OPERATIONS MANUAL. Last update 9 November Contents. Address, Add 3. Address, Search 4 AES 5. Agents, Add 6. Agents, Search 7.

Transcription

1 OPERATIONS MANUAL Last update 9 November 2016 Contents Item Page Address, Add 3 Address, Search 4 AES 5 Agents, Add 6 Agents, Search 7 Airline Rates 8 Airline Surcharges (Fuel & Security) 9 Assembly of orders into one shipment Certificate of Origin 10 Closing the Office 11 Consolidations, Air Export 12 Country Information and Requirements 13 Customer Rates 14 Dangerous Goods Deliveries 15 Dispatch 16 Domestic rates (Trucking USA) 17 Procedures 18 Employee Referral Program 20 Fork Lift Trucks 21 Incoterms 22 Insurance cover on Freight 23 Jobfile, General 24 Jobfile Air Export 25 Jobfile Domestic 26 Jobfile Import 27 Jobfile Ocean Export 28 Jobfile Checklist (PCI Intranet Dashboard) 29 Jobfile, Expensing 30 Jobfile, Invoicing 31 1

2 Jobfile, Open Jobfile Report 32 Local Transport, General 33 Master Air Waybill (MAWB) 34 Master Air Waybill Status Report 35 Master Ocean Bill of Lading Status Report 36 PCI Waybill 37 Phone System 38 Pickups 39 Quality Control, 40 Quote Response Time 41 Quotes, Agent 42 Quotes, Customer 43 Quotes for Domestic Shipments 44 Quotes for International Shipments 45 Temperature Controlled Shipments 46 Transfers 47 Vendors 48 Warehouse 49 The procedures in this operations manual should be followed at all times. If you cannot follow a procedure, please ctravis@pci.world and explain why. If you have a question about a procedure that is not covered in this operations manual, please ctravis@pci.world Help notes are marked in red. 2

3 Address Add In PCI Logic Add an Address. The account number must use the first four characters (upper case) of the company name, with no spaces, or symbols, and then the next available numbers. As an example, if ABCE10 is used and ABCE11 is available, use ABCE11. The used account numbers can be listed in PCI Logic or the Intranet by entering the four letters only. For example, entering ABCE will list all accounts that start with ABCE. Enter as much data as possible in the Address screen. Check off all boxes that apply. Add the website, user name and password so we can use the link to access their website. Any customer moving shipments by air on a passenger aircraft must be a known shipper. We must make customers known shippers, in compliance with TSA regulations, before we can transfer freight to an airline. The customer must be made known in KSMS. To make a shipper known in our database, you must enter the date and your account number in the address record. A copy of the KSMS known shipper statement and id number must be saved in the customer folder. An export power of attorney is required for every customer for export compliance. A consent to screen form is also needed for air shipments. Or we can use a signed PCI Waybill for each single shipment, as this contains a consent to screen and a power of attorney. It must be signed by the shipper for every shipment. Our drivers must ensure the waybill is signed. 3

4 Address Search In PCI Logic you can search for an address by name, account number, sales rep, zip, country and by specific criteria of our industry. You can search for multiple criteria. For example; a vendor, who is also an ocean carrier, and also a breakbulk carrier. Note that this search will only return records that meet all three criteria. You can search for a company name and a city or a state, to refine the criteria. 4

5 AES / ACE Use this link for regulations and instructions on filing an EEI (Shipper s Export Declaration using AES All export shipments over USD $2, in value require an export declaration to be completed, by law. An EEI must be submitted through ACE (US Dept. of Commerce) prior to transferring the shipment to the carrier. A link to the ACE website can be found on the PCI Intranet under Web Links, References, under the Government section. You can also access the website when doing the Jobfile Checklist on the Intranet. All household goods and personal effects require an EEI although there is no Schedule B number for this commodity. In this case the description only is entered, without a Schedule B number. All information should already be entered in PCI Logic. The best way to complete an EEI is to retrieve a previous record and use it as a template. This can be done even if it is a new shipper, as most of the data will be the same. To retrieve previous shipments use PCI Logic or the PCI Intranet to find a shipment from the shipper. How to complete an EEI using ACE Open the ACE website and login. Select Retrieve Existing Shipment and use this record as a template. Select Shipment Information and select Edit Selection Enter the following information: Shipment #. Enter our Jobfile number. Enter your address. Conveyance Name. Enter the airline name or the vessel name. Is this shipment a Routed Transaction? Yes if from an agent. No if our customer routed shipment. ID Number. The IRS Number or EIN from PCI Logic shipper address record. Check the Completed AES check box in the PCI Intranet Dashboard. 5

6 Agent Add This function must be performed by a department manager, or PCI company officer. Before you can enter an agent record, an address record and account number must be in the PCI Logic Address table. Add the city/airport code and the address account number. In the Accord box show: A if the agent is the PCI primary agent for the city/airport. This must be agreed by management. H if the agent is an HTFN partner. A agents must be used first. If you cannot use, or do not want to use, an agent that is listed first, you must speak with a PCI company officer for approval. It will then be determined if a temporary or permanent change of agent is required. 6

7 Agent Search In PCI Logic you can enter the three letter airport code or the three letter city code, to find an agent. The first agent listed is the agent we should use, if we have a choice. If a shipment is routed by an agent that is not listed first, you must use the agent that routed the shipment. 7

