Routing and Documentation Guidelines


Starboard Cruise Services desires all vendor shipments, whether shippedfreight Prepaid orCollect, to Starboard’s Miami warehouse or shipped direct to a vessel be packaged and transported effectively and safely. This guide will summarize the most important compliance requirements for each shipment and provideinstructionsfortransportation from vendor to Starboard Cruise Services’ final destination.

Vendors are advised that failure to follow these procedures and adhere to shipment instructions from Starboard Cruise Services Logistics Department will subject the vendor to charges for all costs incurred by Starboard Cruise Services beyond those that would have been incurred as provided for by following procedure.

Table of Contents

1. General Load Guidelines…………….……………………………………………………2

2. Documentation Guidelines…………………………………………………………….3 - 6

3. Customs Document Control Requirements……………………………………………..7

4. Vendors Shipping Prepaid Guidelines………………………………………………..8 - 9

5. Vendors Shipping Collect Guidelines………………………………………………10 - 13

6. Vendors Shipping Direct Ship Delivery (DSD) Guidelines…………………….....14 - 16

7. Freight Billing Guidelines………………………………………………………………....17

8. Ship To Address Information……………………………………………………………..18

1. General Load Guidelines

Vendors are required to pack merchandise in cartons that are new, sturdy and can withstand handling and transportation. Shipments received in poor condition may be repacked in new cartons at the Vendor’s expense.

Merchandise must be shipped on pallets or slip sheets unless otherwise requested by Starboard.

All shipments departing from vendor on August 15th, 2005, or later, must be in compliance with the new USDA Wooden Packing Material Regulation. This includes Stock and Cross Dock orders to the Distribution Center, and DSDs from ALL origins, domestic and international. USDA Wood Packing Material Regulation requires that wooden packing materials such as pallets, crates, boxes, and dunnage be either heat treated or fumigated with methyl bromide, in accordance with the IPPC guidelines and marked with an approved international mark certifying treatment. See Guidelines, Final Rule, and STB Letter documents.

Cartons from one Purchase Order must not be mixed among several pallets.

Shrink-wrap on pallets should be down to include the pallet base to protect merchandise and avoid cartons sliding or falling during transportation.

Shipping floor loaded trucks/containers (unless otherwise approved in advance by Starboard) results in additional cost for manual processing, delays, and potential damages which will be recovered through a Vendor Compliance chargeback to the vendor.

Temperature sensitive shipping requirements must be clearly stated to the Starboard Consolidator when requesting a pick-up or when delivering to consolidator.

2. Documentation Guidelines

A. Packing List

For Stock shipments, one set of Packing Lists must be attached to the outside of the Lead Carton (carton 1of X) of the Purchase Order.

For Cross Dock and Direct Ship Deliveries, one set of Packing List must be attached to the outside of the Lead Carton of the Purchase Order and one must be included inside the cartons.

Each Packing List must correspond to only onespecific Starboard Purchase Order and Commercial Invoice.

The Packing List must show the following:

  • Ship From Address
  • Ship To Address
  • Cruise line, Ship Name, and Ship Number (if order is Crossdock order, packed to a ship by vendor)
  • Starboard Purchase Order number, including prefix
  • Starboard ITEM NUMBER (sku)
  • Item description
  • Contents by carton (preferred, optional)
  • Quantities ordered (preferred, optional)
  • Quantities shipped
  • Relevant Invoice Number
  • Breakdown per size and color for RTW and shoe orders
  • Breakdown per fabric and per pattern for ties/scarves
  • Country of origin (if not supported by a certificate of origin)
  • Gross weight (specify unit of measure)
  • Measurements (specify unit of measure)
  • Number and type of outer packaging
  • Net weight
  • Total Carton Count for the PO

Please do not include prices.

B. Commercial Invoice

The Commercial Invoice is required for all shipments including those from and within the United States and for shipments traveling in-bond while in and moving out of the United States.

