RETURN_CHECK-IN_AND_TAGGING_PROCEDURE_Feb_25_2011.doc

2/25/2011

DEPARTMENT OF DEFENSE

OZONE DEPLETING SUBSTANCES RESERVE

CUSTOMER RETURN MATERIAL CHECK-IN AND TAGGING PROCEDURES

ODS RESERVE CUSTOMER RETURN MATERIAL

CHECK-IN AND TAGGING PROCEDURE

1. ODS Reserve Program Support Contractor (hereafter referred to as Support Contractor) personnel will unload all incoming trucks containing ODS Customer Return Material.

2. Support Contractor personnel crack open truck doors and performs safety leak check. If gas alert received on detector, the leaking cylinder(s) are located and individually leak checked. All cylinders/drums are moved to ODS Customer Return Staging Area in OS-6 for further processing

3. After Return Material has been offloaded and staged in the ODS Customer Return Staging Area, Support Contractor personnel will leak check all incoming Customer Returns. Cylinders leaking greater than eight (8) ounces per year will be sent to the ODS Cylinder Operations maintenance facility in Warehouse 3 to be pumped/transferred. Cylinders leaking one to seven (1-7) ounces per year will be marked for further monitoring. Refer to the DOD Ozone Depleting Substances (ODS) Reserve Leak Monitoring and Detection Procedures document for detailed instructions for leak checking execution and classification of leaking material/product cylinders.

4. Non leaking cylinders will be processed by Support Contractor personnel as follows:

a. Repalletization: Cylinders, drums, cans or other containers will be sorted by NSN and palletized separately. Multiple NSNs on a pallet are not permitted. Partial pallets will be staged in a holding area and held until more receipts of an NSN are received. Full pallets will be stowed by designated QBL in the ODS Reserve storage shed (OS-5).

b. Ownership: Service/Agency ownership is determined from the receipt paperwork/markings. If the Service name is not clearly identified, use the first position of the DD1348/1149 document number to identify the Service:

A, B, C, G or W = ARMY D, E, F or J = AIRFORCE K, L or M = MARINES

N, P, Q, R or V = NAVY

S, T or U = DLA

Z = COAST GUARD

All efforts will be made to determine Service ownership of returned material. Some document numbers may begin with a number, usually “7” or “9” and can belong to Army, Air Force or Navy. Ownership can also be determined by reading the address text on the return document. If none of these methods work, the Return is put in DLA ownership.

c. Color-coded plastic Military Service/Agency-specific tags will be applied to each customer return receipt.

TAG COLOR MIL SVC/Agency

ORANGE NAVY

BLUE AIR FORCE

RED MARINE CORPS

GREEN ARMY

WHITE COAST GUARD

BUFF DLA

d. All non-DoD turn-in receipts, except U.S. Coast Guard, will be tagged with a DLA colored tag (Buff). Tags are to be wired on to the cylinders in a location so that they cannot be accidentally knocked off during movement to a storage location. For receipts containing multiple pallets (same document number, same NSN), a separate tag will be prepared and wired to one of the cylinders on each pallet. Since these receipts will be processed as split receipts into DSS, a suffix code must be used for each tag prepared. The first pallet will be assigned suffix code “A”, the second pallet suffix “B”, the third pallet suffix code “C”, etc., keeping the sequential suffix code assignment going until all pallets have been tagged. If the customer has used a suffix code on the paperwork received, it should be ignored, as the Support Contractor personnel may require the use of more suffix codes to cover all the pallets contained in the receipt.

e. A tag label (shown below) will be prepared for each of the colored tags affixed in Paragraph 3.c. above. The label information will come from the receipt documentation.

f. The completed (filled in) adhesive backed label will be applied to the colored tag.

i. The correct turn-in NSN will be determined using the method described in Paragraph 5 below. The document number will be retrieved from the shipment paperwork. The pallet number (e.g. Pallet 2) and the total number of pallets (e.g. 5) will be clearly marked on each tag label.

ii. Duplicate labels containing the same data as the original labels will be applied to a pre-printed plain label form (no figure). This duplicate label information is provided to the DDRV Receipt Inspector for input to DSS. A photo copy or additional printed label will be made for ODS Reserve Program Office log book records as seen in Figure 5 below.

