NIH POLICY MANUAL F - Shipping Policies and Procedures. Issuing Office: OALM/OLAO/DLS (301) Release Date: 02/26/08

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1 NIH POLICY MANUAL F - Shipping Plicies and Prcedures Issuing Office: OALM/OLAO/DLS (301) Release Date: 02/26/08 1. Explanatin f Material Transmitted: This chapter cntains plicies and prcedures fr utbund and inbund shipments frm and t the Bethesda and Rckville, Maryland areas. 2. Filing Instructins: Remve: NIH Manual F dated: 08/15/02. Insert: NIH Manual F dated: 02/26/08. PLEASE NOTE: Fr infrmatin n: Fr questins n this chapter, cntact the issuing ffice listed abve. Fr n-line infrmatin n the NIH Manual System, g t A. Purpse: This NIH Manual Chapter cntains plicies and prcedures fr utbund and inbund shipments frm and t the Bethesda and Rckville, Maryland areas. Cmpliance with these guidelines will ensure efficient, csteffective services.

2 B. Definitins: Bill f Lading Cntract between a shipper and a carrier that lists the items r cmmdities shipped, their quantities, any special transprtatin requirements such as inside delivery required, special equipment required, as well as the terms and cnditins f the cntract. 1. Carrier means the Transprtatin Cmpany 2. Cmmercial Bill f Lading means the cmmercial versin f the bill f lading cntract. 3. Cnsignr means the shipper r shipping activity. 4. Cnsignee means the designated receiving activity r individual 5. Curier Service is a cmpany that prvides dr-t-dr delivery services. 6. Express Service is a carrier that prvides delivery services by a specified date and time. 7. FOB (Freight On Bard) Destinatin is when the transprtatin carrier wrks fr the shipper and the prperty becmes NIH prperty when delivered. 8. FOB Origin means the transprtatin carrier wrks fr NIH and the transprted prperty becmes NIH prperty at pickup. 9. Freight is prperty that is mving via a carrier, usually in large quantities r vlumes. 10. Gvernment Bill f Lading is The Gvernment versin f the bill f lading cntract. The Federal Prperty Management Regulatins require that Gvernment agencies use this frm because its use autmatically incrprates varius negtiated Gvernment wide discunts (special tariffs) with carriers. 11. Lcal means within the Washingtn/Baltimre Metrplitan Area 12. Messenger Service means lcal curier services. 13. Office Mve means lcal r n-site mvement f Gvernment

3 prperty between Gvernment lcatins. 14. Requestr is the Individual wh requires shipping services. 15. Shipper is the ffice r individual respnsible fr arranging transprtatin services, preparatin f transprtatin cntract dcuments, and prcessing f prperty fr shipment. 16. Ship T is the designated lcatin fr delivery f a shipment. 17. Transprtatin Officer is the individual respnsible fr the verall peratin f the Shipping Activities at an agency. 18. CAN- Cmmn Accunting Number C. Plicy: 1. Shipping Authrity a. The Directr, Divisin f Lgistics Services, OLAO is the NIH Transprtatin Officer. b. The NIH Freight Frwarding Sectin (301) is the central activity respnsible fr mst f NIH s utbund shipping activities. All activities that have nt received a specific delegatin (see sectin C Paragraph 1.c., belw) must rute their utbund shipments thrugh this ffice. This includes all packages cntaining infectius substances and hazardus materials. The Freight Frwarding Sectin, Divisin f Lgistics Services (DLS), Office f Lgistics and Acquisitin Operatins (OLAO) is the nly ffice except as delegated in C. 1. c.(belw) authrized t: Use BPA vendrs that prvide delivery services via DELPRO r ther apprpriate mechanisms; Prcure shipping services and issue Gvernment Bills f Lading (GBL); r, Use ther apprpriate mechanisms t pay delivery charges.

