaches 0 psig. During this bleed-off process, be very cautious since
a small amount of propane vapor and air will be released. To prevent ignition, venting should be
done at least 25 feet from any open flame, smoking area, portable electrical tools, and extension
lights, and at least 35 feet from any metal cutting, grinding, oxygen-fuel gas cutting, brazing,
soldering, or welding.

4. Repeat the purging process.

To be sure that roughly 97% of the air has been purged from the cylinder, continue to pressurize
and bleed off the pressure in the cylinder at least four more times. Leave the vapor return hose
connected until the final purging has been completed, then re-pressurize the cylinder to 15 psig.
Close the service valve on both the purging cylinder and the cylinder being purged and check the
cylinder for leakage.

22
Filling Cylinders
Before filling a cylinder, make sure you are aware
of the following information regarding safety and
handling procedures:

• Know your facility’s fire prevention and

emergency evacuation plans, including where
and how to operate emergency shutdown and
pump controls.

• Locate the nearest fire extinguishers and make

Emergency shut-off valve Fire extinguisher
sure they are in proper working condition. Only
use fire extinguishers to create an escape
route—not to fight a propane fire. The only
safe way to extinguish a propane fire is by
stopping the flow of propane.

• Before operating a filling station, ensure there

are no ignition sources within 25 feet of the
points of transfer, or metal-working operations
including grinding, oxygen-fuel gas cutting,
brazing, soldering, or welding within 35 feet.

• Be sure that valves are protected properly with

a valve cap or protective collar, and always use
proper cylinder handling techniques.

• The OPD should never be used for determining

if a cylinder is full. The OPD will not always
stop the flow of propane into the cylinder at
the proper fill amount.

23
PRE-FILLING PROCEDURES
Before starting the cylinder filling operation, follow these steps to ensure the
safety of you, your customers, and your fellow employees:

1. Always put on appropriate PPE before filling cylinders.

2. Do not allow unauthorized people in the filling area.

3. Open the secured filling area, and inspect the cylinder filling
station equipment.

24
4. Remove the hose from its secure storage location. If the location
isn’t weather-protected, remove the dust cap or plug from the hose
filling adapter.

5. Open the appropriate liquid outlet and bypass return valves on the
storage tank.

6. Please remember that an operator must be present during the entire

filling procedure.

25
FILLING CYLINDERS BY WEIGHT
Cylinders less than 200 lb. WC and subject to DOT jurisdiction must be
filled by weight. Be sure to check with your supervisor for any exceptions.

When filling portable cylinders by weight, it’s important to note that the
steps involved may vary depending on your company policy and the type
of equipment installed at the facility. Always consult your supervisor for
more information.

To determine the total filled weight of a cylinder:

1. Check the WC and TW stamped on the cylinder or its protective collar.

2. Determine propane capacity by using the following formula:

WC (lb) x .42 = propane capacity (lb).

3. Add the TW and propane capacity together to determine the total

filled weight of the cylinder.

Follow these steps when filling cylinders by weight:

Prepare and Connect

1. Make sure all cylinder valves are closed.

2. Set the platform scale to the cylinder’s total filled weight,

plus the weight of the hose and fitting.

3. Place the cylinder on the scale.

4. Select the proper hose end adapter to fit the cylinder valve.

5. Remove the protective cap or plug from the valve.

6. Connect to the cylinder.

Start Filling
7. Start the pump.

8. If filling through a filler valve, slowly open the hose end valve. If filling
through a service valve, open the hose end valve and slowly open the
cylinder service valve.

26
End Filling
9. When target weight is reached, close the hose end valve.

Disconnect from Cylinder

10. Shut off the pump if no other cylinders are filling.

11. Make sure the service valve is closed.

12. Loosen the connection and wait for any trapped liquid to bleed off.

13. When trapped liquid is vented, disconnect the hose end fitting.

Final Inspection
14. Verify the filled weight, as required by regulations.

15. Use an approved method to check for leaks.

16. Reinstall appropriate valve caps and plugs.

• If the cylinder has a filler valve, reinstall the cap.

• If the cylinder has a POL service valve, reinstall the valve plug.

