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 of more than $25,000 per incident. All foreign shipments requiring U.S. customs involvement must follow the Berkeley Lab Export Control 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, ext. 6787, in Building 46, Room 141.) Instructions for completing the form are available at http://fac.lbl.gov/Facilities/SiteSvcs/ShippingDocumentInstructions.pdf.
• 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 Kewill 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/Kewill 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

Warehouse, Materials, and Shipping Manager
Facilities Division

J. Revision History

PROCEDURE

A. Printed Material (Berkeley Lab Requester/Staff)

Berkeley Lab employees are authorized to ship printed materials only via:

• U.S. Postal Service via the Berkeley Lab Mail Room
• Local courier
• Berkeley Lab Shipping
• Kewill Netship

Note: A valid Berkeley Lab Project ID number must be listed in the Netship "cost center" field. Only printed material may be dropped off at off-site FedEx locations. All other packages must be routed through Berkeley Lab Shipping.

B. Nonprinted Material (Berkeley Lab Requester/Staff)

Employees may hand-deliver nonhazardous and hazardous materials to Berkeley Lab Shipping using the Materials of Trade (MOT) guidelines, or request a Transportation pickup for nonhazardous materials. For hazardous materials not meeting MOT guidelines, contact Shipping to make arrangements for pickup and or transport. (See the Berkeley Lab MOT policy in the Chemical Hygiene and Safety Plan, under Transporting Small Quantities of Hazardous Materials by Laboratory Employees, Subcontractors, and Casual and Participating Guests.

1. Access Sunflower database and determine whether property is identified as sensitive, equipment, or high risk.
2. Enter DOE tag number and justification/reason in Point and Ship for Property Management approval.
   1. Obtain written approval from Property Management if shipping any property identified in Sunflower as high risk outside of the Point and Ship system.
   2. If material is categorized as high risk, contact the Berkeley Lab Property Management Group for guidance before taking further action.
3. Prepare material for delivery to Building 69-100, Shipping.
4. Enter shipment in Kewill Netship, or complete the Shipping Document form for shipments other than FedEx, UPS, or DHL per instructions in Section C.5 of this procedure.
5. Provide the value of the material and special handling instructions on the Shipping Document.
6. Ensure that the DOE bar-code number on all property-tagged assets is annotated in Kewill Netship with reason.
7. Contact Facilities carpenters (ext. 6274) if a specialized shipping crate is required.
8. Bring material to Building 69-100 or arrange for pickup by Berkeley Lab Transportation.
9. Alert Berkeley Lab Shipping if shipment requires special handling.
10. Ensure that a specific deliver-to address and contact name is noted in Point and Ship.
11. Drop off or arrange for delivery of material to Shipping, Building 69.
12. Ensure that a full description of any hazardous material is included in the Shipping Document.
13. Notify Berkeley Lab Shipping if the material requires carrier pickup from the requester's location.
14. Contact Berkeley Lab Shipping at ext. 5084 for all 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 Kewill 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 Kewill Netship are officially stored in the Kewill 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.

DOCUMENT INFORMATION

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