Transportation Instructions for Suppliers

Hazardous Materials must be classified, packaged, labeled and shipped according to Department of Transportation (DOT) and IATA regulations.

Refer to Code of Federal Regulation 49 (CFR 49) and International Air Transportation Administration (IATA) for all material classification and handling instruction.

Note: It is essential that anyone shipping dangerous goods do so properly, or both they and the company can be subject to fines and penalties up to and including prison time. The regulations contain packaging, marking, labeling, loading, transport, and documentation requirements, as well as the necessity that anyone preparing and shipping the materials be trained and certified as prescribed by the rules.

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All temperature sensitive products must be transported in validated packaging which contains the appropriate materials (insulation material) to meet product specifications during transit. If qualified packaging is not used, then the shipment must be sent via temperature controlled transportation and be 100% monitored.

Reefer equipped trailers for transport must be calibrated before material is loaded onto the truck. The carrier must be able to provide supporting documents to ensure calibration has been performed if requested by Logistics Management.

If Genentech temperature recording devices are required to be included with the shipment, the Supplier must notify Genentech at least 2 weeks prior to the scheduled delivery date to request devices.

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Remove or mark out any old labels, tags and markings. Use descriptive marks or labels to help identify your shipping requests.

Hazardous labels must be printed or affixed to the surface of the package near the proper shipping name marking.

All temperature sensitive material must be clearly identified and storage conditions visible.

Handling labels and marking should be clearly visible and positioned on the package or sides you prefer for forklift entry. Common labels include: “This End Up,” “Do Not Stack,” “Fragile,” ”Frozen,” and “Handle with Care”.

One lot per shipment is preferred. Pallets of mixed loads should only be used if one lot is not sufficient to fill a pallet. Mixed pallets are required to be clearly identified and labeled on each side of the pallet or box. Noticeable segregation must be apparent between lots.

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All documentation must include the following information:

Packing List

• Shippers name
• PO/delivery number
• Material number/description
• Lot or batch number
• Quantity
• Expiration date (if applicable)
• Storage or temperature conditions

Bill of Lading

• Ship from- complete name of shipper and address (origin/shipping location, city, state, zip code)
• Ship to- complete name, address and telephone number of recipient
• Shipper name
• Date
• Carrier name
• Freight payment terms (See Freight Terms)
• Purchase order or cost center number (required)
• Trailer number (if applicable)
• Seal number (if applicable)
• Temperature condition
• Template number(s)/start time
• PO/delivery information
• Special delivery instructions
• Quantity/UoM
• Hazardous material information must adhere to (CFR 49) (if applicable)
• Emergency contact
• Describe the product under the appropriate National Motor Freight Classification (NMFC) description, indicating the item, class and weight
• Density "bump" if the NMFC item permits it and if this will result in a lower transportation charge
• Multiple purchase orders shipped at the same time must be tendered to the carrier as one shipment. If your supplier system forces the printing of separate bills of lading link all bills of lading under one master bill
• A note to contact receiving department to schedule an appointment for all FTL and LTL shipments

Commercial invoice (international shipments only)

• Written in English
• Shipper name/address
• Bill to name/address
• Consignee name/address
• Date
• Invoice number
• PO number
• Incoterms
• Part number
• Detailed description of item
• Unit value of currency
• Total value of currency
• Special delivery instructions
• Quantity/UoM
• Country of origin

Hazardous Materials

• All hazardous material shipments (ground or air) must be accompanied with proper shipping documentation that complies with (CFR 49)
• Documentation supporting the compliance with these regulations must be made available to Genentech for all incoming hazardous materials, including but not limited to packaging test reports
• Include Safety Data Sheet with shipment, if available

International Documentation

• Commercial invoice
• Shipper’s letter of instruction
• Packing list

For schedule B numbers or licensing issues contact tradeops-d@gene.com
For documentation issues contact exportops-d@gene.com

Certificate of Analysis (CofA) or Certificate of Conformance (CofC)

Each shipment must have a certificate unless otherwise noted on the specification, that provides the following information:

• Identification of the type of document (i.e. CofC or CofA)
• Vendor name and/or logo
• Genentech material number
• Suitable means of traceability (i.e. batch numbers, manufacturing date, ship date)
• Affirmation that the product meets the specifications of the materials referenced in the PO
• Signature and date of appropriate company representative

Notes:

• A CofA is used when the supplier tests the product on a lot by lot basis and the results are verified to be within a predetermined specification. The document may be titled other than CofA, but must include analytical results
• A CofC is used when the supplier confirms the product complies with specified requirements established by the supplier
• All documents must be centrally located for easy access for each shipment

Packing list and CofC or CofA should be located together on top of a container or skids for easy access.

