Table of Contents
1. Introduction
This procedure is intended as a general instruction and guide when shipping documents either by land, air or sea. In almost all cases shipment will be by air, either through the normal postal channels or via courier services.
In order to satisfy cost bearers' questions, these shipments must be properly documented.
2. Policy
All freight shipments must be requested on a properly completed shipping order. Incomplete shipping orders will not be handled.
3. Purpose
The purpose of this procedure is:
a.To ensure that freight shipments are adequately documented
and
b. To place the responsibility for adequate documentation on the shipping requestor
4. Application
This procedure applies to all requests for shipping which are submitted to the Company Mailroom.
5. Procedure
5.1 All shipments of documents submitted to the Company Mailroom should be accompanied by a properly filled out form BN-U218 "document shipping order".
5.2 The contents shall be described such that a clear indication is given of what the shipment contains.
5.3 The document shipping order shall be approved by:
|
1. Overhead job number |
- Department Managers/Cost Center Manager or delegate |
|
2. Proposals |
- Proposal Manager or delegate |
|
3. Projects |
- Project Director, Project Manager or delegate |
5.4 After shipment of documents the Mailroom will transmit the completed order to General Services.5.5 Upon receipt of the invoice General Services will: Forward the invoice together with the shipping order to the Accounting Department for further handling.
6. Forms "Document Shipping Order BN-U218"
These forms are available in the supply room.