tion Doing Business with Academy Vendor On...tion Doing Business with Academy January 2019 All information contained in this publication is proprietary. No reproduction, distribution

tion

Doing Business with Academy

January 2019

All information contained in this publication is proprietary. No reproduction, distribution or use of the material is permitted without the express permission of

Academy Sports + Outdoors.

© 2019 Academy, Ltd. All rights reserved.

Private and Confidential - Do Not Distribute 1

Table Of Contents

Supplier Onboarding Guide

About Academy Sports + Outdoors 3

Brand Management and Packaging……………………………………………………………………..…………………….4

Vendor Management………………………………………………………………………………………………….………………………..6New Supplier Set-up……………………………………………..………......................................7EDI…………………………………………………………………………………………………………………….……….…...8

Risk Management………………………………………………………………….……………………………………………….………………9PLI…………………………………………………………………………………….…………………………………………….10

Factory Compliance……………………………………………………………………………………………………………….……………..15Factory Set-up………………………………………………………………………………………………………..16Security Compliance (C_TPAT)………………………………….………………………………..19 Social Compliance….................................................................................................20Factory Audit Process……………………………………………………………………………….………26

Global Sourcing 30ClearTrack…………………………..……………………………………………………………………….……………32Work In Progress (WIP) 36Case Dimensions 38Ship On-Time Timeline 39Supplier Scorecard 41PLM………………………………………………………….……………………………………………………………………42

Product Safety & Compliance………………………………………….……………………………………………..……….…….45Federal Regulations……………………………………………………………………………………..…….50State Regulations………………………………………………………………………………………….……..51Product Recall/Corrective Actions…………………………….…………………………....52

Legal……………………………………………………………………………………..………………………………………………………………………….57FCPA……………………………………………………………………………………………………………………………...59Ethics and Code of Conduct Policy & Vendor Code of Conduct…………………………..………………………………………..……….. 70

Quality Assurance 75 Product Testing…………………………………………………………………….……………………………….77Business Rules…..........................................................................................................83Inspections……………………………………………………………………………………………………………….92

Customs Compliance………………………………………………………......………………………………………………………….….105Document Checklist…………………………………….………………….…………………………………107

Import Logistics……………………………………………………………………………………………………………………………..……….113Cargo Booking Rules………………………………………………………………….……….…………….121Import Documents & Payment Instructions……………………………………123Air Freight………………………………………………...……………………………………………..……………..126

Chargeback…………………………………………………………………………………………...………………………………..…………………127

Appendix………………………………………………………………………………………………….……………..……………………..……………132Key Contacts & Links……………………………………………………………….……………………….133SMART Guide…………………………………………………………………………….………….……..……….134Acronyms……………………………………………………….………………………………………………………..136


About Academy

Academy Sports + Outdoors is a premier sports, outdoor and lifestyle retailer.

The Texas-based company operates over 250 stores throughout the South, Southeast and Midwest United States.

Over the last several decades, the company has grown substantially from its small beginnings. Today, annual sales

exceed $4.6 billion.

Everyday Low Price: Consistent Every Day Low Price (EDLP)

Customer Service: Delivering exceptional customer service

Convenience: Easy-in, easy-out shopping experience


Brand Management & Packaging


Brand Management and PackagingThe Academy Private Brand Packaging Quality Management (PQM) program is being implemented to:

1. Assist product suppliers, product manufacturers and corrugate carton suppliers in optimizing the performance from supplier to Academy Distribution Centers

and, ultimately to the Academy stores and consumers.

2. Ensure brand consistency across all of our private branded products. It will increase the customer perception of quality in our brands, products and stores.

This program is key to Academy Private Brands’ continued growth in sales and penetration. We appreciate the support of our supplier partners.

Graphic Measures International (GMI) China has been contracted to implement and manage the Academy PQM program. Execution of the program includes

establishing standards, certifying a print packaging supplier’s ability to control the print process and monitoring print packaging supplier performance through

measuring printed packaging.

Primary packaging is required to be printed by GMI certified printers for printing in China and be approved through the GMI color management process

Use of GMI certified printer is not required for printing from all other countries. Packaging printing must still be approved through the GMI color

management process

Information on the GMI approval process can be found on Clear Track

Document: Packaging Color Approval process for Private Label – English

Document: Packaging Color Approval process for Private Label – Chinese

ArtechPMS is Academy Prime Preferred Printer for China, Vietnam and Cambodia which is exempted from GMI.

