National Brand Vendor Business Requirements - Belk

Transcription

National BrandVendor Business RequirementsUpdated June 17th, 2021Formerly known as Belk Vendor Guide, Belk Best PlanThis document, including any and all attachments, contains information or material proprietary to Belk and, unless approved in advance and inwriting by Belk’s authorized designee, this document and its content may not be provided or disclosed, in whole or in part, to any person orentity other than the intended recipient. Such recipient shall use this document, the information and/or material provided herewith, solely forthe purpose of designing, developing, proposing or providing merchandise ordered, or to be potentially ordered, by Belk for sale on-line, onmobile apps, in printed offer or in its retail stores. If you have received this document in error, please immediately return it to the sender anddelete it from any document storage system.

Hello,Thank you for taking the time to read the Belk National Brand Vendor BusinessRequirements. Please review the information in this guide to become familiarwith what Belk holds vendors accountable for. This manual is supplemental to,and each vendor is required to comply with, the other guidelines, codes, policies,and procedures issued by Belk from time to time, as identified on www.Belk.comunder Vendor Resources, including the Belk National Brand Vendor Code ofConduct (all of which form part of Belk’s Vendor Compliance program). It iscritical that the requirements within this guide are followed by all of our vendorpartners so that Belk can continue to provide our customers with the bestpossible retail experience. Our success in doing this is dependent on you and werecognize, appreciate, and greatly value your partnership!Best Regards,Belk Vendor Compliance Team2

Vendor Guide Change 11.24.26.26.89.3CHANGEPublished New GuideBelk no longer requires sizers on hangers (*excluding kids*)- please donot use!Vendor Terms and Conditions including Belk National Brand Code ofConduct and California Proposition 65 requirementsRouting must now be completed 72 hours prior to pick upTerms and Conditions of paymentProp 65 Attribute Must be Done in GXSHanger Sizer Now required- newborn to 8-20 and children’s 7-16Lithium Battery Warning LabelTransportation pick up time change- 12am on day of shipment request5/1/195/1/196.5.62.5UPC barcoded sticker for Ecom must be UPC-A or EAN 13Office of Foreign Assets Control statement (OFAC)11/15/19Appendix BRevised Hanger Requirements11/15/199.21/13/208.2LTL shipments must now be palletized. Truckload shipments need to befloor loaded.Transplace l # / Load # in ASN1/13/208.6Use of Transplace BOL2/3/2012NEW SDF Requirements7/30/202.6Add Section 2.6 - Insurance11/17/202.6, 8.4,9.1, 9.2, 9.37.2, 8.1, 8.2& 9.26.10Edit of Section 2.6, 2nd and 3rd bullets. Edit email address in Section8.4, 9.1, 9.2 and 9.3Edit of carton dimensions on Section 7.2. Edit of 8.1, 8.2 & 9.2 toemphasize on correcting ASN and add link on EDI guide.RFID2.2.1, 3.3,AppendixA, 6.5.36.6, 12.1 &13.1Update on Forced Labor, Force Majeure & Appendix A, Section 3 &eCommerce Reshippable Packaging Dimensions1/25/212/16/215/17/216/17/2021Fine Jewelry – update on PO and Ecommerce Fulfillment ShippingAddress and Repairs, Returns and Damages Shipping Address. UpdateRC codes.3

Table of ContentsSection One: Vendor Information . 71.1 New Vendor Onboarding . 71.2 Supplier Direct Fulfillment (SDF) New Vendor Onboarding. 71.3 Vendor Information . 7Section Two: Vendor Terms and Conditions . 72.1 Acceptable Business Practices . 72.2 Belk National Brand Code of Conduct. 82.2.1Human Rights . 82.2.2Sustainability . 102.2.3Terms of implementation . 112.2.4Consequences of Non-Compliance . 122.2.5Declaration . 122.3 Confidentiality . 122.4 California Proposition 65. 132.5 Vendor Compliance. 132.6 Insurance. 15Section Three: Purchase Orders .163.1 Purchase Order Types . 163.2 Purchase Order Requirements and Restrictions . 173.3 Terms and Conditions of Purchase Orders . 17Section Four: Product Information .194.1 UPC Item Set Up . 194.2 GXS Item Set Up . 194.3 Extended Attributes . 194.4 Image Standards . 204.5 Sample Requirements . 204.5.1eCommerce Sample Requirements . 20Section Five: EDI Requirements .215.1 EDI Requirements . 215.2 EDI Terms and Conditions . 21Section Six: Product Preparation .226.1 UPC Merchandise Ticketing Standards . 226.2 Hanger Requirements . 234