• Replace any caps and plugs that are missing.

17. Apply DOT labels and a cylinder warning label if the manufacturer’s
label is not legible or you removed a paper or plastic sleeve.

27
Automatic and Manual Shutdown Systems
The steps to fill a cylinder by weight using an
automatic shutdown system are generally the
same as those performed with a manual system
with the exception of the stop filling trigger. In an
automatic system, when the balance beam rises,
it triggers the automatic shutdown device and
stops the flow of liquid propane. In contrast, a
manual shutdown system requires the operator
to physically shut a valve to stop the flow of
propane when the beam rises. Automatic shutdown system

Regardless of whether the dispensing equipment

is manual or automatic, the operator must set the
platform scale for the proper filling weight and be
in attendance during the entire filling process.

Filling Cylinders by Volume

Before filling cylinders by volume, first confirm that the cylinder is appropriate
for filling by volume. Then, open and close the vent valve on the fixed maximum
liquid level gauge to be sure vapor vents. If no vapor escapes, the valve may be
blocked and must be reopened before the gauge will operate properly. Do not
attempt to fill a cylinder by volume if the fixed maximum liquid level gauge is
damaged or inoperable.

Follow these steps when filling cylinders by volume:

Prepare and Connect

1. Make sure all cylinder valves are closed.

2. Select the proper hose end adapter to fit the filler valve or service valve.

3. Remove the protective cap or plug from the valve.

4. Connect to the cylinder.

5. Open the vent valve on the fixed maximum liquid level gauge. If mist
appears when the gauge is open, stop! The cylinder is already full.

28
Start Filling
6. Start the pump.

7. If filling through a filler valve, slowly open the hose end valve. If filling
through a service valve, open the hose end valve and then slowly open
the cylinder service valve.

End Filling
8. When a white mist begins to escape from the fixed maximum liquid level
gauge, immediately close the hose end valve.

9. Close the vent valve on the fixed maximum liquid level gauge. Failure
to shut off the propane promptly will result in an overfilled cylinder.
An overfilled cylinder may discharge propane if the temperature rises,
posing a risk of fire or personal injury to anyone nearby.

Disconnect from Cylinder

10. Shut off the pump if no other cylinders are filling.

11. Make sure the cylinder service valve is closed.

12. Loosen the connection and wait for any trapped liquid to bleed off.

13. When trapped liquid is vented, disconnect the hose end fitting.

29
Final Inspection
14. Use an approved method to check for leaks.

15. Reinstall appropriate valve caps and plugs.

a. If the cylinder has a filler valve, reinstall the cap.

b. If the cylinder has a POL service valve, reinstall the valve plug.

c. Replace any caps and plugs that are missing.

Post-filling Procedures
After the cylinder filling operation is completed or any time the filling station
is unattended:

16. Close valves at the storage tank.

17. Store the hose on a rack inside a fence-protected area, inside the
dispenser cabinet, or secured to a supporting structure inside the filling
room. If the location isn’t weather-protected, install a dust cap or plug
into the hose filling adapter.

18. Secure the installation against tampering or unauthorized use.

30
Cylinder Labeling
DOT and OSHA require specific labeling for all
cylinders. Cylinders used to transport propane
must be clearly and durably marked with the proper
shipping name and hazard class.

In addition, a consumer warning label must be on

all portable refillable cylinders of 100-lb. propane
capacity or less not filled on site. The label must
include information on the potential hazards of
propane. Cylinders used in industrial applications
must have additional warning information.

Be sure to apply a new warning label if the original

manufacturer’s label is not present or clearly legible.

Cylinder Loading and Transporting

Prior to returning the cylinder to the customer, be
sure the cylinder valves and fittings are protected
against damage while being transported. Cylinders
greater than 4.2 lbs. propane capacity must be
positioned so that each cylinder’s pressure-relief
valve is in communication with the vapor space at all
times. Cylinders must also be fastened securely in
a position to minimize the possibility of movement,
tipping, or physical damage while in transit.