8 Airline Rates New rates should be sent to New rates received by fax should be given to the rates desk. The rates will be added to the PCI Database from the Intranet and then the file will be moved to the Shared files\rates\rates added efolder. The old files will be moved to the Old files efolder in each vendor folder. All airlines and agents must be notified to their rates to in the event that they have been ed to another account at PCI, or if they are sent by fax. Look up Airline Rates From the PCI Intranet Main Menu, click on Rates. Select Air Buy Rates, Dom Buy Rates, Ocean Buy Rates, or Airline Surcharges. Enter the departure and destination airport code. All rates are listed in alphabetical order by the airline two letter IATA code. If a rate is not shown in the database, they need to be Added. If the rates are shown but they have expired, they need to be Edited. Add Rates From the PCI Intranet, Rates tab, click on the Add button. Edit Rates From the PCI Intranet, Rates tab, either: Enter the destination and departure code and then select the airline rate to change, or Enter the air carrier s vendor account number and then select the airline rate to change. Any invalid rate records can be deleted from the list. 8

9 Airline Surcharges (Fuel/Security/Screening) New surcharges should be sent to New surcharges received by fax should be given to the rates desk. The rates desk will enter the rates in the system from the Intranet, and then copy the notices into the Shared files\airlines\ in each individual airline folder. Any old files will be moved to the Old files folder in each airline folder. All airlines must be notified to their surcharges to in the event that they are ed to another account at PCI or if they are sent by fax. To view airline surcharges use the Rates tab of the Intranet. Airline surcharges apply to air export and USA domestic services. 9

10 Certificate of Origin These procedures must be used, by law. There are considerable fines involved if we issue certificates incorrectly. The Chambers of Commerce allow qualified PCI employees to act on their behalf when issuing C of O s. We must use the PCI approved forms from the shared drive \Cert of Origin. The folder contains the blank forms and a folder of templates. The certificate number must be our jobfile reference number. When the certificate is complete, a copy of the form, in PDF format must be saved in the ejobfile folder. The certificate must be signed by any PCI employee as agent. The certificate must be signed by an approved Chamber of Commerce employee Every certificate number issued must be added to the log in the Cert of Origin folder. 10

11 Closing the Office The last person to leave the office, at any time, MUST complete the following closing procedures: Lock all warehouse doors, turn off half of the warehouse lights, close the propane valves on the forklifts. Arm the alarm system as you leave the premises. Turn off the office lights. Close all doors and gates. 11

12 Consolidation - Air Export All data must be entered in the PCI Logic Jobfile before consolidations will perform correctly. The pieces, volume, and weight should be the same values as shown in the Warehouse Report. Add the MAWB in PCI Logic. Book the shipment with the airline. Enter flight information in PCI Logic MAWB. Add a new air export consolidation in PCI Logic. Enter the consolidation number using the following format: [Last number of year + month + day + Sequential Number + Departure City + Destination City]. For example: Consol DFW-LHR means it is the 2nd consol for July 31 st 2013 from DFW to LHR. The city codes and agent account and address details will be shown automatically. Enter the Consolidation number in the Jobfile. When selected, the Consolidation number will add the MAWB and flight details in the Jobfile. Print the House AWB. Print labels for the House AWB. Prepare an Air Export Consolidation Print the manifest. Make 6 copies. Stamp one copy Customs Documents. Print the Master AWB. Put 2 copies of the manifest, 2 copies of each HAWB and 2 copies of each commercial invoice in a Consol envelope. The commercial invoices should be stapled to the HAWB. On the front of the envelope attach a PCI cargo label. On the back of the envelope: Staple 3 copies of the MAWB to the top of the envelope. Staple 3 copies of the manifest to the bottom of the envelope. Staple the stamped manifest and the TSA certificate to the left side of the envelope Attach copies (5 and 6 ) of the MAWB. Write the cut off time on the delivery copy. Give the labels to the warehouse. Save a copy of the MAWB and the manifest in the econsol folder as a PDF file. Close an Air Export Consolidation Pre-Alert the destination agent. From PCI Intranet Dashboard send the shipment details and attach the manifest and MAWB. This should be completed as soon as possible. It must be completed before the shipment is received by the carrier. Calculate the airline charges and add the amount in the PCI Logic MAWB. Print a Consolidation Costing Report. Check off each item on the report. The consolidation checklist must be completed and checked before the consol leaves PCI. The consolidation checklist must be saved in the Consol folder. The signed delivery receipt copy of the MAWB must be saved in the consol folder. 12

13 Country Information and Requirements Instructions Further to a recent Quality Control Incident investigation, it was determined that the failure was caused by having too many sources of information that were in conflict of each other. This included TACT Rules, OAG Rules, HTFN Member website and PCI Country Information folders. All HTFN Shipping Instructions have been copied into the PCI Country Information folders. All future information received about a specific country will be saved into the Country Information folders. TACT, OAG or other reference books should NOT be used. To search for country information and requirements, you should search the Shared folders. The data contained in the country folders has to be obtained by PCI staff and it has to be maintained by PCI staff. All local charges must be obtained from the foreign agents, and must be no more than six months old. DO NOT an agent requesting a DAP rate or an FOB rate. Instead ask for their local tariffs. If they will not provide local rates, let a supervisor know so we can decide if we need to change agents, as this affects our ability to quote our customers in a timely manner. Do not ask for a one time rate. Always ask for their local tariff. You can also mention that we have a specific shipment to quote, but we still need their tariff on file. A local tariff includes import and export charges. 13