5. The Support Contractor shall determine the correct NSN of turned-in receipts by scale weighing all incoming cylinders, drums, and cans. The cylinder/drum tare weight is determined and subtracted from the total weight of the cylinder/drum to determine the actual product weight. The NSN is identified by applying the weight results and physical characteristics to the lists in Figures 1-4, following the additional instructions below:

a. Cylinders/drums containing product shall be identified with NSNs from Figure 1 that match the weight and characteristics listed and assigned Condition Code “A”, unless an exception is noted in 5.b.-5g. Examples:

i. Halons 1211 and 1301 have NSNs with ranges for fill weight. For a Halon 1301 cylinder with a product weight of 50 pounds, receipt as NSN 6830-01-376-8397, with a 21-70 lb. fill range in Condition Code “A”.

ii. For an R-12 cylinder with a product weight of 120 pounds, receipt as 6830-01-355-6648, 145 pound cylinder in Condition Code “A”.

b. If a cylinder is marked as “mixed gas”, select the NSN from Figure 1 based on the most prevalent gas in the mix.

c. If the shipment is a return from a reclamation contractor and the paperwork indicates “Failed Purity Test”, use the appropriate turn-in NSN and assign Condition Code “F”.

d. Refrigerants and solvent cylinders and drums with a product weight less than half of the cylinder/drum water capacity will be treated as “empty” cylinders and assigned an empty cylinder NSN from the NSN list in Figure 2 or Figure 3, depending on whether the cylinder is a recovered cylinder or spec gas cylinder.

e. To determine the correct empty cylinder NSN, first determine the type of empty cylinder. If the cylinder top is painted yellow, it is a recovery cylinder and the correct NSN would be determined from the list in Figure 2. If the cylinder is all red or orange in color, it is a virgin gas empty cylinder, and the correct NSN would be determined from the list in Figure 3.

f. There are no “empty” NSNs for Navy, Coast Guard and Marine Halon 1301 system cylinders. If one of these cylinders is determined to be empty, refer to the chart in Figure 4 to select the correct NSN by size and manufacturer name (for Navy/Coast Guard system cylinders). Empty system cylinders are receipted under the original system cylinder NSN in Condition Code “F”.

g. Non government empty cylinders with valve open or missing will be disposed of and not assigned an NSN.

6. Support Contractor personnel will maintain a logbook using either copies of, or duplicate printed label forms, recording essential receipt tracking data. As receipts are verified by the Support Contractor as processed, the logbook record for that receipt will be checked as complete.

FIGURE 1: NSNs FOR PRODUCT TURN INS

HALONS AND FIRE EXTINGUISHERS

REFRIGERANTS

SOLVENTS

FIGURE 2: NSNs FOR EMPTY RECOVERY CYLINDERS

FIGURE 3: NSNs FOR EMPTY SPEC GAS CYLINDERS (for Turn Ins)

FIGURE 4: * NSNs for NAVY/COAST GUARD and MARINE CORPS HALON 1301 SYSTEM CYLINDERS

NAVY/COAST GUARD SHIPBOARD SYSTEM CYLINDERS

MARINE CORPS AMPHIBIOUS ASSAULT VEHICLE

(AAV) SYSTEM CYLINDERS

*REMINDER: USE OF THESE HALON 1301 SYTEM CYLINDER NSNs FOR CUSTOMER RETURNS REQUIRES RECEIPT IN CONDITION CODE “F”.

ODS RECEIPT TAG

NSN: __________ ____ ________ ____________

DOC NO: ________ _____ _______ SFX: _

QTY: _______________ C/C: ______ O/P: ______

DT RCVD: ____________ PALLET _____ OF _______