Each Commercial Invoice must correspond to only one Starboard Purchase Order and must show the following:

  • Vendor Name and Address of actual manufacturer/seller
  • Bill to as per Purchase Order
  • Ship to address
  • Terms of payment
  • Terms of delivery
  • Mode of transportation
  • Possible discount (cash discount), rebate or allowance
  • Manufacturing date, best before date/expiration date (Food/Candy)
  • Shelf life (Food and Candy)
  • Starboard Purchase Order number, including prefix
  • Country of origin
  • Quantities shipped, number and type of packages
  • Description of merchandise
  • Freight classification
  • Item cost and currency
  • Extended cost
  • Vendor style (including size/color where applicable)
  • Material/Fabrics description for RTW (export only)

A Pro Forma invoice should be included for all Liquor orders. A pro forma should also be generated for any shipment made free of charge (F.O.C.), dummy items or empty boxes, and the document must show a value per item. These should be invoiced separately from regular selling item

C. Bill of Lading / Air Way Bill

For shipments of Duty Free and Duty Paid orders, do not mix Duty Free and Duty Paid orders on the same HAWB. A separate HAWB is required for the Duty Free orders from the Duty Paid orders. A DF HAWB and a DP HAWB may be on the same MAWB.

Each bill of lading must show the following:

  • Starboard Purchase order number(s)
  • Total number of cartons by PO
  • Weight and cube by PO
  • Temperature control requirements
  • Hazardous designation, if applicable
  • Any special handling required (e.g. in-bond)
  • Freight payment terms. Collect (Starboard Cruise Services pays freight) or Prepaid (vendor pays freight).

D. Hazardous Goods

Hazardous materials (fragrance, nail polish, etc.) must be properly packaged and designated on the cartons as required by IATA dangerous goods regulations.

A copy of the Material Safety Data Sheet must be on file with the Transportation Control Center for each product shipped to Starboard Cruise Services.

E. In-Bond Shipment Documents

Shipments out of bonded warehouses, traveling within the United States, originating from Canada and transporting through the United States or originating from a free trade zone must be provided with an IT (CF7512) or WDT(CF7512) for bonded movement to final destination. The IT (CF7512) the WDT (CF7512) must be validated by Customs and Border Protection at Port of Destination before delivery to Starboard’s Distribution Center.

F. ATF Documentation (Liquor and Tobacco Shipments)

Liquor or Tobacco shipments that move from export warehouses must be provided with ATF documentation to expedite proper clearance of the Starboard generated warehouse entry. A copy of the ATF documentation must be attached to the bill of lading or airway bill. The original ATF documentation must be sent via Courier Service to the following address.

FOR SHIPMENTS TO THE STARBOARD DISTRIBUTION CENTERIN MIAMI, FL, USA, DOCUMENTATION MUST BE RECEIVED AT STARBOARD A MINIMUM OF 24 HOURS PRIOR TO DELIVERY OF SHIPMENT:

Starboard Cruise Services, Inc.
Attn: Customs Document Control Dept.
8034 N.W. 14 Street
Miami, FL 33126
Fax Copy to: (786) 845-1100

G. Age Certificate

The Age Certificate is required for all export shipments and the original must also be sent to Starboard Cruise Services.

H. CITES Certificate / Fish & Wildlife

CITES is the Convention on International Trade in Endangered Species of Wild Fauna and Flora. The Common Name, the Scientific Name, the Origin must be stated on documents for all merchandise subject to the U.S. FISH & WILDLIFE SERVICES. Vendors shipping food or other product(s) requiring CITES certificates must complete the documentation prior to requesting pickup. The certificate must be faxed to Starboard Logistics with the request for pickup. The CITES certificate must be noted on the bill of lading as being required and must be attached to the bill of lading or air waybill at the time of shipment.

I. Certificate of Origin

Certificate of Origin country documentation, attached to the bill of lading, must be provided for all export shipments.

J. Importer Security Filing rule, ISF 10.2

All international ocean shipments require compliance to CBP ISF 10.2 rule. CBP requires ISF 10.2 filing 24 hrs prior to cargo loading on vessel at foreign port.

Per Starboard’s Supplier Compliance Requirements, the Prepaid Vendor’s freight forwarder/consolidator of choice is required to file the ISF on behalf of Starboard Cruise Services. The ISF 10.2 Confirmation Number must be provided on the Shipment Notification Form to Starboard’s transportation department and Customs Document Control department upon shipment.
See Section 3 and 4 of this document for details.

3. Customs Document Control Requirements

  • For payment, fax copies of your Commercial Invoices and Packing List for merchandise to “Bill To” address noted on your purchase order. Fax # 305-592-9432 or email to: .
  • For shipments to the Starboard Distribution Center in Miami, FL, USA, the ORIGINALS must be sent by Courier Service to the following address. DOCUMENTS MUST BE RECEIVED AT LEAST 24 HRS PRIOR TO SHIPMENT ARRIVAL AT DESTINATION:

Starboard Cruise Services, Inc.

