the hazchem network depot operational manual …hazchemnetwork.co.uk/guides/opsman.pdf · depot...

The Hazchem Network

Depot Operational Manual [V1:2012]

www.hazchemnetwork.co.uk

Private and Confidential The Hazchem Network

Depot Operational Manual Version 1.0 [2012] of 23

The Hazchem Network

Depot Operational Manual

Version: 1.0

Date: June 2012

Written by: Kerry Rayner

Approved by: Ali Karim

The Hazchem Network 18 Gladiator Way • Glebe Farm Industrial Estate • Rugby • CV21 1RX

Phone +44 1788 826 584 • Fax +44 1788 578 956



Table of Contents

Introduction 4 Hub Contacts 5 What Classes Do We Carry? 6 - 7 Packing Group Thresholds, ADR Fire extinguishers & HCDG 8 Pallet & Parcel Specifications 9 Consignment Paperwork Requirements 10

- Consignment Paperwork

Changes to Consignment Quantities 11

- FTA (fail to arrive) Consignments

- Un-manifested/Increased Freight

Hazchem Labelling Instructions 12 POD Procedure 13

Service Level Protocols 14

Saturday Delivery Protocol 14 Non Conformance Procedure – Reporting a Service Failure 15 Central Billing 16 - 17

- Admin Amendment Process - Reconciliation Statement/Payment Process - Fines

Goods in Transit Insurance [GIT] 18 Damaged Freight/ Freight Shortage Policy – Intent to Claim 18 - 19 Hazchem Emergency Response Service HERS 20 Offshore Consignments 21 - 23 - DGN Completion Guide



Introduction

This handbook has been developed to establish a means by which the Hazchem Network, with the co-operation and involvement of the members of the Hazchem Network, can develop and maintain maximum efficiency of the network’s operations. The Hazchem Network is committed to the continual development and improvement of the network services. Our aim is to provide an excellent service by applying high operating standards and understanding the interests of the members and their customers.



Hub Contacts Management

Managing Director - Ali Karim Tel: 01788 826 582 Mob: 07812 584 249 Email: [email protected]

Sales Director – Nada Marinovic Tel: 01788 826 581

Mob: 07712 662 431 Email: [email protected]

DGSA – Len Hall Tel 07747 692193 Email [email protected]

Day Shift

IT Engineer – Gary Cane Network Co-ordinator – Kerry Rayner Technical Administrator – Dan Harris Shift Control – Kimberley Carr / Marek Basta

Night Shift

Operations Supervisors – Graham Smith & Jason Greaves Hub Operators - Adrian Cottrell, Andy Swift, Gary Gosling, Tim Bond, Ben Sutton Parcel Operator – Lewis McColl Tel: 01788 826580 Tel: 01788 826 584 Mob: 07887 927 949 Email: [email protected]

Useful links

The Hazchem Network website http://www.hazchemnetwork.co.uk

CarrierNet user guides/Hazchem Forms/Directories http://www.hazchemnetwork.co.uk/help.html

ADR Compliance & Technical Help http://www.hazchemnetwork.co.uk/item.asp?NewsID=66

Hazchem Emergency Response Scheme http://www.hers-info.com

HSE ADR Carriage Manual http://www.hse.gov.uk/cdg/manual/index.htm

All technical details are provided in good faith, and must be checked by your own DGSA, as Hazchem Network Ltd can not accept any responsibility for the application of these details in your depot operations.



What Classes Do We Carry? The Hazchem Network accepts the following classes

� Class 2 Compressed Gases (Cylinders)

� Class 3 Flammable Liquids

� Class 4 Flammable Solids [Excl. 4.1 with class explosive secondary hazard]

� Class 5.1 & 5.2 Oxidizing Agents [Excl. 5.2 temp controlled / with class 1 secondary hazard]

� Class 6.1 Toxic Products

� Class 8 Corrosive Products

� Class 9 Miscellaneous (Inc. Environmental Hazardous Material)

� Class X Industrial Goods / Non Hazardous

� Class Z Aerosols / ADR Parcels / Mixed ADR on a pallet



The Hazchem Network does not carry the following:-

� Food Products [unless under ‘ADR’ scope e.g. Ethanol Spirit]

� Class 1 Explosive Materials

� Class 6.2 Biologically Infectious Products

� Class 7 Radioactive Products [‘EX’ excepted quantities allowed]

[For specific rules about offshore consignments see separate section (pages 21-23)

Note about Food Material and Chemicals

There are some food materials that fall into ADR, e.g. flavourings & raw materials which are fine for the Hazchem Network to manage; though we bar carriage of food-material that goes into retail. The reasons are outlined in the HSE ADR carriage guide [see HSE link below]. This is especially important with Class 6 [Toxic], and 8 [Corrosive]. With correct segregation other classes can be accommodated, however due to the trans-shipment process, between inbound trunk, outbound trunk and final radial delivery – this can only happen by ‘special exception’. This means if a depot is ‘desperate’ to put a pallet through that is deemed ‘food material’, they must –

a) Contact the hub with the details of the product and where it is destined for. The hub will request the inputting depot contact the delivery depot to ensure they have a non-ADR radial for the delivery. They must also ensure that no Class 6 or Class 8 will be on the vehicle, and ensure they segregate [text below from HSE].

b) Contact the hub with the name of who at the delivery depot ‘agreed this’ and is aware of segregation rules, and supply the consignment reference.

c) These details are to be written in shift-con book highlighting that the product is “food”, and hub team advised to segregate on arrival at the hub and on the outbound trunk.

