Vendor Compliance Guide (Revised February 2018)


Section 1: Quality Assurance


Packing Guidelines

  • All shipments must be palletized and shrink-wrapped, unless the shipment meets criteria for UPS (Please see the Domestic Shipping Guidelines for UPS criteria).
  • If shipping multiple purchase orders, please separate each purchase order and have each carton clearly marked with the Sierra Trading Post purchase order numbers. If purchase orders are mixed on the last pallet, clearly mark each carton with the correct purchase order numbers and separate PO's by a slip-sheet or layer of cardboard.
  • Pack one style, color and size per case. When necessary to mix styles in a case, please clearly separate with a slip-sheet or layer of cardboard.
  • For Apparel: Individually polybag (when possible) and clearly label on outside of polybag the style number, color, and size.
  • Large bulk items should be sent in individual re-shippable cartons. i.e.: luggage, sleeping bags, home furnishings, comforters, etc. should be individually boxed. If you are shipping these types of items and you are not able to pack them in individual re-shippable cartons, please contact the buyer indicated on the P.O.

Carton Markings

  • Vendor name
  • Ship from address
  • Ship to address
  • STP Purchase Order numbers
  • Carton number (1 of 3, 2 of 3, etc.)
  • Contents inside of each carton.

Packing Lists

E-mail a copy of the packing list to packinglists@sierratradingpost.com and place a copy of the packing list with all PO numbers listed and placed on an outward facing carton.

Please include the following information on the packing list:

  • Ship to address
  • Return address
  • All STP Purchase Order numbers on pallet
  • Bill to address
  • Quantities by size, color, and product description.
  • Vendor style number
  • Shippers name and address
  • Weight and total number of cartons or pallets.

General Guidelines

  • Please contact the buyer or buying assistant noted on the purchase order if changes are necessary prior to dispatch. Please include qualityassurance@sierratradingpost.com with any purchase order amendments.
  • Please ensure all textile, wool, and fur items meet governmental FTC requirements for labeling including but not limited to stipulations covered under the Textile and Wool Acts and the Care Labeling Rule.
  • For more information please visit: https://www.ftc.gov/tips-advice/business-center/guidance/threading-your-way-through-labeling-requirements-under-textile https://www.ftc.gov/tips-advice/business-center/guidance/clothes-captioning-complying-care-labeling-rule
  • Care labels must be permanently attached.
  • Country of origin and fabric content labels must be securely attached.
  • • Please contact the Sierra Trading Post Quality Assurance Team at qualityassurance@sierratradingpost.com with any questions regarding labels.
  • All heat seal defacing should be approved by Sierra Trading Post prior to shipping product.
  • In the event STP has to inspect 100% of a product, a product charge back of an agreed upon amount will be assessed.
  • Sierra Trading Post reserves the right to renegotiate the terms and conditions of the agreement if the above guidelines are not met.


    Irregulars and 2nds

    • In some cases we purchase irregulars and 2nds determined between the buyer and the vendor. The definition of irregulars and 2nds are items that do not affect the fit, performance or longevity of the items.
    • We do not accept items with holes of any size or tears.
    • We do not accept garments with obvious defects in strategically visible areas such as stains, shading and UV fading.
    • Brand labels must be removed or defaced according to the brand owner requirements.
    • Please contact the QA Department on the PO regarding questions on irregulars or other quality control issues.

    Bamboo Fabric Guidelines

    To be within compliance with the FTC concerning bamboo, none of our apparel or textile merchandise should state”___% bamboo,” “made from bamboo,” or any equivalent. There can be no claim to bamboo as it relates to any antimicrobial properties. This applies to sewn-in labels, hang tags, packaging, online product descriptions, marketing material, and store signage.

    Rayon on viscose fibers are sometimes made from bamboo as a plant source. Such fibers may be described as”___% rayon from bamboo,” or “___% viscose from bamboo,” but cannot be labeled as “___% bamboo,” or “bamboo.”


