Frequently Asked Questions
How do I arrange for calibration of my instrument? You can arrange for service multiple ways:
- Call us at 877-704-6437
- Email us at vacs@calibrations.ca
- Complete our online Contac Us form.
What methods of payment do you accept? We accept purchase orders for established accounts. We also accept MasterCard, Visa, American Express, E-Transfer and Wire Transfer.
Do you require a purchase order (PO) before my order is processed? For in-lab calibrations, we do not require a purchase order before work begins, but we will not ship the instruments back without a PO or credit card. For repairs or onsite work, we require the purchase order before the work can begin or the technicians are dispatched.
Do you require a Service Order or RMA number before calibrating our equipment? It is not required but is strongly recommended. This Service Order number is the tracking number for your instrument throughout the calibration/repair process. When we generate the Service Order, we will determine what level of service you require, shipping information, payment method, calibration interval, etc.
How do I pay for my quote – with a credit card? Please contact our sales representatives and for assistance to securely add your card to your quote.
Where do I send the equipment? When you request a Service Order, you will be given instructions on which lab to ship your instruments. In some cases, the closest lab may not be the lab with the specific capability.
Do I need a Return Authorization number when I already have a quote? No
How do I arrange payment for calibration? Your Sales Representative will review this with you at the time of your request for service. We accept purchase orders, MasterCard, Visa, American Express, E-Transfer and Wire Transfer.
Where do I send my purchase order? Do I put it in the box? The best method is to reach out to our team and contact us, or fax it to 905-840-9293 . Please reference your VACS Ltd. Quote. Also include it in the box when you send in your instruments.
We are tax exempt – how do I get my account updated? You can email your tax exemption certificate to vacs@calibrations.ca. We need to receive your certificate prior to your order being shipped to avoid charging sales tax. If we receive it after the shipment, we will credit the applicable tax.
Do you have a credit application? We do not have a credit application. During the new account process, we verify information through Dun & Bradstreet. If no information on your company is available, we may ask you to send us bank and trade references.
If I want to set up an account for payment terms, how long does it take for approval? Generally, for most customers, the approval takes one business day. In some cases, the process may take longer if we need to check credit or bank references.
How do I go about canceling my order? Please contact one of our Sales Representatives. Please note, some special-order items may not be cancellable or returnable.
How long has VACS Ltd. been in business? VACS Ltd. was founded in 1980.
What is your standard turnaround time for calibration? Our standard turnaround is 1 to 2 weeks and varies with workload at the time. Some specialty instruments and disciplines may take longer.
Do you offer expedited calibration service? We can provide two-day and 1 week expedited service on most instruments after receipt in the lab. Expedite requests are on a first come, first served basis and is dependent on the lab and the discipline. Some calibrations cannot be expedited due to the nature of the instrument.
What are your calibration expedite fees? Expedite fees vary depending on the instrument. Please consult with our sales representative for exact pricing.
Do you offer pickup and delivery service? pickup and delivery services can be arranged. Please contact our sales representatives for specific information about availability.
What if my instrument cannot be calibrated? Your instrument should be in good working condition before shipping to VACS; but If your instrument cannot be calibrated due to an instrument failure, you will be notified to determine how you would like to proceed. Several different options may be available including repair of the instrument by us, repair by the OEM if applicable, or we can provide a quote for a replacement instrument.
Can you provide me a recommended calibration interval for my instrument? No, we cannot recommend a calibration interval. This would be a conflict of interest for us. You must choose a calibration interval based upon your company’s quality policy and the performance of the instrument over time. There are several factors that need to be considered when determining your calibration interval. We would be happy to provide you with assistance if needed.
Is my calibration the same regardless of which of your labs it is performed in? Yes, we use a proprietary, centralized calibration database which is shared amongst all our laboratories using the same datasheets. The only variation may be in the standard that is used in the calibration.
Do you provide accredited reference level calibrations? Yes, we offer accredited reference level calibrations in a variety of disciplines including force, torque, hardness, dimensional, electrical, temperature, humidity, mass, and pressure. Contact your Sales Representative or visit: vacs.calibrations.ca
What are the different levels of Calibration you offer? We offer three levels of calibration service: Certificate of Calibration, Certificate of Calibration with Data, and Certificate of Calibration with Data and Uncertainties. Click
Where are your calibration laboratories located? We have laboratories in Toronto, Edmonton, and Vancouver. Visit our website for location information: vacs.calibrations.ca
Do all your facilities have the same capabilities? All our labs have similar general-purpose capabilities. Some may vary slightly depending on the assets being used. Some of our labs have specific capabilities or can perform reference level calibrations.
