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


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).

·         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.

·         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            Process Steps


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 

·         Use 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/chemical and requires an SDS.



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)


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

·        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

Step 1:             Ensure storage, use, and disposal procedures are established prior to arrival of the chemical.


4.4              Chemicals Obtained Outside of 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 ES&H Review.


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


5.0            Revision Summary


Revision 1.2 – 06/14/16 – Periodic Review; replaced Material Safety Data Sheet (MSDS) with Safety Data Sheet (SDS) 

Periodic Review – 07/05/13 – No substantive changes per J.Williams

Revision 1.1 – 03/07/17 – Added Account Code 043-021 “Consumable Gases” (MSDS required)

Revision 1.0 – 07/05/10 – Updated to reflect current laboratory operations











ES&H Division

Jennifer Williams





This document is controlled as an on line 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 on line file.  This copy was printed on 6/16/2016.