PERFORMANCE DOCUMENT COVER PAGE

NOTE: If the following document is printed, this cover page

must be attached to the front and the required
information filled in below.

Dates Rev. No.

Date Printed: Checked:

Document Number: Revision Number:

Title:

Person Checking Revision Number:

The attached document was printed from the online Performance Document System. The user must
check that the hard copy revision number matches the revision number of the controlled document
in the online Performance Document System. For future use, confirm the revision number's
accuracy online and record dates that the revision number was checked.

Section Below Completed by the Performance Document Group Only

Document Type: Administrative Technical Emergency

Standard Practice Alarm Response

Required Review Date: 11/11/25 Date Required Review Completed:

Document Status: Maintain As Is Revise Delete

If “Maintain As Is,” Next Required Review Date:

If “Revise” or “Delete,” Due Date:

OWNER: Quality Assurance PROC-PQ-1821 REVISION: 6
SUBJECT MATTER AREA: Receipt Inspection PREPARER: Carol Westmoreland Page 1 of 10

PROCEDURE TYPE: Administrative CONCURRENCE/DATE: Linda B. Rauslton 11/11/22

[Approval Signature on File]
Emergency Alarm Response

TITLE: APPROVED BY/DATE: Paula Sellers 10/10/22

RECEIPT INSPECTION [Approval Signature on File]

USQD UCD CAT X EXEMPT EFFECTIVE DATE: 11/15/22

USQD/UCD/CAT X No: PSW-MS-PROCPQ1821-1927 REQUIRED REVIEW DATE: 11/15/25

Exhibit L Mandatory Contractor Procedure: No Yes If an Interim Procedure, Expiration Date:

PURPOSE .................................................................................................................................................................. 3
SCOPE........................................................................................................................................................................ 3
OTHER DOCUMENTS NEEDED ............................................................................................................................ 3
WHAT TO DO ........................................................................................................................................................... 4
A. Receiving Items and Materials................................................................................................................4
B. Inspecting Items and Materials ...............................................................................................................5
C. Accepting Items and Materials ...............................................................................................................7
D. Material Control and Discrepancy Resolution ........................................................................................8
E. Functional/Field Test Release .................................................................................................................9
RECORDS................................................................................................................................................................ 10
SOURCE DOCUMENTS ........................................................................................................................................ 10
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REVISION LOG
Effective Pages
Revision Date Description of Changes Affected
6 11/15/22 Non-intent change. Updated company name and logo. Updated to terminology 1, 3, 10
in DIR-UCOR-600 as necessary.
5 10/21/21 Intent change. Complete rewrite to clarify receipt inspection processes. Removed All
from Exhibit L Mandatory Contractor Procedure List; procedure now a
discretionary requirement for subcontractors working to UCOR’s QA Program.
Added requirements for Responsible Organization/STR/SCC involvement in the
receipt inspection process. Added reference to ‘Specification for Subcontractor
and Vendor-Supplier Receipt Inspection’ (SPG-0000DE-H392). Clarified drop
shipment requirements. Added references for other special inspections associated
with the receipt inspection process (including CGD and M&TE). Changed
‘Puridiom’ references to ‘UCOR electronic purchasing system.’ Revision
addresses improvement opportunities identified in IF-2020-0651 and MCR-2021-
0099.
4 5/26/20 Intent change. Addressed custody and acceptance processes, examples of All
discrepant materials, subcontractor receipt inspection, use of discrepancy
resolution process in Puridiom, and drop shipment requirements. Replaced
eMWaste with Waste Tracking and Reporting System (WTRS). Revision
addresses corrective action requirements in Issue IF-2019-0630.
3 3/12/18 Intent change. Revised procedure to remove the requirement of the Certified All
Quality Control Receipt Inspector to distribute Puridiom electronic receipt
inspection reports (RIR) to DMC. Changed receiving to receipt to be consistent
with proper terminology. Removed reference to NCR Form 329.
2 9/11/14 Intent change. Revised procedure to incorporate changes to the purchasing system All
that affect the receipt inspection process under the Puridiom Procurement
Program, added the Waste Management container accountability process and
corrected errors in the inspection process and the Lot Sampling program.
1 5/23/13 Non-intent Change. Revised procedure to incorporate changes to the new
Puridiom purchasing system that incorporated the receipt inspection process
electronically. Corrected the BJC/UCOR changes.
0 1/3/12 Initial Release. All
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PURPOSE This procedure defines the process and roles and responsibilities for performing receipt
inspection in accordance with the United Cleanup Oak Ridge LLC (UCOR) Quality
Assurance (QA) Program.