Are you ISO 17025 accredited? Yes, all our labs have been audited for compliance and accreditation to ISO/IEC 17025:2005 and ANSI/NCSL Z540-1994-1. The calibration system and related activities comply with the requirements of ISO 9001:2008, ISO/IEC 17025, MIL STD 45662A, ANSI/NCSL Z540-1, and ISO 10012, as applicable. The reporting of defects and noncompliance per 10CFR21 is covered by documented procedures. The quality system meets the applicable requirements of 10CFR50 Appendix B and ASME NQA-1 Basic and supplements, as applicable.
What is the difference between accrediting bodies such as NVLAP, ANAB, etc.? The main difference between NVLAP and ANAB is that NVLAP is directly affiliated with NIST while ANAB and some other accrediting bodies are private entities.
What levels of calibration are accredited? All our levels of calibration are accredited by the individual lab’s scope of accreditation, however per ILAC P14, you must have the measurement uncertainties of the calibration in order to pass traceability on to your measurements.
Can you provide calibrations calculated at 95% confidence K-=2? Yes, all our calibrations are calculated at a 95% confidence level.
What type of instruments do you calibrate? We calibrate a wide variety of instruments across several disciplines including force, torque, hardness, dimensional, electrical, temperature, humidity, mass, and pressure, and many more.
Do you have a calibration management program? Yes, we have a comprehensive calibration and asset management program.
Can I specify points for my calibration? Yes, you can specify which points are used for your calibration. There may be an additional charge depending on the points requested and the discipline of the calibration. The calibration may also be considered a “limited calibration” if the test points requested do not test the entire function/range of the instrument.
What is your calibration and/or repair warranty policy? VACS Ltd. warrants all calibration or repairs made to be free from defects in material or workmanship under normal use and service for a period of ninety (30) days from the date of shipment to the Customer.
Is my calibration warrantied over the length of my calibration interval? No, an instrument’s calibration is not warrantied over the length of the calibration intervals. There are a number a reasons an instrument can drift over time that would affect its performance including instrument failure, mishandling, environmental conditions, improper use, etc.
If I change my calibration interval to two years instead of one year does my price change? Your specified calibration interval has no bearing on the price of your calibration. Each customer sets their own calibration intervals.
Do you offer a NIST traceable calibration? All I see is accredited calibration. Generally, all our calibrations are traceable to a higher authority such as NIST. NIST is a National Measurement Institute (NMI) but is not the only NMI capable of providing traceability. Most countries have their own national body, Canada’s NMI is the NRC, Germany’s NMI is PTB, and the NMI for the United Kingdom is NPL, to name a few. Even when VACS Ltd. uses Intrinsic Standards (physical properties that are inherent) we will still correlate those values with a higher or equal body such as NIST, NRC, or PTB, which effectively provides traceability.
Aren’t NIST-Traceable and Accredited calibrations the same thing? Accreditation is a process where a higher authority (Accreditation Body) reviews and validates all calibration processes of the respective calibration provider. This includes their management processes and technical processes (i.e., traceability to a higher authority) on a regular basis. This process is conducted at each respective laboratory and generally takes two to four days, dependent on the size of the lab. Generally, this is a rigorous process but varies somewhat depending on the (Accreditation Body). After review and validation that the respective processes are adequate to provide measurements within the respective Lab’s published uncertainties. NIST-Traceability or a statement of traceability to a higher body doesn’t include validation of processes (Accreditation) by an independent body.
Why should I use a 17025 provider when all I need is a NIST calibration? Because of the validation processes as stated above.
Are you traceable to the National Institute of Standards and Technology (NIST)? For most parameters, yes, but we use other NMI’s for many parameters as well.
What are “uncertainties” and why would I need them? Basically, uncertainties define how well a lab can perform a respective measurement, the lower the uncertainty the better the measurement. Uncertainties are all inclusive of respective processes to include traceability components.
