metlife shipping policy brynkaship 2019 dec · metlife’s preferred method of shipping is "2...

MetLife Shipping Policy 2019

SHIPPING POLICY

VERSION 2.0.5

Dec. 2019

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Overview

The MetLife Shipping Policy details the shipping methods and process for MetLife associates. MetLife leverages negotiated rates with FedEx, UPS, DHL and USPS for domestic and international shipping. With this defined process, associates are able to select the most efficient and cost-effective shipping method. MetLife does not assume responsibility or liability for any shipments conducted outside of the policy. All MetLife associates are responsible for complying with the MetLife Shipping Policy at all times.

Shipping Account Access and Management

BRYNKASHIP online Shipping Assistant, direct from desktop, is MetLife's preferred shipping system. BRYNKASHIP has the capability to compare Fed Ex, UPS, USPS and DHL rates so associates can select the most cost- effective shipping option. All expedited shipping services must be processed through the BRYNKASHIP Online Assistant desktop-shipping platform. BRYNKASHIP Online Support is available to address system issues, and your local MetLife Shipping Manager are available to address shipping inquires.

NOTE: Reference Appendix A (page 8) Transportation Standard MetLife’s preferred method of shipping is "2 Day". Although other service levels are available in BRYNKASHIP, 2 Day is the most cost effective and preferred shipping option. There are occasions when other service levels will be offered.

Account Opening & Management All new shipping account requests and inquiries should be submitted to your local Shipping Manager. Account Invoice Review

All shipment requests processed in BRYNKASHIP require associate’s department cost center code for proper billing. Shipping invoices are reviewed regularly to ensure correct coding of charges to GL. Any invoice disputes must be communicated to the Shipping Manager within 7 business days of receipt. Domestic Services for the Continental United States

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Shipping transit schedule: FedEx UPS Transit Time Delivery Time

Standard Overnight

Next Day Air Saver

1 business day

4:30 PM* typically delivered by 10:30 in major cities

2DAY 2nd Day Air 2 business days 4:30 PM Express Saver 3 Day Select 3 business days 4:30 PM First Overnight Next Air Early AM 1 business day 8:00 AM Priority Overnight Next Day Air 1 business day 10:30 AM Ground* Ground* 1-5 business days 4:30 PM

* Please see both FedEx/UPS Ground Maps from NY. A large volume of shipments can be delivered using ground service instead of standard overnight, two-day, and three-day services at a cheaper cost. USPS Mail Cutoff Times: All outbound mail to be processed the same day MUST be in the Outgoing mail slot by 4:00 pm daily or delivered to the Mail Center by 4:30pm. FedEx / UPS Package Cutoff Times: Processed, ready-to-ship courier packages must be received in the Mail Center by 4:30pm to ensure same day pick-up. International Services (requires Commercial Invoice) FEDEX, UPS & DHL Shipping transit times: FedEx UPS Transit Time Delivery Time International First Express Plus 1-2 business days 8:00 AM International Priority Express 1-2 business days 10:30 AM International Economy Expedited 3-5 business days 4:30 PM

NOTE: Due to higher costs, expedited shipping should be used as an exception. MetLife understands some items require expedited shipping; however, associates should minimize costs whenever possible. Expedited Transit Times for Specific Origins / Destinations

Specific transit and delivery times can be viewed on the FedEx, UPS, DHL and USPS sites. NOTE: Rates reflected on these sites are the published rates, not MetLife negotiated rates.

FedEx UPS DHL Transit Time Delivery Time International First Express Plus Express Env 1-2 business days 8:00 AM International Priority Express Worldwide-Non Doc 1-2 business days 10:30 AM

International Economy Expedited Worldwide- Doc Dox 3-5 business days 4:30 PM

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General Shipping Information If the shipment destination is a MetLife office, consult your Mail Center to utilize the interoffice pouch mail for significant rate reduction. Inter office is shipped 2x per week on Tuesday and Thursday. Mail centers are open until 5:00pm.