ArtechPMS: [email protected] GMI contact: [email protected]

Questions for packaging: [email protected]

This is for primary packaging and the supplier is to consult the SMART Guide for hanger and carton information.


mailto:[email protected]



Vendor Management


7 | Private and confidential - Do not distribute

Supplier Setup

Term Agreement

Supplier Fact Sheet

Non-disclosure Agreement

W-9 for companies based in the United States.

W-8 for companies not based in the United States.

Other Supplier Maintenance:

Objective: Create vendor ID to allow for Item and Purchase Order Creation

Requirements:

Documents to be completed according to our Academy Terms and Conditions of Purchase found on vendor.academy.com.

Point of Contact: Vendor Management Team – [email protected]

Supplier Name Changes

Supplier Address Changes

Supplier contact changes

7Private and Confidential - Do Not Distribute

8 | Private and confidential - Do not distribute

EDI Requirements

Required for all vendors

Vendor may choose their own EDI provider

Upon vendor setup, Academy EDI team will contact you for setup (Future state: SPS will contact you)

850 – Purchase Order

856 – (ASN) Advanced Shipping Notice used with the UCC 128/GS1 Label.

810 – Invoice

860 – Purchase Order Change ((Current use is for PO Cancelations only))

855 – Purchase Order Acknowledgement ((Future document))

Objective: Automatic electronic communication between Academy and its vendors

Details:

Required Documents:


SPS Commerce: [email protected]

EDI Support (Academy internal resource): [email protected]

Risk Management


Business Rule: Product Liability Insurance (PLI)

Category 1 Category 2 Category 3

- $2M per Occurrence - $5M per Occurrence - $10M per Occurrence

- $4M General Aggregate - $5M General Aggregate - $10M General Aggregate

- $4M Products & Completed Operation Aggregate - $5M Products & Completed Operation Aggregate - $10M Products & Completed Operation Aggregate

Examples include: Examples include: Examples include:

- Apparel (excluding infant and children’s sleepwear) - BBQ Grill (non gas) - Bows & Crossbows

- Footwear (excluding protective footwear) - Bikes - Firearms

- Fishing Equipment - Fitness Equipment (electric, collapsible, folding) - Trampolines

- Sports Equipment (bats, racquets, etc.) - Helmets - Tree stands (hunting station)

- Tents - Footwear (protective, steel toed boots, etc.) - Ammunition

- Toys (non-electric, non-infant) - Scooters - BBQ Grills (propane, gas)

- Swing Sets / Bounce Houses - Heaters

- Toys - electric or rechargeable - Towables

(including infant toys, projectiles, launching, ride-in /on)

- Apparel - infant, children's sleepwear

Academy has a multi-tiered insurance requirement based on varying product risks:• Category 1: $2M Per Occurrence, $4M Aggregate

• Category 2: $5M Per Occurrence, $5M Aggregate

• Category 3: $10M Per Occurrence, $10M Aggregate

Examples include:


Business Rule: PLI Requirements

Detailed PLI requirements are listed in Section 9.5 and Appendix 8 of the Academy Ltd. Terms and Conditions of Purchase, which are available for your reference at http://vendor.academy.com.

Renewal certificates must be uploaded prior to PLI expiration date to avoid a disruption in shipping.

For PLI questions, please contact the Risk Management team at [email protected].

If your renewal certificate of insurance will not be available in time to book your shipment, send an email to Risk Management and include the following information:

a status of your insurance renewal, along with any changes to your program that would affect Academy

Vendor name and products purchased by Academy.


http://vendor.academy.com/


Business Rule: PLI – Insurance Certificates

1. Supplier name

2. General Liability Limits

3. Umbrella Liability Limits (if necessary)

1.

2.

3.


Business Rule: PLI – Insurance Certificates

1. Additional Insured

2. Waiver of Subrogation

3. Academy, Ltd as certificate holder

1.

2.

3.


Business Rule: PLI Requirements

Supplier requirements regardless of the Category include:

Listed on the insurance certificate:

Academy, Ltd., d/b/a Academy Sports + Outdoors and its parents, affiliates and subsidiaries as an Additional

Insured with a Waiver of Subrogation;

Certificate Holder should read “Academy, Ltd. d/b/a Academy Sports + Outdoors, 1800 N. Mason Rd, Katy, TX

77449”; and

Supplier name should be an insured on the certificate either Named Insured or in the description.

