Shipping on the JR

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Last updated: Apr 21, 2022 by jr_marone
20 min read

The ALOs coordinate all shipping related tasks for the JRSO on the ship including assembling the shipments sent from the JR at the end of an expedition or any other time necessary and receiving the incoming shipments to the JR. The ALO will coordinate with the Marine Logistics Coordinator (MLC) for paperwork requirements and portcall activities.
This guide is intended for someone new to the ALO position or asked to fill the duties of the ALO when there isn't one on the ship. This guide will cover the general shipping duties and tasks. Since there is no way to cover every possible scenario, the best source of information is the ALOs, MLCs, shore-based shipping coordinator and ALO expedition records and AMS records from previous expeditions. All of the past records of shipments are in the AMS shipping module and give countless examples of how shipments are made.
The Asset Management System (AMS) is used heavily in the shipping process but this guide is not intended as an AMS user guide. Screen shots and examples here are used to highlight the features in AMS and what they are used for.

Table of Contents
What is a Shipment?
Hazardous Materials
Incoming Shipments
Receiving
Receiving in AMS
Off-going Shipments
Surface Freight (SURF, FLAT, CORE)
Air Freight (RAF, FAF, EXP)
Temperature controlled shipment
Data Boxes
Shipment Addresses
Building the Shipment in AMS
Copy and Duplicate Functions
Property Items
Inventory Items
Multiple Piece Function
Gas Bottle Function
Packing Shipments
Load Out Planning
Checking the Shipment
Paperwork
Shipping Papers (Shipping Documents)
Other Paperwork
Sending the Shipment
Appendix A: Temperature Controlled Shipments

What is a Shipment?

Shipments, can be TO ship (T###, to an EXP#) and FROM ship (F###, from an EXP#). Two main categories are surface and air freight.
Surface freight shipments will be transported by road, rail, and/or sea. These shipments are sent in standard shipping containers (SURF in AMS) or flat racks (FLAT in AMS) and contain the heavy and bulky items and may contain core (shipped in refrigerated containers and designated CORE in AMS), science and operational equipment and/or supplies. These shipments can take weeks to months to arrive at their destination, depending on location of the port of call. Surface is the preferred method for all shipments to the ship.
Air freight shipments will be transported by aircraft and may include regular air freight (RAF: air freight to USA), foreign air freight to scientists (FAF: samples and data and/or equipment to addresses outside USA), express shipments (EXP) and temperature controlled shipments (World Courier frozen and refrigerated). It takes average of 2 weeks to reach its destination. This is reserved for necessary, last minute and essential shipments to the ship.
IODP will ship all science and engineering related equipment and supplies to and from the vessel. From the vessel we will ship the cores to the repositories and samples to the scientific participants. IODP will return equipment that scientists had shipped to the vessel for the expedition. IODP prohibits the shipment of personal items from the vessel and limits the shipment of hazardous materials.
The JRSO uses our Asset Management System, AMS, to create the shipments and produce proper shipping documents. We use a hierarchical approach to build the shipments based on how shipments are physically packed. The basic system is the Shipment-Pallet-Parcel-Item hierarchy.
The best way to familiarize yourself with how shipments are made is to view previous shipment to and from the ship.

Hazardous Materials

Hazardous materials for the purpose of this document are those defined in the various regulating documents used for the transportation of hazardous materials, or dangerous goods, which are 49 CFR (US Regulations), IATA (International Air Regulations), and IMDG (International Ocean Regulations). Those who pack, document, load, and/or transport hazardous materials must be trained according to the rules stated in the regulations listed above. The ALOs are provided with off-site training to fulfill these requirements.
There are many hazardous materials used on the vessel so several shipments of hazardous materials are shipped to the vessel. The shipment of hazardous materials from the vessel is limited to dry ice and very small quantities. Disposal of hazardous waste from the ship is coordinated with the MLC and port agent.