Please be sure to consider the USPS Mail Service as a more cost-effective option. Only the United States Postal Service is authorized to deliver to a P.O. Box address. Most banks and other institutions provide dual addressing for express couriers. FedEx and UPS do not deliver on weekends unless this service is specifically requested for an additional fee. If Saturday Delivery is required, the appropriate box must be checked on the shipping document. FedEx, UPS, DHL and USPS each require appropriate shipping documents for international shipments. These can be found under the “Service Options” button. Express shipping supplies are available through your on-site mail service center or by emailing: [email protected] with your request. Product Documents “Commercial Invoice” for International Shipments A commercial invoice is a document used as a customs declaration provided by the sender of an item across international borders. Although there is no standard format, the document must include specific fields of information such as the sender and recipient, description of item shipped, country of origin, and the Harmonized System Code for item being shipped. The commercial invoice must include a statement certifying that the invoice is true, a signature and company stamp. These documents are available in BrynkaShip under “Service Options” button.

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COMMERCIAL INVOICE SAMPLE

Inbound Overnight Deliveries

Associates, who expect an expedited delivery and have the tracking information, can contact their local Mail Center for assistance, or the appropriate carrier to track the shipment status:

£ USPS Express Mail £ UPS £ FedEx £ DHL

NOTE: Exceptions to delivery times may occur based on where the shipment originated.

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Personal Mail Business mail is given priority for processing and delivery.

Directing or forwarding personal mail to a MetLife address is highly discouraged. For extenuating situations, MetLife will receive normal personal mail. MetLife assumes no liability for lost or damaged personal property, or merchandise. All personal mail that exceeds normal dimensions or weighs in excess of 70 pounds will be rejected and returned to sender.

Sending Mail Interoffice Mail Interoffice mail is picked up on regularly scheduled mail sweeps and shipped 2x per week, Tuesday and Thursday. It is strongly recommended that e-mail is utilized as an alternative to interoffice mail for faster delivery of business communications.

Personal Mail Personal mail may be placed in any outgoing mail bin with proper postage affixed. MetLife is not responsible for personal mail, packages and deliveries. Confidential Envelopes Confidential, one-time use envelopes are the preferred method of sending documents containing personal and/or confidential information through the interoffice mail system.

Interoffice Multiple-Use Envelopes Interoffice envelopes are normally yellow in color and have boxes with lines for addressing, printed on both sides. These envelopes should be used for local interoffice as well as regional interoffice mail with the proper address. Addressing Interoffice Mail To process interoffice mail as efficiently as possible, inter-office mail envelopes must meet the following criteria:

£ Previous address must be thoroughly lined out £ Recipient’s full name and location code (floor & area) printed on the left side of envelope £ Sender’s full name and location code (floor & area) printed on the right side of envelope £ Handwriting must be legible, and clearly printed

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Name Position Work Location Email Damon Crockett Supervisor (212) 578-6896 200 Park NY, NY [email protected]

Sam Herring Lead (678) 319-3402 Alpharetta, GA [email protected] Jesus Mendez Lead (630) 820-7691 Aurora, IL [email protected] Errol Facey Lead (860) 656-3022 Bloomfield, CT [email protected] Agnnes Moncayo Supervisor (908) 253-2307 Bridgewater, NJ [email protected] Joanne DesLauriers Lead (919) 907-5818 Cary, NC joanne.des-

[email protected] Kevin Braswell Supervisor (980) 260-5170 Charlotte, NC [email protected]

Britten Whitlock Lead (877) 638-6389

x4720 Dayton, OH

[email protected] David Leventry Lead (814) 269-8380 Johnstown, PA [email protected] John Groves Lead (315) 792-6305 Oriskany, NY [email protected] John Havrilla Lead (973) 602-0424 Whippany, NJ [email protected] Rodney Thompson Lead (570) 585-3300 Scranton, PA [email protected]

m Joyce Vancil Supervisor (314) 525-9662 St Louis, MO [email protected]