Additional requirements for vendors insurance program:

Territory and Jurisdiction: Worldwide and insurance limits must be equivalent to U.S. Dollars;

The insurance carrier(s) must be “A” rated according to A.M. Best or another insurance rating industry authority;

Limits may be met through a combination of primary (GL) and Excess / Umbrella policies;

Once your company has an active Supplier number, you must keep the required insurance coverage at all times for

a period of 5 years from the ship or delivery date. Failure to maintain the required insurance coverage, will result in

your account being placed on hold or inactivated; and

EACH ANNUAL RENEWAL OF INSURANCE MUST SUBMITTED IN THE PLI MODULE OF CLEARTRACK.


Factory Compliance


Factory Set-ups: Supplier Responsibilities

1. Complete Factory Fact Sheet (FFS) form. Review, and verify that FFS is complete and accurate prior to submitting

to Academy.

2. Ensure that valid Factory Security and Social Compliance Audits have been completed in the last 12 months by a

reputable 3rd party audit company and are submitted together with the FFS. Acceptable 3rd party audit companies

are: BV, Intertek and SGS.

3. If applicable, submit Corrective Action Plans (CAPs). The CAPs must include the below:

Audit finding

Recommended corrective action

Person responsible for correcting the issue

Due date or completed date

Evidence of completed corrective action (if completed).

4. Current copy of factory business license.

Please submit all documents in English.

Incomplete FFS, invalid Security/Social Compliance Audits and CAPs that do not meet requirements will prevent

Academy from completing screening the process. Purchase Orders cannot be issued to a supplier until screening is

complete and Academy assigns the factory an internal factory number.


Factory Set-up

Factory Fact Sheets ensure that Academy conducts business with reputable companies throughout our Supply Chain.

Factory responsible for cost of audits


The factory compliance team monitors business partner compliance in the following areas: Security (C-TPAT)

Social Compliance

Success is achieved by:

Pre-Screening potential factories identified

Auditing Factories using a 3rd party audit service provider such as: Bureau Veritas, Intertek or SGS

Use of Corrective Action Plans (CAPs) to address areas of non-compliance

Continuous monitoring which holds Suppliers accountable for their factory base and ensures improvements are

implemented and maintained

The Factory Compliance Team Monitors Import Supplier Base


Security Compliance (C-TPAT) Program

Customs Trade Partnership Against Terrorism (CTPAT):

Program was launched by US Customs and Border Protection (CBP) in 2001.

Public & Private Partnership to enhance international supply chain security,

facilitate legitimate trade, and promote best practices.

Designed so all businesses, regardless of size, can participate in global

supply chain security.

Fewer than 400 Tier 3 (highest status) partners - Academy is a Tier III partner!

CTPAT Partners represent approximately 50% of the total value of

merchandise imported into the United States.


Foundations are based in the global awareness of consumers and retailers that workplace safety & treatment of

workers throughout the supply chain need to be addressed.

Process in which the involved parties keep on looking for better ways to protect the health, safety, and fundamental

rights of workers, and to protect and enhance the community and environment in which they live and operate.

As a responsible retailer, Academy Sports + Outdoors will make every effort to ensure transparency, safety, and fair

treatment of workers throughout its supply chain.

Social Compliance


Areas Covered during Compliance Audits

Security Compliance

Physical Security

Personnel Security

Procedural Security

Packing and Cargo Security

Unauthorized Personnel

Conveyance Security/Procedures

Information Technology

Threat Awareness

Business Partner Requirements

Monitoring & Compliance

Social Compliance

Harassment

Non-Discrimination

Women’s Rights

Freedom of Association &

Collective Bargaining

Health & Safety

Laws and Regulations

Wages & Benefits

Child Labor

Forced Labor

Environmental Safety

Communication

Monitoring and Compliance

Hours of Work

Subcontracting


Setting-up and Maintaining an Active Factory

Pre-screening Packet

Factory Security

Questionnaire

Factory Compliance

Audits & CAPs

Set-up a Factory

Maintain a Factory


Pre-screening Packet (Factory Set-up Packet)

Before a factory can supply product to Academy and receive production orders, the factory has to be approved by

Academy. Therefore the Factory will need to provide a Pre-screening Packet. The Pre-screening Packet must consist

of:

1. Full Security & Social audits conducted by a 3rd party audit firm within the last 12 months

2. Completed Continuous Action Plans (CAPs) for audit submitted

3. Completed Factory Fact Sheet (FFS)

4. Factory Business License

Note:

Certifications/certificates alone will not be accepted in lieu of audits and the completed corrective action plans.

Submitted Audits, CAPs, and the FFS must be in English.