From HSE:- http://www.hse.gov.uk/cdg/manual/commonproblems/foodstuffs.htm Foodstuffs and dangerous goods – from HSE The restrictions on carrying foodstuffs (including animal feeds) with dangerous goods are limited and set out in ADR at 7.5.4. The principle is that foodstuffs should not be carried with toxic substances (Class 6.1 and 6.2) or with a limited range of Class 9 substances. However it is permissible to mix these loads subject to certain precautions which are set out below

� Partitions at least as high as the packages containing the dangerous substances � Separation by packages of substances other than class 6.1, 6.2 or the relevant class 9 substances � Separation by a space of at least 0.8 metre � By additional packaging or wrapping of the substances. Whilst this is not described in much detail, it would

seem that the principle to be followed is that the conventional DG packaging (such as a drum, IBC or bags) should be further covered. Examples might be shrink wrapping or plastic sheeting firmly covering the package or packages. Note that this might constitute an “overpack” and require labelling in its own right (ADR 5.1.2)



Packing Group Thresholds

Depending upon the quantity of dangerous goods in a load, the quantity is based on the packing group as follows:

Packing Group Load Threshold

Packing group 0 Zero Packing group 1 20 litres/kilos Packing group 2 333 litres/kilos Packing group 3 1000 litres/kilos Packing group 4 Unlimited Below these thresholds, the load is not considered a dangerous goods load. If a load is made of a combination then there is a formula to assess the overall load. Though if below TC/PG thresholds the driver must be trained formally as ‘ADR Aware’. Even if the load is below the load threshold ADR requires all vehicles carrying dangerous goods to be equipped with one fire extinguisher of 2 kilo capacity. If the load is above the load threshold the “safety equipment requirements” depend on the vehicle size as follows:

Up to 3.5 Tonnes

Two fire extinguishers of 2 kilo capacity each [one 2 kg must in cab]

Greater Than 3.5 Tonnes but Less Than 7.5 Tonnes

Total 8kg, of which one 2kg must be in cab and the one on the vehicle must be 6kg

Greater Than 7.5 Tonnes

Total 12kg, of which one 2kg must be in cab and at least one must be 6kg. In addition, all vehicles carrying dangerous goods above the load threshold must also be equipped with:

� Orange plates [front and rear] � One wheel chock of suitable size. � Two self standing warning signs [triangles, etc] � High visibility vest � Suitable hand lamp � A respiratory device if required by col 19 of the table of UN numbers � Sufficient personal protective equipment and other equipment to carry out the instructions in the

TREM card [e.g. absorbent, drain covers, et al] – see page 4 of ‘all classes’ tremcard.

Driver’s Licences

If the vehicle is greater than 3.5 tonnes and the load is above the load threshold then the driver must have an appropriate ADR licence, which he must carry with him at all times when carrying dangerous goods.

Vehicle Marking

All vehicles carrying dangerous goods above the load threshold must be marked accordingly. In the case of packaged goods, this requires orange plates to the front and rear. There are different requirements for special classes of goods such as explosives and radioactive.

High Consequence Dangerous Goods [HCDG]

Under ADR, the majority of HCDG are bulk [as defined as ‘tank’ size being >3,000 litres [not 3 x 1,000 IBCs]. In packages the only products classed as HCDG are [a] toxic gas cylinders 2.3 and [b] 6.1 toxic of PG I. When carrying HCDG, the drivers must have [a] robust photo ID [b] trained on security i.e. D f T security DVD [c] aware that their depot has a written security plan.



Pallet & Parcel Specifications For safety reasons we have set the following guidelines for freight being sent into the hub

Pallet Specifications

Standard Pallet Footprint: 48”x 48” (1.2m x 1.2m)

Max Height (Including Pallet): 87” (2.2m)

Weight: 1250 kg*

*The hub can accept a capacity of 2000kg per pallet but you must confirm with the hub any pallets over the 1250kg limit and also the delivering/collecting depot as their capacities may differ (note: the delivery member may wish to apply a surcharge if over 1,250 kg which must be agreed at that time so a billing amendment can be raised and agreed ). Additionally if tall pallets are being sent, some double-deckers may be restricted to space on the ‘swan-neck’ for tall or ‘’out of gauge freight’ (note: ‘ugly’ freight pallets are sent at input members risk in terms of meeting connections). The inputting member must contact both, the delivery depot and the hub, prior to sending ‘ugly’ freight and advise of the job number once entered onto CarrierNet. We will endeavour to do our best in ensuring the ugly pallet makes connections, but we can never guarantee ‘ugly’ freight,

Parcel Specifications

Max Footprint: 20”x 20” (0.5m x 0.5m)

Max Height: 20” (0.5m)

Weight: 30kg

All parcels must be sent in a ‘parcel box’ NOT loose, parcel boxes are not litter-bins.