SCOPE This procedure applies to receipt inspections performed by personnel qualified as Certified
Quality Control Inspectors (QCI) in accordance with PROC-PQ-1823, Quality Control
Inspector Training, Qualification, and Certification. Responsibilities are included for other
personnel involved in the receipt inspection process.

This procedure is not intended for use by Subcontractors working to their QA Program and
Receipt Inspection procedure. Performance Specification SPG-0000DE-H392
(Subcontractor and Vendor-Supplier Receipt Inspection) establishes requirements for
subcontractor receipt inspection when working to their QA Programs and serves as a basis
for UCOR to evaluate their receipt inspection program, processes, and performance.

This procedure was previously flowed down to subcontractors/suppliers as an Exhibit L

Mandatory Contractor Procedure and its continued use for existing agreements is
permissible.

The use of subcontractor qualified inspectors to perform receipt inspection on behalf of

UCOR must be approved by UCOR through the Subcontract Submittal Registry (SSR)
process in accordance with PROC-OS-1005, Management of Subcontractor/Vendor
Submittals and Subcontractor Request for Information.

OTHER • PROC-OS-1001, Records Management, Including Document Control

DOCUMENTS
NEEDED • PROC-OS-1005, Management of Subcontractor/Vendor Submittals and Subcontractor
Request for Information
• PROC-PQ-1080, Inspection and Test Control
• PROC-PQ-1440, Control of Non-conforming Items and Materials
• PROC-PQ-1445, Suspect/Counterfeit Items
• PROC-PQ-1481, Reporting Conditions Adverse to Quality
• PROC-PQ-1823, Quality Control Inspector Training, Qualification, and Certification
• PROC-PR-1601, Receiving and Shipping Operations
• PROC-WM-2010, Waste Container Management
• Form-331, QA Hold tag
• Form-1171, Special Receipt Inspection Report (SRIR)
• Form-3469, Commercial Grade Dedication Inspection Acceptance Tag
• UCOR electronic purchasing system receipt inspection report
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WHAT TO DO A. Receiving Items and Materials

NOTE: Item/material (noting ‘item’ as used in this procedure includes ‘materials’)

custody is based on UCOR’s acceptance. If item cannot be accepted due to a
discrepancy or lack of documentation or other pending information,
acceptance is paused until resolved or item is replaced. During this pause
period, item is still considered in the custody of the subcontractor/supplier,
regardless of its physical location. Once accepted, UCOR assumes custody.

Certified QCI 1. Document all receipt inspections using the UCOR electronic purchasing system
receipt inspection software or alternate UCOR-approved inspection form (e.g.,
Form-1171, Special Receipt Inspection Report [SRIR]).

NOTE 1: Inspection results may be based on 100% inspection or lot sampling process
as specified in purchase order/subcontract requirements.

NOTE 2: Do not assume lot sampling if purchase order/subcontract documentation

does not address which type of inspection process to be used; contact UCOR
Engineering for direction if inspection process type is not specified.

Acceptable Quantity Limit (AQL)

Lot Size Sample Size AQL-2.5 Accept/Reject
1 1 0 Accept/1 Reject
2–8 2 0 Accept/1 Reject
9 – 15 3 0 Accept/1 Reject
16 – 25 5 0 Accept/1 Reject
26 – 50 8 0 Accept/1 Reject
51 – 90 13 0 Accept/1 Reject
91 – 150 20 1 Accept/2 Reject
151 – 280 32 2 Accept/3 Reject
281 - 500 50 3 Accept/4 Reject

Certified QCI 2. Ensure lot sampling is authorized and approved by UCOR Engineering and
performed in accordance with the table above.

