# Grease Trap Manifest Florida: What to Keep and How Long > Grease trap manifest requirements in Florida: what F.S. 403.0741 says a manifest must show, who signs it, and how long Tampa Bay programs make you keep it. URL: https://greasetrapcleaningtampa.com/guide/grease-trap-records-manifests-florida/ Learn # What Grease Trap Records and Manifests Does Florida Require? What a valid service manifest contains, who signs it, and the record-keeping rules that sit on top of it in each Tampa Bay program. Updated November 14, 2026 [Grease Trap Cleaning Tampa](https://greasetrapcleaningtampa.com/) hands over a signed manifest after every pump-out because Florida law requires one. Under F.S. 403.0741, the manifest records the originator, hauler and disposal facility, the trap's condition, the volume removed, and confirmation that no gray water was returned. Both parties sign it and keep a copy for one year. ## What Florida’s manifest must show Since July 2022, F.S. 403.0741 has required haulers to document every grease waste removal on a **service manifest**, on paper or electronic. It must include: - Names, addresses and phone numbers of the **originator** (your kitchen), the **hauler** and the **disposal facility** - The **condition** of the grease interceptor or trap - Verification that it was **cleaned** and that **gray water was not returned** to it - The **amount** of grease waste removed and disposed of - The disposal facility’s **billing receipt or ticket number** The originator and the hauler both **sign** it once removal is complete, during your operating hours. The hauler gives you a copy, and also sends copies to the county and municipality within **30 days** of disposal. ## How long to keep records, by program Program What to keep How long Florida (all) Signed service manifest 1 year (originator and hauler) City of Tampa Maintenance logbook + receipts 1 year (haulers: 3 years) Hillsborough County Invoice or manifest with date and volume 12 months Pinellas County Cleaning and service records; signed service record per pumping 3 years Pasco County Signed records of all cleaning, repair and disposal 3 years Temple Terrace Maintenance logbook 3 years Largo Hauler service records 12 months on site, submitted quarterly St. Petersburg Bound logbook, protocol, schematics, permit, invoices Plus a quarterly report Clearwater Pumping report on city form Within 5 business days of each pumping If you run kitchens in more than one program, keep everything for three years. ## What a good logbook entry looks like St. Petersburg’s best-practice manual lists the basics: the **date**, **who did the work**, the **estimated volume removed**, the **disposal location**, and a **manager’s signature or initials**. Tampa adds defects found, repairs and their completion dates, and any changes in operations. ## Fines Florida allows administrative fines of up to **$100** for each failure to provide or keep a manifest, and up to **$250** for each failure to clean. See [what grease inspectors look for](https://greasetrapcleaningtampa.com/guide/what-grease-inspectors-check/). Bottom line Keep every signed manifest for at least a year, and for three years if you're in Pinellas County, Pasco County or Temple Terrace. Check each one shows volume, condition, the no-return statement and the disposal ticket number. Questions? Call [(727) 476-9241](tel:+17274769241). [Related service Grease Trap Inspection A written check of the trap, its fittings and your records before an inspector or a buyer finds the problem. See the service](https://greasetrapcleaningtampa.com/grease-trap-inspection/)[Also related Grease Trap Maintenance Plans Scheduled pumping set by your jurisdiction's rule and how fast your unit actually fills, with the paperwork kept straight. See the service](https://greasetrapcleaningtampa.com/grease-trap-maintenance-plans/) Want a quote? [(727) 476-9241](tel:+17274769241) ## Questions about this ### How long do I need to keep grease trap manifests in Florida? At least one year under state law (F.S. 403.0741). Local programs can require longer: three years in Pinellas County, Pasco County and Temple Terrace, and 12 months in Hillsborough County and Largo. ### What's the fine for not having a manifest? Up to $100 for each failure to provide or retain a manifest, under F.S. 403.0741(5). ### Is a receipt the same as a manifest? No. A receipt shows payment. A manifest records what was removed, the unit's condition, that nothing was returned to it, and where the waste went, signed by both parties. ## More guides - [Buying a Restaurant? Grease Trap Requirements to CheckWhy a change of ownership matters to the grease program, and the checks to make before you sign.](https://greasetrapcleaningtampa.com/guide/buying-a-restaurant-grease-trap/) - [What Do Grease Trap Inspectors Look For?The checklist city and county grease inspectors work through, and how to pass it before they arrive.](https://greasetrapcleaningtampa.com/guide/what-grease-inspectors-check/) - [How Do You Choose a Grease Trap Company?Eight questions that separate a hauler who keeps you compliant from one who just empties the tank.](https://greasetrapcleaningtampa.com/guide/choosing-a-grease-trap-company/) - [Can I Clean My Own Grease Trap?Which units staff may clean, the disposal limits that apply, and a step-by-step routine that meets the logbook rules.](https://greasetrapcleaningtampa.com/guide/can-i-clean-my-own-grease-trap/) - [How Much Does Emergency Grease Trap Pumping Cost?The emergency premium, worked examples by unit size, and the fines and re-inspection fees that make a missed pump-out the expensive option.](https://greasetrapcleaningtampa.com/guide/emergency-grease-trap-pumping-cost/) Get an exact price for your kitchen Two quick steps. We call back to confirm. Faster by phone: [(727) 476-9241](tel:+17274769241) Rather talk it through? Call now. Call any time. If we can't pick up, leave a message and you'll get a call back. [(727) 476-9241](tel:+17274769241) [Request a quote](https://greasetrapcleaningtampa.com/contact/)