Any pallet or parcel exceeding these guidelines may be decked at the hub due to restrictions and a further surcharge will be added for onward delivery.

Pallet/Parcel Guidance

� Make sure the pallet/parcel is fit for purpose (this will be handled on several occasions)

� Make sure the goods are secure (produce is banded/wrapped to the pallet)

� Load the pallet/parcel box evenly (equal distribution of weight)

� Do not allow the goods to overhang the pallet/parcel box.

� Don’t load more than specified weight requirements for handling (see above specification details)

� Check for leaks/damages before dispatch (do not send until made safe)

� Any technical or chemical query - contact the hub on 01788 826 580.

It is important that your goods are secured robustly and that they are in good condition. If in doubt, re-pack / re-band to ensure no leakage or damage occurs either in transit or at the hub. Stacking on input trunk is at discretion of inputting member. Stacking on output leg is at discretion of hub. In general the Network should avoid stacking where possible, though due to volume it will occur from time to time. Please mark any pallets that can’t be stacked clearly – there is no surcharge for this. More information is available from The Association of Pallet Networks especially the .pdf on pallet presentation accessible here: http://www.theapn.co.uk/News-and-Downloads.aspx



Consignment Requirements The Hazchem Network requires all consignments to be accompanied with the customer delivery / collection notes. Detailed below are the guidelines that we wish you to follow when presenting your paperwork at the hub. If a depot wishes to electronically data transfer rather than manually key-in jobs, they should contact Gary Cane, letting him know the system that they are using in traffic management [e.g. Mandata, Roadrunner, Sterling, Deltion, Haultech et. al.] so he can pass the file transfer protocols required. When requesting a third party collection through Hazchem, you must ensure that the collection note has the correct reference numbers, and that you fax the collection note to the delivery member, to ensure they have the correct details to pass to their driver [on routing], this is important. On radial deliveries / collections, should there be a problem at a consignee / consignor site, the driver should allocate 15-20 mins per job. If there is a large queue or a problem, he must call his depot who will contact the inputting member, to chase before the driver pulls out and the job is re-allocated [admin amendment form to be completed for re-delivery].

Consignment Paperwork

All delivery/collection notes must be in DG format*, containing the following information:-

� Un Number;

� Shipping Name Of Product;

� Class;

� Packing Group;

� A Description Of The Packing Of The Goods

� Tunnel Code

*If for any reason you do not have the documents in the correct format, then a Hazchem job note can be attached to the customer documents as this will contain the ADR details required. Please ensure all consignment paperwork is presented in a clear plastic wallet. All hazardous freight is to be accompanied with the instructions in writing and generic tremcard.



Changes to Consignment Quantities

FTA (Fail to Arrive) Consignments

An FTA consignment is a job that has been dispatched on the system by a depot, but they fail to notify the hub that this consignment will not arrive physically. These cause not only the hub but also the member issues when trying to organize the outbound loads. Please can you ensure that for any reason if a consignment is not sent, especially when it has been dispatched on CarrierNet that you follow the instructions below:-

� Call the hub [01788 856 584] so that we can ensure the night operation is aware and is not logged on the KPI [we also advise emailing [email protected] to confirm the FTA].

� Contact the delivering member, so that they can avoid planning this on their radial vehicles [if no one available to take the call then please fax or email the depot].

These simple instructions help the hub and the member to avoid planning for these consignments and delaying vehicles unnecessarily. Failure to inform the hub will result in your depot being reported on the KPI performance indicators.

Unmanifested/Increased Freight If you find that a consignment increases in quantity, please ensure that either

� Amend the original consignment to the correct quantity - this can only be done if the job is still in planning

Or

� b) Enter a new consignment onto CarrierNet for the additional pallets - if this is after the cut-off time then please contact the hub. Please note that 99.9% of the time we will be able to assist you but advise calling as early as possible as during the busy loading periods, staff availability is limited for entering consignments onto CarrierNet.

Any freight arriving at the hub that is not on CarrierNet will be decked at the hub until a valid consignment is added to CarrierNet. The hub will not be held liable for any courier costs for any unmanifested pallets that result in being decked at the hub. It is you responsibility to ensure the freight is entered correctly on CarrierNet and pallets / parcels labeled correctly.