    Sanctioned Countries

    Sierra Trading Post will not accept any product(s) made in or shipped from the following countries: Cuba, Iran, North Korea (Democratic People’s Republic of Korea), Sudan, Syria, and Ukraine (Crimea Region only).



    Section 2: Shipping


    Domestic Shipping Guidelines

    These guidelines DO NOT apply to Sample Shipments.

    For Sample shipping guidelines, Domestic Sample Order Guidelines

    Contacts and addresses are at the bottom of this routing guide

    Transportation

    Unless specified otherwise on the purchase order, Sierra Trading Post operates on a freight collect basis.

    If our instructions are not followed, we reserve the right to charge back the difference between the rates of the incorrect carrier and our preferred carrier.

    If more than one Purchase Order is shipping from the same location, at the same time, must ship on one Bill of Lading.

    All full and partial truck load deliveries, whether collect or prepaid, must have an appointment.

    LTL deliveries do not need an appointment as they have pre-arranged delivery times.


    Shipments 200 pounds or less

    • Ship via UPS Ground(our preferred small package carrier). Please use the purchase order number as the package reference. Palletizing on UPS shipments is not required.

    Shipments 200 pounds-2000 pounds, 3 pallets or less (LTL):

    • Please ship via ABF Freight.
    • Please use the purchase order number as the package reference.
    • Contact the local terminal that services your address to schedule a pick up.
    • Select "Collect" as the payment option on the Bill of Lading. ABF Freight will bill our account if "collect" is indicated on the bill of lading.

    Shipments over 2000 pounds or over 3 pallets (Full Load)

    • Please contact Sierra Trading Post, Transportation Coordinator for specific routing instructions. transportationcoordinator@tjx.com
    • Please email at least 5 days in advance for specific full load routing to avoid delays.
    • When requesting routing, please have the following information ready:
    • Ship from address
    • Total weight of shipment, including pallet weight
    • Cubic meters or cubic feet of entire shipment
    • Total number of pallets and if they are stackable
    • Purchase order numbers that are shipping and type of goods
    • Value of shipment (for insurance coverage purposes)
    • Last day for pickup
    • • Please note shipments are to be sent during a 10 days shipping window agreed upon at time of purchase
    • • Shipments and partial shipments sent after ship cancel dates may not be accepted

    Hazardous Chemical Communication

    In order for Sierra Trading Post to fully comply with OSHA Hazard Communication Standards/Globally Harmonized System (GHS), all Vendors to provide a safety Data Sheet-SDS (formally known as a Material Safety Data Sheet-MSDS) to the buyer and/or buying assistant listed on the PO at the time the order is placed. The SDS is required for any product that contains a chemical (even if the product is natural and organic). Furthermore, a copy of the SDS must be attached to the Bill of Lading.


    FOB US Port

    If you are shipping from a foreign country into a US port other than Denver, CO., please make sure the shipment has been de-vanned (unloaded from the shipping container). Once the shipment is de-vanned, Sierra Trading Post will then take ownership. You will then use the domestic vendor guide link to see how it will be shipped.


    International Shipping Guidelines


    General Information:

    Contact the Shipping Coordinator two weeks or 10 business days in advance of the shipment.

    Upon contact, please provide the volume, weight, and dispatch address of the shipment. The Import Logistics Coordinator will reply with the freight forwarder’s contact information and instructions for arranging the collection.

    The Import Logistics Coordinator will reply with the freight forwarder’s contact information and instructions for arranging the collection.

    Do not ship an order without approval via email.

    All documents must be in English and marked original. Please contact the Import Logistics Coordinator for specific format requirements.

