Shipping Equipment and Materials

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When You Arrive at LCLS: If you plan to ship samples, equipment or other scientific items from SLAC back to your international institution, please review instructions and complete a Power of Attorney form for the Individual or Group that is responsible for and will receive the shipment.

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Incoming Shipments to LCLS

Shipping Address

All shipments are received at SLAC Shipping Department, and subsequently delivered to LCLS.

SLAC does not assume any liability for your equipment or materials. COD packages cannot be accepted.

The following shipping address and information MUST be included on the shipping label. Failure to do so will result in the delayed transport of your shipment to LCLS.

Address your package as follows:

SLAC
Spokesperson's Name ], [ Proposal # ]
c/o [ LCLS Point-of-Contact Name / Instrument Scientist ]
LCLS Bldg. 950, Beamline [ e.g. AMO, CXI, etc. ]
2575 Sand Hill Rd.
Menlo Park, CA 94025
USA

  • Delivery Outside of Normal Business Hours
    • Normal Business Hours are 8:00 am – 5:30 pm, Monday – Friday (except holidays).
    • To facilitate a delivery after normal business hours (8:00 am – 5:00 pm), inform SLAC Security (Simon Ovrahim). The package may be accepted at SLAC's main gate and the requester will be notified to pick up the item (bring your SLAC badge to pick up the item).
  • Each package should be clearly labeled with the Proposal Number and Beamline using the color-coded labels provided.

 

Shipment Documentation – Required

Please send a copy of the shipment documentation (Carnet, Pro Forma, way/air bill, packing lists, etc.) to LCLS Operations Support Office on the day you ship your equipment or materials, and provide a SDS for all chemicals in shipment.

To expedite outgoing shipment processing, please keep the paperwork that comes with the shipment when it arrives at SLAC.

Establishing/Renewing a Financial User Account – Required

Each user group must establish a user financial account to send samples, dewars, or other equipment between SLAC and their institution. This is essential if the group will be using SLAC for any shipping or handling of shipments.

The most common method of establishing or renewing a user financial account is by providing a purchase order (PO) (or a letter from the financial officer of the user institution). The PO should be made to SLAC National Accelerator Laboratory for the amount of estimated expenditures (the suggested minimum is $2,000). The PO should include the institution contact, user names, expiration date, funding agency, grant/contract number and whether expenditures are taxable in California. Terms and Conditions should not be included (if Terms and Conditions are preprinted on the form, they should be disclaimed). Send the completed User Financial Account Form and purchase order to:

LCLS User Office
Linac Coherent Light Source
SLAC National Accelerator Laboratory
2575 Sand Hill Rd., MS 10
Menlo Park, CA 94025
Tel: 650-926-8758

 

Special Handling Shipments

If a shipment requires special handling (e.g. refrigeration) or time sensitive deliveries, please alert the LCLS Operations Support Office in advance.

To facilitate a delivery outside normal business hours (8:00 am-5:00 pm), inform SLAC Security (Simon Ovrahim). The package may be accepted at SLAC's main gate and the requester will be notified to pick up the item (bring your SLAC badge to pick up the item).

Users also have option of having their package held for pick up at FedEx/UPS.

Limited Storage Space

Due to limited storage space, we request that your equipment and/or materials arrive no more than one week before needed for setup for your scheduled experiment. SLAC does not assume any liability for your equipment or materials.

Hazardous Materials Shipments

Required - Requestor MUST supply a SDS (Safety Data Sheets) for all hazardous materials in shipment.

Users should consult with a materials specialist at their home institution for instructions regarding the proper shipping and handling of hazardous materials. All hazardous materials, including radioactive materials and nanoparticles, shipped to or from LCLS must be packaged and handled according to U.S. Department of Transportation regulations, or IATA dangerous good regulations (as applicable) if being shipped from another country. Shipments that fail to comply with these federally mandated regulations will be returned to the user’s home institution unopened. For more Information and forms regarding transportation and handling of radioactive samples at SLAC, contact , LCLS Safety Officer.

Shipping Chemicals/Samples

See 'Sample Preparation Laboratories

Federal (FAA, 49 CFR) and international agencies (ICAO, the branch of the United Nations that governs all international civil aviation matters), and IATA (International Air Transport Association) have in place numerous regulations for shipping of dangerous goods by surface or air.

If you are shipping chemicals and/or samples to arrive at LCLS, please contact , LCLS Safety Officer or your Point-of-Contact for approval and/or guidance.

 

 

 

 

 

Outgoing Shipments From LCLS

To avoid shipping delays please ensure that you have completed the required arrangements for your shipments before leaving SLAC.

Shipping Process Timeline

1-2 days

Forms will be revised to make sure that all the information required to process shipment has been provided.  Information will be entered into our internal system for processing.

Any missing documentation and or missing information will delay your shipment.

+1-4 days International shipments need to be released by export control before they are shipped out by shipping and receiving.
+1-2 days Domestic shipments are processed by main shipping and receiving.
+ 2 days Hazardous materials being shipped will add 2 days for processing.
+1-2 days Shipment is approved and shipped out.

 

Establishing/Renewing a Financial User AccountRequired

Each user group must establish a user financial account to send samples, dewars, or other equipment between SLAC and their institution. This is essential if the group will be using SLAC for any shipping or handling of shipments.

See Section "Establishing/Renewing User Financial Account"

Power of Attorney – Required

At the end of your experiment, if you plan to ship samples, equipment or other scientific items from SLAC back to your international institution, please review instructions and complete a Power of Attorney form for the Individual or Group that is responsible for and will receive the shipment.  Once the Power of Attorney has been signed, it will remain in effect until revoked by the user or SLAC.

Shipment Documentation – Required

Please send a copy of the shipment documentation (Carnet, Pro Forma, way/air bill, packing lists, etc.) to LCLS Operations Support Office on the day you ship your equipment or materials, and provide a SDS for all chemicals in shipment.

To expedite outgoing shipment processing, please keep the paperwork that comes with the shipment when it arrives at SLAC.

International User Shipments

Instructions for International User Shipments

  • We recommend that User groups designate a representative (lead contact) who will coordinate your shipment. If this is not the Spokesperson, please provide the contact details to the LCLS Operations Support Office.
  • For each item that users will ship to or from SLAC, it is essential that complete and detailed descriptions (including the manufacturer and URL for product details when applicable) as well as the actual value of each item be included -- and be consistent -- on all shipping documents. We encourage you to take photographs and append these to your inventory or list of items shipped.
  • Descriptions should include:
    • the country of manufacture or origin
    • item serial number (if it exists)
    • value in your US and international currency)
    • weight of items shipped and crate identification (if more than one crate is shipped)
  • Required - Please retain the original carnet and/or provide other shipping documents (e.g. shipping manifest, pro-forma invoice, etc.) to the SLAC representative assisting you.
  • Ensure that you have completed required arrangements for your shipment before leaving SLAC.

All exports must be generated by a SLAC staff member and processed and approved by SLAC Export Control. Not providing sufficient shipping information and paperwork will cause delays.

Getting Items through U.S. Customs

International shipments can involve duty or taxes on items shipped. For international shipments or freight forwarding, users are encouraged to work with TIGERS Global Logistics, Inc. and to prepare a carnet/Pro Forma for their shipment.

TIGERS (USA) GLOBAL LOGISTICS, INC.
2820 W. Winton Ave.,
Hayward, CA 94545

Email: sfoimports@go2tigers.com
Phone: 510-784-8920
Fax: 510-784-6905
Website: http://www.go2tigers.com

Tigers USPPI Responsibility Information Sheet Check (pdf) - The document is intended to provide guidance and information only.