Hazchem Labelling Instructions The label [see picture below] is made up of three tear-off section. These tear off parts consist of:

� POD return label [top tear off section]

� Delivery depot label [middle tear off section]

� Pallet/Parcel Label [large lower tear off section]

� The delivery note must only be labelled with the ‘POD return’ label

� The clear plastic wallet must be labelled with the ‘delivery depot’ label only

� Please ensure all pallet labels are positioned near to the bottom of the pallet

� All pallet labels should be facing outwards when freight is loaded on to the vehicle

If any of these guidelines are not adhered to, the operations supervisor may take the decision to deck the freight at the hub. If for any reason, in the late evening there is a problem with the printer, the label can be printed on an A4 sheet and taped to the pallet or parcel.



POD Procedure Depots must use original customer delivery notes in DG format as POD. Job Notes generated from Hazchem System are to be used for manually routing purposes. When the original customer POD arrives in the morning with the freight, it must be either replaced by the customer delivery note, or stapled to the BACK of the customer note for ADR compliance. Depots are monitored for adherence to this procedure. Trunk Drivers are asked to check their freight against the delivery notes that they take. Radial Drivers are also to ensure they check their freight against delivery notes, and when a consignee signs for the pallets on the POD, the signature has a printed name that is legible, it is dated and timed.

Before requesting a POD please check the track and trace facility or the on the CarrierNet system for a scanned copy. Depots have to POD, on the system by 11am the following day, and ensure that the signed / dated POD is returned by the following day through the trunk internal mail labelled for attention of the originating depot. Depots must retain either a good quality electronic scanned copy of the signed POD or a good quality photocopy of the signed POD. This is in the event that the original is lost for whatever reason. We are working on the ability to scan POD image into the Carrier net Software. The issue is that many larger depots scan all their PODs, which includes [a] their own work [b] their ambient network and [c] the ADR through the Hazchem Network, into a single depository at their depot. Our software suppliers are working on a solution to ‘tag’ electronically all Hazchem POD images so they can be uploaded in one file sequence. If a POD is unavailable then the requesting depot must complete the POD request form. The form is to be faxed or emailed to the relevant depot – one form per depot. If the delivering depot is unable to supply a copy of the POD, they must inform the requesting depot immediately. If the original copy can not be produced then the requesting depot may send paperwork to be signed or alternatively they may request a letter of indemnity. If a letter of indemnity is required it should contain the following information:

- The company letter head

- The date the consignment was delivered

- The time the delivery was delivered

- The name of the person who signed for the goods

- The reason why there is no hard copy of the original POD.

- Any other information that may be relevant i.e. if the goods were damaged, refused, etc

It is advisable to also send any driver’s run sheets or tracking information as evidence, along with the letter of indemnity. If the requesting depot has not received any documentation by the third request the form must be emailed or faxed the hub [within a week]. The hub will then contact the member. For every third request received by the hub this will be logged onto the KPI performance.



Service Level Protocols The obligations for the depots within Hazchem Network are –

� Ensure all jobs are entered correctly [and accurately] within the system, labeled correctly and pallets / parcels fit for transit

� Ensure that depot traffic desks monitor trunk volumes during the day to ensure they can clear all freight, and discuss with the hub their trunk planning each night

� Trunk drivers must wait for all their freight including economy, unless the hub is notified to excuse a trunk driver from collecting their economy.

� If a collection is required [as previously mentioned], the inputting depot must fax/email the delivery depot ADR compliant collection details (Note: we advise you also follow-up with a phone call to confirm the depot have received the documents)

� Delivery / service levels adhered to, e.g. B10 [before 10am], AM / PM, Booking, Next Day, Economy. At the FIRST sign of a problem, the delivery depot must contact the inputting depot of the problem [ensuring they get a name of who they spoke to]. Delivery depots must not contact the consignor or consignee unless they have been given that authority by the inputting depot.

� Any spillage, damage, leakage of product must be notified to the Hub as well as the originating depot [even if HERS or internal action initiated]

� Drivers must be reminded that at no times are ADR parcels / pallets to be kept in the cab. � All incoming and outbound freight must be strapped to the vehicle, as the outer curtain is not a

load restraining device. � If any pallet / parcel has been electronically dispatched to the hub, but won’t [for whatever reason]

be travelling to the hub, please ensure the hub is notified as an FTA – otherwise your depot will be fined.

Saturday Delivery Protocol If you receive an order from your customer(s) requesting a Saturday delivery, please ensure you follow the procedures below, as any next-day job entered on a Friday defaults to Monday. The cut-off for a Saturday delivery request is 1200 hrs Friday]. Note: Saturday deliveries are mandatory [pallets only], however if for any reason the delivery member despite best endeavor cannot facilitate the Saturday delivery, please contact the hub as we maybe able to get an adjacent member to assist.

a) Inputting depot to contact the delivery depot and ascertain that a Saturday service is available. If

not then call the hub [01788 826 580] as we may be able to assist via an adjacent member.

b) When agreed with the delivery depot then enter the job on the system and ensure that in the planning notes you write “SAT DELIVERY AGREED WITH ******* SITE Contact Tel ***********”

c) Contact the delivering depot and advise of the job number for the Saturday delivery

d) Contact the hub (01788 826 580) and advise of the Saturday delivery – this ensures your freight

connects with the delivery depot trunk and is not decked.

e) Delivery depot to ensure that their traffic desk advise the relevant staff of the Saturday delivery, so they are aware and ensure they route it accordingly.

