Service Update: Recording Inspections

Mar 27, 2019 | Member News

Information provided by the Pennsylvania Automotive Association

Fraudulent Recording

Fraudulent recording of an inspection is considered cause for suspension of inspection privileges for the inspector as well as the station.

Signatures – The certified inspector who performed the entire inspection shall place his/her signature in accordance with the following recordkeeping requirements:

(1) At stations utilizing Form MV-431 or MV-480, the certified inspector who performed the entire inspection shall place his/her signature in the appropriate column of Form MV-431 or MV-480 immediately following the inspection. In cases where the inspector has been exempted from the road test due to a physical disability, both the inspector exempted from performing the road test under this chapter and the certified inspector who performed the road test shall place their signatures in the appropriate column.

(i) When the inspection information is transferred from a work order to the Form MV-431 or MV-480 by anyone other than the certified inspector who performed the inspection, the work order shall contain the certified inspector’s signature and be retained for audit.

(ii) The person who enters the information shall place the name of the certified inspector in the appropriate column and the initials of the person putting the information on the form in the appropriate column.

(iii) An inspector exempted from performing the road test under this chapter and the certified inspector who performed the road test shall both sign the work order.

(iv) The person who transfers the information shall place the names of both certified inspectors in the appropriate column.

(2) At stations utilizing an electronic data collection and storage program, the certified inspector who performed the entire inspection shall place his/her signature on the work order immediately following the inspection. Both the inspector exempted from performing the road test under this chapter and the certified inspector who performed the road test shall place their signatures on the work order. Work orders shall be retained for an audit.

(1) Stations utilizing Form MV-431 or MV-480

The paper inspection report sheet (Form MV-431 for passenger cars, trucks and buses or MV-480 for motorcycles and trailers) shall be neat and legible and completed in its entirety.

Details pertinent to every vehicle inspected shall be recorded on the report sheet at the time of inspection. Items inspected, adjusted or repaired shall be recorded.

If the report sheet lists a piece of equipment which does not apply to the specific type of vehicle being inspected, a dash shall be placed in the column to indicate it has not been overlooked or neglected.

If a vehicle is rejected for safety inspection and leaves the station premises without a renewed safety sticker for any amount of time – for 1 hour, 1 day, or 1 week, etc. – the rejection shall be recorded on a sheet (Failed Book)- dedicated for that purpose. Do not record rejections on the daily inspection recording sheet.

(2) Stations utilizing an electronic data collection and storage program

The inspection record must be completed in its entirety. Details pertinent to every vehicle inspected, including rejections, must be recorded at the time of inspection. Items inspected, adjusted or repaired must be recorded.

If the inspection record lists a piece of equipment which does not apply to the specific type of vehicle being inspected, it shall be designated in the inspection record as “N/A” to indicate it has not been overlooked or neglected.

For those vehicles which pass the safety inspection but do not yet display a renewed emission certificate of inspection as required, stations shall record a pending or incomplete safety inspection without issuing a safety certificate of inspection.

For those vehicles which fail an inspection and the vehicle leaves the station premises without a renewed safety inspection sticker for any amount of time – for 1 hour, 1 day, or 1 week – a failed vehicle entry shall be generated according to the station recording procedure.

PLEASE NOTE – Informing the Customer:

1.    A detailed description in writing on the customer’s receipt or work order of why the vehicle failed the inspection shall be given to every vehicle owner.

2.    The vehicle owner shall be informed in writing on the receipt or work order of any parts which, although in passing condition, the inspector believes may become dangerous before the next inspection. It is recommended the customer sign or initial the notation.