    Required Documents:

    Official Commercial Invoice must contain the following so we can clear customs:

    • The invoice must be in English or have an English translation stated
    • The invoice must contain the complete name and address of the shipper, consignee and Importer of Record
    • The country of origin must be listed for all items
    • Sierra Trading Post PO must be on the invoice
    • The currency code of the declared value must be stated (example: USD, Euro, GBP)
    • The incoterm (Terms of Sale) must be declared
    • A detailed description of each item allowing Customs to ascertain the duty rate (the description should be very detailed in layman’s terms as Customs does not work for your company and does not have extensive knowledge of your products)
    • Manufacturers Name address for each style
    • The quantities in the weights and measures of the country or place from which the merchandise is shipped, or in the weights and measures of the United States
    • Standard Invoice must be emailed to invoices@sierratradingpost.com
    • Each shipment may not require originals documents. Please check before mailing originals

    Additional Documents:

    • Bill of Lading: We require a full set of multi modal transport or ocean documents consigned to the order of the shipper, blank endorsed, marked freight collect, and marked to notify our preferred forwarder as instructed by the Import Coordinator.
    • Packing List: Please specify by carton. Must be signed and marked original.
    • Shipments containing goods whose country of origin is a non-WTO country must include export visa documents and quota charge statements, all signed and stamped original.
    • Shipments whose country of origin is subject to the Andean Trade Promotion and Drug Eradication Act must also include an ATPDEA Declaration with the above required documents.
    • Shipments including textile goods must also include an original signed textile declaration statement in addition to the above required documents.
    • Shipments of footwear must include an Interim Footwear Invoice.
    • Palletized shipments must also include certification of heat treatment or fumigation. For more information, please visit

    Hazardous Chemical Communication

    In order for Sierra Trading Post to fully comply with OSHA Hazard Communication Standards/Globally Harmonized System (GHS), all Vendors to provide a Safety Data Sheet - SDS (formally known as a Material Safety Data Sheet – MSDS) to the buyer and/or the buying assistant listed on the PO at the time the order is placed. The SDS is required for any product that contains a chemical (even if the product is natural and organic). Furthermore, a copy of the SDS must be attached to the Bill of Lading.



    Section 3: Samples


    Domestic Sample Order Guidelines

    For Bulk shipments, please refer to Section 2, Domestic Shipping Guidelines and International Shipping Guidelines

    The following information will be needed when contacting us for shipping labels.

    • Email address to send the shipping label
    • Name
    • Address
    • Telephone number
    • Number of boxes being shipping
    • Purchase order numbers
    • Invoice and/or packing list must be included with the samples shipment
    • If necessary, the samples can be taken from the bulk order." We can put the samples in our inventory when we are finished with photography so that our bulk order does not reflect the shortage.

    Please fax or email the ship date and tracking number to the Sample Assistant below so we can ensure the samples do not get intermingled with the bulk orders in Receiving or our customer returns.

    • Samples
    • Ship-To Address:
    • ATTN: SAMPLES
    • 5065 Campstool Rd
    • Cheyenne, WY 82007
    • Phone: 307-773-7730
    • Fax: 307-775-8320
    • Email: Samples@tjx.com

    International Sample Guidelines

    • These guidelines DO NOT apply to Bulk Shipments
    • For bulk shipments please refer to Section 2, Domestic Shipping Guidelines and International Shipping Guidelines.
    • Our preferred carrier is now UPS. Please send samples UPS. If you are unable to ship the samples UPS, you must obtain authorization from us to ship via other methods.

    Please send all samples as instructed below. If instructions are not followed precisely, it may cause delays in processing and/or shipments to be returned.

    All documents must be in English and marked original. Please contact the Import Logistics Coordinator for specific format requirements.


    Required Documents:

    • Official Commercial Invoice: Must include vendor name and Sierra Trading Post PO number. Must be signed and marked original.
    • Packing List: Please specify by carton. Must be signed and marked original.
    • Declaration of Origin: Must include item description and quantity, identifying marks (style numbers) and the country the goods were made in. Must be signed and marked original.
    • Bill of Lading: We require a full set of multi modal transport or ocean documents consigned to the order of the shipper, blank endorsed, marked freight collect, and marked to notify our preferred forwarder as instructed by the Import Coordinator.