We advise sending a fax/email to all parties confirming the required details. Please note you may be subject to additional costs which must be agreed. Saturday deliveries are normally charged at the standard £50 surcharge per consignment. This does not include any timed/AM surcharges, as these are additional.



Non-Conformance Procedure

If a delivery or collection will fail [for whatever reason], it is vital that it is reported to the inputting depot at the very first opportunity. Failure to report will result in a non conformance. Once the problem has been reported it is the inputting depot’s responsibility to contact the customer and determine what action is necessary. Depending upon the consultation with the customer, it maybe that the delivery/collection can be made the following day. However should the customer require the pallet by the end of the day; it is important that the delivery depot explore every possible method to facilitate the delivery [contact the hub if assistance is required]. Once the initial delivery/collection issue has been resolved, the inputting depot must complete a non-conformance form within the 3 days of the delivery/collection being made. The inputting depot must complete all consignment fields and a small report of the actual events that led to the non-conformance. A copy of the form must be emailed or faxed to the hub and to the non-conforming member. The depot receiving the N/C must investigate and complete the section supplied with a small report of the accounts that caused the non conformance. The form should be returned to the hub within 3 days of receiving the non conformance. Once the Hazchem Network is in possession of both the initial N/C and the response, we will investigate the matter further and negotiate a suitable resolution to the failure. Please note that in some cases this will mean the job being free of charge [agent fee only]. At the end of every month the KPI performance will be released which will document the depots with non conformance held against them. Please ensure that the form is completed whatever the scenario as this will give us an accurate reading of our service performance.

All forms can be accessed from the following link

http://www.hazchemnetwork.co.uk/help.html



Central Billing Procedure

On a weekly basis you will receive an envelope containing your statements from the Hazchem Network [THN]. You will find that the main invoices [INV] and credits [CRE] are raised for consignments entered onto CarrierNet. These statements are calculated by CarrierNet using the Hazchem tariff rate card There will be additional invoices/credits subject to IT charges, queries, label charges, etc. THN weekly billing is completed on a Monday for the previous week’s consignments. All credits / invoices are posted into the depot pigeon holes. These should then be collected by your driver and brought back to your depot but if it is more appropriate for us to post or email these please let us know.

Sales invoice [INV]

The main sales invoice is made up of two main charges - the hub charge and agent charge. These charges represent the freight that has been inputted to the Hazchem Network for delivery/collection. There may be a third charge which may be a surcharge for a specification that you have requested i.e. timed delivery

Sales Credit [CRE]

The main sales credit is made up the agent fee unless there has been a query and the hub fee has been refunded. These costs represent the freight that has been delivered/collected on behalf of the inputting members of the Hazchem Network. There may be an additional surcharge for a specification that you have requested i.e. timed delivery

VAT

Please note the account system will calculate the VAT per job, and not by the total net value shown on your invoices / credits. Because of this you may experience a slight difference and your value will need to be amended. This difference should be no more than a few pence.

Tariff rate card

All member depots are supplied with a tariff rate card. This is broken down into the multi pallet rate as well as by service level. If there are any amendments you will be issued with the new updated version - Please note if you have not received a copy please contact the hub.

Administration Amendments

It is vital that once you have received the invoices and credits that they are checked and passed. If you find that you have any queries then please complete the administration amendment form (http://www.hazchemnetwork.co.uk/help.html) When completing an amendment form please ensure as much detail as possible is completed. It is vital that the following information is provided:

� Date of query � The Hazchem Network consignment number � The name of the person the query is being raised by � the name of the person the agreement was made with � The amount agreed � A short report explaining the additional costs



The more information that is provided to us the quicker we can process the query and produce any additional invoices or credits. It will be up to the member to obtain payment from his/her customer with whatever margin and terms the member has been able to negotiate. If you do need to raise an admin amendment these should be emailed to [email protected] or faxed to 01788 578 956. All queries should be presented to the hub within 2 weeks of receiving the invoice/credit note. Any queries presented after this period will only be dealt with once it has been agreed with the inputting/delivering depot

Reconciliation statements/Payment process The Hazchem network operates on a contra system. You will receive a reconciliation statement at the end of each billing period.

The statement will list the sales invoices and credits that have been raised in that period. The amount owing is the difference between the sales credits and sales invoices. In the example above there is -£6462.69 [-7379.33 + 916.64] owing to the inputting depot. Amounts owed to you will be represented with a minus figure.

Amounts owed to the Hazchem Network should be settled by the 9th of the following period and

amounts that are due to depots will be settled by the 16th of the following period.