Factory Security Questionnaire and Audits

Factory Security Questionnaire

Must be completed every year

A self assessment consists of 91 questions covering Security area and compliance

Factory Compliance Audits

Audits of factories that cover areas of Security and Social

Required so that you can continue to supply products to Academy.

Requires the completion of Corrective Action Plans to address areas of improvement identified during the audit.


Corrective Action Plan (CAPs)

After the audit, once the official report is prepared and provided to ASO, factories will receive a notification email

from MetricStream that their Corrective Action Plan is ready for completion.

Factories must log into MetricStream and address all areas of improvement identified during the audit.

Responses are required within 21 days to avoid chargebacks.

Following areas will need to be addressed before CAPs can be submitted:

Implementation Steps

Implementation Date

Implementation Status

Corrective Action

Preventative Action

Responsible Party

Attach evidence where possible


Factory Audit Process

Factory Audit Selection

Academy determines which factories to audit

Academy sends audit notification

Factories provide other third party audits for review

Audit Execution Audit Scheduling Audits are conducted Academy provides audit list to firm

Reviews/Follow- up CAPs are sent to the Factory

Academy reviews audits and caps

Academy determines type of follow-up needed


Day of the Audit

Opening meeting & facility tour

Document Review

Worker and Management

Interviews

Review Findings

Closing Meeting

Sequence could be altered except for the opening and closing meeting.

DO NOT offer anything of value, including cash to auditors.

Audit Preparation: Audit company will

provide the factory a list of all documents

needed before auditors arrive.


To Avoid Chargebacks - Notify the Factory Compliance Team

Your factory moves or the address changes

Your factory’s name changes

Your factory’s compliance contact changes

Audits have not been confirmed with Bureau Veritas

Corrective actions could not be implemented

You can email the team at [email protected]


Partnership

We have a valuable partnership with our factories and Customs and Border Protection.

We must have compliance on security issues due to our Tier III CTPAT status with Customs.

You can find additional resources available to you in the following locations:

Go to: http://vendor.Academy.com and you will find in the Customs Compliance Section on the left side of the

screen:

Academy’s Terms and Conditions

Ethics and Code of Conduct Policy

Also in ClearTrack you can find by searching in all documents

Security Audit Preparation Checklist

Social Audit Preparation Checklist



Global Sourcing


Production Capacity Planning and Monitoring

Origin Supplier Supply Chain Management & Coordination

Import Supplier Management, Performance

Measurement & Metrics

Supplier Vetting & Cost Negotiations

The Global Sourcing team manages Academy’s import products throughout the Supply Chain by:

Managing the supplier base and negotiating cost of Private Brand product.

Collaborating with all supply chain stakeholders to execute Purchase Order (PO) planning and to ensure

product is delivered on time and meets Academy expectations.

Understanding Academy’s merchant needs and provide Import PO advisement and status reporting to ensure

In-Stock position.

Building partnerships and providing guidance and support to Import Suppliers.

Measuring Key Performance Indicators (KPI) and reporting results to continuously improve production

requirements and shipment execution and timing.

Global Sourcing


ClearTrack

ClearTrack is Academy’s Supply Chain system that allows transparency and access to real-time status, details on the

production management, product quality, global logistics and supplier performance. It is a cloud application that is

accessed at www.cleartrack.com

Academy uses ClearTrack to manage different modules of operations:

WIP – Work in Progress - monitor production and issue Supplier score cards.

Lab Test – Collect test data for compliance and performance standards and issue Certificate of Compliance

Import Logistics – Monitor shipping and delivery of PO’s, communication with the Freight Forwarders for Business Rule

Form Approval

Record Retention – Certificate of Compliance (COC) and Certificate of Performance (COP) Test Reports, Toxics in

Packaging, and Undue Influence signed documents

All Suppliers where Academy is the Importer of Record will need access to the system. To request access, contact

[email protected] with a valid PO number.

User guides and Video tutorials are available to learn how to navigate in the system. Once you enter the ClearTrack

website, click “Admin” then “Customer Documents”. Once on the page, click “Search” to pull up all available

documents.


http://www.cleartrack.com/


ClearTrack Contact Types

Suppliers are required to provide and maintain key contact(s) information in ClearTrack. A supplier can have up to four

users.

Users with “Manage Vendor” role are responsible for maintaining the contact types for their users. Other “users” can

upload information and/or documents as well as receive notifications. Contacts can receive notifications but cannot

upload information or documents.

