Forms & Submission Guidance

General Submission Form

Please fill submissions forms out completely using your assigned account number. Use black ink if possible and write legibly. Animal identification should be the same on the sample as it is on the form.

Written histories should be included on the form, if known, and must be included in order for testing to qualify for coverage under the New York State contract. Please also include the owner's full address including the state in which the animal(s) lives; this is especially important for states bordering New York to assist us in determining contract status.

Samples received for testing at the Animal Health Diagnostic Center become the property of the AHDC. The submitting veterinarian is responsible for the requested tests and their associated fees for each submission.

NYS Contract Case Subsidy Program

The New York State Department of Agriculture & Markets provides funding to subsidize the costs for certain disease tests for New York's livestock and poultry industries. This subsidy is intended as an aid in the early detection and surveillance of disease conditions that may threaten livestock and/or public health. For more detail please call the Animal Health Diagnostic Center at 607-253-3900. The contract applies only to New York State food and fiber animals and horses. See NYS Contract Submission Form and NYS Contract Case Pricing.

Regulatory Forms

Regulatory testing may require the use of official state forms. Animals originating in New York State must be tested using official forms for EIA (Coggins) and for Brucellosis testing not associated with abortion problems. For other states, official forms are required for EIAs, but not for Brucellosis.

Official forms are not available through our laboratory; they must be ordered through the state offices in Albany at the following address. These forms must be signed by the submitting accredited veterinarian or the test results cannot be reported. Any samples for regulatory testing that originate from states outside of New York must be accompanied by official state forms provided by those states.

If both regulatory and non-regulatory tests are requested on the same case, you are required to fill out both a regulatory form and a general submission form.

Official forms for regulatory testing in New York State can be ordered at the following address. Please do not send blood samples to the Albany address!

Mail or fax the completed Category 2 Accredited Veterinarian's Supply Request form to:

Attn: Mary Beth Fitzgerald (Regulatory form request)
Div of Animal Industry/NYS Dept Ag & Mkts
10B Airline Drive
Albany, NY 12235
Fax: 518-485-0839

Sample Submissions

Please note: Samples must be submitted through a licensed veterinarian. Animal owners may not submit samples directly to the AHDC except in rare cases which require prior approval and arrangement with the AHDC. International submissions must be accompanied by payment in U.S. funds via credit card or International Money Order.

Samples submitted to the Animal Health Diagnostic Center must be accompanied by a fully completed General Submission form. A written record of the known history and the date samples were taken are both required information. Take care to enter exactly the same animal names/numbers on the samples as appear on the form and package them in order if at all possible. Both the owner's and animal's names must be written on the samples.

Please consider that chances for errors in processing your samples are minimized by proper labeling.

The following guidelines must be followed when submitting blood samples from herds (see also Blood Collection Guide):

  1. Each tube must be clearly labeled and numbered in consecutive order with the same numbers entered in the same order on the submission form. Do not label the rubber stoppers.
  2. Label the first and last tubes with the owner's name.
  3. The tubes must be placed in the shipping container in the same numerical order as entered on the form. Use partitioned boxes to keep the samples in order.

If these guidelines are not followed, retesting at the submitter’s expense may be necessary on some or all animals. Additional processing fees may be incurred if extra time is needed to process samples. It is especially important to submit herd samples labeled and in proper order to avoid delays in processing which will delay the reporting of results.

The following is required for sample submission to the Sample Submission Guidelines:

  • A fully completed General Submission form*
  • A written record of the known history
  • Sample submission date clearly indicated (see Blood Collection Guide)
  • Precision in animal identification: enter exactly the same animal names/numbers on the samples as they are written on the form, and organize them in the same order in the shipping container.
  • For sample identification, Avery ID labels with compatible product numbers 6467 and 6504 can be used.
  • Both the owner's name and animal names must be written on each sample
  • Specimen packaging requirements must be satisfied. Packages leaking in transit may be seized and discarded by the US Postal Service, UPS, FEDEX or other couriers.

To pay by credit card, submit a fully completed Credit Card Payment Slip (one-time only).

For additional supplies, please see Shipping Supply Request Form.

* For additional submission forms that may be needed, see the Submission Information page

Courier Service Discount Rates

Cornell University and the Sample Submission Guidelines have negotiated contracts for significant discounts with the FedEx and UPS courier services, which the Sample Submission Guidelines is passing on to its clients. For further information on our discounted courier services, go to Courier Services.

Blood Collection Tube and Labeling Guide

Herd Blood Samples

  • Each tube must be clearly labeled and numbered in consecutive order with the same numbers entered in the same order on the submission form. Do not label the rubber stoppers.
  • Label the first and last tubes with the owner's name.
  • The tubes must be placed in the shipping container in the same numerical order as entered on the form. Use partitioned boxes to keep the samples in order.