4 c. The fllwing NIH lcatins/activities are delegated specific authrity t prcure shipping services and issue Gvernment Bills f Lading (GBL) r t use ther apprpriate mechanisms t pay delivery charges. These lcatins/activities must prduce written prcedures t assure cmpliance with this plicy and will frward thse prcedures t the Directr, Divisin f Lgistics Services fr apprval. The lcatins/activities will prvide reprts f their shipping activity as required by the Directr, DLS. Gerntlgy Research Center (GRC), NIA, Baltimre, MD; FCRDC, NCI, Ft. Detrick, MD; NIEHS, Research Triangle Park, NC; Rcky Muntain Labs, NIAID, Hamiltn, MT; NIDDK, Phenix, AZ; Plesville Animal Center, NCRR, Plesville, MD; Addictin Research Center, NIDA, Baltimre, MD; NCI, Bimarkers and Preventin Research Branch, 9610 Medical Center Dr., Rckville, Md. (Shady Grve); Building 21 (Divisin f Radiatin Safety), NIH campus; and, Acquisitin Activities may btain transprtatin services in cnnectin with a cntract, purchase rder, r ther prcurement methd in accrdance with FAR Part 47 and this guidance. 2. Excepted Shipments Requestrs d nt need t prcess the fllwing types f shipments thrugh the Freight Frwarding Sectin :

5 U.S. Pstal Service shipments via the NIH Mail System (301) , including nn-urgent letters in accrdance with the Private Express Statutes; Shipments t Pst Office Bxes; Lcal BPA Curier deliveries; Radiactive shipments (301) ; Office mves (301) ; and, Dmestic Express Delivery Service Cntract shipments (excluding infectius substances and hazardus material). Select Agent shipments are crdinated and transprted nly thrugh the Divisin f Occupatinal Health and Safety, Select Agent Prgram (301) Persnal Prperty Requirements The IC s Prperty Custdial Officer (PCO) must recrd and the Supervisr f the activity requesting shipment must apprve the shipment f all persnal prperty. The PCO must sign in the apprpriate space n the Frm NIH 1884 Request fr Shipment fr all persnal prperty that will be shipped. Requestrs, PCOs, Managers, Supervisrs and DLS Prperty must prvide additinal dcumentatin and apprvals fr: Prperty Lans; Exchanges r Trades f Prperty; Prperty returned fr repair r replacement; Internatinal Shipments. See NIH Manual , Persnal Prperty Management Guide, at and related subchapters fr mre infrmatin.

6 D. Prcedures: 1. Prcedures Cmmn t All Shipments a. Requestrs will prcess all shipments thrugh the NIH Freight Frwarding Sectin, Building 13, Platfrm E, Rm 1771, MSC 5725 unless ne f the delegatins r exceptins in C. apply. b. Requestrs will cmplete Frm NIH 1884 Request fr Shipment (NIH Supply Stck N L ). They must bring the request and, if they are able, any nnhazardus package(s) t Building 13, Rm 1771 befre 2:30 p.m. n business days r call (301) befre 1:00 p.m. fr same day pickup. c. When a shipment f nn-hazardus material weighs ver 50 punds, the requestr shuld call a lcal BPA curier r the Relcatin Services Sectin n (301) t arrange pickup service. Nte: The Relcatin Services Sectin requires 24 hur advanced ntice. d. If the shipment is t cumbersme t send thrugh Freight Frwarding, send Frm NIH 1884 t the Freight Frwarding Sectin, Building 13, Rm 1759 with instructins fr the carrier t pick up at the lcatin f the shipment. e. Requestrs must label all packages with bth return and destinatin addresses. Using cmplete addresses (including name, building and rm number, street address, zip cde and phne number) will help facilitate swift deliveries. Pst Office Bx numbers are nt acceptable. Requestr must send packages with PO Bx addresses thrugh the NIH Mail System. f. When air curier express service is required, requestrs must send the letter/package in an addressed envelpe t

7 the Freight Frwarding Sectin with a Frm NIH Shipments with Additinal Requirements a. Shipping Bilgical Materials: 42 CFR Part 72.2, Interstate Shipment f Etilgic Materials, prescribes minimum packing requirements fr diagnstic specimens and bilgical prducts. The part specifies that such material must be packaged t withstand leakage f cntents, shcks, pressure changes, and ther cnditins incident t rdinary handling in transprtatin. Materials knwn r presumed t cntain a viable micrrganism r its txin that causes r may cause human disease are subject t additinal packaging and shipping requirements. Sectin 72.3 f the PHS Interstate Shipment f Etilgic Agents regulatin describes packaging, labeling, and shipping requirements based n the vlumes f the primary cntainer. Fr mre infrmatin regarding permits and /r training classes fr the shipment f bilgical materials, call the Divisin f Occupatinal Health and Safety (301) The Divisin f Occupatinal Health and Safety, Quarantine Permit Service Office (QPSO) must authrize verseas shipment f all bilgical materials imprted t the NIH and all bilgical materials leaving the NIH. b. Hazardus r Infectius Shipments: Requestrs must make arrangement fr the pickup f all shipments cntaining hazardus materials by the