Incoming Shipments

Receiving

The oncoming ALOs will coordinate the physical receiving of the oncoming freight physically and electronically in AMS. All incoming freight needs to be accounted for and distributed prior to sailing. The Core Techs will physically receive the operation and engineering related items. As the Core Techs operate a little differently on the two crews, discuss how they want to handle the receiving of items in AMS.
It is recommended for the oncoming ALOs to familiarize yourself with the oncoming shipment prior to the expedition, so you are better prepared on how to load the shipment.
The Complete Shipment report in AMS is useful for checking off each pallet, parcel and item that gets unpacked. The report has the item description and destination ship location on it to easily get it to the correct location. Most parcels come with the location written on it. If a parcel has an incorrect location mark the correct location on the packing list (ALO's must collect and save these for future reference) and update in the Receiving area of AMS.
The recommended protocol for receiving is to verify shipment # -> pallet# (before opening the pallet) -> check off each parcel as they are being removed from the pallet -> Collect all of the packing lists as the staff unpacks the parcels.
Instruct staff to verify the items and counts are correct and indicate when the numbers are off so shipboard quantities can be adjusted. Instruct staff to write expedition numbers on chemicals, curation supplies, and time sensitive items like adhesives and to rotate stock.

Receiving in AMS

Use the AMS Shipping/Receiving screen to receive the shipment. When Inventory Items are received, the quantity aboard will increase. If there is a discrepancy with the physical quantity received, receive the item then adjust the quantity aboard using Inventory Update. For Property items, ensure the items is received to the correct location as this location goes in the property record and makes items easier to find when needed and during property audits. The MCS will often receive property items to LTIT that they will then distribute later and change the property location.
We recommend changing the "default EXP" in AMS prior to receive any shipment. So that all inventory items can be "received" under the correct expedition. This is completed under Shipping>Expedition info.

Off-going Shipments


About half way through the expedition it is time to think about what the off-going shipment will contain. Not every shipment will be the same. It is helpful to develop a document from the beginning of the cruise, documenting all possible off going equipment and items. As the expedition progresses there will be a list of off going items.

Surface Freight (SURF, FLAT, CORE)

SURF - large bulky items like gas bottles, empty or full k-boxes, and engineering equipment will be shipped in standard 20' or 40' dry freight containers. JRSO equipment that does not need to return quickly like surplus computer equipment can be placed in K-boxes or as is and sent as surface freight.
FLAT – bulk items such as drilling equipment, pipes, casing, etc, and bulk items that can withstand weather can be shipped on a shipping flat or flatbed truck.
CORE – Core is typically shipped in refrigerated freight containers. Currently there are 3 repositories, GCR, KCC, and BCR. Verify with the Ops. Superintendent and Curator the destination of cores each expedition.
When cores are being shipped to GCR, it is acceptable to combine other surface freight in the refrigerated container with cores.
Occasionally there is not enough off-going freight to warrant a dry surface container. Consult with MLCs and shore base supervisors for final decision.
Speak with the Ops. Superintendent and Core Techs to get an idea of what bulk engineering items they would like to return. In addition, Schlumberger will have offgoing items. Consult with the Schlumberger engineer for the information. The MLCs will want to start booking sea freight containers and flats as soon as possible.

Air Freight (RAF, FAF, EXP)

Air freight should be used to send IODP equipment that needs to be returned quickly (for repair, warrently, etc), scientist's equipment, samples, and data.
RAF – Regular air freight. All items with US addresses will be consolidated and sent to IODP in Texas, and distributed from IODP (unless otherwise instructed). It can take 2-3 weeks for item to reach their final destination
FAF – Foreign air freight. All items shipped directly to non-US addresses from port. This includes the EXP (express box) with prime data. It usually take 1-2 weeks to reach destination

If during the expedition it comes up that an item needs to be shipped, the item can be created in AMS in the Pending section for the expedition. Once the shipment is created, the item can be moved from pending to the shipment with the Transfer function. Transfer also allows you to move items or parcels from pallet to pallet.

Temperature controlled shipment

Temperature controlled shipments are usually referred to as World Courier or cold shipment and may contain frozen samples packed with dry ice or refrigerated samples packed with blue ice or gel packs. On rare occasions, samples are sent with LN2 in a dry shipper. IODP uses World Courier as the shipping company for cold shipments. The only paperwork required is a Commercial Invoice with a World Courier Number. Coordinate with the MLC on estimating the volume of dry ice required for the shipment. See Appendix A for more information.
Generally, the shipping papers need to be completed and PDF files generated and finalized 48-72 hours prior to arrival to port. For US ports, 72 hours is required. Consult with MLCs for information.