14 Customer Rates 14

15 Deliveries When a shipment is ready to be delivered, the estimated delivery date must be added in PCI Logic, Jobfile, ETD. A PCI waybill must be issued and saved in the ejobfile folder. Print two copies of the waybill and give it to the PCI dispatcher, along with any other documents and instructions. When a local transport move is booked, it must be added in PCI Logic as a delivery. Add the date and the time window for the transport. Do not enter semi colons, colons, periods. Example: 1/1/ This means between am and 4.00 pm. 1/2/ This means it is ready after 9.00 am and before they close. 1/3/ This means it is ready when they open and before 6.00 pm. The last two examples can be added when the opening and closing times of the company are in the address record in PCI Logic. If the time is tentative, pending confirmation, leave the time blank. The time can then be added when the transport time is confirmed. Do not add times you think it should be picked up, unless you are dispatching. Only add the start time and the finish time of when the shipment will be ready to pick up or deliver. A PCI dispatcher will arrange, monitor and coordinate all deliveries and must have accurate information in the system to accomplish this job. 15

16 Dispatch Dispatch Reports The following dispatch reports must be checked by the dispatcher at 09.00, 16.00, and daily, to ensure all shipments are taken care of. Delivery Pickup Transfer Route Report A daily dispatch plan must be set out first thing each morning and last thing each evening. Each driver must use their pads to see the reports and enter pick up and delivery information. When a local transport move is booked, it must be added in PCI Logic as a pickup, or a delivery, or a transfer, or multiples of these. Add the date and the time window for the transport. Example: 1/1/ This means between am and 4.00 pm. 1/2/ This means it is ready after 9.00 am and before they close. 1/3/ This means it is ready when they open and before 6.00 pm. The last two examples can be added when the opening and closing times of the company are in the address record in PCI Logic. If the time is tentative, pending confirmation, leave the time blank. The time can then be added when the transport time is confirmed. 16

17 Domestic Rates USA 17

18 Procedures The PCI rule applies that the address listed must act on it or forward it to another PCI address so they can act on it. Every PCI employee must enable the Microsoft Outlook Out of Office feature whenever we are closed for a public holiday or whenever the employee will not be present for any work day. The following statement must be used: I will be out of the office until (date?). If you need you responded to before I return, please re-send it to pci@pci.world Give out general addresses for customers and partners to use, instead of your personal address. For example, pci@pci.world, imports@pci.world, rates@pci.world. If you a request that you do not expect a same day answer, cc a general account, so someone at PCI can act on the if you are absent the next day, or late. Always show our PCI jobfile number in the subject line. It is unproductive and a waste of time and space for an airline to rates to 10 individual people at PCI, who are involved in air exports. All 10 people have to open and read the and then decide what to do with it. It is best to have one address and one person handling the . All PCI s are for business use. They should be professional and should communicate your message to the reader. Do not use your Outlook account for storage. s should be work in progress, in your inbox, saved in a shared folder on the servers, Junk, or Deleted. Save s that will be needed in future in a shared folder. Junk s that are junk. Use Arial or Calibri fonts, size 10 or 11. Use bold or underline to emphasize something that is important. Use red to emphasize something that is vitally important or overdue. Do not use multi colored fonts, or multi size and bold fonts that make the look like a ransom note. Do not use local or industry words, when sending an to a foreign country. For example: a dock is a place where boats are parked, a cookie sheet is something you put in the oven. LTL, common carrier, 53 foot trailer, bobtail, mean nothing to a foreigner. Signatures Every PCI employee account must have a custom signature. All PCI employees must use the same signature format, as shown in the example below. You can copy the logo from PCI Shared Files/PCI/IT/Graphics/PCI Logos/Paper airplane blue. The Logo should have a hyperlink to Janice Travis PCI Logistics 3247 W. Story Road Irving, Texas 75038, U.S.A. Tel:

19 Junk Mail Avoid the possibility of your message going into junk mail folders, by keeping the subject line short and with no characters. For example, Bad subject line: Subject: RE: UPDATE NEEDED/ pci # / Texas Proton Therapy / / hawb BRU * DAP Terms * 2ND REQUEST Good subject line: Subject: PCI Ref You can then add an heading in body of message: UPDATE NEEDED/ Texas Proton Therapy / / hawb BRU * DAP Terms * 2ND REQUEST General Accounts ( pci@pci.world ) If you have a general account in your Outlook you must use the following procedures to remove s from your Inbox: Any s that are not PCI business related must be moved to the Junk folder of the general account you are using. Do not move it to your personal account folders. Any s that are PCI business related must be dealt with or forwarded to the PCI staff member who will deal with it. If the in a general box is for you, forward it to your account. The original should then be moved to the Deleted folder of the general account. On the 15 th of each month, the Deleted folders should have all s for the previous month deleted. Tips Remember that less is more. Having a long, verbose paragraph does not necessarily mean that it is meaningful. Keep slang usage to a minimum. 19