8 Freight Frwarding Sectin unless the items can be hand carried t Building 13. Yu may fax the Frm NIH 1884 t the Shipping Officer at (301) Requestrs must prperly pack the substance r arrange t have it prperly packed when shipped by grund. When shipping by air, requestrs must assure that packaging is tested and marked accrding t the United Natins perfrmance standards. The Internatinal Civil Aviatin Organizatin s (ICAO) Technical Instructins fr the Safe Transprt f Dangerus Gds by Air and the Internatinal Air Transprt Assciatin s (IATA) Dangerus Gds Regulatins utline these requirements. Requestrs must prvide a detailed descriptin (prper scientific name) f the material and the amunt (in milliliters r kilgrams) n the Frm NIH Requestrs must prvide a recipient s phne number, alng with the typical address infrmatin, fr all hazardus r infectius shipments. Requestrs must crdinate all radiactive shipments with the Radiatin Safety Branch (301) Any persn at the NIH wishing t transprt etilgic agents and/r vectrs f human r animal disease via air must have the material packaged by an apprpriately trained and certified individual, fllwing Internatinal Air Transprt Assciatin (IATA) packaging instructins. Requestrs must crdinate all select agent shipments thrugh the Divisin f Occupatinal Health

9 and Safety, Select Agent Prgram (301) c. Live Animal Shipments (Dmestic): Generally, the airline s curier express cmpanies will prvide dr-t-dr pickup and delivery service. Hwever, they will nt transprt live animals when the temperature is belw 45 degrees Fahrenheit r abve 85 degrees Fahrenheit. Fr mre infrmatin, refer t the NIH Animal Transprtatin Guidelines r call the Office f Animal Care and Use, OD (301) T ship live animals: Requestrs must send r fax (301) , Frm NIH 1884 Request fr Shipment, t the Freight Frwarding Sectin, Building 13, Rm 1759, MSC Requestrs must ntify the Freight Frwarding Sectin at least 48 hurs in advance t ensure acceptance by the selected carrier. The Freight Frwarding Sectin will ntify the sender when ruting and shipping dcuments are ready. Requestrs must cmplete NIH Frm 1192 Animal Health and Shipping Certificate. The frm is available n-line at Cmmercial airlines will nly prvide airprt-t-airprt service. If the animals are shipped by cmmercial airline: The requestr must call the Divisin f Veterinarian Services, Animal Transprtatin Sectin (301) 496-

10 8184 r ddvrtrans@mail.nih.gv at least 24 hurs in advance t arrange transprtatin t the lcal airprt when using cmmercial airlines. The requestr must arrange t have the animals picked up at the destinatin airprt by the cnsignee. d. Insurance The Gvernment rarely insures shipments beynd the limited liability f the carrier/curier. Hwever, if such actin is necessary and in the Gvernment s best interest, nte the dllar value and a brief justificatin fr increasing carrier liability n Frm NIH 1884 in the Additinal Infrmatin, Instructins, r Justificatin sectin. See FAR , Transprtatin Insurance. e. After Hurs Shipments: It is smetimes necessary t ship materials after the clse f regular business, n weekends and n hlidays. Whenever after hur shipments are knwn in advance, the requestr must call the Freight Frwarding Sectin (301) fr instructins. Fr emergency shipments after hurs, requestrs shuld: Prcure the required service at a cmpetitive rate; Nte the apprpriate CAN in the Billing Reference Sectin f the air waybill r freight bill; Nte the sender s name and phne number in the apprpriate sectin f the air waybill r freight bill. On receipt f the invice, the cgnizant AO must:

11 Mark the invice with the wrds I AUTHORIZE THIS INVOICE TO BE PROCESSED FOR PAYMENT ; Type his/her name, phne number, IC, Cmmn Accunt Number (CAN), and date n this invice; Nte the NIH cntact (if different) fr receipt and their phne number; Sign the authrizatin statement; Prvide a brief justificatin; and, Send the invice and ther dcumentatin t the Shipping Officer, Freight Frwarding Sectin, DLS, OLAO, Building 13, Rm 1759, MSC 5725 fr prcessing. 3. Internatinal Shipments: a. Prcedures cmmn t all internatinal shipments The Pstal Service can prvide express delivery at significantly lwer prices than cmmercial curier express carriers. When a letter r item will nt lse its value by shipment via U.S. Pstal Service, the U.S. Pstal Service shuld be the first carrier selected. Cntact the NIH Mail System at (301) The Freight Frwarding Sectin will assure that the State Department prcesses shipments t freign cuntries in accrdance with Federal Prperty Management Regulatins. NIH emplyees, wh must ship prperty while verseas, will request shipping assistance frm the nearest United States Embassy r Cnsulate. Cmmercial Invice Shipments: Custms Service regulatins change cnstantly. T ensure expeditius delivery, include NIH Frm Cmmercial