6.3 General Product Packaging Requirements . 246.4 STORE ONLY Packaging Requirements. 246.5 ECOMMERCE ONLY Packing Requirements . 246.5.1eCommerce Individual Packaging . 246.5.2eCommerce Single SKU Cartons. 256.5.3eCommerce Reshippable Packaging . 256.5.4eCommerce Category/Department Specific eCommerce Requirements:. 266.5.5eCommerce Polybag Specifications . 286.5.6eCommerce UPC Barcoded Sticker Requirements . 286.6 Fine Jewelry Ticketing & Packing Requirements. 296.7 Gift with Purchase (GWP) Packing Requirements . 296.8 Lithium Battery Warning Label . 306.9 Supplier Direct Fulfillment Packaging Requirements . 306.10 RFID . 306.10.1 RFID Basics . 306.10.2 Belk Mandate . 31Section Seven: Shipment Preparations .357.1 Carton Packing Requirements. 357.2 Carton Dimensions . 367.3 Carton Labels . 367.4 Material Restrictions . 37Section Eight: Shipping Standards .378.1 Ship Date Expectations . 378.2 ASN Standards . 378.3 Ship One Time Per Purchase Order. 388.4 Shipment of Hazardous Materials . 388.5 Port of Entry Shipments . 388.6 Bill of Lading (BOL) Requirements Collect Shipments: . 38Section Nine: Routing Guide .399.1 TMS and TMS Vendor Set Up . 399.2 Routing Instructions . 399.3 Routing Shipment Changes . 419.4 Transportation Vendor Expense Sharing . 41Section Ten: Returns to Vendor .4210.110.210.310.4Damaged Merchandise . 42Defective Merchandise . 42Unsold Merchandise . 42Returns to Vendors . 425

Section Eleven: Accounts Payable .4211.111.211.3Invoices . 42Terms and Conditions of Payment . 43Accounts Payable Vendor Web Portal . 43Section Twelve: Vendor Chargebacks .4312.112.212.3Chargeback Table . 43Chargeback Inquires and Disputes . 46Chargeback Dispute Requirements. 46Section Thirteen: Key Contact Information.4713.113.2Belk Contact Information . 47Belk Recommended Suppliers GS1 . 48Appendix A: Terms and Conditions of Purchase Order.49Appendix B: Store Orders Hanger Instructions and Types by Category .52Appendix C: Example of Store Packing .55Appendix D: Reshippable Carton Requirements .56Appendix E: Ecommerce Folding Guidelines .576

Section One: Vendor Information1.1 New Vendor OnboardingFor new vendor onboarding questions, please email VendorRelations@Belk.com.1.2 Supplier Direct Fulfillment (SDF) New Vendor OnboardingPlease see the Drop Ship Participant Policies document for details regarding the Belk Drop Ship program,available on www.belk.com/vendor resources/Drop Ship Documents/Drop Ship Participant Policies. TheDrop Ship program has different policies and procedures than purchase orders going into Belk storesand/or fulfilment centers. For new Drop Ship vendor onboarding questions, please emailSDFvendorcare@belk.com.1.3 Vendor InformationBelk should be notified of any changes in company information including company name, address,change in shipping points, or any other pertinent information in order to keep systems and records upto-date. Please email all company changes to VendorRelations@Belk.com. If any changes are due tomerging, being sold, being acquired, going into Chapter 11, or going out of business, the changes mustbe communicated to Belk in writing on company letterhead and signed by a senior officer. The signedletter can be sent as a PDF to VendorRelations@Belk.com. The following information must be includedin correspondence: Old parent company name and new parent company name Old company address and new company address Description of change (e.g., merger, etc.) Effective date of changeNote: Payments will be remitted to the address listed on invoices. Any invoices sent to Belk after theeffective date of any changes must contain the new information.Section Two: Vendor Terms and Conditions2.1 Acceptable Business PracticesBelk values its relationships with vendors and business partners and would like to be clear on practicesthat could violate the Belk Code of Ethics. The following requirements and prohibitions aresupplemental to those set forth in the Code of Conduct (as hereinafter defined).Belk Gift Policy Belk associates may not accept anything of value, directly or indirectly, from anyonecurrently doing business with or seeking to do business with Belk, other than non-cash gifts of nominalvalue generally used for promotional purposes. For purposes of this gifts policy "nominal value" meansnot more than 50 in value at cost. Gifts received of greater than nominal value will be returnedimmediately to the donor or donated to a charity. Belk associates may not accept gifts of cash or cashequivalent such as gift cards for any reason.Loans Belk associates may not accept loans from any persons or entities having or seeking businesswith Belk except from recognized financial institutions at their normal prevailing interest rates forindividual borrowers at the time of borrowing.7