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Bill of ladings are required to be marked “Collect – Third Party Billing”.

Do not use “Prepay and Add” or “Prepaid” freight terms.

The Third Party Billing address should be shown as:
Genentech c/o Software Solutions
9595 SW Gemini Drive
Beaverton, OR, 97008

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Use strapping or banding to secure your shipment to the pallet, and stretch wrap to prevent pieces from getting lost or separated from the load.

For all cartons and boxes, securely seal closures and seams with reinforced tape.

Team Drivers are required for shipments exceeding transit time of 3 days.

Ensure load is braced and blocked properly to prevent damage.

Trailer must be sealed with a high security seal, which meets or exceeds the current ISO/PAS 17712 standard for security seal.

Suppliers are responsible for purchasing and storing seals at their site.

Suppliers must apply seal to truck after loading process is complete and not the seal number on the bill of lading.

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An appointment is required for all LTL and FTL shipments. To make an appointment call the Genentech Receiving department at least 24 hours prior to the delivery. A one hour window is allowed on the day of the appointment. If the delivery is unable to be made on time, notify the Receiving department to reschedule. Unscheduled deliveries may be refused.

The following information is required to make an appointment:

• Valid PO number
• Part number, material number and/or batch number
• QTY/number of pallets
• Supplier name
• Carrier name and contact information

Vacaville Only:

Please click here and complete the request form to make an appointment.

The Vacaville Genentech Receiving department will contact you within one business day after submitting the form to provide you with a confirmed delivery appointment for the next available opening.

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Note: If the receiving destination is outside of the locations listed below, contact Logistics Management at 650-225-5410 or 650-467-3777 for Receiving contact information.

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Step 1:
When contacting Logistics Management with routing questions, ensure the following information is available:

• Shipping and recipient address
• Number of pallets, weight and dimensions of the shipment (if dimensions are not available, an estimate)
• Purchase order number
• NMFC item number, if available

Step 2:

• Send any questions requiring general information, or assistance to tradeops-d@gene.com
• For questions regarding International shipments contact the following:
  • Imports: importops-d@gene.com
  • Exports: exportops-d@gene.com

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Step 1
Collect the following information on the shipment and the service needed:

• Destination country, address, a contact person and phone number of the receiving party
• Exact pick-up location, hours of operation, a contact, and when the shipment will be ready
• Description of the material being shipped and whether hazardous for transportation (this can be found on the SDS)
  • Find the proper shipping name
  • UN number
  • Hazard class
  • Packaging group of the material
• Number of pieces, weight and dimensions of the shipment (if not available, an estimate) and if it is a large shipment the number pallets
• When the shipment needs to be delivered at the destination
• Cost center to bill
• Purchase order number, if available

Step 2
Contact Unitrans International to arrange overseas pick-up. Unitrans is Genentech’s primary broker and freight forwarder for International moves. If there is a condition where Unitrans cannot be utilized, contact Logistics Management at trade-d@gene.com for an alternate courier.

Step 3
Prepare a customs invoice, packing list (if necessary) and a Shipper’s Letter of Instruction to provide to the driver during pick-up and to Unitrans for transmission.

• For Schedule B Numbers or Licensing issues contact: trade-d@gene.com
• For paperwork issues or general assistance contact: exportops-d@gene.com

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In cases where a supplier is provided with Genentech’s carrier account number it is mandatory to follow the guidelines listed below:

• Only use the specific account number as instructed by Genentech
• For any shipments sent from a non-Genentech shipper to a non-Genentech recipient, please mark all invoices as “Third Party”
• Always include a reference noting the Genentech Cost Center to be charged

Contact Genentech’s Logistics Management Department (supplier.transinfo-d@gene.com) with any questions.

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• Dangerous Goods Parcel Shipment Guides
• Code of Federal Regulation 49

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