Documentation

Scope

Anyone offering a hazardous material for shipment must prepare the appropriate documentation (shipping papers, emergency response information, etc.) in accordance with the applicable sections of the Hazardous Materials Regulations (HMR).

Regulatory citations

• 49 CFR Part 172 Subpart C — Shipping papers

Key definitions

• Elevated temperature material: A material in a bulk package that is:
  • In a liquid phase at a temperature at or above 212°F (100°C), or
  • In a liquid phase with a flash point at or above 100°F (37.8°C) that is intentionally heated above its flash point, or
  • In a solid phase and at a temperature at or above 464°F (240°C).
• Hazardous waste manifest: A shipping paper prepared on a prescribed EPA form on which all hazardous wastes must be identified. The original hazardous waste manifest is required to accompany each shipment from the point of pickup to its final destination and appropriate copies of the document must be properly distributed. Copies are provided for the generator, transporter and treatment, storage or disposal (TSD) facility.
• Limited quantity: When specified as such in a section applicable to a particular material, limited quantity means the maximum amount of a hazardous material for which there is a specific labeling or packaging exception.
• Reportable quantity (RQ): The quantity specified in column 2 of Appendix A to 172.101 for any material identified in column 1 of the Appendix.
• Shipping paper: A document prepared in accordance with the Hazardous Materials Regulations (Part 172, Subpart C). This term covers any shipping order, bill of lading, waybill, manifest, or other document serving a similar purpose.

Summary of requirements

While the regulations do not mandate the use of a specific form, they do detail what information must be included and how the information must be shown. Typically, the general shipping paper requirement can be met using a waybill, manifest, or bill of lading (BOL).

Emergency response information. All shipments that require a shipping paper must be accompanied by emergency response information. In the event of a leak, spill, or other such incident, this information provides emergency personnel with guidance as to the appropriate response measures.

Preparation of shipping paper. Preparing the shipping paper is primarily the responsibility of the shipper. Shipping papers must accompany most hazardous materials shipments.

Retention requirements. The carrier must retain a copy of the shipping paper for one year. The shipper must retain a copy of the shipping paper for two years.

Hazardous materials indication. Hazardous materials must be indicated on a shipping paper in one of three ways:

1. The hazardous materials must be listed first, before any non-hazardous materials; or
2. The hazardous materials must be entered in a color that clearly contrasts with non-hazardous materials entries (hazardous materials entries may be highlighted only on reproductions of the shipping paper); or
3. The hazardous materials must be identified with an “X” in a column captioned “HM” placed before the basic shipping description.
   • The basic description of a hazardous material must include specific information and be listed in the proper sequence.
   • A shipping paper must have a shipper's certification, emergency response telephone number, and emergency response information.