Abortion Samples

The Sample Submission Guidelines, in conjunction with the Departments of Pathology and Clinical sciences, provides both bovine and equine abortion kits (bovine kits can be used to collect and submit small ruminant and camelid samples) to facilitate the proper collection, submission, and testing of samples when the fetus and placenta cannot be delivered directly to a necropsy service. Read more

Citrate Plasma Samples

Depending upon the type of animal, there are different are requirements for preparing citrate plasma samples. For cats, dogs, primates, or rabbits, there is both a syringe method and a vacutainer method. For large animals use a vacutainer. For laboratory animals use a syringe method. Detailed instructions and necessary volumes are provided. Read more

Johnes Testing Samples

For all herd sampling, please contact the laboratory at 607-253-4473 for consultation and scheduling of sample submission. If more than 75 samples are submitted at once, or any large number on a regular basis, schedule with the lab at least one month in advance of submission. For submission of Bovine sera for Johnes Kela, advance notification of Sample Submission Guidelines is required for herd testing of more than 300 animals. Read more

Rabies Suspect Samples

Samples for rabies testing should not be sent to the Sample Submission Guidelines! All Rabies Viral FA testing is performed by the NYS Department of Health's Wadsworth Center Rabies Laboratory in Albany. Submission of a rabies specimen requires prior approval of the local health authority (county health department or district office of the State Health Department). Emergency and after-hour exceptions can be made with. Read more

Special Submission Requirements for Equine Infectious Anemia (EIA) Testing

All test kits that are used for testing of horses for infection by equine infectious anemia (EIA) virus must be approved by the USDA’s Center for Veterinary Biologics (CVB). In the licensing process, a manufacturer must submit test performance data to CVB as part of the approval process. Data that is submitted includes the type of samples that were used to achieve the level of test performance reported. This information defines how the test can be used. For example, the test kit information will specify whether for a serological test one can use serum or plasma. If the test kit specifies "serum," then under QA standards, the test is not valid if plasma is used. The definition of what is an "acceptable" sample is a key component of the test kit as approved.

For EIA testing, both AGID and ELISA, acceptable specimen is defined by the kit. For EIA ELISA testing the kit states: "Specimens may be stored at 2-7C for up to twenty one days. If longer storage is desired, store at -20C (-4F)." The simple interpretation of this statement is that the specimen must be tested within 21 days of sampling if it is maintained at 2-7C (refrigerated) during this period. This does not mean that samples can be shipped on day 21 and meet the kit requirements.

For EIA AGID testing the kit states: "Specimens may be stored at 2-7C for up to twenty eight days. If longer storage is desired, store at -20C (-4F)." In the past, many labs have ignored this type of restriction on the acceptability of the specimens. However, all laboratories certified by the USDA to perform EIA testing, public and private, are required to follow kit manufacturer’s instructions and the issue of the age of the specimen for EIA testing can no longer be ignored. Laboratories are responsible for enforcing the sample requirements and the failure to adhere to the kit instructions can be the basis for losing their USDA license for performing EIA tests.

"Acceptable" sample requirements have not been strictly defined in the past, but failure to adhere to the specimen requirements in the future may result in test delays as "expired" samples will not be tested. To insure that testing is not delayed, the best procedure is to remove the serum from the clot tube and freeze the serum. There is no time limit on testing of frozen serum. Frozen serum should be shipped on ice packs overnight so that the sample arrives frozen. A statement attesting to the proper handling of the samples signed by the submitting veterinarian would also be advisable should the sample thaw during transit.

Otherwise the laboratory has no way of knowing if the sample was handled properly when the sampling date exceeds the day limit.

If there are questions as to the acceptability of a specimen, please contact the AHDC before submitting the specimen. Unacceptable specimens can not be returned to the submitter. In addition, EIA test paperwork for all New York State horses tested at any laboratory may be reviewed by Ag & Markets staff to determine the time elapsed between when the sample was taken and when it was tested.

Submission Requirements for Abortions

The Animal Health Diagnostic Center, in conjunction with the Departments of Pathology and Clinical Sciences, provides Abortion Kits to facilitate the proper collection, submission, and testing of samples when the fetus and placenta cannot be delivered directly to a necropsy service. A Ruminant Abortion Kit and an Equine Abortion Kit are available. Kits are available from our shipping department; to order, please call (607) 253-3935.

When submitting tissues for abortion testing without the use of a kit, be sure to include a thorough history with as much information as possible on the submission form. Tissues should be sent properly prepared using 10% buffered formalin for histopathology testing and freezer packs to keep fresh tissues and serum and whole blood chilled. Samples should be sent overnight by courier service to the Animal Health Diagnostic Center.

For owners who are New York State residents, Animal Health Diagnostic Center ancillary test charges covered by the NYS contract will be performed at no additional charge..

Submission Guidelines for Individual Tests

Each test has a specific set of requirements for sample type and container. This information is included in the columns in our test listings as well as in the comment field, which may also refer you to additional information in the Appendix.

Final Note on Submissions

Remember, samples must be submitted through a veterinarian. It is our policy not to allow animal owners to submit samples directly to the AHDC. It is very important when submitting samples to the AHDC that test requests be as specific as possible for each sample submitted and that the submission be accompanied by a brief history to aid us in confirming that appropriate testing is being done. Procedures and requirements spelled out in the Test & Fee Schedule must be adhered to to ensure the accuracy of testing performed, results reported, and amounts billed. Samples received for testing at the Animal Health Diagnostic Center become the property of the AHDC. The submitting veterinarian is responsible for the requested tests and their associated fees for each submission.

Schedule for Receipt of Samples at the Diagnostic Center

The AHDC's normal hours of operation are Monday through Friday, 8:00 am – 5:00 pm. Limited services are provided on Saturday mornings from 9:00 am – 12:00 pm. All samples designated for Saturday delivery will be received, opened, and prepared for delivery to the laboratories, but testing is not guaranteed until the following work-week. The Bacteriology and Clinical Pathology labs are open on Saturday mornings and do offer some testing services during that time.

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