Attachment 2 - 93-05.0-17 Shipping Procedure Loading Dock.pdf

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Shipping Procedure – Loading Dock Revision: #5

Blank Cell Document Control Number: 93-05.0-17 Date: 8/20/24

Quality Procedure

Responsible Organization:

DCF Manufacturing Support/Supply Management WCF Currency Manufacturing

Blank Cell

Blank Cell Approved By: Michael O’Connell (DCF) Ronald Voelker (WCF)

Signature: <electronically approved>

1.0 PURPOSE:

To provide a uniform execution of BEP shipments by utilizing the best value mode of transportation in operating secure, safe, and functional shipping process for each facility.

2.0 SCOPE:

Applies to all elements of the Shipping operations at:

• Washington, D.C., District of Columbia Facility (DCF) & Landover Warehouse

• Fort Worth, TX Western Currency Facility (WCF)

3.0 RESPONSIBILITES:

All employees carrying out the tasks are responsible and have been deemed competent by Bureau of Engraving and Printing (BEP) management through acquired training, certification and/or experience, as well as observed successfully performing the tasks.

Listed below are the key responsibilities:

3.1 Supervisor: Schedule shipments, directs the distribution of work, and continually monitors the operation to ensure that the procedures are adhered in accordance with BEP’s established quality procedures.

3.2 Material Handler (Loading Dock Coordinator): Provides and applies technical competence to ensure effective control and coordination of outgoing shipments (i.e.

vendor, carrier, and agency loading dock traffic), generates and prioritizes loading dock schedules, and ensures that timely and accurate shipping data is recorded.

4.0 DEFINITIONS:

• Bureau of Engraving and Printing Enterprise (BEN) – integrated system for data acquisition, management information, accountability, and data applications.

5.0 REFERENCES:

• BEP Form 7995 – Material Shipment Instructions and Property Removal Permit

• Title 49, CFR 373 - requirement for shipments

• Title 49, CFR, Subchapter C, “Hazardous Materials Regulations,” Parts 171 through 177

• 75D-04.0-03 “Hazardous Materials Transportation Security Plan”

93-05.0-17 Shipping Procedure – Loading Dock

Information contained in printed paper copies of this document and any document referred to herein is guaranteed valid for only 24 hours of the print date

6.0 ENCLOSURES:

• Process Flow Map (Attachment A)

• Example of a Shipping Request Memo (Attachment B)

• Example of Straight Bill of Lading – Short Form (Attachment C)

7.0 PROCEDURE:

7.1 Coordinate shipment with requesting office.

7.2 Receive Shipping Request (refer to example Attachment B).

7.3 Review Shipping Request (official Email and/or Memo):

7.3.1 Security items and classified materials with the Offices of Security and Compliance.

7.3.2 Chemicals and hazardous materials with the Office of Environmental Health and Safety refer to 75D-04.0-03 “Hazardous Materials Transportation Security Plan”.

7.3.3 Specialized crating and packaging with the Office of Facilities Support.

7.4 Verify Shipping Request for proper approvals:

7.4.1 OS/OC - Security items and classified materials

7.4.2 OEHS - Chemicals and hazardous materials

7.4.3 Next Day Service requires the authorization of the Bureau Associate Director or designee with the responsibility over the office making the request for Next Day Service. A justification must be provided with the request that explicitly explains the need for expeditious delivery. The requesting component will forward the approved request for Next Day Service to the DCF Shipping and Receiving Section or to the WCF General Stores, Shipping and Receiving Section.

7.5 Prepare Shipping Documentation (Bill of Lading and/or BEP Form 7995):

7.5.1 Transportation contract to be charged.

7.5.2 Funds are available.

7.6 Verify and count and/or obtain approximate weight of items as applicable. Scales used in the shipping areas are not used for product quality requirements.

7.7 Secure and seal shipment.

7.7.1 Security items and classified materials must be screened and secured by an

Office of Security representative.

7.8 Select the appropriate mode of transportation based on size and type of shipment and requested delivery date.

7.8.1 Shipment of chemicals and other hazardous materials will be shipped in accordance with Title 49, Code of Federal Regulations (CFR), Parts 171-177.

• MSDS for the product or material must be included.

7.8.2 Certified BEP employee approves chemical shipments.

7.8.3 Freight is used for all non-security items over 150 pounds.

7.8.4 Armor Carrier is used for security items.

7.9 Schedule carrier for picking-up shipment.

7.10 Coordinate shipment by date, destination and carrier.

7.11 Transfer shipment to carrier.

7.12 Record transfer:

7.12.1 Stock items in BEN.

Information contained in printed paper copies of this document and any document referred to herein is guaranteed valid for only 24 hours of the print date

7.12.2 Non-Stock Items by manual record documenting tracking number, date, time and carrier.

7.13 NONCONFORMING PRODUCT:

7.13.1 When nonconforming product is detected, it is immediately removed from the normal process flow and segregated to prevent its unintended use (Refer to 93-10.0-01 Material Review and Control of Nonconforming Product).