Academy has multiple “Contact types”. The contact types are defined below.

Contact Types:

Certificate of Compliance (COC) contact receives notifications regarding test reports for COC/COP approval

Factory Compliance (Security/Social) contact is responsible for coordinating and managing Social Compliance

and Factory Security audits, FSQs, ISFs, etc.

Logistics (Shipping) contact is responsible for booking and coordinating shipments to Academy.

Production/Sourcing contact is responsible for entering WIP Production Events and other aspects of production

monitoring.

Shipment Approval Management (SAM) contact manages business rules, BRFs and receives Quality Inspections

notifications (requests and CAPAs)


Creating / Maintaining Contact Type in ClearTrack

Should you need to edit/add any contacts, please

1. Login into ClearTrack

2. Admin Tab

3. Click on Manage

4. Click on Users

5. Click on Add

6. Complete the fields in the Manage Profile Screen

7. Click Save

Note: We need at least one COC/COP and one Shipment

Approval Contact

The Shipment Approval Contact is who receives the

Business Rule letter with the confirmation that all six rules

have been satisfied and shipment may be booked with the

Freight Forwarder.

The COC Contact is who receives notification of reject

reports.

** Please ensure to update Shipment Approval Contact when

account management changes**


ClearTrack – Customer Documents

To navigate to Customer Documents

1. Login in ClearTrack

2. Navigate to Admin Tab

3. Select Customer Documents

4. Click Search

Under the Customer Documents menu the Supplier

may access and download the ClearTrack user

guides and video tutorials as well as other Academy

important documents

Some available documents are:

– Letters Sent to the Suppliers

– Quality Assurance Manual

– Reasonable Testing Plan information

– Chargebacks Schedule

– CTPAT and Social Compliance information

– Packaging Color Approval Process for Private

Label

– Import Document Checklist

– EDI

– RMS


Work in Process The Work in Process allows Academy to have visibility to basic production and QA events in Clear Track.

The Supplier is responsible for entering their planned production dates at the time the Supplier “accepts” the order.

Actual dates should be entered daily/weekly by the Supplier as the events are occurring and when POs are updated.

√ = Supplier Responsible for entering date

X= Date/ Result populated into Cleartrack

Cleartrack WIP Event Planned Actual

Order Acceptance Date X √

Raw Materials/Components Received √ √

Production Started √ √

Production Completed √ √

QA Final Inspection √ √

ASO Inspections (DP, FRI or DP/FRI) X X

ASO Inspection Planned Date √ X


Work in Process Events

Order Acceptance Date: Must be completed after confirming all details are accurate and no later than 14 days upon receipt

of Purchase Order (PO).

Raw Materials Planned: Date factory plans on receiving all raw materials.

Raw Materials Actual: Date factory receives the raw materials.

Production Start Planned: Date factory plans on starting production.

Production Start Actual: Date factory starts production.

Production Complete Planned: Date factory plans on completing production .

Production Complete Actual: Date factory completes production.

Supplier QA Planned: Date factory plans on completing your QA final inspection.

Supplier QA Actual: Date factory completes final QA.

ASO Inspection Planned Date: If the PO was selected for Academy inspection, date when the PO will be ready for the

inspection.

WIP Planned dates are to be updated no later than 14 days upon receipt of Purchase Order. WIP Actual dates are to be completed as events occur.


Case Dimension

To more accurately forecast our container space with ocean carriers,

Academy needs case dimensions for all products shipping from overseas

ports.

Suppliers enter case dimensions for each style in PLM and Clear Track.

Review the User guide to access the module and enter the case

dimensions (found in Clear Track under Admin Customer Documents).

Any questions regarding this new feature, please contact

[email protected]



Private and Confidential - Do Not Distribute

Ship On-Time Timeline

Definition:

On-Time Shipment:

-When CFS cargo receipt date is between the “Not Before” and “Not After” date.

-When the CY cargo Ingate date is between the “Not Before” and Not After” date.

Late Shipment: When the cargo has a CFS Receipt Date or CY Ingate date that is after the

Academy “Not After” date.

04/01 04/06 04/10 04/20 (Ship Window) 04/22

Business Rules (BRF) must be

satisfied 20 daysprior to “Not

Before Date”.

Supplier Call for Booking (VCB) with

Freight Forwarder21 to 14 days prior to “Not

Before Date”. *Charge back if not

booked 14 days prior.

Not Before Date Not After Date

Ship On-Time: The CFS cargo receipt date or CY cargo Ingate date

must be between these dates.