    Additional Documents:

    • Shipments containing goods whose country of origin is a non-WTO country must include export visa documents and quota charge statements, all signed and stamped original.
    • Shipments whose country of origin is subject to the Andean Trade Promotion and Drug Eradication Act must also include an ATPDEA Declaration with the above required documents.
    • Shipments including textile goods must also include an original signed textile declaration statement in addition to the above required documents.
    • Shipments of footwear must include an Interim Footwear Invoice.
    • Palletized shipments must also include certification of heat treatment or fumigation. For more information, please visit

    http://www.cbp.gov

    Clothing samples should include the required tags for reselling the item (unless otherwise agreed to by the buyer): Care Label, County of Origin, Fabric Content, and Size. Also, if necessary, the samples can be taken from the main order as we put the samples back in our stock when we are done so we will not be shorted on the shipment.

    Please fax or email the ship date and tracking number to the Sample Coordinator so we can ensure the samples do not get intermingled with the bulk orders or our customer returns.

    Please contact the Sample Coordinator with additional questions regarding sample shipments.

    • ATTN: SAMPLES
    • 5065 Campstool Rd
    • Cheyenne, WY 82007 USA
    • Phone: +1-307-775-8057
    • Fax: +1-307-775-8320
    • Email: Robin_Morthole@tjx.com


    Section 4: Accounts Payable

    General Information

    • Always receive a valid, approved, written or electronic PO from Sierra Trading Post
    • Verify the accuracy of all PO details, including item price, payment terms, and routing directions. Correct any discrepancies prior to shipping of merchandise.
    • Each invoice must contain:

    • Sierra Trading Post PO number
    • Vendor style number for each item
    • Vendor name and "remit to" address
    • Payment terms.
    • Unit cost.
    • Quantities by size, color, and product description.
    • Fax/Email or mail invoice to Accounts Payable (below)

    All vendor correspondence should include appropriate supporting documentation.

    • Merchandise Invoice Address:
    • Sierra Trading Post Accounts Payable
    • Sierra Trading Post
    • PO Box 9171
    • Framingham, MA 01701
    • Invoices can be sent via email in a PDF format to STPInvoices@TJX.com
    • Accounts Payable Contact Info:
    • Evan Condron & Katerina Shuteriqi
    • Email: Merchandise_Payables_STP_Vendor_Correspondence@tjx.com
    • Phone:774-308-3311


    Section 5: Visual Procedure Covenants

    Graphics, Logos & Image Usage Agreements

    Please email high resolution (300dpi) logo(s) to Pam Ruhaak and Teddi J. Muirbrook. Please include all terms of use and/or logo usage guidelines. If you have a graphics standards manual, please include that as well.

    Media Kits

    Media kits help us present your brand more effectively. Whenever possible, please include current media kits along with your logo and graphics standards. Please feel free to send updated media kits to Pam Ruhaak and Teddi J. Muirbrook as they become available.

    Section 6: TJX Company Policies

    The TJX Companies, INC. Statement of Policy Concerning Gifts

    At TJX, we are committed to selecting suppliers and merchandise based on quality and price - free from the influence of any gifts.

    Accordingly, our Associates are prohibited from soliciting gifts or other items of value, and most unsolicited gifts or other items of value will be declined, returned to the supplier, or donated to charity. Our Associates are advised that TJX will treat violations of our Gift Policy very seriously. We expect you to refrain from offering and giving gifts or other items of value to our Associates. Your cooperation will assist us in our efforts to operate our business with the highest standards.

    The TJX Companies, INC. Vendor Code Of Conduct

    TJX requires that all products offered for sale in our stores be produced in facilities that meet specific criteria, as set forth below:

    Compliance With Applicable Laws and Regulations: Our vendors and the factories in which the merchandise they sell us is manufactured (collectively, our "vendors") must comply with all applicable laws and regulations, including but not limited to all environmental laws and regulations, and all laws, regulations and internationally adopted restrictions concerning bribery and corruption. Health and Safety: Our vendors must provide their workers with a safe and healthy workplace and safe working conditions.

    Child Labor: Our vendors must not use child labor. The term "child" will be governed by the national law of the country in which the production is being conducted, including laws defining the age for completing compulsory education. If the laws of that country do not provide a definition or if the definition includes individuals below the age of 14, we define a "child" to be anyone below 14 years of age.