20 Employee Referral Program All Plane Cargo employees are eligible to receive a Referral Incentive for any New Business Sale. A New Business Sale is achieved when a company moves a shipment as a result of a recommendation from a PCI employee. The referral Incentive is earned if a company has not done business with PCI over the previous 12 months. The Referral Incentive is 10% of the gross profit earned on a Jobfile. The Referral Incentive remains active for every shipment following the first New Business Sale, for the said company, for a period of 2 years. Example A PCI employee makes contact with a prospective company who has not done business with PCI over the previous 12 months. Said shipper opts to use PCI for a shipment which yields $500 in Gross Profit. The employee responsible will earn 10% of $500 ( = $50) Incentives will be paid for every subsequent shipment for a period of 24 months. All New Business Sales are subject to approval. All agent routed business is ineligible for referral program. All Incentive Referral payments are subject to approval. Referral Incentive payments will be added to employee paychecks and are subject to applicable taxes. The employee incentive will be paid monthly, 30 days after the end of the month. All details contained herein are subject to change. 20

21 Fork Lift Trucks PCI fork lift vehicles should be cleaned monthly on the first work day of the month. PCI fork lift vehicles should be inspected weekly on the first work day of the week. Any need for repairs or maintenance should be reported to the operations manager immediately. The operations manager should arrange for repairs and maintenance to be completed as soon as possible. All PCI forklift vehicles should have a tank with propane installed at all times. All PCI forklift vehicles should be parked in the designated parking space, when not in use. Additional propane tanks should be stored outside of the building, in the tank cage. Full tanks should be placed in the cage with the top facing out. Empty tanks should be placed in the cage with the top facing in. When the last full propane tank is removed from the cage, the person removing the tank must contact the propane supplier and order full tanks to replace the empty tanks. Delivery should be ordered for the next day. PCI fork lift vehicles with white tires should only be used inside the warehouse. PCI fork lift vehicles with black tires can be used inside the warehouse or outside on concrete. All PCI fork lift operators must be trained and pass the PCI fork lift operator requirements before they can operate a vehicle. All PCI fork lift operators must pass the PCI fork lift operator requirements annually. 21

22 Incoterms 22

23 Insurance - Freight All freight shipments can be insured through PCI. Use the PCI Freight Insurance rate sheet on the PCI Intranet to find the insurance rate. Add the insurance charge to the quote. Add the insurance rate, coverage, expense, and check the Insurance box in PCI Logic, Jobfile. The monthly insurance report must be saved as a spreadsheet on or after the 15 th of every month. It will cover all shipments for the previous month. The spreadsheet must be ed to the insurance broker by the 30 th of the month. See the Shared Freight Insurance folder for more details on cover and exclusions. 23

24 Jobfile - General Add Jobfile A jobfile must be opened in PCI Logic immediately when a shipment is given to PCI. If there is no account for the shipper in PCI Logic, open a new address record. Enter a pick up date. The estimated pick up date and time MUST be entered in the Est P/U field when opening the jobfile. In the PCI Intranet Dashboard, show a next action and the next action date. All accurate Information must be added to the PCI Logic Jobfile as soon as it becomes known. Update the Jobfile as information becomes known. Save documents and instructions in the Shared ejobfile folder. When saving a PCI house air waybill, or a PCI domestic waybill, or a PCI bill of lading, in the shared ejobfile use the following title format for the file name: PCI AWB (for air exports air waybills) PCI BL (for ocean bills of lading) PCI Waybill (for domestic waybills) is to be replaced by the jobfile number. Do not use the term House when naming files. This is only for documents issued by PCI. It should not be used for other agent waybills. Do not print documents and save them in the hard copy folder. The only document we should keep in the hard copy folder is the receipt for freight and the hand written warehouse report. All fields should be completed before printing waybills or bills of lading. Shipment Details From PCI Intranet send the shipment details to the shipper, agent, and consignee, as applicable. Send the shipment details at the earliest possible opportunity. The shipment details can first be sent with minimal details, just to let the customer or agent know we have the shipment in our system, We can update the details as often as needed and send the details as often as needed. It is vitally important to communicate that we have the shipment and are working it. Printing Labels Before you print cargo labels, the Jobfile must contain the correct house waybill number, master waybill number, pieces, weight, departure and destination. requests to agents for SELL rates or DAP, DDP charges or PODs All requests for sell rates, DAP and DDP charges, or PODs should be sent from the Intranet. DO NOT send an from outlook. If a POD is required and charges, check the POD Request box on the dashboard and request the charges in the Status box. For example Please advise the sell rate so we can close this file. Please advise the DDP charges so we can close this file. We will all be able to see the requests in the dashboard and we will know when to chase. If it is from your , no one else knows. 24

25 Jobfiles - Air Export When an air export booking is received from a customer or an agent a Jobfile must be opened in PCI Logic at the first opportunity. Determine the Incoterms to ensure the charges are applied correctly. Save House documents in the Public ejobfile folder as soon as they are available. Hawb, commercial invoice, packing list, direct Mawb, Certificate of Origin, Insurance Certificates. Send one copy of the documents with the shipment, Save private, company documents in the ejobfile folder as soon as they are available. Freight invoices, credit notes, s, receipts. Check any item in the PCI Intranet Dashboard Checklist that needs to be completed for this Jobfile. Enter the Next Action and the next action date. Complete each checked item on the checklist and work through the list until complete and closed. Enter Mawb and flight details in PCI Logic. Send shipment details from PCI Intranet to the shipper and agent as soon as possible. This is the only form of shipment advise we should use. DO NOT send s with flight details. The Intranet shows time and dates in a shared environment. 25

