Backflow Testing & Filing: City-by-City Checklist

Annual testing, filings, and receipts—what inspectors expect, who can file, and where the proofs live. Built for multi‑location operators.

Last checked: September 1, 2025

What Inspectors Expect (The Short Version)

• Annual test by a certified tester. Most jurisdictions require a yearly test by a licensed/certified Backflow Prevention Assembly Tester (BPAT/CCCDI/etc.). Save the completed test report.

• Filing/receipt with the utility. Many cities require submittal of the passing test to the water utility (portal upload or email). Save the receipt or confirmation number.

• Device ↔ location mapping. The device ID/make/serial at each address must match your roster and due dates.

• Store proofs where Ops can find them. Attach to your FM system work order and include in your monthly OnePacket for an audit‑ready record.

Rules vary by city. Use the list below to start and verify linked pages for the most current details.

Your 5‑Step Routine for Every Location

1. Map every device. Keep one sheet listing address, device ID (make/model/serial), last test, next due, and the responsible vendor.

2. Book early & confirm access. Send day‑before and morning‑of confirmations to reduce no‑access/re‑books.

3. Collect two proofs. (a) Test report (pass), and (b) filing proof (utility receipt or portal confirmation ID).

4. Name & file consistently. Example: Brand–City–Store#–DeviceID–YYYY‑MM‑DD.pdf. Attach to your FM work order and central folder.

5. Track exceptions until closed. If a receipt is pending, label it “submitted—receipt pending” and follow up weekly until posted.

How to Organize Your Documentation

• One monthly packet for the portfolio. Keep a single PDF that aggregates all locations for the month. Recommended naming: Monthly-Compliance-Packet_[Brand]_[YYYY-MM].pdf.

• Underlying artifacts (if you also attach to work orders). Save each report/receipt as its own file so auditors can trace a device back to a store. Recommended naming: [Brand]_[City]_[Store#]_[Category]_[DeviceID]_[YYYY-MM-DD].pdf. If you don’t maintain individual files, skip this and rely on the monthly packet.

• Foldering. Year → Month → Packet + artifacts. Example: Compliance/2025/09/.

• FM systems (optional). If you use a facilities platform (ServiceChannel, Corrigo, Ecotrak), attach each artifact to the relevant work order and still retain the monthly packet for the portfolio view.

City Requirements & Portals (Starter List)

What “Complete” Looks Like

1. ✅ Passing test report (correct device info, date, tester credentials).

2. ✅ Filing proof (utility receipt, email acknowledgment, or portal confirmation ID).

3. ✅ Device/store mapping matches your roster and cadence.

4. ✅ Stored in your FM system and in your monthly OnePacket.

5. ⏳ If a receipt isn’t posted yet: mark submitted—receipt pending and re‑check weekly.

FAQs for Multi‑Unit Ops

Do we have to change testers?

No. You keep your vendors. We coordinate scheduling and collect required artifacts.

What if a vendor doesn’t respond?

We escalate (vendor → your contact → store), log it in Exceptions, and re‑book. Chronic misses are flagged; we’ll suggest alternates only if you ask.

Who’s responsible for the test work?

The licensed tester. We coordinate and assemble proofs; they perform and sign the test.

How do you reduce no‑access?

Day‑before and morning‑of confirmations (EN/ES), plus vendor reminders. We target ≤ 10% no‑access/reschedules.

One Monthly Packet. Zero Vendor Chase.

Get your 30-day calendar in 24 hours.