FORMS ANNEX - SUGGESTED FORMS FOR UNHCR FIELD OPERATIONS

The forms in this section were designed to help you to meet the standards and requirements set out in the text of this Field Handbook. They are based on actual samples of forms in use in the field which were provided to the author during the information gathering phase.

The forms are reproduced here in actual size so that you may copy them for your own use. You may also adapt them, adding or deleting information to make the forms more suited to your particular needs.

SFAS/FH - 1 - CHECKLIST FOR RECEIPT AND CLEARANCE OF UNHCR INTERNATIONAL SHIPMENTS

Project No. _______________	Description
PO/CAF/Ref. No.: _________	of Goods: ________________________________________
Dates Action Taken:	Planned Use: (By whom, Destination) ______________________________
Need Identified and Request: ___/___ /___	PO/CAF Date: ___/___ /___	Shipping Notification Telex: ___/___ /___
Shipping Documents Rec'd: ___/___ /___	Arrival of the Vessel: ___/___ /___	Shipment Cleared from Port: ___/___ /___
Protest Letter: ___/___ /___	Survey Report: ___/___ /___

FOLLOW UP AT EACH STAGE IF INFORMATION OR ACTION IS INADEQUATE OR INSUFFICIENT:

WHEN	ACTION	RESPONSIBILITY ASSIGNED TO:	DATE AND ACTION TAKEN:
On receipt of Purchase Order or CAF	- Notify all concerned parties that purchase/donor action taking place.
	- Define needs for forwarding agent and arrange contracted services.
On receipt of Shipping Notification Telex	- Confirm national/local delivery instructions (destination on clearance).
	- Arrange transport/storage for shipment. Specify destinations and Quantities.
	- Monitor ship's arrival and berthing arrangements. Resolve any delays.
On receipt of shipping documents	- Arrange customs exemption.
	- Endorse Bill of Lading. Transmit shipping documents to designated receiving agent.
	- Confirm arrangements for discharge, superintendence, inspection and reporting on shipment.
	- Schedule loading, transport, storage of shipment.
On arrival and discharge of the shipment	- Resolve any delays - request assistance of authorities.
	- Report arrival to SFAS by telex.
	- Obtain receiving, inspection and dispatch reports.
	- Notify SFAS on completion of discharge (quantities and condition).
On clearance of shipment from the port	- Load and transport shipment to destination(s).
	- Prepare, submit receiving report to SFAS.
	- Obtain documents (signed waybill, takeover cert.) to confirm delivery at destination.
	- Arrange payment for related charges.
	- Obtain information, prepare, submit distribution report.
	- Assure file on shipment is complete and dose file.
If any loss or damage to the shipment	- Initiate claims action promptly.
	- Note damages or loss on Bill of Lading.
	- Send Protest Letter to carrier, copy to SFAS.
	- Over US $1000, obtain Shortlanding Certificate and Survey Report.
	- Under US $1000, prepare report of damage or loss.
	- Submit all documents and details to SFAS.
	- Arrange authorized repair or disposal of damaged goods.

OTHER RELEVANT INFORMATION:

SFAS/FH - 2 - UNHCR PORT CLEARANCE REPORT

SHIPPING MARKS AND NUMBERS

DESCRIPTION OF THE GOODS/PACKING

Vessel/Carrier: __________________________________________________________________
Name and Address of Local Shipping Agent: __________________________________________
Date/Tine of Arrival: ___/___ /___	_________	Date(s) of	start	finish
		Discharge:	___/___ /___	___/___/___
Date of Delivery: ___/___ /___

SUMMARY OF DISCHARGE SURVEY
1. No. of units per Bill of Lading	_____ = ______ Mt
2. No. of units discharged in sound condition	_____ = ______ Mt
3. No. of units discharged in damaged condition	_____ = ______ Mt
4. Total units discharged	_____ = ______ Mt
5. Losses on discharge	_____ = ______ Mt
Explanation of damage or loss: _________________________________ __________________________________________________________ __________________________________________________________
Bill of Lading endorsed conditionally for loss or damage. Shortlanding Certificate obtained/attached. Protest Letter sent/copy attached. Other (specify) ______________________________
SUMMARY OF DELIVERY SURVEY
6. No. of units discharged (same as 4.)	_____ = ______ Mt
7. No. of units cleared from port and delivered to transporter	_____ = ______ Mt
8. Total port loss (6 - 7)	_____ = ______ Mt
Explanation of damage or loss: _________________________________ __________________________________________________________ __________________________________________________________
Copy port release order attached Copy of transporter's waybill(s) attached Other (specify) ____________________________