Gerard Michaud Supervisor (813) 983-6245 Tampa, FL [email protected] Lamar Allen Lead (518) 285-2884 Troy, NY [email protected] Cathy Cawvey Lead (877) 638-6389

x5836 Tulsa, OK [email protected]

Kirstin Silvia Supervisor (401) 827-2129 Warwick, RI [email protected] Eddie Moss Lead (302) 594-2085 Wilmington, DE [email protected]

Mail Services Support / Contact Numbers If you have an inquiry regarding local Mail Services, please refer to the below contacts:

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Appendix A: BrynkaShip User Guide (BRYNKASHIP)

Package Shipping – How to Ship a Package

1. Please make sure your browser’s pop-up blocker is turned off for the shipping site to ensure that the label displays.

2. Note about Cost Centers: The Cost Center on the shipping screen defaults to the logged in user. It can be manually changed but will be validated. Shipments with invalid Cost Centers will not be shipped, alerting the user that it’s invalid.

3. Select the Shipping tab from the main navigation bar. 4. If you’re shipping for a co-worker, you can change the ship-from address:

a. Click the Change Ship From Address button. b. Type the person’s last name in the name field and select from the list. c. Select the Save button. d. The Cost Center on the shipping screen will change accordingly. e. On the shipping screen, you can enter the Sender Email. This will send the new

sender an email notification with the tracking number.

5. If you’re temporarily at another MetLife location, you can change to that location via the Setup menu:

a. Setup – Settings b. Select Change Location. c. Select the location from the drop-down and click on the Change Location button.

6. Begin your shipment by entering the Company name. As you type in the company name the corresponding company in the address book will fill out the list. Select the desired company from listing.

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§ If you manually enter an address on the shipping screen, you can add that address to your personal address book by checking the “Add to Address Book” button. This will add the entry to your personal address book only if you ship the package.

SHIPPING SCREEN

7. To access the Address Book, click the Magnifying Glass button to the right of the Company

field on the Shipping Screen. 8. In the Address book screen, select either the Global or Personal address book.

a. Global Addresses: Address Book visible to all users. b. Personal Address: Address Book visible only to the logged in user.

9. To enter a new entry in your Address Book (only administrators can add to the Global Book): a. Click on the New button. b. Enter the desired information. c. You can validate a domestic address by selecting the Verify Address button. d. Select the Save button to add that address to your Address Book or Cancel to exit

the Add/Edit Contact form. 10. Run a search by entering the company name in the search field provided and press the

“enter” key on your keyboard or left-click the search/magnifying glass button. 11. Your search results are displayed on the left panel and the currently selected address is

displayed on the right panel. 12. Click on the Select button on the right panel once the desired company is displayed there.

Package Shipping – How to Ship a Package (cont.)

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ADDRESS BOOK

13. This will return you to the shipping screen with the address information populated.

14. Indicate whether the address is residential or commercial (default). Please note if you verify the address in your address book, BrynkaShip will determine if the address is residential.

15. Enter an estimated weight. 16. Select the desired Date Needed. This is the date you need the shipment delivered by. 17. Select from one of the standard package types (Customer Envelope or Customer Packaging

suggested). 18. If shipping a package, enter package dimensions (length, width, and height) in the fields

provided. 19. Select the Ship button.


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a. Ifanyrequiredfieldsaremissingdata,the“Ship”buttonwillbedisabledandthefieldinquestionwilldisplay“Thisfieldisrequired.”Enterthemissingdata(the“Ship”buttonwillbeenabled)andclickthe“Ship”button.

20. After a brief pause, during which time “Finding the Best Rates” will be displayed, the system will select the cheapest carrier/service for the desired need by date.

21. Enter any additional service options (insurance, delivery confirmation…), if needed, via the Service Options button

NOTE: The Service Options will vary based on the carrier/service selected.

