Tasks to be completed when creating an operating procedure (from creation to publication)

  1. Enter the Title of the procedure:  Description of the operating procedure - Region (APAC, EMEA, LAM, NAM) - Country (Optional) - ERP (PI1, PF1, WP1)

  2. Add the following Labels : 
  3. Fill all fields as described

  4. SAP transactions :
    1. notify them on the right : References , Link the SAP transaction name notified here with the SAP transaction page registered in the file (page adress)
    2. notify the transaction SAP inside the document in the appropriate place and add a macro : Include Content - Search the name of the page and Save

  5. Once the procedure is completed, publish it using the SBS-OtC approval workflow

 

 

 

 

Table of contents 

By default the table of contents displays Heading 2 & Heading 3 (other levels can be added)

Objective and Scope 

The objective of this operating procedure is to define roles, responsabilities and lead times for SBS, CCT, CTC to provide the service of partners manual screening to the GBU Composite Materials.

The distribution site Med-Lab ERP SAGE is not linked to any trade control IT tool, no automatic screening of partners is done at order entry. Embargo situations management is manually handled.

The group policy is nevertheless turned towards best level of compliance and the solution to ensure that the GBU shipments are authorized and to manually screen the recipient against restricted party lists and economic sanctions.   

Effective date

To be confirmed

 

1. Context

Solvay currently exports U.S., European and other Foreign produced materials from numerous Solvay locations globally. To prevent the sale or purchase of good or services from or to a restricted party, it is Solvay’s policy to screen all exports, re-exports, domestic transactions and business partners against the various Governments published restricted party, sanctioned countries and products licensing requirements.
Composite Materials GBU Internal Compliance Program also states a defined list of countries of concern for which an End Use Statement is a pre-condition of sale.
The site Med-Lab estimates the amount of 1700 shipments per year.

2. Screening frequency

The agreed screening frequency between the site Med-Lab and SBS is at the order creation only.

3. Operation sequence

The GBU will have to check in advance whether the destination country is listed as a "country of concern", see Annex 1. 
Any shipment to a country of concern will require an End Use Statement.

The GBU sends the new transaction details at SBS CTC generic email address: solvaycustoms@solvay.com

Mandatory fields for an efficient screening:

  1. full name of the recipient of the sample;
  2. the country of destination;
  3. the End Use Statement (if required by the End Use Policy).

Within 24 hours after reception of the email containing all mandatory fields, SBS, CCT, CTC answers back to the requestor's email and provides the approved/denied opinion on the transaction.

Analysis include the partner screening report from Thomson Reuters, verification and approval/denial of the End Use Statement.

 

4. Roles and responsabilities

 

Actor
Role
Responsability
GBUSiteverifies the country of destination and request an End Use Statement when required
GBUSite

sends emails to CTC with new transaction details for manual screening

along with a copy of the End Use Statement if needed

CTCCustoms specialists

daily check of the new transactions to be analyzed

CTCCustoms specialistsanalyze new partners in Thomson Reuters and follow internal procedure in case of perfect match
CTCCustoms specialistsanalyze, approve/deny End Use Statements for deliveries in countries of concern
CTCProcess Expertprovides support for the license determination
CTCCustoms specialists

answer back to the GBU within 24 hours after email reception and provide

transaction status (approved or denied)

CTCCustoms specialistsarchive the screening analysis with resolution case on World Check One
CTCProcess Expertsupports CTC specialists and audit the process

 

 


 

 

 


Scope

1. Remove the icon(s) when not applicable

2. Add countries when the procedure is for a specific country (optional)

UK

ERP

 

3. Remove the icon(s) when not applicable

SAGE

Thomson Reuters

References

4. Summarize here the list of SAP procedures / transactions needed and share them with OtC Space Administrator. and a web link to SAP transaction page

Attachments

ANNEX:

1- End Use Policy