Shipping Equipment & Materials

Incoming Shipments to LCLS

Index

1. What is Required for Incoming Shipments?
2. Shipping Address
3. Shipment Documentation - Required
4. Establishing/Renewing User Financial Account - Required
5. Special Handling (Refrigeration & After Hours Deliveries)
6. How Far in Advance Can I Send My Equipment to SLAC?
7. Shipping Chemicals / Samples
8. Hazardous Materials Shipments (Hazardous, Nanoparticle, Radioactive)
9. Getting Items Through U.S. Customs / Green Worldwide

1. What is Required for Incoming Shipments?

1. Shipping Address must be legible and in the format that has been provided on this site.
2. Special Handling Instructions must be sent to your POC at least 1 month in advance.
3. Hazardous shipments must be fully compliant with U.S. Department of Transportation regulations (Domestic shipments) or IATA (Air or International shipments).
4. Hazardous shipment's SDS and explanation on why it is needed for experiment must be turned in to POC 2 months before experiment or before it is shipped to SLAC

2. Shipping Address

All shipments that are received at SLAC Shipping Department, are subsequently delivered to LCLS.

SLAC does not assume any liability for your equipment or materials. COD packages cannot be accepted.

The following shipping address and information MUST be included on the shipping label. Failure to do so will result in the delayed transport of your shipment to LCLS.

Address your package as follows:

• Delivery Outside of Normal Business Hours
  • Normal Business Hours are 7:00am to 4:00pm, Monday – Friday (except holidays).
  • To arrange for a delivery after normal business hours (7:00am to 4:00pm), contact your POC and SLAC Security (Simon Ovrahim). The package may be accepted at SLAC's main gate and the requester will be notified to pick up the item (bring your SLAC badge to pick up the item).

• Each package should be clearly labeled with the Proposal Number and Beamline using the color-coded labels provided.

  TMO label	RIX label
  CXI label	XCS label
  MEC label	XPP label
  MFX label

3. Shipment Documentation – Required

Please send a copy of the shipment documentation (Pro Forma, way/air bill, packing lists,Carnet etc.) to you POC on the day you ship your equipment or materials, and provide a SDS for all chemicals in shipment.

Original carnet will be required in order to send the shipment back to the home institution. 

*To expedite outgoing shipment processing, please keep the paperwork that comes with the shipment when it arrives at SLAC.

For Outgoing shipment documentation, please fill out the appropriate form(s) below.

• Non-Hazardous Shipment Form
• Hazardous Shipment Form 

4. Establishing/Renewing a Financial User Account – Required

Each user group must establish a user financial account to send samples, dewars, or other equipment from SLAC to their institution. This is required if the group will be using SLAC for any shipping or handling of shipments.

The most common method of establishing or renewing a user financial account is by providing a purchase order (PO) (or a letter from the financial officer of the user institution). The PO should be made to SLAC National Accelerator Laboratory for the amount of estimated expenditures (the suggested minimum is $2,000). The PO should include the institution contact, user names, expiration date, funding agency, grant/contract number and whether expenditures are taxable in California. Terms and Conditions should not be included (if Terms and Conditions are preprinted on the form, they should be disclaimed). Send the completed User Financial Account Form and purchase order to:

See Section "Establishing/Renewing a Financial User Account"

5. Special Handling Shipments

If a shipment requires special handling (e.g. refrigeration) or time sensitive deliveries, please alert your POC in advance.   
Ensure all placards and labels are accurate, and special handling placards are in good condition and accurately represent contents or handling conditions.  Samples requiring refrigeration should be sent to C/O Chris Kupitz, in addition to the LCLS Point of Contact.

Users also have option of having their package held for pick up at FedEx/UPS.

Delivery Outside Normal Business Hours   
Normal Business Hours are 7:00 am – 3:30 pm, Monday – Friday (except holidays).

To facilitate a delivery after normal business hours (7:00 am – 3:30 pm), inform your POC and  SLAC Security (Simon Ovrahim). .The package may be accepted at SLAC's main gate and the requester will be notified to pick up the item (bring your SLAC badge to pick up the item).

Each package should be clearly labeled with the address format that is provided above. 

6. How far in advance can I send my equipment to SLAC?

Due to limited storage space, we request that your equipment and/or materials arrive no more than one week before needed for setup for your scheduled experiment. SLAC does not assume any liability for your equipment or materials.

7. Shipping Chemicals/Samples

See information on Sample Preparation Laboratories website

Federal (FAA, 49 CFR) and international agencies (ICAO, the branch of the United Nations that governs all international civil aviation matters), and IATA (International Air Transport Association) have in place numerous regulations for shipping of dangerous goods by surface or air.

If you are shipping chemicals and/or samples to arrive at LCLS, please contact your POC and Marc Weibel, LCLS Safety Officer or Chris Kupitz for approval and/or guidance.

