Record the service date, who did it (hauler name and address), what was done, how much material was removed, and where it was disposed of. Keep the log and invoices on site for three years in Phoenix, Chandler, Mesa, Scottsdale and Surprise, and have them ready when the city asks.
What to write down
Chandler is the most specific. Its list of what records must include, at a minimum:
- 1Date of service.
- 2Who did it. For a hauler, the name and address of the Maricopa County licensed nonhazardous liquid waste hauler. For self-service, the employee's name and title.
- 3What was done. Pumped, repaired, inspected, baffle replaced, and so on.
- 4Total quantity removed.
- 5Where it went. Disposal location, including name, address, date and quantity received.
Chandler wants records covering pumping, cleaning, maintenance and repairs, so log repairs as well as pump-outs.
How long to keep it, and where
- Phoenix: on site for at least three years, and invoices from service contractors count as records. The city can ask to see what shows your frequency is being met.
- Mesa: written records of all cleaning, repair, calibration and maintenance, kept at the facility for at least three years.
- Scottsdale: the same three years, at the facility, available to the division director on request.
- Surprise: written records of cleaning, repair, calibration and maintenance, at the facility for a minimum of three years.
- Chandler: three years on site.
Tempe requires pump-out service records to be kept on site and available for review.
Practical habits
- Have the pumper leave a copy of the manifest or invoice and clip it to the log page the same day.
- Add a line for repairs, because the inspector checks for missing parts.
- Note when the device was found more than a quarter full. See the 25 percent rule.
- Keep it at the restaurant, not only at corporate or in an email inbox.
Where to go next
Read Chandler's records rule and Scottsdale's records rule for the city pages, or see what the inspector checks. The Valley grease rules table compares every city.
To check that your hauler is permitted before you log the visit, see who can haul grease trap waste in Maricopa County. If an inspector already flagged a problem, read what to do after a FOG violation notice.