FedEx Service Options: UPS Service Options:

22. If the carrier/service is acceptable, click the Ship button. 23. The label will be displayed in your browser for printing (see Steps 25 – 30 below) 24. If the carrier/service is not acceptable:

a. Select the Exception button towards the top left of the page. b. Read the Exception Warning:


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c. Select Continue. d. BrynkaShip will re-shop the shipment and display the results:

e. Double click the desired rate (or select the Check Mark on the left) f. You’ll be returned to the Shipping screen with the carrier/service updated. g. Enter any additional service options (insurance, delivery confirmation…), if

needed, via the Service Options button (see Step #21 above for screen shots)


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h. BrynkaShip will present to you a Service Explanation form. i. Here you can select a valid MetLife Reason for changing the winning service level from the rate shop and add comments. If no valid reason code is available, simply cancel the dialogue box and select the Exception button to re-rate shop the shipment and choose the winning service.

25. Select the Ship button and the label will be displayed in your browser. 26. Select desired document printer and select Print button. 27. Select Show Ship Receipt to view and print a receipt. 28. Select Print button for a hardcopy. 29. Select desired document printer and select Print button. 30. Select Close to close shipping label window. 31. A message will appear on shipping screen to confirm shipment.


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1. Fill in your ship-to information like normal. (Reference “Package Shipping – How to Ship a Package” on page 8)

2. Click on the Service Options button to display the Carrier Services form 3. Select “Print Return Label” from the Return Label dropdown. 4. Enter a “Package Content Desc”. (some carriers required a description for Return

Services). 5. Select the Close button to close the Carrier Services form and return to the shipping

screen.

6. Proceed with the shipment as normal. 7. When the label prints, the ‘Ship-From” and “Ship-To” addresses will be switched. 8. Depending on the carrier, the label will indicate that Return Service was used and may

also show the Description that was entered.

Package Shipping – How to Create a Return Label

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Select the History tab from the main navigation bar.

Enter any information related to package like the tracking number, then select Search button to display search results.

1. You can select one of three optional icons Delete, Detail, or Edit. Delete icon will void the shipment. Information icon will provide details of the shipment. Edit icon will allow you to reship the shipment and/or reprint.

2. Select Delete. 3. Select Yes to “Are you sure…” message. 4. Select OK to message window confirming the record has been voided. 5. Refresh the search screen and the shipment record will indicate that it was voided.

Package Shipping – How to do Pacakge Lookup (History)

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If a customer requests the usage of their shipping account number, you can process that through Third Party Shipping.

1. Once you entered all the information needed for your shipment, select the Service Options button.

2. From the Billing Type dropdown menu, select Bill Third Party. 3. Enter the Third Party Bill to Account # and Bill To Postal Code in the fields provided.

4. Select the Close button to return to the Shipping screen. 5. Select the Ship button to ship the package and print the label.

Note: the same process can be performed for Bill Recipient by selecting Bill Recipient instead of Bill Third Party in the Billing Type drop down.

Package Shipping – How to Ship a Package (Third Party)

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1. Select the Shipping tab from the main navigation bar. 2. Begin your shipment by entering the Company name for an international address. As you

type in the company name the corresponding company in the address book will list. Select the desired company from listing. § If you manually enter an address on the shipping screen, you can add that address to

your personal address book by checking the “Add to Address Book” slider. This will add the entry to your personal Address Book only if you ship the package.

§ Additional info about the Address Book can be found on pages 8 – 9. 3. Read the informational prompt regarding additional data needed for international shipments

and click OK:

This prompt will display when the ship-to country is changed from US to another country

Package Shipping – How to Ship an International Package

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4. Enter an estimated Weight. 5. Select the desired Date Needed. This is the date you need the shipment delivered by. 6. Select from one of the standard Packaging Types (Customer Envelope and Customer

Packaging suggested). 7. Enter package dimensions length, width, and height in fields provided, if required (package

or parcel). 8. Select the Service Options button to add the required data for international shipments

9. Enter a Package Content Description. a. NOTE: this step is often missed resulting in the following message when trying to Ship: Shipments to this destination must have commodities and a package content description. b. This is also where you can modify any Special Services if needed. 10. Select the Commodities button.

