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BRIEF

Policy Summary

Berkeley Lab

requires that all domestic and international shipments have documentation and packaging that meet Laboratory Property Management, U.S. Department of Transportation, and International Air Transport Association (IATA) regulations and guidelines. In addition, material being shipped internationally must be processed per U.S.

customs policy and

Laboratory export-control guidelines.

Berkeley Lab allows Laboratory employees to ship printed material (documents) only. All other shipments must go through the Facilities Division's Shipping Department in Building 69. Shipping requests must be made through the BluJay Netship system by any Laboratory employee who has taken the required online user training.

Who Should Read This Policy

This policy applies to all Berkeley Lab personnel who need to ship material from the Laboratory by way of common carrier to either domestic or international destinations.

To Read the Full Policy, Go To:

The POLICY tab on this wiki page

Contact Information

Logistics Manager
Facilities Division

POLICY

A. Purpose

Material shipped from Lawrence Berkeley National Laboratory (Berkeley Lab) must be prepared according to specific transport guidelines. The Berkeley Lab Shipping Department must ensure that all material shipped from the Laboratory by common carrier is prepared in accordance with Department of Transportation (DOT) 49 CFR regulations. Additionally, all air shipments must be prepared in accordance with International Air Transport Association (IATA) regulations and guidelines. Noncompliance can result in fines. All foreign shipments requiring U.S. customs involvement must follow the Berkeley Lab Export Control Compliance Program Manual. Berkeley Lab Shipping will ensure that:

• Shipments are prepared in accordance with DOT 49 CFR and IATA requirements.
• Equipment and supplies going to foreign countries comply with U.S. customs regulations.
• Each international shipment will be reviewed for Export Control.
• The Department of Energy (DOE) bar-code tag will be removed when title to the asset no longer rests with DOE.
• The DOE bar-code number will be noted on the Shipping Document form if title of the asset will remain with DOE. (The Shipping Document form is available for purchase from the Creative Services Office.)
• No high-risk property will be shipped without written authorization from Property Management.
• Requesters will be notified regarding cost and estimated arrival date, if they ask for this service. See LBNL Property Management Procedure – High Risk.
• Questions regarding the status of a shipment will be answered by Shipping staff at ext. 5084.
• Shipment status can be found online in the BluJay Netship system.

B. Persons Affected

This policy applies to all personnel shipping material from Berkeley Lab by way of common carrier (e.g., FedEx, UPS, DHL) to both domestic and international destinations.

Laboratory employees are allowed to ship printed material (documents) only. All other shipments must go through Berkeley Lab Shipping. All domestic and international shipments require documentation and packaging that meet Laboratory Property Management, Department of Transportation (DOT), and International Air Transport Authority (IATA) regulations and guidelines. In addition, material going to foreign countries must be processed per U.S. customs policy and export control. Compliance with these guidelines will ensure controlled, safe, efficient, and cost-effective services.

C. Exceptions

None

D. Policy Statement

This policy applies to all areas of the Laboratory, regardless of physical location, and provides requirements for shipping both hazardous and nonhazardous materials, including chemicals, biological and infectious samples, and property. This policy outlines packaging and document requirements as well as line-management responsibility.

This policy covers but does not prescribe specific procedures related to shipments of radioactive isotopes, live animals, and hazardous waste. References to specific policies and procedures for handling these shipments are identified under the Hazardous Materials section of the Facilities Division Procedure, Shipping – Domestic and International Shipments (available through the Facilities Web site under Shipping Policy & Procedures).

E.1 Roles and Responsibilities

E.2 Authorized Berkeley Lab Shipping Groups for Nonprinted Materials

The following Berkeley Lab groups are delegated specific limited authority to ship on behalf of the Laboratory. These groups must maintain documented procedures to ensure compliance with this policy. 

F. Definitions/Acronyms

G. Recordkeeping Requirements

• Berkeley Lab/BluJay Netship system (auto-capture system)
• Berkeley Lab Central Shipping Department per DOT 49 CFR and IATA regulations (retains all relevant Shipping Document forms)
• All other Berkeley Lab approved shipping locations per DOT 49 CFR and IATA regulations (retains all relevant Shipping Document forms)

H. Implementing Documents

I. Contact Information

Logistics Manager
Facilities Division

J. Revision History

1. inquiries.

C. Printed and Nonprinted Material (Berkeley Lab Shipping Material Specialist)

1. Ship all material per DOT guidelines.
2. Ensure that the shipment has signed approval by an employee with account authorization.
3. Verify whether the property is identified as high risk in the Sunflower database and has been approved by Property Management in BluJay Netship.
4. Determine current and/or future property status of asset (e.g., return to vendor, repair, exchange).
   1. Remove DOE bar-code tag if/when title to the asset no longer rests with DOE.
   2. Affix removed bar-code tag to copy of airbill or Shipping Document and send to Property Management.
5. If not shipping via FedEx, UPS, or DHL, assign a Shipping Document "B" number generated from an electronic stamp machine.
6. If a shipment is categorized as hazardous, prepare and document per DOT/IATA guidelines.
7. If a shipment is associated with a purchase order, work with Berkeley Lab Purchasing and enter required information in Point and Ship.
8. If a shipment is associated with a loan number, Berkeley Lab Property Management approval is required.
9. Prepare ABF freight carriers bill of lading for large shipments (weighing more than 150 pounds).
10. Affix deliver-to address label to material.
11. If an alternate carrier is requested, use the generic bill of lading.
12. Notify the carrier if the declared value is greater than $50,000.
13. Provide a copy of the bill of lading to the driver.
14. Obtain the carrier/driver signature on the shipper's copy of the bill of lading.
15. Attach the bill of lading to the Shipping Document and place it in the "complete" file.
16. Prepare a Commercial Invoice for International Shipments (printed matter excluded).
17. Prepare a Declaration of Dangerous Goods form for international hazardous-material shipments.
18. Contact Berkeley Lab's customs broker (Aeronet).
19. Stage the material in the specified area.
20. Retain a signed pickup receipt from the carrier.
21. Print and sign four copies of the bill of lading or commercial invoice.
    1. Attach three copies to the material(s).
    2. Attach one copy to the Shipping Document for filing non-FedEx, non-UPS, or non-DHL shipments.
22. Shipments processed through BluJay Netship are officially stored in the BluJay Netship system.
23. Place the completed Shipping Document and carrier receipts in the "complete" file.

D. Shipping Administrative Assistant – Forms Distribution

1. Enter Shipping Document information into the Shipping database.
2. File the Shipping Document by B-Number.
3. Send the accounting copy of the Shipping Document to Accounts Payable.
4. Send the purchasing copy to Procurement.
5. Send the accounting copy to Property Management if a DOE or loan number is indicated.
6. Send the requester copy to the original requester.
7. Ensure that data entry and filing is completed in one business day.

Source Requirements Documents

• Code of Federal Regulations

• Title 49, Transportation,

• Parts 100–1699, Other Regulations Relating to Transportation
• IATA Federal Air Dangerous Goods Transport Regulations

Implementing Documents