Bribes and Kickbacks Any offers or exchange of direct or indirect payments, or kickbacks in exchangefor Belk business is a violation of policy and prohibited. The violation of this policy may also be a criminalact and result in criminal prosecution.Fair Competition Belk bases its business success on excellent customer service, value for the customer,quality, good faith, and fair dealing. It is never Belk's intent to receive an advantage over competitors inany unethical manner or in ways that would violate international, federal, state, or local laws.Reporting Fraud or Unethical or Illegal Business Practices Please report any suspected fraud orunethical or illegal business practices, including questionable accounting or improper use of confidentialinformation or property to the Belk Excel Line (1-800-622-3986). The Excel line is monitored by anindependent third-party service operating 24 hours, 7 days a week. These concerns may be reportedanonymously, will be treated confidentially, and will be reviewed by Belk Management. These policieshelp ensure relationships of integrity, honesty, and fairness with all vendors and business partners.2.2 Belk National Brand Code of ConductIt is important that Belk National Brand vendors place business on behalf of its consumers andstockholders with suppliers and supply chain partners (collectively, “Suppliers”) whose practices arecompatible with Belk’s brand values. Therefore, in accordance with these values the Belk National BrandVendor Code of Conduct (the “Code of Conduct”) aims to achieve compliance with certain social, legal,human rights and environmental standards. By acceptance of the Belk Purchase Order, Belk NationalBrand vendors are, within their scope of influence, committed to acknowledge the social, legal, humanrights and environmental standards laid down in this Code of Conduct and take appropriate measureswithin their company policy for their implementation and compliance by their Suppliers. Belk NationalBrand vendors must, in addition, cause their Suppliers to ensure that the Code of Conduct is alsoobserved within their own supply chains involved in production processes carried out on behalf of Belk.This Code of Conduct outlines the basic requirements that all Belk National Brand vendors must meet inorder to do business or continue to do business with Belk.2.2.1Human RightsLegal ComplianceSuppliers must comply with all applicable local laws and regulations, industry higheststandards, and any other relevant statutory requirements whichever requirements are morestringent. This not only includes compliance with the Code of Conduct but also compliancewith the terms and conditions of purchase orders issued by or on behalf of Belk.Freedom of Association and Collective BargainingSuppliers must respect the rights of employees to lawfully and peacefully join organizations andassociations or not to associate with groups of their choosing and bargain collectively as long assuch groups and activities are legal in the country where merchandise is manufactured. Workersshall not be subject to intimidation or harassment in the peaceful exercise of their legal right tojoin or refrain from joining an organization.Prohibition of DiscriminationSuppliers shall not discriminate against workers on the basis of race, religion, beliefs, gender,marital or maternal status, age, political affiliation or opinions, national origin, disability, sexualorientation or other basis not directly impacting on a worker’s individual skills and ability to8