Must follow the above timeline to ensure Purchase Order has a CFS

receipt date or CY Ingate date during the Ship Window (Not Before Date

and Not After Date) to be considered an-time shipment.

Cargo Ready Date for “Less than Full

Container”: Consolidation Freight Station (CFS) 10 daysprior to “Not Before

Date”

39

Ship On-Time Events

Business Rule Forms:

6 Business Rules (BRF) must all be satisfied 20 days prior to “Not Before” Date (see page 31).

Supplier Call for booking:

Suppliers to contact the Freight Forwarder 14 to 21 days prior to “Not Before” Date.

Cargo Ready Date:

100% production completed at suppliers.

100% packed.

BRF must be satisfied.

Pass Academy Sports + Outdoors quality inspection (if applicable).

The above is completed at least 7 days prior to NOT BEFORE date for CY (Full Container) shipment and 10 days

prior to NOT BEFORE date for CFS (Consolidated Container) shipment


Supplier Scorecard


Costing in Flex PLM

FlexPLM

Product Development

Sourcing

Tech Design

Raw Material

Customs Compliance

Supplier

PLM (product lifecycle management) system allows us to manage the lifecycle of a product.

Gives Sourcing the ability to allocate multiple suppliers to products for costing.

Streamlines product and material costing by source.

Enables clear cost comparison across cost options for better and faster cost decisions.


Costing PLM

Suppliers provide:

Raw material, Trim, Packaging &

Labeling cost

MOQ and Lead Time (days)

Duty Rate

Factory and FOB

Load Details


Costing in PLM

Additional documents required for Footwear

• Training videos on entering cost available. Contact your sourcing manager.


Product Safety & Compliance


Compliance Mission Statement

Compliance strives to ensure Academy’s products comply with all applicable ethical,

quality, and safety standards set forth by legal regulations, our company’s policies, and

our industry’s standards and best practices.

Compliance with these regulations and standards is important in keeping our

customers safe, and maintaining Academy’s brand integrity for Private Label products,

which are our most critical concerns.

Through our partnership with Quality Assurance, we strive to consistently bring

awareness of all applicable regulations and standards to Global Sourcing, Product

Development, and Merchandising.


Product Safety/Compliance Role

Oversee product safety and compliance as it relates

to federal, state, and local regulations, as well as

industry standards.

Review and revise product instruction/user manuals

for Private Brand product.

Manage product recalls and corrective actions –

CPSC (regulatory), safety, and quality.

Correspond with government agencies such as the

Consumer Product Safety Commission (CPSC), Food

and Drug Administration (FDA), and Department of

Agriculture.

Provide oversight regarding state laws and

regulations (e.g., state chemical reporting).

Involved in reviewing factory and supplier ethical

matters.

Partner with Legal to review compliance matters,

upcoming regulations and changes in law.

Partner with several teams, including: Sourcing,

Product Development, Quality Assurance, Store

Operations, Distribution Centers, eCommerce,

Merchandising, Factory Compliance, and Customs

Compliance.


Product Safety/Compliance Role with Suppliers


Communicate changes in consumer product safety regulations to suppliers and

business teams to ensure guidelines are followed.

For example:

Proposition 65 for California, warning requirements

EPA TSCA Title VI, Formaldehyde Standards for Composite Wood

Manage product recalls and corrective actions – Consumer Product Safety Commission

(regulatory), safety, and quality.

Assist in reviewing factory and supplier ethical matters.

Provide feedback on Private Brand product labels (tracking labels, law labels), and

product or packaging warnings.

Review product instruction/user manuals for Private Brand product.

Supplier Expectations


Academy expects all of its suppliers to:

Stand behind their products and deliver merchandise to Academy that

meets all federal, state, and local requirements for sale, including

product safety, labeling, and testing requirements.

Be aware of all regulations, testing standards, and certifications that are

relevant to their products.

In summary, suppliers are expected to be the product experts on products they

sell to Academy.

Note: Academy may provide guidance, however it is your responsibility to be aware of and

provide merchandise that is compliant with all U.S. regulations and standards.

Federal Regulations - Examples

Consumer Product Safety Improvement Act (CPSIA): Regulated by the Consumer Product Safety Commission

(CPSC). Requires Certificate of Compliance for Children’s Product Certificate.

Uniform Packaging and Labeling Regulation (UPLR): Products must be labeled with manufacturer, packer, or

distributor, and related address. Product labels must include content and quantity of goods.