The Hazchem Network has never paid late to net delivery depots, and we would ask your depot to insure that they adhere to the payment times. If you have a foreseen delay, please contact Dan Harris or Kerry Rayner and advise otherwise you will be added to the Payment KPI that we issue each month. If you have any queries regarding the statement please contact the accounts department on 01788 826580. Wherever possible, all payments to The Hazchem Network should be made by BACS. Our bank details are: Bank Lloyds TSB

Sort code 30-15-97 Account no 01793822

Fines There is no general provision for fining non-conforming members currently. [Though new members should be aware that as the network grows and develops introducing such a system is possible (even likely) – subject to approval at the Members’ Meeting.] From time to time certain depots are put on the watch list until their service improves. This may be accompanied by small financial sanctions, particularly for FTAs.



Goods in Transit Insurance [GIT] The Hazchem Network is committed to ensuring good service to all our members and their customers.

The GIT is capped at £1,300 / tonne RHA Terms and Conditions of Carriage for pallets and parcels. The hub [nor our members] will accept 'consequential loss' in the event of damage / loss / delay. More details on the claims procedure [are in next section], and further information on insurance matters, such as exclusion clauses are available from the hub.

Damaged Freight / Freight Shortage Policy

(Intent to Claim)

The Hazchem Network is committed to using approved members that assist in shipping your order timely, in good condition and without freight loss.

In order to maintain our standard for high quality service, it is essential that you contact the delivering/inputting member immediately if a shipment is received damaged or short.

In order to resolve damage or loss, please use the following procedure.

Damaged Freight Ensure the shipment is inspected for damage prior to delivery and the signing of the delivery receipt. If there is obvious damage, do not accept the shipment without noting in detail the damage on all copies of the delivery receipt [POD]. Please have the driver and the person at the delivery point sign all copies to acknowledge the damage notation. Please ensure you contact the inputting member immediately to report any damage so they can notify the customer.

Freight Shortage

Ensure the delivering point verifies pieces received against the drivers delivery receipt provided at the time of delivery. Please note in detail any discrepancies on the delivery receipt [POD]. Have the driver and the person at the delivery point sign all copies to acknowledge the shortage. Immediately contact the member to report the freight shortage. We must work together when a claim arises so all parties receive the information necessary to resolve and correct freight claims. Wherever possible a photograph of the freight in question is very useful.

Goods-in-Transit Insurance Remember the Hazchem Network and its members work to the 1999 RHA terms and conditions of carriage set at £1,300/tonne for goods-in-transit insurance pallets and parcels. If goods are valued above this, then they must be insured at your own risk. The hub nor members will be liable for any consequential loss due to any delay, damage, loss or any incident related to freight trans-shipped through the Hazchem Network.

� Input member insures freight during the collection and trunking process � Hub insures freight during the trans-shipping process at Hub � Delivery member insures freight during the trunking and delivery process



If you are sending sensitive items and want an extra check, please ensure you contact the hub with the job number so we can keep an eye on the goods for you. Contact the hub for items that fall into [a] Excluded Cargo Clause and [b] Restricted Cargo Clause. Please also ensure that you denote any special instructions in the planning notes on CarrierNet as well as advising the delivering/collecting depot and the hub.

Filling/Receiving a Claim

In Case of Damage

1. You must submit an intent to claim for damage within 7 days of the date of delivery. 2. In the event of concealed damage, you must contact the member no later than 48 hours after the date

of delivery. Failure to do so may jeopardize the settlement of your claim.

In Case of Loss

1. Please contact the member/hub and request a trace of any missing packages. You will need to give the following information:

� Description of the shipment � I.D. number, serial number, model number, dimensions, colour, value and number of

packages being traced

2. You must submit a letter of intent to claim for loss and any supporting documentation within 14 days of the expected date of delivery.

Submitting a Claim

If you need to submit a Claim, the following documentation is required:

� Letter of intent to claim outlining the circumstances and type of claim. � A copy of the POD. � A copy of the invoices covering the shipment in question. � A copy of the inspection report (for damage claims only). This documentation should contain

an outline of the damage and where possible photos.

The documentation collected is to be forwarded to the Hazchem member and hub. Upon receipt of these documents, the member should forward an acknowledgement and begin to process your claim.

Receiving a Claim

If you receive a Claim, the following is required: 1. Check the signed POD.

� If there is a discrepancy – forward a copy of the intent to claim and POD to your insurers – you should have procedures in place for dealing with a claim.

� If there is no discrepancy then the claim may be disputed – POD must be forwarded onto the depot.

� In either case, please ensure you compile a short report forward this onto the inputting member/hub.

All forms can be accessed from the following link

http://www.hazchemnetwork.co.uk/help.html

The Hazchem Network is committed to using approved members that assist in shipping your order timely, in good condition and without freight loss.