12 Invice with Frm NIH 1884 fr all nn-letter shipments. NIH Frm is available at b. Imprts r Exprts f Bilgical Materials: NIH Manual Chapter Permits fr Imprt r Exprt f Bilgical Materials sets frth the requirements and prcedures fr btaining permits fr the imprtatin r shipment f etilgic agents, their vectrs, animals and plants, and fr the exprtatin f bilgical materials. Individuals wh fail t cmply with imprt and exprt requirements may experience delays in btaining the release f the shipment r may experience cnfiscatin and/r destructins f the shipment by the quarantine fficer at the prt f entry. Requestrs must assure that bilgical and materials packed n dry ice, ice packs, are prepared accrding t Gvernment guidelines with prper inner and uter packaging and absrbent material. Requestrs must pack perishable shipments with enugh dry ice t last several days in case f delays during transit. Requestrs must bring the packages t the Freight Frwarding Sectin in the beginning f the week (Mnday-Wednesday) by 10:30 a.m. When shipping by air, infectius substances require the use f packaging that is tested and marked accrding t the United Natins perfrmance standards. The Cmmercial Invice must include a detailed descriptin f the material, the rigin, (if animal,

13 specify species), the number f vials, the amunt per vial and any identificatin numbers n the vials. The Divisin f Occupatinal Health and Safety, Quarantine Permit Service Office (QPSO) must authrize the verseas shipment f all bilgical materials imprted t the NIH and all bilgical materials leaving the NIH. Requestrs must cmplete an NIH Frm 2388 Declaratin fr Exprtatin f Bilgical Materials and send it t the QPSO as stated in the NIH Manual Chapter The frm is available at: Fr infrmatin regarding permits and r training classes fr the shipment f bilgical materials, call the Divisin f Occupatinal Health and Safety (301) NOTE: The QPSO des nt recmmend prper packaging/labeling prcedures t the NIH cmmunity. c. Dry Ice Shipments: Pack perishable shipments with enugh dry ice t last several days in case f pssible Custms delays. Requestrs shuld bring these packages t the Freight Frwarding Sectin in the beginning f the week (Mnday- Wednesday) by 10:30 a.m. d. Direct-t-Receiver r Airprt Delivery: Overseas Direct-t-Receiver delivery service may take between tw t five business days, excluding weekends and hlidays, depending n the destinatin and pssible Custms delays. Airprt deliveries usually reach the nearest Custms airprt in ne t tw days. Fr flight infrmatin, call the Freight Frwarding Sectin during the afternn f

14 the shipment (301) The cnsignee is respnsible t clear airprt deliveries thrugh Custms and arrange fr pickup and delivery frm the airprt. Nte, in writing, the preference f service n the Frm NIH e. Live Animal Shipments (Internatinal) Freight Frwarding Sectin bks all internatinal animal shipments directly n cmmercial airlines; Requestrs must send Frms NIH 1884 and NIH t the Freight Frwarding Sectin. The Freight Frwarding Sectin will ntify the shipper when they cmplete the arrangements fr the shipment. Fllw instructins under D.2.c., Live Animal Shipments, fr transprtatin and temperature guidelines. f. Persnal Prperty: Fr utbund persnal prperty shipments: In additin t the nrmal shipping dcument, requestrs must submit a cpy f a cmpleted and apprved prperty transactin dcument (lan frm, prperty pass, etc.). Requestrs must nte the Exprt Cmmdity Cntrl Number (ECCN) f the prperty identified fr shipment n the Frms NIH 1884 and NIH If the requestr des nt knw the ECCN fr their particular cmmdity, they shuld cntact the manufacturer t btain it. 4. Inbund Shipments: a. Infrmatin cmmn t all inbund shipments NIH may als be the shipper fr inbund shipments.