Is “as found/as left” data necessary? Measurement data isn’t absolutely required but it is highly recommended for most quality programs. This data enables the user to determine where within its respective tolerance requirements the instrument was found and was returned to the customer. This is especially important when the unit is found out of tolerance. One of the most important uses of this data is that the user of the Test and Measurement Equipment (T&ME) can evaluate the impact that Out of Tolerance (OOT) readings had on the processes where the respective instrument were used. Another very important use of this data is to evaluate (Trend) how the respective T&ME is performing and shorten or lengthen the calibration interval of that instrument based on this data.
What makes you different from any other calibration provider? VACS Ltd. invests significantly in its quality and operations departments to ensure our systems and processes are correct. This includes a robust technical & quality team that develop calibration processes and verify those processes on a regular basis. These processes are employed across all our laboratories, so every lab is standardized, they all operate the same. Generally, regardless of which lab a customer sends his T&ME to the calibration will be the same. VACS Ltd.’s primary Accreditation Body, ANSI National Accreditation Board (ANAB) is an extremely robust, high quality accreditation board.
Is the use of an accredited laboratory sufficient to satisfy the need for accredited calibrations? If a lab doesn’t offer accreditation on one or multiple points of a calibration it could raise a caution flag. As a customer you may want to ask why that/those parameters are not accredited. If the reason is that the calibration providers processes do not meet the rigors needed to meet accreditation requirements for that/those parameters, including traceability, then as a customer you should be wary. If the reason is that the calibration provider was between accreditation visits when the parameter was developed and that they plan to have that/those parameters accredited during their next accreditation cycle, which often happens, this would probably be acceptable.
What is the difference between an ISO17025 calibration and a commercial calibration? In our opinion a calibration is a calibration regardless of if it’s a commercial calibration or an accredited calibration. Our processes and data supplied are the same for all calibrations. If a calibration provider offers a commercial calibration that is different than what they offer for an accredited calibration does that mean the commercial calibration is less adequate?
All I need is a calibration sticker what difference does it make who I use? If you are making measurements, it’s important that you have confidence that those measurements are correct. If not what’s the point in measuring? As it is important for the M&TE to measure correctly it is also important that the calibration provider that verifies/calibrates the M&TE have the systems in place that ensures the respective calibration is correct. As stated above, VACS Ltd. has robust technical and quality processes that ensure the calibration is correct.
Do I need to have my equipment calibrated regularly? Almost always, but the frequency of recalibration varies depending on the M&TE. Usually, this interval is defined by the OEM but can be adjusted based on the stability of the respective M&TE. The interval may also be determined by ASTM standards.
Do I need documented uncertainties with every accredited calibration? Per the International Laboratory Accreditation Cooperation (ILAC) P14 you must have documented uncertainties to continue traceability. What this statement means is if you intend to calibrate other instruments with the respective M&TE or if you intend to develop your own uncertainties of your measurement process using the respective M&TE, you must have documented uncertainties.
Do you have a pricing list/chart for the equipment you do have the capabilities to calibrate? Due to the vast number of instruments, we calibrate, as well as the many variations of these instruments, it is not possible to provide a complete price list. You can submit your list of instruments to us, and we would be happy to provide you a detailed price quote. You can also submit your request here or Contact Us for more information.
Do you offer onsite or in-process calibration services? Yes, we offer onsite services. Not all items can be calibrated onsite and certain minimum rates will apply. Please contact us for more information.
Can all items be calibrated onsite? Unfortunately, there are several factors that prohibit all items from being calibrated onsite. If we cannot calibrate a specific item at your facility, our technicians will bring it back to our lab to be completed and we will ship it back to you.
Do you have a minimum charge for onsite calibrations? Our minimum on-site charge is $165 per hour per technician per day plus travel charges. Please contact us for details.
Are your calibrations performed at our facility also accredited? Most of our onsite calibrations are covered by our lab’s scope of accreditation.
Do you bring everything you need to do the onsite? We bring all standards, tools, parts, and supplies to the onsite. We require you to provide an adequate workspace and environment for our technicians, with appropriate power to perform the calibrations. For specific details, please contact us.
Do you perform in-process calibrations? Yes.