Attn: Customs Document Control Dept.

8034 N.W. 14 Street

Miami, FL 33126

Please ensure that the Starboard Purchase Order Number is on all documents.

For DSD (Direct Ship Delivery) Orders, Customs documentation needs to be provided to the corresponding Port Agent at port of destination.

  • Email or Fax an additional set of copies, including Commercial Invoice, Packing List, BOL/AWB, to the Customs Document Control Department immediately upon shipment or at the time pick up is requested. Email is preferred.
  • Fax No. (786) 845-1100
  • Email to:
  • Per CBP (Customs Border Patrol) Importer Security Filing rule, all ocean shipments require ISF 10.2. Filing must be 24 Hours prior to cargo loading on vessel at foreign seaport.

Vendor shipping Freight Terms – Prepaid ocean shipments, must transmit ISF 10.2 and advice ISF Confirmation Number to Starboard via email upon shipment.
Email to:

Sample ISF 10.2 Confirmation Number data to include in email

4. VENDORS SHIPPING PREPAID to the Starboard DC

Vendors shipping Prepaid using their own carrier or truck (where Starboard Cruise Services, Inc. is not responsible for the freight charges) are required to follow this Routing Guide.

Vendors shipping Freight Terms Prepaid fordomestic or air shipments must submit the Shipping Notification Form (SNF)no later than 24 hours prior to shipmentdeparture.

The form must indicateall relevant information and include the carrier name and tracking ID. In addition to the SNF form, any necessary documents (i.e. invoice, etc.) should be included as an attachment in the notification E-Mail. For international ocean shipments, please see below.

ATTENTION: ALL INTERNATIONAL OCEAN SHIPMENTS REQUIRE ISF 10+2.
CBP Requires 24 hrs prior to cargo loading on a vessel at a foreign seaport.

Vendors shipping Freight Terms– Prepaid for Ocean Shipmentsmust adhere to the new regulation and provide confirmation of compliance on the Shipment Notification Form (SNF) prior to routing the shipment to Starboard Cruise Services Distribution Center.The Prepaid Vendor’s freight forwarder/consolidator of choice is required to file the ISF on behalf of Starboard Cruise Services. See revised SNF attached or obtain at

In addition to providing the providing ISF Confirmation Number compliance on the SNF, vendor must provide the ISF Confirmation Number via email to:

Email to:

SNF should indicate ACTUAL shipment READY DATE in the READY DATE field. This date represents the date the vendor will actually have the shipment ready for pick up or delivery to carrier. In order to be in compliance, the actual READY DATE must fall within the Shipment Window on the PO.

SNF is located under Shipping Forms in the Routing Guide and Documentation Requirements page of the Vendor Manual.

Submit Shipping Notification Form (SNF) for Freight Terms Prepaid shipments via email to: . By phone, the inbound coordinator may be contacted at (305-728-4559)

SNF must be submitted with the following information. Detailed instructions are located in the instruction tab in the SNF file:

  • Shipment Origin
  • Shipment Destination
  • Final Delivery Location
  • Shipper Name, Address, Contact information
  • Freight Payment and Trade Terms
  • Ready Date and Time
  • Purchase order number(s)
  • PO Start Ship date
  • PO Order Cancelled On
  • Number of cartons
  • Weight and cube for each PO
  • Items (quantity)
  • Pallets
  • Commodity description
  • Pick up location
  • Location shipping hours or close time
  • Value for watches and fine jewelry
  • Haz Mat, in bond, and temperature control requirements

Starboard Logistics will perform the following:

  • Validate the PO and shipping window
  • International Ocean shipments require 10+2. Starboard will contact the appointed carrier to verify CBP ISF Response Number.

The Prepaid vendor may then ship the merchandise with their appointed carrier.

A signed bill of lading displaying the carrier’s pro number should be sentto Starboard Inbound Logistics via email tothe day after vendor’s carrier picks-up for tracing purposes.

For shipments to the Starboard Distribution Center, carrier must request and obtain delivery appointment. Deliveries without appointment will not be accepted and are subject to Compliance Recovery Fees.

For Delivery Appointment, contact Daisy Arencibia at786-845-7357.

Failure to follow these instructions from STARBOARD LOGISTICS will result in chargebacks for costs incurred by Starboard due to non-compliance.