15 Thugh there are many circumstances in which this culd take place, typical examples ccur when: purchases f prperty are designated FOB (Freight On Bard) Origin ); NIH persnnel return ship prperty r dcuments frm the field; and when NIH activities direct shipments between each ther. Prir guidance in parts D.2.a. thrugh c. regarding transprtatin f hazardus items, bilgical items r live animals applies t all shipments, regardless f the directin (utbund r inbund) when NIH is the shipper. Whenever pssible, NIH persnnel wh require shipping services while wrking in the field shuld cntact the Freight Frwarding Sectin befre cntracting fr transprtatin service. This affrds the pprtunity t rute the freight by the mst csteffective methd and carrier, t assist the NIH persnnel in preparatin f dcumentatin, etc. b. Campus and Lcal Deliveries: The NIH campus and NIH activities in the surrunding area have n designated central receiving areas r activity. As a rule, shippers must rute inbund shipments directly t the receiver s rm r labratry as described in this sectin. Individuals r activities cnsigned deliveries must cmplete receiving activities as described in part 5. Receiving. Transprtatin dcuments generated by shippers ther than the Freight Frwarding Sectin must specify Inside Delivery t a specific building, rm and individual.

16 Prcurement fficials must require Inside Delivery t a specific building and rm n acquisitin dcuments r credit card rders. If shipment t a lading dck is necessary, requestrs must arrange fr all persnnel and equipment needed t assist in unlading and redistributing the prperty. If resurces are nt available in the building, the requestr may call the Relcatin Services Sectin n (301) The requestr must assure the cmpletin f receiving; the preparatin f receiving dcuments, and redistributin f all items, within ne day f receipt. If the requestr cannt crdinate r arrange fr these activities, they must specify Inside delivery t a specific building, rm and individual. c. Inbund "Cllect" Shipments: Purchasing activities may include the cst f delivery fr NIH purchases in the purchase price r may specify delivery instructins and payment terms elsewhere in the acquisitin dcument. They shuld allw extra charges, if any, fr inside direct delivery. There are ccasins when NIH is respnsible fr the delivery charges fr material nt received as the result f a purchase. It is pssible fr shippers, including NIH persnnel in the field, t cnsign prperty t NIH r t a third party. NIH may be respnsible fr shipping charges. Fr example, an NIH fficial sends exhibit material at a shw in Chicag back t NIH in Bethesda r t a secnd shw in

17 Kansas. When this ccurs, the IC receives a cllect invice frm the trucking cmpany r the air express curier that rendered the service. T arrange fr payment f the carrier, the respnsible Administrative Officer (AO) shuld: Mark the invice with the wrds I AUTHORIZE THIS INVOICE TO BE PROCESSED FOR PAYMENT ; Type his/her name, phne number, IC, Cmmn Accunt Number (CAN), and date n this invice; Nte the NIH cntact (if different) fr receipt and their phne number; Sign the authrizatin statement; Prvide a brief justificatin; and, Send the invice t the Shipping Officer, Freight Frwarding Sectin, DLS, OLAO, Building 13, Dck E, Rm 1759, MSC 5725 fr prcessing. 5. Receiving: Receiving is a critical administrative activity. When the delivered items are prperty, it frms the critical juncture between the prcurement, financial and prperty administrative prcesses. Receiving cmpletes the initial prcurement prcess by cnfirming that vendr r manufacturer delivered the requested prducts. It pens the accunts payable prcess by releasing the financial management fficials t pay the vendr r manufacturer. It als begins the recrd keeping and management cntrl prcess fr prperty assets. The prperty recrd system uses infrmatin cllected during the receiving prcess. Receiving fficials are respnsible fr crrect recrding and prmpt reprting f receiving transactins. Receiving cnsists f three basic activities: receipt,

18 inspectin and acceptance. a. Receipt Receipt is the physical act that ccurs when an individual takes pssessin f items as the carrier delivers them. This can and ften des invlve a physical effrt and specialized equipment. b. Inspectin Individuals wh accept packages frm a carrier must: Inspect the dcumentatin as well as the packages. Identify any discrepancies in number as well as any visible damage t the packages BEFORE releasing the carrier. Anntate any discrepancies in quantity and any visible damage n the carrier s dcumentatin BEFORE releasing the carrier. Advise the prcuring activity f discrepancies n an acquisitin r shipping activity f discrepancies n ther shipments. Advise the apprpriate Prperty Custdial Officer if the receipt cntains accuntable prperty. Accuntable prperty is prperty that NIH recrds and cntrls. It typically cnsists f equipment items valued ver $5,000 r items that have a histry r risk f pilferage, such as cmputers, mnitrs, and laptps. It includes items that are generally assigned t a single individual while they are being used such as cell phnes, Persnal Digital Assistants, etc. It als includes items that pse a hazard t life, health r prperty, such as firearms, items with hazardus