Data Boxes

Scientists and staff may send data boxes from the ship that contain only papers, reference books, and notebooks. IODP policy dictates that personal items (clothing, souvenirs, etc.) may not be sent from the ship. Place boxes and the Data Box form in the conference room on the designated date published by the LO at the end of the cruise. Scientist's samples and data can be combined to consolidate space, just make sure all of the contents are secure and protected from moisture.

Shipment Addresses

It is crucial to verify all shipping addresses. There are permanent addresses for the core repositories and IODP in AMS.
IODP uses a freight forwarder in Houston to receive our shipments. Occasionally the freight forwarder is changed so you must confirm with the MLC or shore shipping coordinator which address is being used.
The address ID is usually "ship2IODP 20xx". Always use the latest one.
Many of the scientists will need samples, equipment, or data boxes shipped to them. Get the address list from the Pubs Specialist or Curator about half way through the expedition. Confirm in person the correct shipping address for each recipient. Sometimes the publication address is different than their shipping address. Explain that the shipments will be delivered by a courier service and could take up to two weeks. This is a good opportunity to explain the shipping process and answer any questions they might have. Explain that the scientists will be responsible for paying for customs duties and fees for any foreign shipments.  Check with the curator to see if there are any shore-based scientists receiving samples and have the curator verify those addresses.
Add shipping addresses for the expedition in the AMS shipping module under Shipping/Shipping/Shipping Address.

Note: You may save time and download the expedition participants address report from Crew&Cruise and import this directly into AMS using the browse and upload buttons on the AMS shipping address page. No changes need to be made to the formatting of the file but it must be opened up and saved as a .xls format (Excel 97-2003 Workbook).

  • It is recommended to merge the 'OrganizationName', and 'DepartmentName' fields into the 'StreetAddress' field before uploading to AMS, as AMS will not take the former two fields and you will have to enter them manually into the street address otherwise.

  • Also recommended to edit this file to include just science party as otherwise it includes all IODP staff as well.

Building the Shipment in AMS

Every expedition will have many of the same items to ship and you can start early by outlining the shipment in AMS. Look at previous shipments as examples of how shipments are put together.

Copy and Duplicate Functions

There are some functions in AMS that can help making shipments easier. The Duplicate function can be used at the Shipment, Pallet, Parcel and Item levels to duplicate the record within the shipment. All the info will be duplicated. The Copy function can be used at the Pallet and Parcel level and is used to send something that has already been sent before. For example, a scientist sends a piece of equipment to an expedition and it will be sent back to them at the end. The record can be copied and will retain all of the details, including export information. The Copy is saved in the Pending shipment for the expedition it was originally sent in. Be careful when using these functions to ensure all information has been changed or updated for the purpose of the current shipment.

Property Items

Property items are those with the red, yellow, or blue tags and a 5-digit number. Always enter the property number into the Property field on the Item screen so the information is correct and the item can be properly tracked. This will ensure that the location will be correct and the export information including date exported will be correct. On some occasions the property record will not have complete export information because it was sent to the ship well before the export information was required. Consult the Export Control coordinator for assistance. Additionally, some property will have been sent to the vessel before the property number was assigned so the shipping record of the item will not include the property number and the Date Exported will not be filled. Try to find the item in an outgoing shipment using the Shipping Search function and use the date from the date exported field.

Some property items may not be tagged because tagging isn't practical.  Some items have components that also may not be tagged.  If you suspect an item may be a property item or part of one, try to find it in the Property search and ask someone who might know more about it or contact the Property Administrator.  Use the different search parameters to try to find the item.

Inventory Items

Inventory items are those in Item Master with a two letter, four number designation. Always enter the inventory number into the Part Number field on the Item screen so that information is correct and the item can be properly tracked. When an inventory item is sent in AMS the quantity will be debited from the ship quantity. In some cases you will not want to debit the ship quantity because it has already been debited. This is often the case with the Core Tech shipment so check the Do not subtract from Inventory box.