3. IF the lot is rejected based on the sample size and reject rate, THEN
contact the UCOR Project Engineer and establish if the lot should be 100%
inspected and only reject those that fail inspection and release those that meet
requirements or reject and return all items in that lot.
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B. Inspecting Items and Materials

NOTE 1: Receipt inspection should occur at standard warehouse inspection locations

when practicable, but may be authorized for inspection at project/jobsite
location when warranted (reference PROC-PR-1601, Receiving and Shipping
Operations). Project/jobsite receipt inspections (referred to as drop
shipments for UCOR items) must be authorized in accordance with
PROC-PR-1601 prior to delivery of items to the field.

NOTE 2: Source/shipment release inspections at suppliers’ facilities are required to be

performed by a Certified QCI in accordance with this procedure.

NOTE 3: Special receipt inspections (e.g., Measuring and Test Equipment [M&TE],
hoisting & rigging hardware, compressed gas cylinders, heavy equipment,
cranes, electrical installations, portable generators, etc.) performed at Central
Receiving Facility or drop ship location are those associated with acceptance
of items or equipment intended for use or installation at UCOR projects/job
sites that must be performed by qualified inspectors or Subject Matter Experts
(e.g., Hoisting & Rigging Qualified Inspector, Qualified Equipment Testing
and Inspector [ET&I], Crane Inspector, Electrical or Fire Protection Authority
Having Jurisdiction [AHJ], Safety Representative).

Certified QCI 1. IF UCOR drop shipment is authorized, THEN

a. Perform the receipt inspection at drop ship location as specified by the Material
Clerk, Requesting Organization, or in the UCOR electronic purchasing system.

b. For special inspections at drop ship locations, arrange for inspection and/or
acceptance testing with other qualified inspection personnel, as required.

NOTE 1: All items acquisitioned using the UCOR electronic purchasing system are
subject to drop shipment authorization requirements.

NOTE 2: Subcontractor/Supplier inspections may be included as requirements

documented in the Subcontract Submittal Requirements Summary [SSRS])
(reference PROC-OS-1005) or other requirement documents.

NOTE 3: Subcontractor should use a designated UCOR Central Receiving Facility or

project-approved staging area for receipt inspection.

Requesting 2. IF receipt inspection associated with a construction or commercial services

Organization/ subcontract involves Subcontractor/Supplier fabricated or procured items, THEN
Subcontract coordinate the following:
Coordinator (SCC)/
Subcontract a. Inspection schedule and location with notification to the UCOR Project Quality
Technical Engineer.
Representative
(STR)
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Requesting b. IF use of UCOR inspection personnel is involved, THEN

Organization/ arrange for inspection and/or acceptance testing with the Certified QCI
SCC/STR and/or other special inspectors. Such inspection includes
Subcontractor/Supplier-procured or fabricated items/equipment that will
become UCOR property and UCOR leased items/equipment.

3. Ensure receipt inspection for items used and/or installed on UCOR projects by
subcontractors/suppliers receive appropriate oversight (including special
inspections) and are being documented through Daily Performance, Progress
Monitoring, and Reporting (reference PROC-DE-1019, Subcontract Coordinator
Requirements) and if applicable, submitted in accordance with the SSRS.

Certified QCI 4. Perform receipt inspections consisting of examining items for deficiencies including:

• Signs of damage to exterior packaging

• Items on packing list (manifest) do not match purchase order/subcontract
requirements
• Evidence of internal damage
• Evidence of any contaminant that has caused or may have caused item harm
• Evidence of defects
• Evidence that purchase order/subcontract requirements have not been met
• Documentation of any deficiencies (e.g., missing, incomplete, illegible, or
damaged documents; improper revisions; or documents having unauthorized
changes) that conflict with quality requirements or engineering specifications
and cannot be resolved by the end of the next business day
• Indication of Suspect/Counterfeit Items per PROC-PQ-1445, Suspect/Counterfeit
Items
NOTE: Receipt inspection criteria may be included within requisition attachments
such as Form-1171 (SRIR), Form-1175 (Commercial Grade Dedication Plan),
Form-3506 (Commercial Grade Dedication [CGD] Execution for
Item/Service Acceptance), or specification.