HAZCHEM EMERGENCY RESPONSE SERVICE This is an important part of the Hazchem Network’s support for all our members

It is vital that all depot traffic desk staff and ADR drivers are aware of their obligations. Full information is available from the hub, as are the notes vis-à-vis deployment of the HERS decal if required. Emergency response is split into three levels -

LEVEL 1 – telephone advice by a graduate and experienced chemist See driver guidelines on what to do [previous page] from NCEC Control room at Harwell. This is free to Hazchem depots / drivers as part of your membership weekly IT / HERS fee. If however the situation warrants further action then the emergency services will be called [if not already called] – and with agreement with the depot [who must contact their insurers] then the situation can be elevated to level 2 or 3. LEVEL 2 – On agreement with the depot [and/or] request from the emergency services, a chemist from Braemar Howells can be sent to advise on clean-up and getting the situation under control. The rates for level 2 on-site attendances are pre-agreed and must be forwarded to your insurers. LEVEL 3 - On agreement with the depot [and/or] request from the emergency services, a clean-up team from Braemar Howells, with transfer pumping equipment can be sent to clean-up and get the situation under control. The rates for level 3 clean-up are pre-agreed and must be forwarded to your insurers.

All ADR drivers within Hazchem Network must carry the HERS 1-page driver advice sheet, which augments the ‘all classes tremcard’.

If you need more information contact Ali Karim (01788 826 580).



Offshore Consignments The Hazchem Network provides a service to the following offshore and/or non-UK locations: Isle of Man, Channel Islands, Northern Ireland and Eire, plus outlying Scottish islands. We expect to shortly bring on a service to continental Europe. These services are/ will be generally accessed in the normal way with standard labelling, pricing (i.e. tariff), service levels and billing. The information below highlights areas of difference that you should be aware of when shipping outside GB.

For deliveries to Jersey, due to local tax laws any pallets / parcels consignments must be accompanied also by a commercial invoice. All Hazardous consignments travelling overseas must be accompanied with the original consignor’s declaration on an IMDG Compliant DGN.

DGN Completion Guide [for IMDG shipping offshore e.g. Ireland, Europe, Islands] The highlighted sections MUST be completed. Failure to do so will result in freight being decked at the hub until the correct DGN can be supplied.

Box Completion Instructions

1 Exporter (Shipper, Consignor, Sender) - Name and address including postcode.

2

Customs reference/status - This box should be used by the exporter to declare the Unique Consignment Reference (UCR) for the export movement. The construction of the declaration UCR (DUCR) should follow the format required by HM Revenue & Customs, including the use of alpha, numeric characters and spaces and hyphens - see HM Revenue & Customs. Tariff and Public Notice No. 275. Exporters should NOT use this box for the purpose of quoting just the commercial reference of the consignment (see Box 4 below). This box should NOT be used for declaring the Master UCR (MUCR) - see Box 12 below - or consignments in FREE CIRCULATION moving solely within the EU.

3 Booking number - Booking reference number of carrier (shipping line, combined transport operator).

4 Exporter's reference - Consignment reference designated by the exporter - optional if already quoted as part of the DUCR in Box 2.

5 Forwarder's reference - Consignment reference designated by the forwarder (if any).

6 Consignee Should be used for name and address including post code of the consignee/importer.

6A

DSHA Notification (in accordance with DSHA regulations (as amended) given by - There is a requirement under DSHA (Dangerous Substances in Harbour Areas) regulations to pre-notify the movement of dangerous goods into harbour areas to the Harbour Master. A cross ("X") should be placed in the box of the person responsible for pre-notification. Prior notice must be given to the port before the dangerous goods arrive. The period is usually a minimum of 24 hours but is often less for ro/ro ports. The DGN may be accepted as pre-notification.

7 Freight Forwarder - Name, address of freight forwarder (if any), including postcode.

8 International Carrier - Name of shipping line or combined transport operator. Not required by sea for short sea roll on/roll off consignments.

9

Other UK transport details Information required in this box will differ depending on the consignment in question and the specific information and procedural requirements of receiving authorities and shipping lines e.g. delivery address, ICD terminal, vehicle booking reference, receiving dates, name of receiving authority, haulier's collection instructions.

10 Vessel and port of loading - Vessel name and the port of loading e.g. MV Canadian Explorer,



Liverpool.

11 Port of discharge and destination. Name of the port of discharge and the ultimate destination (if inland carriage is included) e.g. Casablanca, Marrakech.

12

Consignment Information a. The UN Number preceded by the letters "UN". b. The Proper Shipping Name (supplemented when applicable with the technical name).

