ES&H Manual



6610 Appendix T2:

Chemical Requisitioning and Receiving



Jefferson Lab has determined that working with chemicals carries an unmitigated Risk Code >2. At a minimum all tasks requiring chemicals are discussed with the supervisor prior to commencement of work. An Operational Safety Procedure (OSP) is written for work considered to be Risk Code >2 in accordance with ES&H Manual Chapter 3210 Work Planning, Control, and Authorization Process.


1.0             Purpose

Jefferson Lab recognizes that proper handling of chemicals makes for a safer work environment. This appendix describes how qualified chemical workers requisition and prepare their area(s) for the receipt of chemicals. 

Jefferson Lab Shipping and Receiving Department follows specific procedures when receiving chemicals. Jefferson Lab does not approve of chemicals being obtained outside its procurement process, however it does recognize that this may happened (e.g., chemical samples from private corporations). This appendix also describes the process steps to be followed when chemicals are obtained outside the approved procurement process.

2.0             Scope

This appendix does not apply to chemicals brought on-site under the Experimental Review Process. See ES&H Manual Chapter 3120 The CEBAF Experiment Review Process or ES&H Manual Chapter 3130 FEL Experiment Safety Review Process for information regarding review and approval of chemicals to be used during the performance of an experiment.

P-Cards are not permitted to be used for chemical purchases without approval of the SDS Coordinator and the P-Card Administrator.

3.0             Responsibilities

Note:   Management authority may be delegated to a task-qualified TJNAF employee at the discretion of the responsible manager.

3.1              Chemical Requisitioner

·         Requisition chemicals using the process steps listed below. Use the appropriate account code (043-016, Hazardous Matls and Chemi [for chemicals] or 043-021, Consumable Gases [for gas]).

o   Notify the SDS Coordinator if an SDS is not received with the chemical delivery. See ES&H Manual Chapter 6610 Appendix T1 Safety Data Sheets.

o   Ensure proper Site Preparation activities (see below) have been implemented.

3.2              Division Safety Officer

Enforce proper procurement procedures for chemicals in your division.

3.3              SDS Coordinator

·         Perform an ES&H Review (see below) on all chemicals and approve acceptable chemical procurement requests.

·         Inventory chemical deliveries through Shipping and Receiving.

3.4              Procurement

Ensure requisitioned chemicals are approved by the SDS Coordinator

3.5              Shipping and Receiving

·         Notify the SDS Coordinator (same day notification) when chemicals are received.

·         Quarantine shipments of a chemical until the SDS is received.

·         Submit a copy of the SDS and shipping documents (e.g. invoice, bill of lading) to the SDS Coordinator prior to delivery of the chemical to the end-user or requisitioner.

4.0             Procedure

Chemical Requisitioner performs all process steps outlined below unless otherwise stated.

4.1              Chemical Requisition

Step 1:            Perform a Task Hazard Analysis (THA) for a new or significantly changed chemical requirement in accordance with ES&H Manual Chapter 3210 Work Planning, Control, and Authorization Process to determine its impact before purchase.

Step 2:            Evaluate your need. Only order the minimum amount required.

Step 3:            Ensure a chemical’s safety data sheet (SDS) is on file or note it as requiring one on the purchase requisition. Contact the SDS Coordinator if you are unsure whether or not a chemical requires an SDS.

Step 4:            Requisition 

·         In the POA section of the requisition, use either account code 043-016, Hazardous Matls and Chemi or 043-021, Consumable Gases, as appropriate.

·         Select the Yes radio button denoting that the purchase contains a hazardous material or chemical.  Examples of chemicals include cleaning products, solvents, corrosive liquids, metal or metal powders, paint, batteries, epoxy resins or glues, materials for 3D printing, or nanomaterial.

4.2              ES&H Review and Approval

Approval of the requisition is based on the qualified chemical worker’s need. Only when all requirements are satisfied is the requisition approved.

The following actions are performed by the SDS Coordinator.

·         Review list of ingredients identified on the SDS

o   Hazardous substances

o   Extremely hazardous substances (listed in 40 CFR part 302.4 and 40 CFR part 355, Appendix A)

o   Chlorofluorocarbons (CFCs) (requisition is rejected unless need is confirmed)

o   Hydrofluorocarbons (HFCs)

Note that high global warming potential hydrofluorocarbons are to be reduced, when feasible, from aerosol propellants or solvents.  Factors that are considered include:
1)      In-use emission rates, energy efficiency; 
2)      Safety, such as flammability or toxicity; 
3)      Ability to meet technical performance requirements; and 
4)      Commercial availability at a reasonable cost.

·         Recommend a less hazardous alternative if possible. If an alternative is available contact the chemical requisitioner and discuss the option(s).

o   Prohibit persons from using a substitute known or reasonably known to have been manufactured, processed or imported in violation of the regulations denoted in 40 CFR 82 Subpart G – Significant New Alternatives Policy (SNAP) Program.
o   Review ozone depleting substance purchase requisitions with ESH Environmental Group to ensure that unauthorized substitutes are removed after the effective date of any rulemaking that adds such substitute to the list of unacceptable substitutes.  See 40 CFR 82 Subpart G Appendix A through W for “Substitutes Subject to Use Restrictions and Unacceptable Substitutes”.

·         Notify ES&H Responsible Individuals (e.g., Emergency Manager, Fire Protection Engineer, Security Manager) as appropriate.

·         Ensure storage area(s) is adequate. See ES&H Manual Chapter 6610 Appendix T3 Chemical Labeling, Storing, and Transporting Requirements.

4.3              Site Preparation

Ensure storage, use, and disposal procedures are established prior to arrival of the chemical.

4.4              Chemicals Obtained Outside the Procurement Process

Jefferson Lab does not approve of chemicals being obtained outside its procurement process, however it does recognize that this may happened (e.g., chemical samples from private corporations). If a chemical is obtained from “outside,” no matter what the source, the following process steps are required:

Step 1:            Insist upon receipt of an SDS. This is required for any chemical at Jefferson Lab.

Step 2:            Notify the SDS Coordinator and request an ES&H Review (described in 4.2 above).

Step 3:            Send a copy of the SDS to the SDS Coordinator. 

Step 4:            Ensure the chemical is handled, stored, and disposed of according to the SDS and the ESH Review.

Step 5:            Ensure the chemical is annually inventoried and tracked by the SDS Coordinator. 

5.0             Revision History





- updated 4.0 Process Steps to 4.0 Procedure and revised step 4.1 in accordance with current TJNAF processes

- general formatting updates by ES&H Manual Editor to include: headers, footers, spacing, bulleting, adding Note to 3.0, updating 5.0 Revision Summary to Revision History and this tabular format



updated step 4.2 per CATS issues IA-2021-09-02-01, IA-2021-09-02-02, and IA-2021-09-01-03



periodic review

replaced Material Safety Data Sheet (MSDS) with Safety Data Sheet (SDS)



periodic review

no substantive changes per JWilliams



added Account Code 043-021, Consumable Gases (MSDS required)



updated to reflect current laboratory operations











ES&H Division

Jennifer Williams



3 years



This document is controlled as an online file.  It may be printed but the print copy is not a controlled document. 

It is the user’s responsibility to ensure that the document is the same revision as the current online file.  This copy was printed on 12/4/2023.