A FOG (fats, oils, and grease) manifest is a service record — often called a trip ticket — that documents each grease trap or interceptor pump-out, including the date, volume removed, hauler information, and disposal destination. Many municipal FOG programs require these manifests so wastewater authorities can verify that FOG-generating businesses are servicing their equipment on schedule, but the exact format and requirements are set locally, not federally.
Why Manifests Exist
The U.S. EPA's National Pretreatment Program authorizes local control authorities — typically city or county wastewater departments — to require pretreatment measures, including grease traps and interceptors, for restaurants and other businesses that discharge significant FOG. To enforce compliance, many of these local programs also require documentation proving that required maintenance actually happened. That's the manifest's purpose: a paper (or digital) trail connecting a specific facility, a specific date, a specific hauler, and a specific disposal outcome.
Because the pretreatment program framework delegates authority to local control agencies, manifest requirements — what fields are mandatory, how long records must be kept, and whether they must be filed with the city — vary by jurisdiction. Some cities use standardized city-issued manifest forms; others accept a hauler's own trip ticket as long as it contains required information.
What a Typical FOG Manifest Includes
While formats vary, most manifests capture:
- Facility information — business name, service address, and account or permit number.
- Service date and time.
- Hauler information — company name and local permit or license number.
- Volume of waste removed, often in gallons.
- Waste description — grease trap contents, FOG, or interceptor waste.
- Disposal facility — name and location of where the waste was taken.
- Signatures — from the technician and often a facility representative confirming the service occurred.
Some jurisdictions also require the trap's fill-level measurement at time of service (see our companion article on the 25% grease trap rule) to demonstrate the pump-out was performed at or before the required threshold.
Who Is Responsible for Manifests
Responsibility is typically split:
- Haulers generally must complete and provide the manifest at time of service, and some local programs require haulers to submit copies directly to the wastewater authority.
- Facility owners/operators are typically responsible for retaining copies on-site and producing them during inspections. Many local FOG programs specify a minimum retention period (commonly a year or more, though this varies).
Because these obligations differ by city, business owners should confirm exactly what their local wastewater authority expects rather than assuming a hauler's standard paperwork automatically satisfies every requirement.
Common Compliance Pitfalls
- Using an unpermitted hauler. If the company servicing your trap isn't on your municipality's approved hauler list, the manifest itself may not satisfy your compliance obligation even if it's filled out correctly.
- Missing or incomplete manifests. Gaps in your service records can be treated by inspectors as evidence of missed pump-outs, even if service actually occurred.
- Not retaining records long enough. Facilities sometimes discard manifests before the required retention period ends, leaving them without proof of compliance during an inspection.
- Assuming digital tracking replaces manifests everywhere. Some programs now accept electronic manifest systems, but many still require physical or PDF copies retained on-site — check before switching your recordkeeping method.
What Happens If Manifests Are Missing or Incomplete
Local wastewater authorities generally can inspect FOG-generating businesses and request manifest records. Facilities that can't produce them may face warnings, fines, or in more serious or repeated cases, restrictions on their discharge permit. Because enforcement mechanisms differ by city, the specific consequences and appeal process are governed by your local ordinance, not a uniform federal standard.
How to Choose and Verify a Grease Trap Service Company
To make sure your manifests will hold up under local scrutiny:
- Confirm the hauler is on your municipality's permitted hauler list before scheduling service — ask the company for their local permit number and verify with your wastewater authority if needed.
- Ask what manifest format they use and confirm it includes the fields your local program requires.
- Get a copy at time of service, not weeks later — some programs require the manifest to be available on-site immediately.
- Keep a filing system so you can quickly produce manifests during an inspection, matching your local program's retention period.
This directory is an independent, source-backed listing of public records about grease trap service providers. It does not certify, license, or endorse any company, and manifest requirements should always be verified directly with your local wastewater authority or FOG program administrator.
FAQs
Is a FOG manifest the same as an invoice? Not necessarily. An invoice documents payment; a manifest documents the specifics of the service performed (volume, disposal site, permit numbers) for regulatory compliance. Some haulers combine both on one document, but check that all required manifest fields are present.
Do residential properties need FOG manifests? Manifest requirements typically target commercial FOG-generating businesses like restaurants, not single-family residences, but multi-unit or mixed-use properties should check with their local wastewater authority.
How long should I keep FOG manifests? Retention periods vary by jurisdiction — commonly a year or more — so confirm the specific requirement with your local FOG program rather than assuming a standard duration applies everywhere.