Country of Origin (COO): U.S. Customs and Border Protection (CBP), and the Textile Fiber Products Identification Act,

require the labeling of imported products to indicate country of origin.

Federal Trade Commission (FTC): FTC requires products must be labeled with accurate information, including product

claims to be substantiated, truthful and not misleading to consumers (e.g., proof of water resistance, UPF ratings, anti-

microbial properties, and “Made in USA” or similar claims).

EPA TSCA Title VI – Formaldehyde Emission Standards for Composite Wood: EPA Rule includes formaldehyde

emission standards applicable to hardwood plywood, medium-density fiberboard, and particleboard, and finished goods

containing these products.

Federal Hazardous Substances Act (FHSA): Requires precautionary labeling on the immediate container of hazardous

household products to help consumers safely store and use those products, including first aid steps.

Lacey Act: Prohibits the knowing import, export, sale, or acquisition of any wood products made from illegally harvested

trees.


State Regulations - ExamplesState Chemical Regulations, for example:

California Proposition 65: Requires businesses to give warnings about exposures to chemicals identified by

California as causing cancer or birth defects or other reproductive harm. ([email protected])

Washington Children’s Safe Products Act: Requires reporting to the Washington Department of Ecology for

children’s products offered for sale in Washington that contain certain chemicals above 100 ppm.

Maine Toxic Chemicals in Children’s Products Act: Restricts the sale of designated consumer products containing

chemicals identified by the state as Priority Chemicals.

Oregon Toxic Free Kids Act: Requires manufacturers who use certain chemicals in children’s products to disclose

information about these chemicals to the Oregon Health Authority.

Vermont Toxic Free Families Act: requires manufacturers who use certain chemicals in children’s products to

disclose information about these chemicals to the Vermont Department of Health.

Texas Abusable Volatile Chemicals Act: Requires specific labeling/warnings on “Abusable Volatile Chemicals”

Illinois Lead Poisoning Prevention Act (ILPPA): Prohibits the sale, offer for sale, or transfer of any children’s

jewelry, child article, or toy containing paint that contains any component with more than 40 ppm lead and less than

600 ppm unless it includes a specified warning on the product or package.


Product Recall and Corrective Action Procedure


Academy’s Compliance Recall and Corrective Action Procedure is in place to ensure

recalled products and products that require corrective action are promptly removed

from store shelves, isolated at Distribution Centers, and responsibly disposed of or corrected

to comply with safety, regulatory, and quality standards.

Several Academy teams are involved in product recalls and corrective actions, including:

Product Safety/Compliance, Quality Assurance, Legal, Merchandising, Sourcing, Product

Development, Distribution Centers, Store Operations, Customer Care, Marketing,

eCommerce.

Products removed from stores may not require return to the supplier or destruction, but may

require other corrective actions to ensure it can be returned to stores for sale to consumers.

Reasons for a product recall or corrective action may include:

Failure to comply with an applicable consumer product safety rule;

Failure to comply with a CPSC rule;

Product contains a defect which creates a “substantial product hazard”

Product contains a quality defect;

Intellectual Property Infringement;

Ethical violation

Recall/Corrective Actions - Supplier Expectations

During a product recall or corrective action, Academy’s suppliers are expected to:

Collaborate with Academy to ensure matters are handled promptly, and that corrective actions effectively address

each issue.

Partner with Academy to investigate safety, regulatory, and quality matters, and to address all issues brought to

their attention, whether by Academy or within their own internal Quality Control practices.

Notify Academy of any product issues that may require recall or corrective action.

Refer to: Academy, Ltd’s Terms and Conditions of Purchase, Section 7, Recall and Corrective Action


Product Recall and Corrective Action Procedure

Civil Penalty Examples for Consumer Product Safety Commission (CPSC) Recalls:

Costco - $3.85 Million Civil Penalty & implement compliance program – Failure to report defective trash cans (2018),

laceration hazard defect

Best Buy – $3.8 Million Civil Penalty & agreement to implement compliance program – Distributing and selling recalled

products (2016)

Burlington Coat Factory - $1.5 Million Civil Penalty – Failure to report drawstrings in children’s outerwear, and for selling

recalled outerwear (2012)

PetSmart - $4.25 Million Civil Penalty – Failure to report defective glass fish bowls and misrepresentation (2016)

Wal-Mart - $750,000 Civil Penalty – Delay in reporting exercise equipment hazard (2003)



Global Sourcing Requirements and Code of Vendor Conduct

Academy is committed to legal compliance and ethical business practices in all of its global sourcing operations.