Submit this completed report for each consignment cleared to:

(UNHCR consignee field office)

Forward any replies to the Protest Letter or copies of other relevant correspondence as and when they are received.

Prepared by: _________________________________ Date: ________________

SFAS/FH - 3 - UNHCR VEHICLE INVENTORY RECORD

Country ____________
Office ______________

TECHNICAL DATA: Inventory No. ____________________________ Registration No. ___________________ Manufacturer ____________________________ Model ___________________________ Engine No. ______________________________ Year of Production ________________ Chassis No. _____________________________ Warranty Expiry Date ______________
Engine Type: __ Diesel __ Petrol	Capacity: ___ persons ___ MT
Steering: __ Right-hand __ Left-hand	Tire Size: ______________
REGISTRATION/INSURANCE DATA: Registered Owner: __________________________ Date: __________________________ 3rd party liability insurance in the name of: _______________________________________ Limit of insurance coverage: LC ____________________________ US $ ______________ Insurance paid by: __________________________ Policy No.: _____________________ Expiry Date: Registration: ______________________ Insurance: _____________________
ACQUISITION DATA: Supplier ______________________________ Delivery Date _______________________ Purchase Order No. _____________________ Project/MOD Ref. ___________________ Purchase Price (C&F) US $ ________________________ Donation ______ Yes ____ No Donated by ____________________________ CAP No. _________________________
OPERATIONAL DATA: Vehicle Markings __________________________________________________________ Vehicle to be used by_______________________________________________________ For what purpose? _________________________________________________________ Base Location ______________________________ Date put in service _______________
DISPOSITION DATA: Action: _________________________________ Date of Submission to the _______________________________________ Property Survey Board: ______________ _______________________________________
REMARKS: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________

SFAS/FH - 4 - UNHCR VEHICLE LOS BOOK

FRONT PAGE:

Registration No.________________________ Vehicle Colour _________________________ Year of Manufacturer ____________________ Project Ref. ___________________________ Engine No. ____________________________ Maximum Payload ______________________ Size of tires ___________________________ Pressure of front tires ____________________ Pressure of rear tires ____________________

Vehicle Make __________________________ Vehicle Model __________________________ Date of Receipt _________________________ Base Location __________________________ Chassis No. ____________________________ Capacity of fuel tank _____________________ _________Petrol________ Diesel Keys: Number _______________________________ Location ______________________________

RECORD PAGES:

DATE	START ODOMETER READING	JOURNEY/DETAILS	KMS. TRAVEL	FUEL	OIL	OTHER (SPECIFY)	DRIVER INITIALS

SFAS/FH - 5 - UNHCR MONTHLY SUMMARY OF VEHICLE OPERATIONS

To be completed for each vehicle in the local fleet:

Vehicle Make/Model ____________________________ Engine No. _____________________ Registration No. _______________________________ Chassis No. ____________________ Report for the Month of ___________________________________ Start Odometer Reading __________________________________ Finish Odometer Reading _________________________________ Total Monthly Mileage: ____________________________________ Total Fuel Consumption (litres) _____________________________ Oil changed/added and quantity _____________________________ Maintenance frequency and Summary: __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ Repair frequency and Summary: __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ Was the vehicle involved in any accidents during the month? __ Yes __ No If yes, attach copy of accident report. ATTACH ALL WORK ORDERS. RECEIPTS. ETC., IN ORDER BY DATE. Other Comments or Remarks: __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ Report Submitted By: _____________________________________ Date: ________________

SFAS/FH - 6 - UNHCR MOTOR VEHICLE SPARE PARTS REQUISITION

To be completed for each vehicle requiring spare parts Consolidated orders should only be prepared by a technical expert or workshop manager.