11. In the Commodity screen select Add New to add your commodity

Package Shipping – How to Ship an International Package (Cont.)

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12. Type in all the information required for your commodity for commercial invoicing purposes based on the country requirements.

13. BrynkaShip allows you to save your products to a database so you can choose that item in the future without manually typing it in again. You can find the Saved Products at the top right-hand side of the screen. The “Docs1” commodity works well when shipping documents.

14. Choose the Add button at the bottom right to add your commodity to the shipment.



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15. Repeat this action to add more than one line-item for your international shipment. 16. You will see all the commodity products listed. 17. If you care to remove or edit an item from the list, choose from the action buttons found to

the left of each product line.

18. Exit the Commodity Screen by selecting the Done button. 19. Exit the Service Options/Carrier Services by selecting the Close button. This will return you

to the Shipping screen. 20. Select the Ship button.

a. If any required fields are missing data, the “Ship” button will be disabled and the field inquestionwilldisplay“Thisfieldisrequired.”Enterthemissingdata(the“Ship”buttonwillbeenabled)andclickthe“Ship”button.

21. After a brief pause, during which time “Finding the Best Rates” will be displayed, the system will select the cheapest carrier/service for the desired need by date.

22. Select the Ship button to produce your shipping label or see Step #24 on Page 11 if the selected carrier/service is not desirable.

23. Read the Reminder about printing three Commercial Invoices (You’ll be able to click OK to this prompt after you select your printer):


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24. The label will be displayed in the browser. 25. Select Print button. 26. Select desired laser printer and select Print

button. a. FedEx and USPS may display additional

labels, place these in a pouch and affix it to the package in addition to the carrier label.

27. Select the View Commercial Invoice to view the Commercial Invoice.

28. Print three (3) copies of this and place them in the pouch along with the shipping label. This is a PDF file, so print this like you would a normal web-based PDF file: The print process may vary depending on the browser and Acrobat Reader software installed.

29. Close the Commercial Invoice window. 30. Close the Label window. 31. At this point you’ll be taken back to the Shipping

screen ready to process another shipment.


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Shipping Tips:

1. Shipping label does not display. a. The label opens in another browser window or tab. Check your browser tabs and/or

computer for any additional open browser windows. b. Make sure your browser’s pop-up blocker is off

2. Message received while trying to ship: “Error occurred while processing FDX package: Reason Label Specification Printed Label Origin contact – phone Number is required”.

a. You do not have a “Ship-From” phone number. Click the Change Ship From Address button and enter your phone number. Contact your mail room staff or email [email protected] and notify them of your phone number so that it can be permanently added to your user data.

3. International shipping: Message received while trying to ship: “Shipments to this destination must have commodities and a package content description.”

a. Click the Service Options button and enter a Package Content Description. (Reference Steps 9 – 20 beginning on page 18)

b. Click the Commodities button (via Service Options) and add at least one commodity. (Reference Steps 9 – 20 beginning on page 18)

4. International Shipping: Rate Shop results only displaying USPS (no FedEx or UPS). a. There’s an issue with the ship-to address and USPS is more forgiving than FedEx

and UPS in international address formats. i. Make sure you have at least one commodity added. ii. Google other addresses to the country you’re trying to ship too. iii. Some countries require postal codes, some do not. iv. Google postal codes for that city/country v. Some countries require a state or province, some do not.

5. Message received while trying to Rate a shipment: “No Rates Found” a. Check the address b. Check the weight c. Check the Packaging Type d. Check the 2-letter state/province abbreviation for US/Canada