26 Jobfiles - Domestic 26

27 Jobfiles - Import When a pre-alert is received a Jobfile must be opened in PCI Logic at the first opportunity. Enter the shipment in P.O. Tracking if needed. Enter the arrival date. Determine the Incoterms. Determine who is making the customs entry and hand over the documents as soon as possible. Enter flight or sailing details in PCI Logic. Save House documents in the Public ejobfile folder. Hawb, commercial invoice, packing list, etc. Save Master documents in the ejobfile folder. Mawb, manifest, freight invoices, credit notes, etc. Check any item in the PCI Intranet Dashboard checklist that needs to be completed for this Jobfile. Enter the Next Action and the next action date. Complete each checked item on the checklist and work through the list until complete and closed. Take note of the freight terms and who is paying the freight. Do not hand out shipments or documents unless the bill to person has a PCI credit account in good standing or we receive payment up front. Send shipment details, from PCI Intranet, to the consignee and agent, as required. This is the only form of shipment advice we should use. DO NOT send s with flight details. The Intranet shows time and dates to everyone in a shared environment. Always send the details to the agent, as it confirms that we have the alert and we are processing it. When we hand out documents to a customs broker (either in house or external) send then by and ask the broker to confirm that it has been received. Save the confirmation in the ejobfile. If they do not confirm receipt, phone them until we have a receipt on file. 27

28 Jobfile - Ocean Export When an ocean export booking is received from a customer or an agent a Jobfile must be opened in PCI Logic at the first opportunity. Determine the Incoterms to ensure the charges are applied correctly. Save House documents in the Public ejobfile folder as soon as they are available. HB/L, commercial invoice, packing list, Direct MB/L, Certificate of Origin, Insurance Certificates. Save private, company documents in the ejobfile folder as soon as they are available. Freight invoices, credit notes, s, receipts, booking requests. Check any item in the PCI Intranet Dashboard Checklist that needs to be completed for this Jobfile. Enter the Next Action and the next action date. Complete each checked item on the checklist and work through the list until complete and closed. Enter booking number, vessel and sailing details in PCI Logic. Send shipment details from PCI Intranet to the shipper and agent as soon as possible. This is the only form of shipment advice we should use. DO NOT send s with booking details. The Intranet shows time and dates in a shared environment. The House B/L must be issued and saved, in PDF format, in the public ejobfile folder within 48 hours of the vessel sailing. This deadline is the maximum time allowed. You can save the house B/L any time before the 48 hour deadline. 28

29 Jobfile Checklist Open the Dashboard in PCI Intranet. Confirm that the shipper, consignee, agent, and terms are entered and correct. Confirm that the Job Summary fields have been completed. Check items in the Job Checklist that need to be completed. Check the boxes to send the required s. Checking Open Job Cost Report and look over the page to ensure all charges are entered and correct and there are no abnormalities. Open the shared File Folder. Check the public folder to ensure all waybills, bills of lading, commercial invoices, packing lists, pictures and warehouse report are saved in the folder. Check if the AES entry is saved, if required. Check the PCI Invoice in the private folder to ensure it agrees with the Job Cost Report and is issued to the correct customer. All jobfiles must be checked within 48 hours of being invoiced. If all items are correct, check the Checked and Closed box and return the folder/jobfile page to accounting, so they can the invoice to the customer. The hard copy folder or jobfile page can then be filed. 29

30 Jobfile Expenses DO not schedule any shipment by air, truck or ocean with a carrier or any agents without have a quote in writing. 30

31 Jobfile Invoicing All jobfiles must be invoiced within 72 hours of the following time line: Air Export Domestic Imports Ocean Export Actual departure time. Actual delivery time. Actual delivery time. Actual departure time. 31

32 Local Transport General PCI drivers are allowed to transport hazardous materials up to a maximum gross weight of 1,000 lbs. Hazardous material shipments that weight over 1,000 lbs. must be contracted to a vendor that is DOT certified to handle hazardous materials. PCI drivers must not use a hand held devise when they are driving. They must stop driving as soon as it is safe and convenient, and then use a hand held devise. Transportation Service Specialists (Drivers and warehouse employees) The Transportation Service Specialist position is responsible for driving trucks, coordinating deliveries and/or pick-ups at customer locations and for all warehouse functions on site at PCI locations.. We expect these responsibilities to be carried out in a clean, courteous and professional manner. This position requires good time management skills. Drivers must be at least 25 years of age, be able to demonstrate safe and efficient driving skills, and must have an excellent driving record. Compliance with all PCI procedures, federal and local regulations must be adhered to at all times. Major responsibilities include: Understanding and practicing safe driving procedures. Following PCI/DOT procedures. Driving all routes in and around PCI offices as required. Drivers must ensure that all pick-ups and deliveries are handled efficiently and in the best manner in order to avoid service failures. Be responsible for loading and unloading freight (as required at PCI, customer locations, vendors and third party locations) with the use of hand trucks, pallet jacks, forklifts and lift gates. Drivers must: count all pieces loaded and unloaded and sign off on the correct count; match the freight against the documents to ensure the correct freight is being loaded and is labeled properly; secure freight in trucks to guarantee that it is safe and no damage occurs. Ensuring high quality customer service and professionalism. Communicating and interacting with customers and internal employees. Completing paperwork for deliveries and pick-ups appropriately (obtaining dates, times and customer signatures and forwarding documentation for billing and filing purposes). Following company policies and standards for using mobile communication and operating truck equipment in a safe and practical manner. Drivers must provide PCI dispatch with the time, date and details of each pick-up or delivery, within 15 minutes of completing the task. Completing routine vehicle inspection checklists as required. Ensure vehicles are clean, fueled, and safe. Complete a vehicle report for any required repairs or maintenance issues. Ensure an adequate supply of propane gas is always on hand at PCI locations. Close off propane valves when the trucks are not being used overnight. PCI Vehicle Accident A police officer must be present during post-accident activities. A police report must also be filed within 72 hours. This applies to any accident involving a PCI vehicle. Call an officer to the scene. Dial 911. Even when no one is hurt. If there is any damage the insurance company will be involved. Complete the PCI Logistics form What to do in case of an accident. Use this form as a guide and to ensure you save all required information. Notify your manager immediately. Insurance reports must be submitted by officers of PCI Logistics. 32