19 cmpnents, and items that require calibratin and regular maintenance in rder t safely treat patients. If the individual wh accepts the packages frm a carrier is nt the requestr f the items, they must ntify the requestr (specified n the purchasing dcument) as sn as pssible after receipt. c. The individual requestr specified n the purchase dcument is respnsible fr acceptance f any received prperty. If that prperty is accuntable (recrded in the Prperty Management System) the individual will be held accuntable fr the prperty unless and until they can prvide written prf that the items were transferred t anther NIH emplyee r until the Prperty Custdial Officer designates anther accuntable user fr the prperty. See NIH Manual , Persnal Prperty Management Guide, and its subchapters fr mre infrmatin n data cllectin requirements fr Prperty Receipts. d. Ordering fficials must verify the receipts against acquisitin dcuments and enter undisputed receipt transactin int the DELPRO cmputer system n later than seven calendar days frm actual cmplete delivery. Payment fr Items prcured by the Gvernment is subject t the Prmpt Payment Act. This act requires the Gvernment t pay within 30 days f crrect receipt f the prperty r the invice whichever is later. It prvides mnetary and ther penalties when we d nt meet the time limit. It is imperative that receiving fficials prcess the receipt in DELPRO as early as pssible in rder t facilitate prmpt payment. Other NIH business systems, such as the prperty system are dependent upn infrmatin cllected with

20 the entry f a receipt. Prmpt entry assures that these systems functin as efficiently as pssible. e. Claims fr Damaged Material r Discrepancies: Often, damage r shrtage is apparent at receipt. Smetimes, individuals d nt detect discrepancies until the items are fully inspected (pened and tested r installed). Whenever the receiving fficial discvers damaged prperty, r finds that the prperty is missing parts r is shrt n quantity, he r she must: Cntact the apprpriate IC prcurement fficial immediately fr purchase rders r ther cntract vehicles. Retain the riginal cartn, and cntainers in the event the carrier/curier decides t inspect damaged material; and, Retain all relevant dcumentatin. A phtgraph f any damaged cartn and material is advisable fr high dllar value items. E. Recrds Retentin and Dispsal: All recrds ( and nn- ) pertaining t this chapter must be retained and dispsed f under the authrity f NIH Manual 1743, Keeping and Destrying Recrds, Appendix 1, NIH Recrds Cntrl Schedule, 1100-M-5, Tracking and Cntrl Recrds. 1. NIH messages (messages, including attachments, that are created n NIH cmputer systems r transmitted ver NIH netwrks) that are evidence f the activities f the agency r have infrmatinal value are Federal recrds. Respnsible parties must

21 maintain these recrds in accrdance with current NIH Recrds Management guidelines. Cntact yur IC Recrds Officer fr additinal infrmatin. 2. The regulatins cnsider all messages t be Gvernment prperty, and, if requested fr a legitimate Gvernment purpse, the message hlder(s) must prvide them t the requester. Emplyees supervisrs, NIH staff cnducting fficial reviews r investigatins, and the Office f Inspectr General may request access t r cpies f the messages. Hlders f messages must als prvide them t members f Cngress r cngressinal cmmittees if requested. They may be subject t Freedm f Infrmatin Act requests. Since mst systems have back-up files that are smetimes retained fr significant perids, messages and attachments may be retrievable frm a back-up files after they have been deleted frm an individual s cmputer. The back-up files are subject t the same request as the riginal messages. F. Management Cntrls: This manual issuance cntains plicies and prcedures fr utbund and inbund shipments frm and t NIH lcatins and shipments made by NIH persnnel in the field. 1. Office Respnsible fr Reviewing Management Cntrls Relative t this Chapter- Divisin f Lgistics Services 2. Frequency f Review- Onging 3. Methd f Review Screen all incming calls Review dcumentatin t verify that shipments are fficial,

22 nt persnal Cmmunicate t the NIH cmmunity all changes in prcedures and plicies thrugh memranda and manual issuances. Generate reprts and review data fr all shipping transactins captured in the Transprtatin Management System. 4. Review Reprts Actual reprts are develped n an exceptin basis as needed. Develped reprts shuld be sent t the Deputy Directr fr Management and the Directr, Office f Acquisitin and Lgistics Management. Reprts shuld indicate that cntrls are in place and wrking well r indicate any internal management cntrl issues that shuld be brught t the attentin f the reprt recipient