Will you send me a reminder of when my equipment is due for calibration? Yes, we will send you reminders prior to your instruments due date.
Do you offer volume-based pricing? Yes.
My certificate has a mistake, can you fix it? If a typographical error was made on your certificate, we will be happy to correct it and send you a revised version.
How long do repairs take? Generally, we complete most repairs within 20 business days after receipt of your instrument including the calibration of the instrument. Depending on several factors, including parts availability, the time frame may vary.
Who do I contact for technical advice? Your primary point of contact for any technical issues should be your Sales Representative. They will, if needed, reach out to several technical resources within the company to assist you.
Do you repair units? We can repair many units we calibrate at our Toronto Repair Center. Some instruments may not be able to be repaired based on several factors. For specific information, please contact your Sales Representative.
Do you sell used instruments? No.
Can you help me with the instruments that VACS Ltd. does not have the capability to calibrate? Yes. We offer to manage any third-party calibrations and/or repairs as a convenience to you. We have a network of approved vendors we use in these cases. We will never send an instrument out without your prior approval. All calibrations managed by use have all the vendor’s calibration documents scanned and entered into our Management System for your future reference.
What are the advantages in having new instruments calibrated? There are several reasons for calibrating a brand-new instrument. The primary reason is to have the assurance that the instrument meets its published specifications prior to you putting it in service and inducing potential risk in your measurement assurance program.
I have lost or damaged my calibration certificate; how can I get another one? You can access all of your calibration certificates by logging in to your Customer Portal account. Once logged in, you can search your calibration certificates by report number, ID number, invoice number or date. The document will be displayed as a PDF file and can be printed or downloaded.
My new instrument says it comes with a certificate. Is this a calibration certificate from VACS Ltd.? If the new instrument lists a certificate in each unit statement, then that certificate is being provided by the OEM.
Do you rent or provide loaner equipment? Yes, we offer many instruments for both short and
Do you charge an evaluation fee? If a unit is sent in for calibration only but is found to need repair, there will be an evaluation charge or the actual calibration price, whichever is lower. If a unit is sent in initially for repair and the estimate is declined, an evaluation fee will be applied. If a unit is sent out to a third party for the repair and the repair estimate is declined, the vendor’s evaluation fee will be applied.
Did you receive my Purchase Order? When your Purchase Order is received for a product order, you will receive an acknowledgment once the order has been entered.
I sent over a PO, when will I get confirmation? Most orders are entered the same day they are received. Once entered into the system, you will receive an acknowledgment via email or fax.
Do I need to send a physical Purchase Order? We would appreciate having a copy of your Purchase Order on file although it is not mandatory.
Can I use a personal check to pay for my order? If you pay via personal check, we will need to wait for the check to clear your bank before your order is processed. If you need to pay by check, a bank check or money order would expedite your order.
I have a daily or transactional limit on my corporate card, is there a way to process the payment over several days or transactions? No
How do I download my validation documents? You can access all your validation documents by logging in to your C3 Customer Portal account. Once logged in, select the Asset pod, or use the “Search Everything” field at the top of each screen. From the asset listing, select the + symbol at the left of the screen to view orders. Locate the order for which you would like to print the documents. Select the icon which looks like a document. From the pop-up window, select the document or documents you would like to print and select “View Documents”. If no documents load, check the upper right-hand corner of the internet search bar for a small symbol indicating the pop-up was blocked. Select this and allow the pop-up. The document will be displayed as a PDF file and can be printed or downloaded.
What shipping methods do you offer? Return Shipping is by E-shipper. Unless stated on the purchase order, ground transportation by the best available service at the time will be selected; Rush delivery when requested. We ship most orders insured and Prepaid and Added to the invoice. We can ship orders collect to your carrier’s account for a handling fee.
What is my tracking number? When will my order arrive? A shipping confirmation will be emailed to the email address provided when the order was placed. This confirmation will contain information on which items shipped and a link to the tracking number.
What is your standard shipping method? Can I ship it overnight? Our standard shipping method is UPS Ground if it was not specific when the order was placed. We can ship via any expedited method per customer request.
Can I ship using my own carrier’s collect account number? Yes, we can ship collect to your account. Please note that an $15.00 handling fee will be applied to all collect shipments. Please ensure you include this on your purchase order.
