2016 Freight Claims Procedures & Form

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2016 Freight Claims Procedures & Form

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2016 PartnerSHIP

FREIGHT CLAIM PROCEDURES

701 Millennium Boulevard • Greenville, SC 29607 • Telephone 864-678-1000 • www.hubbelllighting.com PS-FC-16

1. When a shipment is received, the customer is to carefully inspect for damage, shortages, or overage. Count the number of packages in the presence of the carrier’s driver. The number of pieces must be verified, not just the number of pallets. If discrepancies are found, clearly notate them on the carrier’s delivery receipt prior to signing for shipment. Failure to do so could result in the claim being denied.

2. Fax a copy of the carrier’s delivery receipt, the Freight Claim Request Form and pictures of damages to Hubbell Lighting, Inc. (HLI) at 864-678-1740, attention RMA/Claims (with cc to applicable HLI agent) or email to

[email protected] (with cc to applicable HLI agent).

3. Maintain possession of any damaged material or overage for up to 60 days. This gives the carrier or HLI an adequate amount of time to inspect and salvage the product. All parties will work to make this process expeditious and effective, as it is realized that storing product utilizes space. HLI will notify you when and how the product should be disposed.

4. For freight claims involving HLI product, HLI must be notified in writing within 5 business days of delivery. Pictures must be provided of outer packaging and damaged materials. While awaiting inspection by the carrier, the customer must hold the shipping containers and its contents in the same condition they were in when damage was discovered insofar as it is possible to do so.

5. Each freight claim request must be submitted by Carrier Tracking Number of Invoice Number. Depending on the size of a shipment, there can be multiple invoice numbers or tracking numbers.

6. Once the freight company approves the claim, credit will be issued. Do not deduct prior to credit approval, as it will only cause issues with your account.

Freight Claim Requests that lack the requested documentation will be declined. If a shipment is inspected and counted in the presence of the delivering carrier’s driver and exceptions noted on the delivery receipt before signing for the shipment, the claim process operates very smoothly. If exceptions are not noted on the delivery receipt, the carrier’s liability is only one third the cost of the loss and the credit authorization process is slowed and issuing of credit is limited.

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2016 PartnerSHIP

FREIGHT CLAIM PROCEDURES FORM

INSTRUCTIONS FOR COMPLETING HUBBELL LIGHTING INC. (HLI)

LOSS, DAMAGE, AND SHORTAGE FREIGHT CLAIM REQUEST FORM

1.Inspect for overage, shortage, or damage in the presence of the driver. Note any delivery exceptions on the carrier’s delivery receipt before signing. Pictures of concealed damage is required.

2.Shipping documents note the piece count of the shipment. The person receiving the shipment must verify the quantity of packages delivered with the quantity on the carrier’s delivery receipt. The pallet count is not an indication of the number of fixtures that are received.

3.Carton damage may not indicate product damage. Verify damage before signing for the shipment.

4.Notations such as “subject to count and inspection” are not valid references to base claims upon. Over, Short and Damaged claims cannot be processed with this type of notice.

5.Shipping damage and overage must be retained by the customer for a reasonable time for inspection and salvage by HLI or the carrier.

6.Customer to fax or email the necessary documentation to HLI with a copy of the carrier’s delivery receipt to start the claims process. Fax number is 864-678-1740, attention RMA/Claim Department (with copy to applicable HLI agent) or email to [email protected] (with copy to applicable HLI agent).

7.HLI will fax or email back an acknowledgment with a claim reference number.

Credit Request Form Instructions

• HLI Brand: Identify the HLI brand name (Columbia, Prescolite, etc).

• Date: Date Claim Request Form completed.

• Sales Order: Identify the HLI Sales Order number.

• Customer Name: Customer that is requesting credit.

• Carrier: The name of the trucking company that delivered the items which were damage or missing.

• Carrier Pro Number: The identification number the carrier assigns for the delivery. It can be found on the delivery receipt provided by the carrier at time of delivery.

• Preparers Name: Person that HLI can contact in regard to the Claim Request.

• Telephone Number: Telephone number where HLI can contact the preparer.

• Email Address: Email address of the preparer.

• Claim Request Filed For: Identify specifically what is damaged or missing.

• Damaged/Lost Quantity: Enter the number of items damaged or missing.

• Product Description: Identify the HLI item number.

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701 Millennium Boulevard • Greenville, SC 29607 • Telephone 864-678-1000 • www.hubbelllighting.com PS-FC-16

2016 PartnerSHIP

FREIGHT CLAIM REQUEST FORM

Date Address

Sales Order Number Carrier Name Carrier Pro Number Preparers Name Telephone Number Claimant Name Email Delivery Date Customer Name

City State Zip

Instructions:

VISUAL DAMAGE SHORTAGE

CONCEALED DAMAGE CONCEALED SHORTAGE • HLI must be notified of damages in writing

within 5 business days of delivery.

• Each request form must be accompanied by a copy of the Proof of Delivery (required) and pictures of the damages if possible (requiredif concealed).

• Damage, whether shipping or concealed, must be reported immediately to HLI and the customer should re-order the product, if replacement is needed.

• Maintain possession of damaged material. The carrier will do an inspection and advise if they are at fault. If the Carrier denies the claim, the Claim department will advise the Claimant that no credit will be issued.

• Claim department will advise Claimant once Carrier approves the request, so the Claimant will know credit is forthcoming.

TYPE OF FREIGHT CLAIM:

HLI Brand Qty Material # Invoice # Extent of Damage/Loss Amount Total

Date

HLI Fax: 864-678-1740 | Attn: RMA/Claims Department or email to [email protected]

CLEAR FORM PRINT FORM SUBMIT FORM

NOTE: Once you click Submit Form, it will automatically open your email client. At that time, please add the Delivery Receipt (required) and any pertinent pictures (optional) as an attachment.

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701 Millennium Blvd. Greenville, SC 29607 hubbelllighting.com

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