1430 PR.01 Shipping Policy Exception Requests

Revision Date: 
February 2, 2018

Contents

1.     Overview

2.     Exception Request Process

3.     Types of Exceptions

As detailed in Policy 1430 Shipping, Yale expects all individuals (shippers) requesting or making shipments for which Yale is responsible to do so through Yale’s approved shipping application (eShipGlobal).  Shippers who fail to use Yale’s approved shipping application, without receiving an approved exception, will not be reimbursed for costs incurred.  The purpose of this procedure is to provide guidance to members of the Yale community on the proper process for requesting an exception.

Shippers who identify a situation or circumstance that may warrant an exception to Policy 1430 Shipping should contact the individual within their department business office who is responsible for shipping and explain the proposed need for an exception.  The department business office should then obtain Form 1430 FR.01 Shipping Policy Exception Request Form and, with the shipper, complete all of the necessary information.  (For exceptions primarily due to package weight and/or dimensions exceeding those permitted through eShipGlobal, a form is not required.  Please see “Single Occurrence Exceptions” below for more detail.)

Completed forms should be sent to the appropriate office, depending upon the type of shipment(s) for which the exception is being requested, as outlined below:

  • Shipping, General : Yale Relocation & Logistics Management : diane.brown@yale.edu; 203-432-9961; or
  • Shipping Research/Clinical Materials : Yale Environmental Health & Safety : ehs@yale.edu; 203-785-3550.

Representatives from the above offices will obtain input on the request from the Yale Shipping Committee, as appropriate.  After the Shipping Committee reviews the request, a representative will inform the requesting department business office of either: 1) the type and conditions of the exception granted; or 2) a denial of the exception request and brief explanation of the reasoning.

Only once an exception has been granted may a shipper utilize an explicitly approved method outside eShipGlobal.  Shipments made outside eShipGlobal, without first receiving an approved exception, are non-reimbursable. 

In its discretion, and when appropriate, the Yale Shipping Committee may grant exceptions to Policy 1430 Shipping.  All approved exceptions must only be used pursuant to the explicit terms and conditions granted by the Yale Shipping Committee.  The Shipping Committee is authorized to revoke exceptions, in its discretion.  The following sections outline the types of exceptions that may be requested and granted:

Single Occurrence Exception

A single occurrence exception should be requested using Form 1430 FR.01 Shipping Policy Exception Request Form in instances that involve one-time shipments.  The mechanism of the authorized exception may take several forms, depending upon the particular need.

For exceptions primarily due to package weight and/or dimensions exceeding those permitted through eShipGlobal (please see chart below), shippers should contact Yale Relocation & Logistics Management (diane.brown@yale.edu; 203-432-9961) directly – an exception request form is not required.

Weight and Size Limitations for Shipments

Carrier Service

Maximum Weight (lbs.)

Maximum Length (inches) *

Maximum Length + Girth (inches) **

Domestic FedEx Ground

150

108

108

Domestic FedEx Express

150

108

119

Domestic UPS Ground

150

108

165

FedEx International

150

108

130

UPS International

150

108

165

DHL

150

118

176 (48 x 32 x 32)

* Maximum length measures the longest dimension of a package.  If a package has a single dimension exceeding the maximum length, contact Yale Relocation & Logistics Management.

** Maximum length + girth is determined as follows: add together the two shortest dimensions of the package; multiply the sum by two (2); add the measurement of the longest dimension.  If the total measurement exceeds the specified number above, contact Yale Relocation & Logistics Management.

Ongoing Carrier Account Exception

An ongoing carrier account exception should be requested using Form 1430 FR.01 Shipping Policy Exception Request Form in instances when a department has a recurring or ongoing need to process shipments outside Yale’s approved shipping application.  In these instances, the Yale Shipping Committee may authorize a department to establish a shipping account directly with a carrier.  Carrier accounts are subject to regular and periodic review by the Shipping Committee.  The Shipping Committee is authorized to close carrier accounts, in its discretion.