33 Master Air Waybill (MAWB) Add Master Air Waybill In PCI Logic add a MAWB. A MAWB number can be retrieved from the computer generated stock in PCI Logic or it can be individually added when a MAWB number is allocated by the airline. Book the MAWB with the airline. Add the flight details in the MAWB record. Add the MAWB number in the Jobfile. Print Master Waybill In PCI Logic select the Print Waybill button. Enter the TACT or SPOT rate in the rate field. Enter any applicable SPOT rate number or contract rate number in the accounting area. Add other charges due to the carrier (FSC, SSC, DG fee). Enter the dimensions. Select the Print Master AWB button. Check each box to print 8 copies. Select Print Back Notice on copies 1, 2, 3, only. For copy 3 (Shipper), select your PDF printer and save it to the ejobfile folder. Print copies 1, 2, 4, 5, 6, 7 and 8 to your local printer. Copies 1, 2, 5 and 6 are for the airline, to accompany the freight. Copy 4 is the delivery receipt, to be signed by the airline when receiving the shipment. Copy 7 is the TSA copy and must accompany the shipment when transferred to the airline. Copy 8 must be placed in the Jobfile folder. Prepare Master Air Waybill Envelope Put three copies of the commercial invoice and any other required documents in the MAWB envelope. Refer to the Shared Country Folders for regulations and requirements. On the front of the envelope write the consignee s name, the MAWB number and the destination airport. Staple MAWB copies 1, 2, 5, and 6 on the back of the envelope. Staple the TSA security certificate on the back of the envelope. Attach the delivery copy (4) of the MAWB to the envelope. Print labels and attaché to the freight. Transfer the shipment. Close the Master Air Waybill Ensure all documents have been saved in the ejobfile. Send shipment details from the PCI Intranet, Dashboard, to the shipper, consignee, and the destination agent, if applicable. Calculate the airline charges and add the amount in the PCI Logic MAWB. Select the Expense to Jobfile button, to post the charges to the Jobfile. 33

34 Master Air Waybill Status Report The air shipment status report must be checked every day and every shipment must be checked to ensure it is moving as booked. Locate the Air Shipment Status Report, under the Dispatch tab of the PCI Intranet. Each waybill on the report must be checked to maintain the latest status from the carrier. Obtain the status of the shipment by using the Internet or phone. Use the HTFN Carrier Tracking button to access the carrier website. If any link does not work, report it to HTFN, so they can correct it. Once the data has been retrieved, update the information in the waybill screen of the Intranet. The Intranet updates the PCI Database, which should always contain the most recent status. Any relevant information from the web site or the phone call to the carrier should be copied into the memo field. All information should be updated from the PCI Intranet. If any shipment does not move as booked, send an to the logistics specialist who handled the shipment, stating the air waybill number and reason the air waybill needs further research by them. The logistics specialist handling the shipment should determine whether further action should be taken. This action includes contacting the carrier to correct the delay, contacting the customer, contacting the destination agent. If there is damage or loss of cargo, a preliminary claim should be submitted to the carrier. If the logistics specialist handling the shipment cannot resolve the issue, they must advise a supervisor to take further action. If a shipment has been at the destination airport for more than three days, without being picked up by the consignee or the destination agent, a supervisor must be advised. BKD Booked on Carrier There is a booking made with the carrier for specific flights. The pieces and weight could be estimates, pending final confirmation. Final pieces and weight must be confirmed with the carrier prior to TFC. DEP Departed. This means the shipment has actually departed the origin point on the specific flight. DLV Delivered to Consignee/Agent The shipment has been delivered to the consignee shown on the waybill. This could be our agent or the ultimate consignee. Whenever a shipment is DLV it can be considered closed, providing all pieces are delivered complete. PUC Picked Up by Consignee The shipment has been picked up from the carrier, by the ultimate consignee shown on the waybill. This could be our agent or the ultimate consignee. Whenever a shipment is PUC it can be considered closed, providing all pieces are delivered complete. RCD Received at Destination airport. The shipment has arrived at the destination of the specific flight and is awaiting further action, such as TFC or PUC. TFC Transferred to Carrier. The shipment has been transferred to the initial carrier for the first flight or it has been transferred from a flight or carrier to the next flight or carrier. 34