perform the job. No discrimination shall be tolerated in hiring, remuneration, access totraining, promotion, termination or retirement.CompensationSuppliers shall pay wages for regular working hours and overtime hours shall meet or exceedlegal minimums and/or industry standards. Deductions from wages as a disciplinary measureare illegal, unless this is permitted by national law and a freely negotiated collective bargainingagreement is in force.Working Hours, Wages & BenefitsSuppliers shall conform with applicable national laws and industry standards for workinghours, compensation, benefits and overtime compensation.Workplace and Worker Health and SafetySuppliers shall ensure compliance with applicable laws and regulations relating to health andsafety issues including classification, workplace risk analysis, reporting and inspections byauthorities. The company shall provide a safe and healthy workplace environment and shalltake effective steps to prevent potential accidents and injury to workers’ health arising out of,associated with, or occurring during work, by minimizing, so far as is reasonably practicable,the causes of hazards inherent in the workplace environment, and bearing in mind theprevailing knowledge of the industry and of any specific hazards. The required correctiveactions from such inspections shall be documented and completed within the set timeframe.A clear set of regulations and procedures must be established and followed regardingoccupational health and safety, especially the provision and use of personal protectiveequipment, access to clean toilet facilities, access to potable water and if appropriate, sanitaryfacilities for food storage shall be provided. The company shall ensure that any dormitoryfacilities provided for personnel are clean, safe, and meet the basic needs of the personnel. Allpersonnel shall have the right to remove themselves for imminent serious dangers withoutseeking permission from the company.Prohibition of Child LaborBelk does not accept child labor. Suppliers must abide by the United Nations Convention of theRights of the Child (1989) and comply with all relevant national and international laws,regulations, and provisions applicable in the country of production or operation. Workers canbe no less than 15 years and not younger than the compulsory age to be in school. We will notutilize partners who use child labor in any of their facilities. The use of legitimate workplaceapprenticeship programs, which comply with all laws and regulations, is supported. Workersunder the age of 18 shall not perform work that is likely to jeopardize the health or safety ofyoung workers. In the event that children are found to be working in situations which fit thedefinition of child labor above, policies and written procedures for remediation of the childrenfound to be working shall be established, documented and executed within 45 days by theSupplier company.Prohibition of Forced and Compulsory Labor:The Supplier shall not make use of any of the forms of forced labor or labor utilizing slavery orhuman trafficking, exploited labor, prison labor, bonded labor, indentured labor, or involuntarylabor, including any labor provided under duress. Neither Supplier nor any entity supplyingmanufactured goods, or labor to Supplier shall withhold any part of any personnel's salary,benefits, property, or documents in order to force such workers to continue working forSupplier. Personnel shall have the right to voluntarily leave the workplace premises and be freeto terminate their employment without penalty. Neither Supplier nor any entity supplyingmanufactured goods or labor to Supplier shall engage in or support trafficking in human beings.Suppliers shall abide by the California SB 657 Transparency in Supply Chains Act of 2010 andcomply with all relevant national and international laws, regulations, and provisions applicable9

in the country of production or operation. Supplier shall treat all personnel with dignity andrespect. Supplier shall not engage in or tolerate the use of corporal punishment, mental orphysical coercion, requiring workers to surrender original identification documentation as acondition of employment, or imposing a fee or financial obligation as a condition ofemployment.Management Systems: Suppliers shall define and implement a policy for social and humanrights accountability and the appropriate management systems shall be in place to ensure thatthe Code of Conduct can be followed and is being followed. All Supplier employees shall haveaccess to this Code of Conduct. Management is responsible for the correct implementation andcontinuous improvement by taking corrective measure and periodical review of the Code ofConduct to all employees. It shall also address employees’ concerns of non-compliance withthis Code of Conduct.Prohibition of Conflict Minerals Usage: Suppliers shall not make use of any forms of gold, tin,tantalum, or tungsten mined in the Democratic Republic of Congo (DRC) or its neighboringcountries. Suppliers shall abide by Section 1502 of the Dodd-Frank Act required by the Securitiesand Exchange Commission (SEC), with best practices of having conflict mineral policies, duediligence frameworks and management systems consistent with the Organization for EconomicCooperation and Development (OECD) guidelines. Belk may request of its Suppliers writtenevidence of this due diligence documentation, including formal certifications and policies.2.2.2 SustainabilityEnvironmental Project ManagementSuppliers must comply with all applicable local, U.S. and international laws, rules, regulationsand standards including U.S. regulations prohibiting the use of ozone depleting chemicals(hydrochlorofluourocarbons) and the International Trade in Endangered Species of Wild Faunaand Flora, as listed in the United States Endangered Species Act of 1973; as well as anymodifications or amendments to these laws, rule regulations and standards.Environment – Air, Noise, Water and GroundSuppliers must meet or exceed minimum compliance with applicable laws and regulationsrelating to environmental protection for air, noise and ground, and if required, obtain thenecessary permits and tests.Chemicals, Hazardous and Non-Hazardous WasteSuppliers shall ensure compliance with applicable laws and classification regulations relating topurchasing, storing, handling, use and transportation of chemicals and hazardous and nonhazardous waste. The requirements are applicable for all chemicals used in production,operations and maintenance. Suppliers shall have documented procedures for the purchasing,storage, han

for Belk business is a violation of policy and prohibited. The violation of this policy may also be a criminal act and result in criminal prosecution. Fair Competition Belk bases its business success on excellent customer service, value for the customer, quality, good faith, and fair dealing. It is never Belk's intent to receive an advantage .