LABORATORY PRODUCTS SHIPMENT CP-IOQ 35

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INDEX

1. SCOPE AND FIELD OF APPLICATION 2

2. REFERENCES 2
3. DEFINITIONS 2
4. RESPONSIBILITIES 2
5. PROCEDURE 3
5.1 General Rules 3
5.2 Shipment Request and Authorization 3
5.2.1 Going out from Mapei SpA: 3
5.2.2 Going out from Mapei Subsidiaries: 4
5.3 Identification and labeling 4
5.4 Transport and shipment 4
5.5 Administration rules 4
6. PERFORMANCE INDEX 5
7. RECORDS 5
8 FLOW CHART 5
9 ATTACHMENTS 5
10 DISTRIBUTION LIST 5

Revision n°: 0 Last revision date: == Date of first issue: 26/03/2013

Nature of the variations made

First Corporate release.

Issued by: Verified by: Approved by:

R&D Corporate Manager Finance Manager Corporate Quality Manager
M. Squinzi D. Arnone N. Borghetti
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1. SCOPE AND FIELD OF APPLICATION

The scope of this procedure is to describe and discipline the laboratory product shipments, different
from “sales” purposes, between laboratories and other Mapei Group departments (e.g. Technical
Assistance).
Also shipments with external testing laboratories should be considered.
It must be in compliance with administrative rules of Mapei Group, to minimize the associated costs
and according to health, safety and environment requirements.
For Mapei SpA each shipment by air, with a cost upper than 50€ in charge of applicant, must be
justified in advance and then authorized by Administration Department (CFO or Finance Manager
of Administration Department).
The procedure doesn’t apply to:
 shipments of products (free samples) to third parties (e.g. customers or potential
customers), to be managed by commercial departments (Customers Services, Area
Managers and Product Managers);
 shipments of technical materials for fairs (e.g. exposures applied panels) or marketing
materials for which a regular invoice according to current intercompany price list will be
issued.
2. REFERENCES
IATA: “International Air Transport Association”
ICAO: “International Civil Aviation Organization”
ADR: “Accord Dangereuses Route”
CLP: “Classification, labeling and packaging of substances and mixtures”
3. DEFINITIONS
 MSDS “material safety data sheet”: specific document, mainly for professional users,
of substances/mixtures and deputy to provide information of safety along the supply
chain in order to protect the environment, health and safety in the workplace.
 Products:
- standard finished products for sampling and/or certification also in external
laboratories;
- pilot samples produced in laboratory or from industrial tests for their
characterization;
- raw materials qualified or to be;
- applied products;
- supplies for laboratory (chemical reagents, standard for equipments calibration,
supports for application etc.);
- products of competitors for testing and analysis.
4. RESPONSIBILITIES
Mapei laboratories (R&D and QC): are responsible for preparing the products for shipping (mainly
samples of finished products, applied product and raw materials) and issue the shipment request
(Annex 1 for Mapei SpA laboratories).
External laboratories: are external suppliers incharged by Mapei to carry out tests and analyses
on samples and materials supplied by us.
Administration department: defines the administrative and fiscal aspects for what concerns the
shipment of products with reason other than “sale”.
Logistic departments: are responsibles to choose and qualify the carriers and also to define the
indication and documentation necessary for the shipment.
Customer services: can receive the request of samples from subsidiaries and forward the request
to the competent laboratories/departments to prepare the required materials.