35 Master Ocean Bill of Lading Status Report 35

36 PCI Waybill A PCI Waybill must be used for every shipment and the shipper must get one copy as their receipt. The consignee must get one copy for their records. We must have one copy that is signed off by the consignee as a receipt. The shipper can complete a waybill on our website or a PCI Waybill can be issued from the PCI Intranet or PCI Logic. Our PCI Waybill has a single shipment, consent to screen statement, a power of attorney, and a Dangerous Goods declaration. It must be signed by the shipper with every shipment. Therefore, the drivers must ensure the waybill is signed. No exception. It is very important for everyone to use a PCI waybill on all shipments. The waybill number should be the same as the PCI jobfile number. The shipper, pick up company, line haul carrier, air carrier, ocean carrier, delivery company, agent, and consignee should all get a copy of the bill showing the same number. We must have this in place for liability and legal purposes. Every shipment must be delivered on a PCI bill, again for liability and legal purposes. There should be no exceptions. If a vendor cannot use our waybill for pick up or delivery we cannot use them. A line haul company can use their own waybill but our PCI waybill must travel, and be used as a House waybill, under theirs. Every delivery must be signed for on a PCI waybill. This is needed to show the customer the POD, on PCI paperwork. We can make as many copies of the PCI waybill as needed. We can send it to anyone who needs it. We can send any number of copies to any number of people. Without this, we leave ourselves open to claims and legal action against us. When you send a PCI Waybill to a vendor tell them "Please pick up on PCI Waybill number (copy attached) or "Please deliver on PCI Waybill number (copy attached). If a driver cannot observe, oversee and count the pieces loaded on their truck, they must note "Shipper Load and Count" on the PCI waybill. This applies to PCI drivers and contracted drivers. PCI should advise vendors when they make the booking and add the statement on the waybill, under notes, "Shipper Load and Count". 36

37 Phone System. 37

38 Pick-Ups When a Jobfile is opened, an estimated pick-up date must be entered in the Est P/U field of PCI Logic. This will automatically add it to the Dispatch log. When a local transport move is booked, it must be added in PCI Logic as a pickup. Add the date and the time window for the transport. Example: 1/1/ This means between am and 4.00 pm. 1/2/ This means it is ready after 9.00 am and before they close. 1/3/ This means it is ready when they open and before 6.00 pm. The last two examples can be added when the opening and closing times of the company are in the address record in PCI Logic. If the time is tentative, pending confirmation, leave the time blank. The time can then be added when the transport time is confirmed. A PCI dispatcher will arrange, monitor and coordinate all pick-ups and deliveries and must have accurate information in order to accomplish this job. If we receive the shipment in our warehouse, from the shipper, the date and time of the receipt must be entered in the Actual P/U field. If PCI drivers pick up the shipment, they must enter the accurate pick up date and time on the PCI waybill (the shipper s receipt and the company copy). PCI drivers must phone in after every pick-up or delivery to give the PCI dispatcher the details of the pickup (date, time and recipient of the freight). 38

39 Quality Control We expect zero quality control incidents. The goal is zero quality control incidents. This will keep our customers, partners, vendors, and the company content and will reduce the work and stress for all staff members. What is a Quality Control Incident? Additional expenses or a loss on a job is a quality control incident Not responding to communications is a quality control incident. Anything that causes problems for a customer, an agent, the company, a vendor, a staff member or a government department is a quality control incident. Quality Control Procedure Whenever anyone is advised of, or finds a quality control incident you MUST open an "Internal Quality Audit" form located in the Quality Control folder on the shared folder. A new form should be saved in the "Open Incidents" folder and a copy sent by to the Quality Control Manager. You should save the report under the jobfile number or, if no jobfile number is applicable, save it with the days date plus a number, starting with 1. e.g. the first incident on 4 January 2005 would be _1 The quality control manager will investigate the incident with another staff member. After the actual incident has been corrected and any procedures initiated to ensure further such incidents from occurring, the completed report will be sent out to the relevant staff to implement the procedures. A copy of the final report will be saved in the closed incident folder under Quality Control. The report should be saved in the "Open Incidents" folder under the jobfile number or, if no jobfile number is applicable, save it with the date, plus a number, starting with 1. A copy should be sent by to the Quality Control Manager. The quality control manager will investigate the incident with another staff member. After the incident has been examined and all corrective procedures have been initiated, the completed report will be sent to the relevant staff members who will carry out the corrective procedures to ensure that no further incidents will occur. A copy of the final report will be saved in the Closed Incident folder under Quality Control. 39

40 Quotes All quotes must be added to the PCI Intranet, immediately after they are received. No exceptions. They can then be assigned to a PCI employee. Quote Response Time Quotes must be responded to in the following time schedule, from the moment the quote was received by PCI. This means the time the was received by PCI, or the time the quote was added to MyPCI, or the time a phone call was taken, or the time a fax was received by a PCI employee. Customer quotes Air Export 2 hours Ocean Export 4 hours Air Imports 4 hours Ocean Imports Next day Domestic 2 hours Agent quotes Quotes from foreign agents must be responded to by the end of the same date it was received. Use the Intranet and PCI Logic to look up the correct charges and mark up accordingly. Use the Intranet for all customer and agent quotes. Add quotes to the system immediately upon receipt. All quotes must be checked by a different PCI member of staff before they are sent out. This applies to both customer and agent quotes. You cannot check your own quotes. 40