Multiple Piece Function

The Multiple Pieces function at the Pallet level was created originally for sending tubulars, like drill pipe, where an entire flat would contain drill pipe. The function is best used when multiple pallets of an identical item are sent in a shipment such as drill pipe or core. In the example below, OG0052 is entered at the item level with the quantity 34 each in the shipment which will calculate the value. At the pallet level the dimensions and weight of one piece of drill pipe is entered. Also note for Drill Pipe, at the item level, the 'value' is automatically populated as $$ per foot of pipe (auto populated from the Inventory Number), it is necessary to correct that value to the cost per total length of piece of pipe. The Multiple Pieces box can be checked and 34 entered for the number of pieces of drill pipe so AMS will calculate the total volume and weight of the shipment and display it on the Commercial/Customs Invoice. Click the "Calculate Current Totals" button in the Shipment screen to update the totals if the values are edited/changed. It is critical that the Piece Count on the Commercial or Customs Invoice matches the number of items in each shipment. In this example, 34 pieces of drill pipe.

Gas Bottle Function

On the Shipment Overview Screen, use the Select Gas Bottles button to select an existing gas bottle rack or assemble a rack from loose bottles. Upon save, the pallet, parcel, and items will be created with all of the correct shipping information. NOTE: Empty bottles need to have their SCH B changed manually to 7311.00.0030. 

Indicate in the pallet description field the Gas Rack number.

Gas Rack and Bottle Editing:

The Gas Bottles from TBULK/TGAS are assigned to specific Gas Racks. When selecting the Gas Rack for Shipment confirm the gas bottles (GB Numbers) on the rack. If you need to delete or add a gas bottle(s) from/to a rack please follow the instructions below.
IMPORTANT Note: The description of the Gas Rack does not change when you add or delete a Gas Bottle. You must Edit the description in Item Master to reflect the Gas Bottles in the rack.
Deleting Gas Bottle:

  1. Select Gas Bottle from Shipment Overview screen or select Administrator/Logistics/Gas Bottles.

 

  1. Select the Gas Rack of interest. GR0027 for example. Click the '…' to view the Gas Rack details. A list of the Gas Bottles on that rack will appear in the bottom screen. To delete a specific gas bottle Click the Bottle from the bottom screen and click Delete.




Adding a Gas Bottle to a rack:

  1. Refresh the Gas Bottles screen. Enter the Gas Bottle in the GB Number field that you want to add.

  2. Click the '…'.

  3. Click Edit. Enter the Gas Rack in GR Number that you want to add the bottle to. Click the magnifying glass.

  4. Click Save.

 

Packing Shipments

Here are some general best practices for physically packing the shipment.

  • Make sure k-boxes and plastic 30s boxes have a plastic liner.

  • Use cardboard k-boxes and/or plastic 30s boxes for air freight because  they are lighter weight.

  • Pack parcels in a k-box or plastic box so that they don't move around. You can use empty boxes to help secure the contents.

  • Make sure all sample boxes have a plastic liner (trash bag).

  • All liquids should be double bagged if possible. The exception is the ampule holder boxes which will just have a plastic liner.

  • Pack samples so that they do not move around in the box. Use foam or bubble wrap to take up empty space.

  • Scientist's data and samples may be combined in the same box as long as the contents are secure and protected from moisture.

  • Place bulky items on pallets and secure with steel banding for ease of movement into the elevator and container. An example is sending a cabinet on a pallet.

  • Gas Bottles will need to be purged once on the roof or the dock. Purge slowly for safety.

 

Load Out Planning


Shipping containers and flat racks are of standard sizes. Internal dimensions can be found on the internet but a dimensions sheet is kept in the ALO/Logistics folder. Note that refrigerated containers have smaller internal dimensions than dry shipping containers due to the extra insulation. Refrigerated containers also have a channeled floor so cold air can circulate within the container. This means it is harder to block and brace the contents of a refrigerated container so we try to spread out the contents of a refrigerated shipment into as many pallets as possible to fill a container (13 pallets of Core fill a 40ft refrigerated container). Add dunnage bags between the core pallets. Core pallet should be aligned as close to the walls as possible. The dunnage bags stabilize the pallets.
Make sure the personnel loading the core pallets do NOT push the pallets in by pushing against the core boxes!
There is a Visio Loadout Template in the ALO/Logistics folder that shows the internal dimensions of the various sized containers and some standard templates for our standard pallet sizes for k-boxes, GB racks, core pallets, and tubulars. New blocks can be created for odd sized pieces. Use the templates to determine what will fit into a container or on a flat rack. Always check the sizes of the containers for your template since they can easily be changed with an inadvertent click and drag of a mouse.
Sometimes cores may be shipped in a dry container. Dry containers are bigger than refrigerated containers so extra dunnage bags may need to be used along with standard blocking and bracing to minimize any movement within the container.

