FOG Compliance Record Keeping: What Miami-Dade Inspectors Actually Check

A lot of restaurant operators in Miami-Dade assume that having a grease trap installed is enough. It's not. The trap is just the hardware. The record keeping is what determines whether you pass or fail a FOG compliance inspection.

Here's what inspectors are actually looking for — and what gets operators cited most often.

Why Records Matter More Than You Think

Miami-Dade Water and Sewer Department (WASD) conducts routine inspections of food service establishments under their Grease Disposal Operation (GDO) permit program. The inspector's job isn't just to look at your grease trap — it's to verify that you've been maintaining it properly over time.

That means documentation. An inspector can't look at a clean trap today and confirm you've been compliant for the past year. Your records are the only proof.

Under Miami-Dade County Code Chapter 32 and the GDO permit requirements, you're required to keep records of:

• All grease trap pump-outs (with manifests)
• The licensed hauler that performed each service
• Dates and volumes removed
• Any maintenance performed on the interceptor

The Manifest: Your Most Important Document

Every time your grease trap is pumped, the hauler must leave you a waste manifest. This is a standardized document that includes:

• The hauler's company name and license number
• Your facility address
• Date of service
• Volume of grease removed (in gallons)
• Destination facility where the waste was taken

Miami-Dade requires that haulers who service food establishments in the county be licensed through WASD. An inspector will check that the hauler listed on your manifests is actually licensed. If you've been using an unlicensed hauler — even if they've been pumping your trap fine — those manifests won't satisfy the requirement.

Keep every manifest. Inspectors commonly ask for two years of records. Some will ask further back if they suspect ongoing violations.

What the 25% Rule Means for Your Records

Miami-Dade enforces the "25% rule" — your grease trap must be pumped when FOG and food solids combined reach 25% of the trap's total liquid capacity. This isn't just a frequency guideline; it's a capacity-based trigger.

In practice, this means two things:

1. You should know your trap's capacity (in gallons)
2. You should be able to demonstrate that you're pumping often enough to stay under that threshold

Inspectors may ask how frequently you're pumping and compare it against your reported cooking volume. If you're running a high-volume kitchen but only getting pumped once a year, that's a red flag — even if you technically have manifests.

Most mid-volume restaurants (think 100–200 covers/day, significant frying) need to pump monthly or every 6–8 weeks. Lighter operations may qualify for quarterly.

The Log Book (and Why Most Operators Don't Have One)

Beyond manifests, WASD can also ask for a maintenance log — a simple record showing that you're monitoring your trap between pump-outs. This might include:

• Visual inspections of the trap access cover
• Any notes about odor, backup, or slow drains (which can indicate a full trap)
• Employee observations relevant to the grease system

Most operators don't have this. Manifests alone usually satisfy inspectors at the routine level, but if you're flagged for a follow-up or formal review, a maintenance log demonstrates good-faith compliance effort.

What Gets Operators Cited Most Often

Based on the types of violations Miami-Dade WASD commonly documents:

Missing or incomplete manifests — The most common issue. Either the hauler didn't leave them, the operator threw them away, or they're stored somewhere nobody can find.

Gaps in service history — Manifests showing 6-month gaps in pump-outs for a high-volume operation. The math doesn't work and inspectors know it.

Unlicensed haulers — Cheaper haulers who aren't licensed with WASD. Their manifests don't count toward compliance.

Permit lapses — The GDO permit needs annual renewal. Expired permit + compliance records still triggers a violation.

No records at all — Some operators run for years without knowing they need any of this. They're the ones getting hit hardest when inspections happen.

Simple System That Works

You don't need software to do this right (though it helps). The basics:

1. When your hauler pumps, get the manifest on the spot. Don't let them leave without it.
2. Scan or photograph it immediately. Paper gets lost. A phone photo stored in a folder does not.
3. Keep a simple log: date pumped, gallons removed, hauler name. A spreadsheet or even a binder works.
4. Know your renewal date. Put it in your calendar a month ahead.

That's it. Consistency beats complexity every time.

Calicut Labs was built specifically for this — manifest tracking, service logs, permit renewal reminders, all in one place for Miami-Dade and Broward operators. If your current system is a folder of crumpled papers, there's a better way.