5. VENDORS SHIPPING COLLECT to the Starboard DC

DOMESTIC Collect Shipments:

Complete the Pick-Up Request Form(PURF) and send it electronically to:, 48 hours prior to the “1st Ship Window” Date on PO.

IMPORTANT NOTE: Any Alert received after 2 pm Eastern Standard Time will be considered as received on the next business day.

You must receive the “Pick-Up Request Confirmation” email (with shipment instructions) from Starboard Transportation Department prior to shipping. PURF should indicate ACTUAL shipment READY DATE in the READY DATE field. This date represents the date the vendor will actually have the shipment ready for pick up by carrier. In order to be in compliance, the actual READY DATE must fall within the Shipment Window on the PO.

PURF is located in the Shipping Forms section of the Routing Guide and Documentation Guidelines page of this Vendor Manual. Instructions for completing PURF are located in the instructions tab in the PURF file.

For International Shipments, Commercial or Pro Forma invoice must be submitted with the Pick-up Request Form.

All questions must be directed to the contact on the PURF form or to the address. By phone, the inbound coordinator may be contacted at (786-845-7497). Coordinators will respond in most instances the same day the PURF is submitted and in all cases within 48hours.

PURF must be submitted with the following information. Detailed instructions are located in the instruction tab in the PURF file:

  • Shipment Origin
  • Shipment Destination
  • Final Delivery Location
  • Shipper Name, Address, Contact information
  • Freight Payment and Trade Terms
  • Ready Date and Time
  • Purchase order numbers
  • PO Start Ship date
  • PO Order Cancelled On
  • Line Item Detail (group PO items where cartons have same measurement and weight on a single line)
  • Number of cartons per PO Line Measurements for each PO line Item
  • Weight should reflect as each individual carton listed on a common line:

For Example: 12 cartons with measurements of 10’x10’x10’ weighing 5 lbs. each with a total weight of 60lbs.

Listed as “Measurement” = 10’’x10”x10” “Cartons” = 10, “Weight” = 5lbs each

  • Pallets
  • Commodity description
  • Pick up location
  • Location shipping hours or close time
  • Value for watches and fine jewelry
  • Haz Mat, in bond, and temperature control requirements

For shipments to the Starboard Distribution Center, carrier must request and obtain delivery appointment. Deliveries without appointment will not be accepted.

For Delivery Appointment, contact Daisy Arencibia at786-845-7357.

INTERNATIONAL Collect Shipments:

Complete the Pick-Up Request Form(PURF) and send it electronically to: , 48 hours prior to 1st Ship Window Date on PO.

IMPORTANT NOTE: Any Alert received after 2 pm Eastern Standard Time, will be considered as received on the next business day.

Suppliers shipping Freight Terms– Collect must provide the commodity HTSUS number (as 6 digit level) when submitting the Pick-Up Request Form (PURF). See revised PURF attached or obtain at .

The Pick-up Request Form must be submitted with theCommercial or Pro Forma invoice and CITES certificate,if applicable.

Depending on Freight Terms (FCA/FOB), vendor will deliver merchandise as agree/arranged with Starboard Cruise Services and Starboard Logistics local Consolidator warehouse.

PURF should indicate ACTUAL shipment READY DATE in the READY DATE field. This date represents the date the vendor will actually have the shipment ready for pick up by carrier or will deliver to the Consolidator. In order to be in compliance, the actual READY DATE must fall within the Shipment Window on the PO.

PURF is located in the Shipping Forms section of the Routing Guide and Documentation Guidelines page of this Vendor Manual. Instructions for completing PURF are located in the instructions tab in the PURF file.

All questions must be directed to the contact on the PURF form or to the address. By phone, the inbound coordinator may be contacted at (786-845-7497). Coordinators will respond in most instances the same day the PURF is submitted and in all cases within 48hours.

PURF must be submitted with the following information. Detailed instructions are located in the instruction tab in the PURF file:

  • HTSUS number (at 6 digit level)
  • Shipment Origin
  • Shipment Destination
  • Final Delivery Location
  • Shipper Name, Address, Contact information
  • Freight Payment and Trade Terms
  • Ready Date and Time
  • Purchase order numbers
  • PO Start Ship date
  • PO Order Cancelled On
  • Line Item Detail (group PO items where cartons have same measurement and weight on a single line)
  • Number of cartons per PO Line Measurements for each PO line Item
  • Weight should reflect as each individual carton listed on a common line:

For Example: 12 cartons with measurements of 10’x10’x10’ weighing 5 kgs. each with a total weight of 60 kgs.