Only for internal use! External distribution must be authorized. Verify that the
Rev.0 of 26/03/2013
printed version is the updated one available in Mapei’s intranet.
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Technical Assistance/Product Manager: can require the shipment of products coming from job
sites or customers for testing or analysis in internal or external laboratories.
5. PROCEDURE
5.1 General Rules
The product to be shipped must be properly identified, labeled and packaged according to the kind
of material/product in order to preserve it during the transport. In the case of dangerous materials it
must be in compliance with current legislation and according to safety, health and environment
requirements of the shipping organizer and the recipient.
The amount of liquid and powder samples, as the number of applied materials have to be verified
by the responsible laboratory (or department) in order to reduce and avoid unnecessary costs.
The shipment by air of dangerous goods requires mandatorily over-packing and labeling by
external specialized companies (e.g. Cefis, DGM etc.) in compliance with IATA/ICAO regulation
and the preparation of specific transport document (“shipper declaration”).
For the shipment of dangerous goods (ADR) with Express Couriers it’s necessary to verify with the
Couriers if they accept this kind of shipment even with exemption “limited quantity”.
The shipment must be also in compliance with the administrative and fiscal issues reported at
paragraph 5.5 of this document.
For Mapei SpA the transports among R&D (located in Via Cafiero) or Technical department
(located in Viale Jenner) with Mediglia plant and vice versa occur daily through an internal “shuttle”;
the transport documents are prepared by laboratories secretary office or by HQ customer service.
For any need of clarification or information concerning regulations and duties relating to
shipment/dispatch of chemical substances (e.g. Dual Use – REG. (EC) No. 428/2099; Chemical
weapons – Italian Law 4 April 1997 No. 93 etc.) or exception for the transport (e.g. “Limited
Quantity”) contact the Safety Product Department of Mapei SpA (mail: Sicurezza Laboratorio - IT -
Mapei S.p.A.) to receive the relevant information when due.
5.2 Shipment Request and Authorization
5.2.1 Going out From Mapei SpA:
The shipment request must be issued through the annex 1 filled in all its fields.
The request must be authorized by laboratories (or departments) chiefs and before their
authorization, it’s mandatory to inform them about the shipment costs.
The signature on the form or any other written authorization (included e-mail) is mandatory only for
Express Couriers (TNT, DHL, SDA etc.) and in the other cases is enough an e-mail communication
with attached the form and the responsible in the mailing list.
Shipment to foreign countries:
- Express Couriers (e.g. TNT, DHL, SDA etc.): the decision to use an express courier can be
taken only in case of extreme urgency by the department chiefs or when no other usual
carrier is available. The request must be done through the annex 1 (filled in all its fields)
which has to be sent to department that organize the shipment (Export Department or R&D
Laboratory Secretary’ Office) with already defined the transport costs.
The Export Department, when necessary (for Extra CEE countries), prepares a “pro forma”
and sends it to the applicant. This document must be enclosed with the courier dispatch
document.
- Usual carriers: the request form (annex 1), duly filled, has to be sent to the Export
Department (Export Dept. - IT - Mapei S.p.A.) which will insert an order, update the carrier
plan and inform the Mediglia Logistic office by e-mail.
Shipment inside Italy :
- Express Couriers (e.g. TNT, DHL, SDA etc.): the decision to use an express courier can be
taken only in case of extreme urgency by the department chiefs or when no other usual
carrier is available. The request must be done through the annex 1 (filled in all its fields).