Requesting Office:	__________________	Prepared by:	________________
(Name and address)	__________________	Position:	________________
	__________________	Contact No.:	________________
Req'd Delivery Date:	__________________	Date Prepared:	________________

Vehicle Make/Model: ___________________
Year of Manufacture: ___________________		CONSOLIDATED
Engine No.: __________________________	OR	SPARE PARTS
Chassis No.: _________________________		ORDER

	Identify Catalogue Quoted:
		Purpose/Planned Use of parts:
Item No.	Part No.	Detailed Description of part	Qty	Unit Price	Amount

SFAS/FH - 7 - STORE CARD

Card No. ______

ITEM: ___________________________________________________________________
Description: _______________________________________________________________
Min. Quantity: _________________ Catalogue Ref. No. ____________________________
Units/Wt per package: ____________ Catalogue: _________________________________

INIT BY	DATE	RECEIVED FROM/ISSUED TO	STACK NO.	AMOUNT RECEIVED	AMOUNT DISTRIBUTED	BALANCE ON HAND

SFAS/FH - 8 - STACK RECORD CARD

Item: ____________________________________ Stack No.: __________________

DATE	QUANTITY		BALANCE ON HAND	REMARKS	INITIALS
	ISSUED	RECEIVED

Stack Record Card (reverse)

DATE	TREATMENT GIVEN	BY WHOM

SFAS/FH - 9 - STORES INSPECTION REPORT

TO: ______________________________________________ Project Ref: _______
I have inspected the store at (location) ____________________________________
on (date) ______________ at (time) _______________, and my findings are shown below.

STOREKEEPER:	______________	________________
	(print name)	(signature)

STORE BUILDING INSPECTION:

Weather at the time of inspection*: raining/dry sunny/overcast windy/calm

Degree of loading*: full/75%/50%/25%/empty

Total volume/capacity of the store: _____________ cu. metres, __________ MT

Condition of Building*: G/F/P (good/fair/poor)

* Circle word letter witch applies.

Explain: _____________________________________________________________
____________________________________________________________________

		Repairs Needed:
Roof	G/F/P	_______________
Halls	G/F/P	_______________
Floor	G/F/P	_______________
Doors	G/F/P	_______________
Windows	G/F/P	_______________
Ventilators	G/F/P	_______________
Lights	G/F/P	_______________
Other (specify)	G/F/P	_______________

Are there any live insects on the walls or floor? What? Where? _________________
___________________________________________________________________

Is there any evidence of rats, mice or birds inside the building? Rats or mice outside the building? e.g. signs of gnawing, rat or mouse holes, droppings?
___________________________________________________________________
___________________________________________________________________

Are there any other matters which need attention? e.g. security of stores, access, condition of site, damaged equipment?
___________________________________________________________________
___________________________________________________________________

GOODS INSPECTION:

Type	Quantity in store at the time of inspection	Length of time in store (Date Rec'd)	Signs of Damage, Insect infestation, Rodents, Mould & Degree

If items are not in good condition, give the apparent reasons why. (E.G. the rice is being eaten by insects, the cans of oil are leaking, the tents have mildewed.)
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

Record of pest control treatments: ________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

SFAS/FH - 10 - STORES REQUISITION/ISSUE VOUCHER

Release order
Ref. No. ________________________________________ Date ________________

FROM: (consignor) ________________________________________________________________

TO: (consignee) __________________________________________________________________

Please receive the goods detailed below:

Material/Commodity Description	Shipping Quantity		Reference/Remarks
	Weight	No. of Units

The quantities and descriptions shown above have been checked and are in accordance with the quantities and materials/commodities supplied.

Please sign and return one copy of this document to the consignor immediately upon safe receipt of the items detailed above.

You will be responsible for notifying the requisitioner that you have received these supplies.

Received by the shipping agent or consignee's agent:

	______________________________
__________________________________	CONSIGNOR

CONSIGNEE: I acknowledge receipt of the materials/commodities listed above.

______________________________________ Date: ________________________
Signature

Copy 1 - consignor
Copy 2 - consignee
Copy 3 - returned to consignor