Trade names alone are not acceptable. c. the Class, or when assigned the division of the goods, including for Class 1 the

compatibility group letter followed by any subsidiary hazard class which should be shown in brackets;

d. the Packing Group, where assigned, for the substance which may be preceded with the letters "PG" (e.g. II)

e. the Sequence of the Information - a, b, c, d Examples "UN 1098 ALLYL ALCOHOL, 6.1 (3), I" or "UN 1098 ALLYL ALCOHOL, 6.1 (3), PG I" "UN 2924 FLAMMABLE LIQUID, CORROSIVE, N.O.S (Potassium hydroxide solution in alcohol) , 3 (8), PGII

f. Additional Information required by modal regulations following a-e For ADR The tunnel Code unless you are certain the goods will not pass through a tunnel For IMDG Code The flashpoint, marine pollutant, limited quantity etc This is not a comprehensive list of additional information Particular attention should be paid to the following:

o Requirements for Specific Classes, including infectious and radioactive material. o Salvage Packaging, Waste, Elevated Temperatures. o Empty Unclean Packaging and Tanks. There are some differences between the road, rail and sea regulations. o The Number and Kind of Packages e.g. 2 x 250 L steel drums; 3 x fibreboard boxes each containing 48 kg. (There is no need to specify details of inner receptacles or inner packaging). Note: UN Packaging codes (1A1, 4G, etc) may only be used to supplement a package description. E.g. "steel drum (1A1)". They must not be used on their own o Over packs Where a number of boxes or drums, for example, are consolidated onto pallets or into larger boxes for ease of handling then the description on the DGN should state that the packages are over packed. NOTE a pallet is not a package

g. Variations in requirements between the Dangerous Goods Regulations In a few circumstances the requirements for a particular substance or article may be significantly different between the IMDG Code and RID/ADR. In such cases the provisions of Chapter 1.1.4.2 of the ADR Agreement and RID Regulations (consignments that fully meet the requirements of the IMDG Code for packing, mixed packing, marking and labelling shall be accepted for carriage under ADR/RID in a transport chain including maritime transport), a statement shall be included in the transport document as follows; "Carriage in accordance with 1.1.4.2.1"

h. Customs - Where a consignment forms part of a consolidation or groupage movement this box should also be used to declare the Master UCR (MUCR). The consolidator or groupage operator should construct the MUCR in accordance with the format prescribed by HM Revenue & Customs, including the use of alpha, numeric characters and spaces, hyphens and forward slashes - see HM Revenue & Customs Tariff and Public Notice No. 275. The consolidator or groupage operator should normally add the MUCR to a Standard Shipping Note already completed by the Exporter.

13 i. Net weight (kg) of goods

The net weight (kg) for each separate dangerous goods description. Note only required for explosives (Class 1)



13A

i. Gross weight (kg) of goods The weight of the merchandise in its export packaging in kilograms for each separate goods description included on the DGN NOTE: DG rules require the total quantity they do not specify whether it should be mass (KG) or volume (L) but it must be shown for each Proper Shipping Name

ii. Total gross weight of goods The total gross weight in kilograms of the goods should be entered. For containerised goods this excludes the weight of the container.

14

i. Cube (m3) of goods Measurement of goods in cubic metres for each separate goods description indicating whether pallet measurements are included

ii. Total cube of goods The total cubic measurement of the goods. Package dimensions of abnormal loads. Not required by sea for short sea roll on/roll off consignments

15

Container/vehicle packing certificate and declaration (CVPC) Note: the CVPC is at present required only for sea transport, including combined journeys. For container/vehicle loads - name of company, name/status of declarant, place and date (where and when signed), signature of person responsible for the packing/loading of the dangerous goods into the container/vehicle. NB: The container/vehicle packing certificate and declaration serves a separate function to the dangerous goods declaration, and the two are very often signed by different people. However, for the sake of convenience the two declarations are included in the same document. The consignor (exporter) of the goods is responsible for signing the dangerous goods declaration (box 17), but the declaration under the container/vehicle packing certificate (box 15) must be signed by whoever is responsible for packing/loading the dangerous goods into the container/vehicle. It is clearly inappropriate for the consignor to sign the packing certificate (box 15), if the packing/loading of the container/vehicle is undertaken elsewhere - e.g. at a groupage or consolidation depot, or at an outside warehouse. (Further guidance can be found in the introduction to this note)

16 Container identification number/vehicle registration number e.g. ACLU 269687/4.

16A Seal Number(s) - The number as shown on exporters and/or Customs' seals used to secure the container/trailer.

16B Container/vehicle size and type e.g. 40ft GP. The ISO code for container size/type may also be used (although this is not mandatory).

16C Tare (kg) - The tare weight as marked on the container safety convention (CSC) plate.

16D Total gross weight - (including tare) (kg) Total weight of boxes 13A and 16C.

NOTE: Boxes 16-16D will normally need to be completed by the haulier or carrier

17

i. Name and telephone number of shipper preparing this note ii. Name/status of declarant - name and position within the company of the person preparing

the DGN. iii. Place and date - place and date of signature

Signature of declarant - signature of a responsible person who is familiar with the nature of the danger(s) of the goods and with the legal requirements and liabilities which apply to the shipment of dangerous goods (see box 10A of the DGN - the Dangerous Goods Declaration). NOTE: This box only need be completed when there is a sea journey. Declarations and signatures are not required for road or rail journeys

the hazchem network depot operational manual …hazchemnetwork.co.uk/guides/opsman.pdf · depot...

Documents