Checking the Shipment

Prior to printing the paperwork for a shipment, click the Check Shipment button at the Shipment level. This function will produce a list of anything missing in a shipment like a pallet weight, Schedule B number, value, etc. You can export to an Excel file then go through each item listed and correct it in AMS. Some errors like missing weights will not allow the shipment to be sent at all so it is best to check beforehand.
Click the Calculate Current Totals button to ensure all of the weights, dimensions, and value are updated. This is necessary as the weights, dimensions, and value will not automatically update the shipment after editing.
Double check that the piece count on the Commercial Invoice report is accurate. Go through each shipment thoroughly in AMS for accuracy.

Paperwork

Shipping Papers (Shipping Documents)

The MLCs will require a set of shipping papers generated by AMS for all of the shipments. There are two documents used. The Pallet Packing List will be generated for each pallet and must be affixed to the individual pallets. The Shipping Declaration is a summary of the shipment including the total value, dimensions, weight, and piece count. The declaration can be titled "Commercial Invoice" or "Customs Invoice" depending on the port. Contact the MLC for instructions on which one to use. The report is the same, just a different title.
The MLCs will want a final copy of the paperwork. Combine the PDFs of the Commercial Invoice and all Packing Lists for each shipment with the Commercial Invoice first. There will be one set of paperwork for each shipment (i.e. F375_SURF, F375_CORE, F375FA_XXXX).
Some ports will require paperwork prior to arrival of the vessel, up to 72 hours in advance in the case of the United States. The MLCs will make you aware of these requirements and deadlines for shipping information may need to be adjusted. In the case where coring ends shortly before arrival, you may need to forecast the make-up of the shipment. Be aware that items in shipment may change during the progress of creating a shipment (this will also after weights). You must update the shipping papers and resend the pdfs to the MLC asap when changes are made. Shipping papers must be accurate. For weights of pallets, use the pallet jack with the scale. Airlines are quite strict with weight accuracy.

NOTE: All our shipping paperwork must have the "Not Official Import/Export Document" stamp on them for legal purposes.  This includes foreign freight.  The paperwork submitted by our freight forwarder, AIT Logistics, is consider official.

Other Paperwork

 

Temperature Controlled Shipment


See Appendix A.

Biosecurity and Customs Letters

Some countries are restrictive about what kinds of materials can be brought into their country. Australia and New Zealand are concerned with biosecurity, hence require either a permit number or letter stating the nature of the material and how it poses no risk. Participants from these countries know the requirements and will be able to provide the necessary documents that will accompany the shipment. South Korea World Courier has rejected shipments because they considered the samples to be 'soil'.  The curator can provide a letter to state that samples are not soils if necessary.
Some countries require a document that will help the materials pass through customs for other reasons. China and Brazil require additional documentation to help sample material get through customs. China requires a specific letter and Brazil a VAT number or Cadastro de Pessoa Fisica (CFP) number. The participant should be familiar with the requirements and provide appropriate documentation.

Since Brexit, the UK requires an Importer of Record and an EORI number for imported samples.  Scientists should ask their institutions for this information.
Examples of past letters can be found in the ALO folder, by expedition. We need to be proactive with requesting these documents from the participants of the countries that have presented problems in the past. The MLCs will alert us if they are finding that new countries are becoming problematic.  