7.13.2 Depending on the nature of the nonconformance, it may be necessary to generate a CAPA (Refer to 93-11.0-01 Corrective and Preventive Action) as well as to notify the Office of Acquisitions if material related.

7.14 INSPECTION AND TEST STATUS: N/A

7.15 CONTROL OF QUALITY RECORDS:

7.15.1 For identification, storage and retention requirements refer to 93-01.0-05 ISO Records/Forms Listing (DCF OMS/SM) or 93-01.0- 22 ISO Records/Forms Listing (WCF OCM).

Rev. # Purpose of Rev. Eff. Date 1 Initial release 12/10/15 2 FY16 Annual Review and address internal audit findings 7/19/16 3 General review, formatting, update 7.6 to clarify use of scale, update 10.0 to correct document numbers, add example header to attachments.

2/11/19

4 Change to verbiage in section 7.4.3 8/1/23 5 Removed the facility code from document control numbers within the entire document.

Corrected some minor formatting errors 8/20/24

Information contained in printed paper copies of this document and any document referred to herein is guaranteed valid for only 24 hours of the print date

Attachment A Sh ip pi ng Lo ad in g Do ck

7.2 Receive Shipping Request

7.4 Verify

Shipping Request for

Proper Approvals

7.5 Prepare Shipping

Documenta tion

7.6 Verify:

Count/Weight of Items

7.7 Secure and

Seal Shipment

7.8 Select

Appropriate Mode of

Transportation

7.9 Schedule

Carrier t Pick-up shipment

7.10 Coordinate

Shipment by:

Date

Destination Carrier

7.11 Transfer

Shipment to Carrier

7.12 Record

Transfer

Shipping Procedure

7.1 Coordinate Shipment

7.1 Coordinate Shipment

7.3 Review

Shipping Request

Information contained in printed paper copies of this document and any document referred to herein is guaranteed valid for only 24 hours of the print date

Attachment B

EXAMPLE ONLY

Information contained in printed paper copies of this document and any document referred to herein is guaranteed valid for only 24 hours of the print date

Attachment C

EXAMPLE ONLY

Carrrier Address

*HQ

REMIT C.O.D. TO:

AMT: $ $

State & Zip

SHIPPER

Freight charges are prepaid unless marked collect

The carrier shall not make delivery of this shipment without payment of freight and all other lawful charges

Address PREPAID

C.O.D. FEE

RECEIVED, subject to the classifications and lawfully filed tariffs in effect on the date of the issue of this Bill of Lading, the property described above in apparent good order, except as noted (contents and conditions of contents of packages unknown), marked consigned and destined as indicated above which said carrier (the word carrier being understood throughout this contract as meaning any person or corporation in possession of the property under the contract) agrees to carry to its usual place of delivery at said destination, if on its route, otherwise to deliver to another carrier on the route to its destination. It is mutually agreed as to each carrier of all or any of the said property, over all or any portion of said route to destination and as to each party at any time interested in all or any of said property, that every service to be performed hereunder shall be subject to the bill of lading terms and conditions in the governing classification on the date of shipment. Shipper hereby certifies that he is familiar with all the bill of lading terms and conditions in the governing classification and the said terms and conditions are hereby agreed to by the shipper and accepted for himself and his assigns.

Bureau of Engraving and Printing CARRIER

* Mark "X" or "RQ" if appropriate to designate Hazardous Materials as defined in the Department of Transport Regulations governing the transportation of hazardous materials. The use of this column is an optional method for identifying hazardous materials on bills of lading per Section172.201(a)(1)(iii) of Title 49, Code of Federal Regulations. Also, when shipping hazardous materials the shipper's certification statement prescribed in Section 172.204(a) of the Federal Regulations must be indicated on the bill of lading, unless a specific exemption fom this requirement is provided in the Regulations for a particular material.

PER PER

The agreed or declared vlaue of the property is hereby specifically stated by the shipper to be not exceeding per Signature of Consignor CHECK BOX IF COLLECT

NOTE - Where the rate is dependant on value, shippers are required to state specifically in writing the agreed or declared value of the property.

CHARGES

City Subject to Section 7 of conditions, if this shipment is to be delivered to the consignee without recourse on the consignor, the consignor shall sign the following statement.

COLLECT

TOTAL $

Kinds of Packaging, Description of Articles, Special Marks and Exceptions Code Weight Subject to Correction

City

Rate Charges

State & Zip PHONE SID NO.

Number Shipping

Units

FOR PAYMENT: SEND BILL TO Shipper's Internal Data Name Address

City State and Zip

PHONE

FROM: Shipper Special Instructions Address

State and Zip

Address Route Trailer/Car Number

City

TO: Consignee State and Zip City FREIGHT BILL PRO NO.

Date

COD

Department Of The Treasury - Bureau of Engraving and Printing

SHIPMENT IDENTIFICATION NO.PhoneCarrier Name

STRAIGHT BILL OF LADING - SHORT FORM

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