8. Hazardous Materials Shipments

9. Getting Items Through U.S. Customs 

International Shipments

• International shipments can involve duty or taxes on items shipped. For international shipments, users are encouraged to work with their international shipping company to prepare a carnet and pay fees directly. We encourage users to retain a copy of their carnet and ensure that all shipping documents are accurate and consistent.
• See contact below for international shipments or freight forwarding. For FedEx imports, we recommend checking the Broker Select Option (BSO) on the shipping forms and entering the following

Green Worldwide Shipping LLC
433 Airport Blvd., Suite 310
Burlingame, CA  94010
Tel:  650-348-2211
Email:   SLAC-import@greenworldwide.com (link sends e-mail)

If users do not select the Broker Select Option (BSO), FedEx international shipping services automatically default to broker-inclusive, meaning that FedEx serves as the shipment’s customs broker.

When you choose FedEx International Broker Select Option, the shipment will be sent to the customs-approved in-bond location nearest to the broker you are working with, which could take up to 24-72 hours depending on the high volume of packages.

USPPI Responsibility Information Sheet Check (pdf) - The document is intended to provide guidance and information only.

Outgoing Shipments From LCLS

1. Required Items for Outgoing Shipments
2. Instructions for User Shipments
3. Shipping Process Timeline
4. Establishing User Financial Account - Required
5. Power of Attorney - Required
6. Shipment Documentation - Required
7. Getting Items Through U.S. Customs / Green Worldwide

1. Required Items for Outgoing Shipments

• User Account
• Original Carnet (International)
• Signed Power of Attorney (International)
• Complete non-hazardous or hazardous form
• SDS forms for all chemicals and samples

2. Instructions for User Outgoing/Return Shipments

User Arranged Outgoing/Return Shipping

1. User or represtative will arrange for courier to pick up package at SLAC.
2. Shipment should be packaged, fully prepped to go out before user leaves SLAC.
3. Notify POC of name, courier and date that the shipment will be picked up.
4. POC or Area manager will coordinate with courier by moving packages to SLAC shipping and receiving (Building 81) or LCLS loading dock (Building 750) to be picked up.

Need SLAC to help with Outgoing/Return Shipping

1. Contact your POC two months prior to your arrival at SLAC to notify them of your return shipping needs back to your institution.
2. Set up User Financial account to pay for the outgoing/return shipment two months prior to beam time.
3. Confirm with the User office that you have a Power of Attorney (POA) on file. If not, please have one filled out and signed to expedite the outgoing/return shipment.
4. Notify your POC if any items are hazardous one month prior beam time.
5. Provide the following information for the items that will be outgoing/returning (including the anticiatpated arrival date at SLAC):
   • Descriptions
   • Quantities
   • Masses
   • Value for each item    
6. Fill out return shipping form that will be given to you by the POC upon your arrival. Please fill out form entirely to avoid delays.
7. Assign a representative within your group to handle the outgoing/return shipment.
8. Package all items properly and notify POC when shipment is ready to ship. Please do not seal any of the boxes.    

All exports must be generated by a SLAC staff member and processed and approved by SLAC Export Control. Not providing the required shipping information and paperwork will cause delays.        

3. Outgoing Shipping Process Timeline

POC will arrange to bring packages with forms to Operations Support Office to be processed for shipping.

1-2 days

Forms will be revised to make sure that all the information required to process shipment has been provided. Information will be entered into our internal system for processing.

Any missing documentation and or missing information will delay your shipment.

+1-4 days

International shipments need to be released by export control before they are shipped out by shipping and receiving.

+1-2 days

Domestic shipments are processed by main shipping and receiving.

+ 2 days

Hazardous materials being shipped will add 2 days for processing.

+1-2 days

Shipment is approved and shipped out.

4. Establishing/Renewing a Financial User Account – Required

Each user group must establish a user financial account to send samples, dewars, or other equipment from SLAC to their institution. This is required if the group will be using SLAC for any shipping or handling of shipments.

The most common method of establishing or renewing a user financial account is by providing a purchase order (PO) (or a letter from the financial officer of the user institution). The PO should be made to SLAC National Accelerator Laboratory for the amount of estimated expenditures (the suggested minimum is $2,000). The PO should include the institution contact, user names, expiration date, funding agency, grant/contract number and whether expenditures are taxable in California. Terms and Conditions should not be included (if Terms and Conditions are preprinted on the form, they should be disclaimed). Send the completed User Financial Account Form and purchase order to:

See Section "Establishing/Renewing a Financial User Account"

5. Power of Attorney – Required

At the end of your experiment, if you plan to ship samples, equipment or other scientific items from SLAC back to your international institution, please review instructions and complete a Power of Attorney form for the Individual or Group that is responsible for and will receive the shipment. Once the Power of Attorney has been signed, it will remain in effect until revoked by the user or SLAC.

6. Shipment Documentation – Required

Please send a copy of the shipment documentation (Pro Forma, way/air bill, packing lists,Carnet etc.) to you POC on the day you ship your equipment or materials, and provide a SDS for all chemicals in shipment.

Original carnet will be required in order to send the shipment back to the home institution. 

*To expedite outgoing shipment processing, please keep the paperwork that comes with the shipment when it arrives at SLAC.

For Outgoing shipment documentation, please fill out the appropriate form(s) below.

• Non-Hazardous Shipment Form
• Hazardous Shipment Form 

7. Getting Items Through U.S. Customs 

USPPI Responsibility Information Sheet Check (pdf) - The document is intended to provide guidance and information only.