Certified QCI 5. Coordinate special inspections (e.g., M&TE, CGD, Engineered items, prior to
shipment, and as noted in Step B.1, Note 3) with appropriate UCOR Qualified
Receipt Inspectors or Subject Matter Experts when identified by receipt inspection
criteria or if recognized as a standard procedure inspection requirement.

6. Perform receipt inspection in accordance with the Line Item or attached receipt
inspection criteria as identified in the UCOR electronic purchasing system.

7. IF no deficiencies are identified, THEN

GO TO Section C, Accepting Items and Materials.
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Certified QCI 8. IF any deficiencies are identified, THEN

GO TO Section D, Material Control and Discrepancy Resolution.

9. IF item requires installation and/or field testing as part of condition of acceptance,

THEN
GO TO Section E, Functional/Field Test Release.

C. Accepting Items and Materials

NOTE 1: UCOR receipt inspection results (e.g., acceptance or rejection) are entered
into the UCOR electronic purchasing system and may include additional
completed inspection forms as attachments (e.g., Form-1171, Special Receipt
Inspection and Form-1175, Commercial Grade Dedication Plan, [reference
PROC-DE-1018, Commercial Grade Items and Services], or other special
inspection forms).

NOTE 2: Upload or verify the ‘special inspector’ uploaded ‘special inspection’

completion documentation into the UCOR electronic purchasing system prior
to completing the receipt inspection process.

Certified QCI 1. Document receipt inspection results in the UCOR electronic purchasing system
and/or on the appropriate receipt inspection form.

2. IF UCOR drop shipment was authorized, THEN

ensure inspection and/or acceptance results are received and input into the UCOR
electronic purchasing system.

3. IF items being accepted are containers for waste packaging and shipping, THEN
notify the Waste Tracking and Reporting System (WTRS) Helpdesk that the
containers are ready for barcode labeling.

OTHERWISE

GO TO Step C.7.

WTRS Staff 4. Apply barcode labels to all Certified QCI-accepted containers at the receiving facility
and enter the required container information in WTRS per PROC-WM-2010, Waste
Container Management.

5. Notify the Certified QCI by email that container barcode labeling process is
complete.

6. Attach WTRS email in the UCOR electronic purchasing system.

Certified QCI 7. Document item acceptance results in the UCOR electronic purchasing system and/or
on appropriate receipt inspection form.
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D. Material Control and Discrepancy Resolution

NOTE 1: Finalizing inspections results in release of items to the Material Clerk for
distribution/delivery in accordance with PROC-PR-1601, Shipping and
Receiving Operations, or other special processes (e.g., property tagging,
segregating, or other storage/controls).

NOTE 2: Types of releases or conditions that require special material controls include
property tagging, segregating, or other storage/controls within documents
such as Form-1175 (CGD Plan) or Form-1171 (SRIR). Also, items may be
released to the responsible Engineer in accordance with controls associated
with Conditional Release or Functional/Field Test Release.

NOTE 3: Types of tagging that involve special material controls include electrical
acceptance stickers, equipment inspection acceptance stickers, Form-331 (QA
Hold) tag (e.g., Conditional Releases for nonconformance report [(NCRs],
Functional/Field Test Releases, or initiating NCRs), and Form-3469
(Commercial Grade Dedication Inspection Acceptance Tag).

Certified QCI 1. Check receipt inspection criteria for any special inspection requirements or controls
to ensure items are appropriately designated or marked/tagged prior to finalizing the
inspection.