41 Quotes - Agent All quotes must be added to the PCI Intranet, immediately after they are received. No exceptions. They can then be assigned to a PCI employee. When an agent quote request is received on an , the must be copied and pasted into the Agents Quote in the Intranet. Include the From line, the To line, the Date and Time line, and the Subject line. The contact address and the contact name must be pasted into the agent quote. If the agent quote is delegated to another PCI person or department, the PCI staff member or the PCI department must be entered in the Quoted By: box. Do not copy the news or disclaimer date from below the signature. When the agent gives information on their request (for example, pickup address, weight, pieces, etc.) do not repeat this in the quote response. The system will print the request, with the original quote request, so there is no need to repeat it. This is a waste of valuable time and adds to the possibility of making a data entry or calculation mistake. If you cannot complete a quote in the time frame shown, you must still respond detailing the reason and giving a new deadline. The following procedures MUST be followed on all agent quote requests. Immediately the quote is received it must be copied into the "Agent Quote" system on the PCI Intranet. The rule applies that the address listed must act and add it or forward it to someone else so they can add it. You can quote it or nominate someone else. It must be visible on the Intranet. If someone is not busy, they can help quote it. Quote the net buy rates of the carriers to the agents. Quote our current PCI local fees and charges from the rates published on the PCI Intranet/MyPCI and quote all air and ocean rates at our net buy rate. Any out of area inland rates not published on the PCI Intranet should be quoted with additional mark up. 41

42 Quotes - Customer When a call is taken from a prospective shipper, you can invite them to go on the PCI website and submit a quote request or you can prepare a new quote in PCI Intranet by adhering to the following actions. Ask all relative information: Name of Company Phone & Fax Number Contact Person Pieces / Weight / Dimensions Will the shipment be prepaid or collect? Does the shipper require insurance? From where and to where the shipment will go What type of service the shipper requires (Door to Door, Door to Port, EXW, DDU, Incoterms, etc.) On the Intranet under PCI Database, Quote Requests, click on Open New Quote: Domestic, Air, or Ocean. Calculate direct customer quotes based on the following: Mark up 20%-30% for all shipments under 45kgs Mark up 20% for all shipments over 100kgs Mark up 15% for all shipments over 500kgs Mark up 10% for all shipments over 1000kgs The above guidelines are for help purposes only. Depending on the size of the shipment and the buy rate we get from the carriers, the mark up could be from 10% to 50%. Do not always use for the lowest rate. Familiarize yourself with the schedules of the carriers. Also check the OAG for transit times & destinations. It may be best to charge a higher rate to cover for limited schedules to the destination. Be sure to check the Country folders for any other requirements for the specified destination. 42

43 Quotes - Domestic Airport to Airport Rates In the PCI Intranet, use the Domestic Buy Rates tab (under Rates ) to compare and research the accurate airport to airport buy rates. Enter the departure and destination codes to get a listing of the carrier base rates. The carrier fuel surcharges can be found in the address record or on the carrier s website. The charges are calculated by multiplying the rate per pound by the chargeable weight of the shipment. The chargeable weight is the greater of the actual weight or the volume weight of the entire shipment. To calculate the volume weight, multiply all three dimensions of each piece and divide by 194. This will give you the total volume weight in pounds. Local Pickup and Delivery Charges Look up the PCI agent in the pickup or delivery area required. This can be found in PCI Logic or in the PCI Intranet, by entering the three letter airport code. The address record should be used for each agent. Open the address folder of the agent and then open the rate sheet for the agent. If the rates are not available,,or are out of date, you must phone the agent, ask them to send their most recent rates. Oversize Freight The maximum size of any one piece is 52 x 35 x 31 ins (length x width x height). Check the OAG Cargo Guide Supplement for aircraft dimensions. If any freight is over this size, you must check that a flight is available that can handle the freight before confirming the booking to the customer. The maximum weight of any one piece on most narrow body aircraft is 300 lbs. Any freight over these dimension and weight is considered oversize for next day service, unless it can be trucked overnight or will fit on a wide body service of AA. CB and DL service is oversize for next day shipments. Check the airline address memo record for individual airline details. Beyond Areas Look up the city of the shipper and consignee in the ACI Airfreight Directory. If either one is outside of areas A, B or C for a major airport that we service, there will be a "beyond charge". A beyond charge is calculated by subtracting $0.06 per lb from the rate shown in the ACI Directory. Add this beyond charge rate per pound for the entire shipment. If the shipper and consignee are both in beyond areas you must charge for both beyond areas. Special Pick-Ups and Deliveries Look up the local agent in the area of the special. This is found in the Plane Cargo database, under <address>, <agents>. Look up the additional charges for specials that are on file for the agent or call the agent for the charges. If these charges are not on file and you phone the agent, ask them to fax their rates. Add this special pick up or delivery charge to the shipment. Do not add the regular delivery or pick up charge as this is already calculated in our tariff. Liftgate Look up the local agent in the area that the liftgate is required. This is found in the Plane Cargo database, under <address>, <agents>. Look up the additional charges for liftgates that are on file for the agent or call the agent for the charges. If these charges are not on file and you phone the agent, ask them to fax their rates. Add this liftgate charge to the shipment. Do not add the regular delivery or pick up charge as this is already calculated in our tariff. Inside Pick-Ups and Deliveries Look up the local agent in the area of the inside pick up and delivery. This is found in the Plane Cargo database, under <address>, <agents>. 43