It is important to recognize the difference between

horizontal and vertical cylinders. They are typically
marked to indicate which position they are to be
stored and used in. In the event that the relief valve
needs to vent while having liquid in the valve and
the cylinder is not positioned properly, the situation
can become hazardous.

Closed-bodied vehicles, such as passenger cars and

vans, are limited to a maximum of 90-lbs. propane
capacity with no single container having a capacity Horizontal cylinder Indicating position of cylinder
of more than 45 lbs. Verify this with your state and
local codes, as they may be different.

In addition, check with your supervisor to determine

if it is your company’s practice to distribute safety
information to customers when cylinders are filled.

Properly inspecting, filling, and marking cylinders

will enable you to safely serve both your customers
and your company.

31
6. REFUELING, MAINTAINING, AND TROUBLE-
SHOOTING FORKLIFT CYLINDERS
Propane-fueled forklifts offer numerous advantages over other types of industrial
trucks, including greater safety through the use of a closed fuel system, fewer
emissions and healthier working conditions, and less wear and tear on carburetors
and other engine components.

Forklift Cylinder Construction

Forklift cylinders are refueled either by refilling on
site from a dispensing tank or by exchanging an
empty cylinder for a full one. Regardless of the
method, before you refuel forklift cylinders, you
should understand their construction and how
they work.

Properties of Forklift Cylinders

Refilling on site Exchanging cylinder
Forklift cylinders are manufactured to DOT
specifications and, like smaller cylinders, can be
made from either aluminum or some type of alloy
steel. They typically hold 33 lbs. of propane, but
other sizes are also available.

Every DOT cylinder has a foot ring—a wide metal

band that protects the bottom of the cylinder from
corrosion or other damage and also functions as
the cylinder’s support stand or base.
Forklift cylinder Foot ring
Forklift cylinders also have a protective collar—a
wide metal band that is welded to the cylinder and
partially surrounds the valves in the service end.
The collar often incorporates a handle for lifting
and moving the cylinder.

Openings for valves and fittings are located in the

service end of the cylinder. Many valves are made
with non-metallic or soft parts, such as nylon,
rubber, and Teflon®. These materials are also used
in O-rings, packing seals, valve discs, and gaskets Service end of forklift cylinder
to ensure that valves provide a gas-tight seal.

If any of these parts are worn out, propane liquid

or vapor can leak out of the valve and create a
potentially hazardous situation, so valves should be
examined at each filling or exchange of the cylinder.

32
Forklift Cylinder Parts
One of the many parts of a forklift cylinder is the
pressure-relief valve, which provides overpressure
protection to the cylinder. It should be kept clean,
unrestricted, and set to the 12-o’clock position and
directed upward at a 45-degree angle when the
cylinder is mounted horizontally.

Relief valves on forklift cylinders must be replaced

within 12 years of the cylinder’s manufacture date,
and every 10 years thereafter. A rain or dust cap Pressure-relief valve Filler valve
must also be in place.

Filler valves have an internal check valve to limit fuel

loss in the event of an accident. This valve should
be covered with a plastic cap.

The fixed maximum liquid level gauge is an integral

part of the filling operation when filling cylinders
by the volume method.

DOT cylinders may have a fuel gauge that uses a

Fixed maximum liquid level gauge Fuel gauge
magnetic liquid level float dial inside of the cylinder.

The liquid hose is the part of the carburetion

system that is equipped with the female portion
of the connector.

The liquid service valve is equipped with the male

portion of a forklift connector, which acts as an
added check valve. Both the male and female
halves are equipped with 100% shutoffs. When
coupled together, they open and allow gas to flow.
Liquid hose Liquid service valve
If the liquid service valve is turned on without being
connected to the female portion, no gas can escape
because the coupler has two seals: an O-ring and a
flat washer.

The O-ring prevents leakage from the shaft on the

other coupling, and the flat washer bottoms out and
seals when the coupler is fully connected. Both the
washer and the O-ring should be replaced if they
show signs of wear, abuse, or leakage.

The service valve can be turned off for service

or emergencies and is equipped with an internal
excess-flow check valve designed to close
automatically if a line is severed. When the
propane cylinder is in use, the valve must be
open completely.

33