2. Indicate “Hold” status, if appropriate, on the appropriate receipt inspection form.

3. IF item is identified as a deficiency/discrepancy, THEN

use the discrepancy resolution process within the UCOR electronic purchasing
system. Criteria/examples of what could be deemed as discrepant item/material
include:

• Incomplete, updated, or wrong part numbers

• Nationally Recognized Testing Laboratory (NRTL) issues
• Damaged packaging
• Expired or short shelf-life issues
• Incorrect quantities
• Concrete load out-of-spec
• Non-critical features (such as incorrect color or surface finish)
• Missing Heat Numbers/Material Test Reports

Certified QCI 4. IF the discrepancy is dispositioned “Use-As-Is,” THEN

indicate acceptance in the UCOR electronic purchasing system and/or on the
appropriate receipt inspection form. Attach any associated documentation that
supports the “Use-As-Is” disposition.
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Certified QCI 5. IF the discrepancy results in “Reject,” and dispositioned “Return to Supplier,”
THEN
indicate Unacceptable (Reject) in the UCOR electronic purchasing system and/or
on the appropriate receipt inspection form. Contact Buyer/Subcontract
Administrator (SCA) by email to arrange pickup and/or exchange of item(s) and
copy the applicable End-user, Requestor, Project Engineer, and Quality Engineer
on the email.

6. IF non-conformance or discrepancy should be retained as part of supplier history,

THEN
document the non-conformance and/or discrepancy in the Supplier History File,
maintained by the Approved Supplier List Coordinator and/or within the UCOR
electronic purchasing system.

7. IF an NCR is warranted based on the nature of the deficiency, at the discretion of the
Certified QCI or Project Engineer, THEN
initiate an NCR in accordance with PROC-PQ-1440, Control of Non-Conforming
Items and Materials, and/or PROC-PQ-1481, Reporting Conditions Adverse to
Quality. Notify the Buyer/SCA of the NCR or Condition Adverse to Quality.

E. Functional/Field Test Release

Certified QCI 1. IF additional steps are required in order to complete receipt inspection activity such
as field installation and/or testing, THEN:

a. Place a QA Hold tag on the item and document the “Functional/Field Test
Release” in the UCOR electronic purchasing system and/or on the appropriate
receipt inspection form.

b. Enter the phrase “Functional/Field Test Release” and reason for release (e.g.,
requires testing in system, verification of fit-up, etc.) and associated release
information in the comments section of the QA Hold tag.

c. Document the QA Hold tag number on the receipt inspection form.

d. Indicate the UCOR Engineer name and title authorizing the functional/field test
release on the receipt inspection form and QA Hold tag.

e. Release item to the UCOR Project Engineer.

Project Engineer/ 2. Perform the required functional/field test activity identified on the receipt inspection
System Engineer form, document results, establish acceptance or rejection, and provide results to the
Certified QCI.

Certified QCI 3. Indicate whether item was accepted or rejected in the UCOR electronic purchasing
system and/or on the appropriate receipt inspection form.
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4. IF the item is rejected, THEN

document the basis for rejection in the UCOR electronic purchasing system and/or
on the appropriate receipt inspection form.

5. Remove the QA Hold tag from the item if accepted or returned to supplier.

RECORDS Records generated by this procedure are listed below:

• Form-331, QA Hold Tag

• Form-1171, Special Receipt Inspection Reports (SRIR)
• Form-3469, Commercial Grade Dedication Inspection Acceptance Tag
• UCOR electronic purchasing system receipt inspection reports

Completed receipt inspection documentation in the UCOR electronic purchasing system is

electronically submitted to Document Management Center the (DMC) per
PROC-OS-1001, Records Management, Including Document Control, or PROC-OS-1005,
Management of Subcontractor/Vendor Submittals and Subcontractor Request for
Information.

SOURCE • UCOR-4141, UCOR Quality Assurance Program Plan, Oak Ridge, Tennessee
DOCUMENTS
• PPD-PQ-1820, Quality Control Program

• PROC-DE-1019, Subcontract Coordinator Requirements

• PROC-DE-1022, Control of Measuring and Test Equipment