Only for internal use! External distribution must be authorized. Verify that the
Rev.0 of 26/03/2013
printed version is the updated one available in Mapei’s intranet.
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- Usual carriers: the request (annex 1) is forwarded to the Logistic Italy-HQ Department that
selects the shipment (choose the carrier) on which to load the products. The transport
documents are prepared and stored into the system by the HQ-Customer Service
department.
5.2.2 Going out from Mapei Subsidiaries:
Even Mapei subsidiaries must use standard carriers and employ an express courier (TNT, DHL,
SDA etc.) only in the case of extreme urgency or when no other one is available.
The request can be issued with a form similar to annex 1 and must be authorized by the
responsible of department who requires the shipment (e.g. local R&D Manager, QC Manager),
express couriers and air shipment must to be also approved by local Finance Manager.
The cost breakdown is as defined in paragraph 5.5.
5.3 Identification and labeling
The products shipped will be packed in appropriate containers, in order to avoid any
chemical/physical interaction with the product, according to the material, following the MSDS,
where reported, and the instruction for dangerous materials.
The container should be closed hermetically to prevent any accidental spillage during the transport
and avoid to compromise the preservation of the same.
If are used recycled packaging, it’s mandatory to eliminate any labeling or indication of previous
shipment.
The packaging must have a label reporting at least this information:
- Product name;
- If necessary, the specific instruction to preserve the product during the transport (e.g.
maximum or minimum temperature etc);
- For dangerous material, the mandatory identification and information;
- For products or samples always the specific MSDS;
- Name and address of the sender;
- Name and address of the recipient.
If available, include also the TDS (Technical Data Sheet) of the product or raw material shipped.
5.4 Transport and shipment
The choice of the carrier is borne by the logistic departments. They must use preferentially usual
carriers. In case of shipping between Mapei subsidiaries, use ordinary carriers and express courier
(TNT, DHL, SDA etc.) only in case of extreme urgency or when no other one is available (ref. to §
5.2).
It’s responsibility of the applicant of shipping to verify if the product is arrived to the recipient. In
case of a missing delivery the applicant has to check with his Logistic Department and the recipient
the cause and try to trace the goods shipped and to guarantee the successfully delivery.
5.5 Administrative rules
The product shipments between laboratories and other departments belonging to Mapei Group and
also external laboratories with reason other than “sales”, must follow the following rules to be in
compliance with internal administrative policy:
A) Product shipped from Subsidiaries to Head Quarter (R&D, Technical Assistance or other
departments):
- The subsidiary that sends the samples requiring testing or analysis for its business,
has to bear the products and shipping costs (e.g. competitors products evaluation,
samples for industrial tests results, samples for products certifications etc.) ;
- The subsidiary that sends the samples on specific request of Head Quarter
departments, with a different purpose of previous point, has to invoice the cost to
Head Quarter (Mapei SpA).

Only for internal use! External distribution must be authorized. Verify that the
Rev.0 of 26/03/2013
printed version is the updated one available in Mapei’s intranet.
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B) Product shipped by Head Quarter (R&D, Technical Assistance or other departments) to

subsidiary:
- The HQ laboratories (or other department) that send a product to a subsidiary have to
invoice the product and transport costs only if this is upper than 20€; in case of lower
costs the Head Quarter sends the products for free;
- In case of dangerous products, the product and transport costs must be always
charged to the subsidiary.
C) For shipping to external laboratories the costs are always borne by the applicant
department.
Generally, ordinary carriers have to be preferred and used; only in case of extreme urgency or
when no one is able to organize a shipment with normal vector in the desired timeframe, an
express courier can be organized as described in paragraph 5.2 and the related costs will be
charged according to the above rules.
6. PERFORMANCE INDEX
Not applicable
7. RECORDS
Filing Limited
Description
Responsibility Preservation access

Products shipment request form (annex 1) Issuer 1 year NO

Invoices, bills of lading Issuer 10 years YES

8. FLOW CHART
Not applicable

9. ATTACHMENTS
Annex 1: Products shipment request.

10. DISTRIBUTION LIST

Department CQM CQM CPT TA
e-mail (…
@mapei.it)
n.borghetti Quality.assurance Central.production Technical assistance

TA Administration TA Building TA UTT

f.stronati d.arnone Segreteria.Tecnica HQ.UTT
TA Admixture Direzione R&S QC Mediglia QC Latina
Admixture m.squinzi l.storelli m.villani
Plant manager ME Plant Manager LT QA Mediglia QA Latina
e.bornatici g.volpe c.raucci m.aprano
Export dep. Logistic Dep. Italy C.S. Export dep.
r.marziali e.castelli s.ciccolella Export Dept. - IT
Export Logistic R&D Secretary Logistic HQ
g.ziraldo s.laboratorio c.meregaglia
All QC managers R&D managers Quality Managers
subsidiaries

Only for internal use! External distribution must be authorized. Verify that the
Rev.0 of 26/03/2013
printed version is the updated one available in Mapei’s intranet.