Export Control

Export control is used as a general term to describe the requirements we have for our off going shipment to provide the information of interest to customs departments in the countries we import to. The critical information is the description of the article, value, country of manufacture, date exported, ECCN and Schedule B or HTS code that is entered at the Item level. The description should include part number, serial number, manufacturer and country of manufacture. Values should be as accurate as possible. Date exported should be entered for any item that was exported from the US or the country it is sent to. For example, if a non-US scientist sent an instrument to the ship, use the date it was exported from the participant's country.
IODP Property and Inventory items mostly have ECCN and Schedule B in their records, however it may not be complete. For most Property items you should be able to pull the date, it was shipped to the vessel, and insert into the Date Exported field. However, some Property items get shipped out before they get a Property number so you may have to use the Shipment Search to find when the items were sent. For items without ECCN or Schedule B email the designated shore based person for the info (export@iodp.tamu.edu).
The country of manufacture for samples and cores will be Cyprus for sites in international waters or otherwise specified. While we cannot truly place a value on this material, a value must be entered. Our standard value is $10 per box of samples/core and the term No Commercial Value should be placed in the notes section of each item description. There will be no date exported for items generated on the ship, such as core, samples, and data.

Sending the Shipment

After the shipments have physically left the ship the shipment can be sent electronically with AMS. It's good to wait about a week in case there are any changes that need to be made which will come from the MLCs. A shipment cannot be received electronically at IODP until the shipment is in the Sent condition.
On the Shipment screen, click the Send Shipment button and the shipment will turn green on the overview screen. If there is any required information missing the shipment cannot be sent until the information is corrected. This is why the Check Shipment feature is useful.

Appendix A: Temperature Controlled Shipments


IODP routinely ships refrigerated and frozen samples from the ship. Currently, we use a company called World Courier to ship the samples in a timely manner and replenish the cold packs or dry ice if necessary during transit to maintain temperatures. These shipments are expensive so they should only be made for scientists who request these shipments and that it is approved in their sample request.
Coordinate with the Curator and EPM to determine who has requested cold shipments. A few weeks before the expedition ends a list of recipients, destinations, and type of shipment needs to be submitted to the MLC so they can start coordinating with World Courier. As soon as the volume of dry ice required can be estimated, give that information to the MLC so they can order the dry ice for the port call.
For the cold shipments utilizing World Courier, we provide a commercial invoice as our shipping document. A separate invoice must be generated for each recipient.  To generate the cold shipment paperwork, there are 2 methods.

1) Generate the documents manually using the template located in the ALO folder or by using a recent cruise as a template.

2) Use the AMS "Cold Shipment" button on the pallet page.  (Preferred method) The form generated can be manually edited in Adobe PDF if necessary.

Which ever method is used, be sure to check the header information on  the commercial invoice as it will change each expedition.

To use the AMS cold shipment feature:

  1. Open the Pallet in AMS.

  2. Enter the World Courier Job ID number in the provided field

  3. Select Cold Shipment

    1. The commercial invoice will be automatically created and downloaded.

  4. Verify the port, port agent, and contact information are correct in the header.  If they are not correct, verify the port agent information is correct on the ADIM>Port>Port Agent page and that the End Port and Port Agent names match in the Expedition Info page under the Shipping header. 

    1. The beginning of line 1 is the port agent address line from the ADIM>Port>Port Agent page

    2. Local Vessel Agent information is the Contact Person listed in the Port Agent page

  5. Verify the contact information of the recipient 

  6. Manually up date the Country of Origin if necessary.  The AMS generated form automatically inputs Cyprus Flagged Vessel.

 

 

It is recommend to enter the shipping information in AMS to record the shipment.
When final numbers of insulated boxes are confirmed, prepare the coolers or insulated boxes for each shipment. All boxes should have the following information:

  • Recipient address,

  • Up arrows,

  • WC Job number,

  • Numbered box designation such as (1 of 2, 2 of 2) if more than one box per recipient,

  • Commercial invoice on first box.

Make sure to use plastic coolers for Frozen shipments. Refrigerated shipments can be put into plastic coolers or insulated cardboard boxes. If the box contains refrigerated samples, place one of the "keep refrigerated" stickers on the box. If the plastic cooler contains frozen samples on dry ice, the cooler needs to be prepared according to the current IATA regulations and by an individual who has been properly trained.

It is important for the receiver of cold shipment to provide an address and a phone number where World Courier can reach during delivery. And it is very important for someone at the receiving end knowing what to do with the shipment. It usually take less than a week to reach its destination and they will only deliver on business days. Please emphasize this to your scientist(s).