    Forced Labor: Our vendors must not use involuntary or forced labor, whether in the form of prison labor, indentured labor, bonded labor, labor acquired through slavery or human trafficking, or otherwise. Wages and Benefits: Our vendors must abide with all applicable laws relating to wages and benefits, and must pay the legally prescribed minimum wage or the prevailing industry wage, whichever is higher.

    Working Hours: Our vendors must not require their employees, on a regularly-scheduled basis, to work in excess of 60 hours per week (or fewer hours if prescribed by applicable laws and regulations). All overtime must be voluntary and must be fully compensated in accordance with the requirements of local law, and except in extraordinary circumstances, employees must be entitled to at least one day of rest in every seven-day period.

    Harassment or Abuse: Our vendors must respect the rights and dignity of their employees. We will not tolerate human rights abuses, including physical, sexual, psychological or verbal harassment or abuse of workers.

    Discrimination: Workers must be employed, retained and compensated based on their ability to perform their jobs, and must not be discriminated against on the basis of gender, race, color, national origin, religious, ethnic or cultural beliefs, age, or any other prohibited basis.

    Freedom of Association: Our vendors must respect the rights of their workers to choose (or choose not) to freely associate and to bargain collectively where such rights are recognized by law.

    Environment: Our vendors are strongly encouraged to share our commitment to environmentally friendly business practices such as reusing, reducing and recycling waste.

    Subcontractors: Our vendors must ensure that all subcontractors and any other third parties they use in the production or distribution of goods offered for sale in our stores comply with the principles described in this Code of Conduct.

    Monitoring and Compliance: TJX or its designated third party auditor or agent shall have the right to monitor and assess compliance with these principles. A violation of this Code of Conduct may result in required corrective action, cancellation of purchase order(s), and/or termination of the business relationship.

    Section 7: Sierra Trading Post Contacts

    Administrative Headquarters:

    307-775-8050

    Accounts Payable

    • Accounts Payable Coordinator
    • Evan Condron & Katerina Shuteriqi
    • Email: Merchandise_Payables_STP_Vendor_Correspondence@tjx.com
    • Phone: 774-308-6254

    • Accounts Payable Supervisor
    • Theresa Benesh
    • Email: Merchandise_Payables_STP_Vendor_Correspondence@tjx.com
    • Phone: 774-308-3526

    Buying Department

    • Shipping Coordinator: 307-775-8057
    • Sample Coordinator: 307-775-8029
    • Buying Department Fax: 307-775-8320

    Samples Assistant (Domestic)

    • Samples
    • Ship-To Address:
    • ATTN: SAMPLES
    • 5065 Campstool Rd
    • Cheyenne, WY 82007
    • Phone: 307-773-7730 or 307-772-8929
    • Fax: 307-775-8320
    • Email: Samples@tjx.com

    Samples Coordinator (International)

    • Samples
    • Ship-To Address:
    • ATTN: SAMPLES
    • 5065 Campstool Rd
    • Cheyenne, WY 82007
    • Phone: +1-307-775-8057
    • Fax: +1-307-775-8320
    • Email: robin_morthole@tjx.com
    t

    Domestic Shipping Contacts:

    • Inbound Operations Manager: 307-775-8041
    • Inbound Operations Manager Fax: 307-775-8314
    • Email: inboundopsmgr@sierratradingpost.com
    • Inbound Operations Transportation Coordinator: 307-772-8986
    • Inbound Operations Transportation Coordinator Fax: 307-775-8314
    • Email: transportationcoordinator@tjx.com
    • Ship-To Address:
    • Sierra Trading Post
    • 5121 Campstool Rd
    • Cheyenne, WY 82007

    International Shipping Contacts:

    • Ship-To Address:
    • 5121 Campstool Rd
    • Cheyenne, WY 82007
    • Billing Address:
    • PO Box 9171
    • Framingham, MA 01701

    Return to Vendor (RTV)

    • RTV Specialist: 307-775-8055
    • RTV Specialist: 307-775-8357