An alleged ethical non-compliance matter may be reported to Academy by:

A third party Academy business partner;

An internal report from an Academy team member;

An Academy supplier.

Ethical non-compliance violation examples include, but are not limited to:

Attempted bribery of a third party;

Non-compliance with an applicable law;

Health, safety, or working condition violation;

Child visitors or underage labor;

Forced labor.

When an alleged ethical non-compliance matter is reported:

Compliance partners with several internal teams to investigate the matter;

Academy notifies the supplier to request an internal investigation;

Upon further investigation by Academy and the supplier, next steps will be determined to appropriately address the

matter.

Academy Terms and Conditions of Purchase

Academy suppliers are obligated to abide by Academy, Ltd.’s Terms and Conditions of Purchase

(“Terms and Conditions”). Sections that specifically pertain to Compliance and Product Safety

include the following.

RECALL AND CORRECTIVE ACTION (Terms and Conditions, Section 7)

VENDOR OBLIGATIONS (Terms and Conditions, Section 8)

GLOBAL SOURCING REQUIREMENTS AND CODE OF VENDOR CONDUCT (Terms and

Conditions, Section 8; Appendix 4)


Legal


The Utmost Ethical Behavior is Required

Academy is committed to conducting its worldwide operations ethically and in compliance with allapplicable anti-corruption laws, including the U.S. Foreign Corrupt Practices Act (“FCPA”) and U.K.Bribery Act 2010 (“UKBA”).

Academy strictly prohibits all forms of bribery and corruption—not just bribery of governmentofficials—and will take all reasonable and necessary steps to ensure that they do not occur inAcademy’s business activities.

Academy’s suppliers worldwide must comply with Academy’s Anti-Corruption Compliance Policy andall applicable anti-corruption laws.

While this presentation focuses on the FCPA, be aware that several countries have anti-bribery lawsthat you may be expected to comply with including China, Hong Kong, Canada, India, and Mexico.

This presentation is for information only and does not present any legal advice. You should consultwith your own independent counsel to ensure that you are complying with all applicable law.


U.S. Foreign Corrupt Practices Act (FCPA)

The U.S Foreign Corrupt Practices Act is a federal law enacted in 1977to prohibit companies from paying bribes to foreign governmentofficials and political figures for the purpose of obtaining business.

Two Distinct Aspects of the FCPA Anti-bribery provision prohibits the bribery of foreign government

officials; and Accounting provision requires that suppliers have accurate

recordkeeping and internal control standards to help avoid riskyor suspicious payments.

The FCPA is enforced by the U.S. Department of Justice (“DOJ”) andthe Securities Exchange Commission (“SEC”)


FCPA: Anti-Bribery Provision

The FCPA and Academy’s Anti-Corruption Compliance Policy prohibit suppliers fromoffering, giving, or authorizing the provision of anything of value, either directly orindirectly, to any foreign government official with the intent to:

Influence a desired action;

Induce a person to act or refrain from acting in order to violate a lawful duty;

Obtain or retain business;

Secure any improper business advantage; or

Influence the decision of a non- U.S. government or non-U.S. governmentinstrumentality.


Not Just Cash

A bribe can be “anything of value.”

Could include:

Gifts or gift cards

Trips, meals, lodging, tickets to events

Business, employment, education, or investment opportunities

Discounts or credits

Commissions, kickbacks, contractual rebates, loans, or other compensation

Payment of other expenses

Political donations or charitable contributions

Just the offer is a violation, even if it is not accepted.

61

Source: https://thekomic.com/cartoon/6371-bribe-cartoon/


Not Just Your Own Actions

A company and its employees can be liable for bribes resulting from:

Their own actionsBribes made directly by your employees, no matter how senior or junior

the employee

Third-party actions, including conduct that is:Directly authorized; orNot adequately supervised.

Third parties include: agents, consultants, brokers, intermediaries, freight forwarders, accountants,contractors, subcontractors, service providers, distributors, and sales representatives.


Not Just Politicians

The term “government official” is interpreted very broadly and includes every possible level. The term applies to both low-ranking employees and high-level officials.

Could include: Employees of private companies where a foreign government owns a controlling interest or exercises

control over the company; Close family members of a foreign official, such as a spouse, parents, grandparents, siblings, children,

nieces, nephews, aunts, uncles, first cousins and any other person who shares the same household with the official; and

Officers and employees of state-owned or state-controlled enterprises (such as state-owned banks, hospitals, schools, manufacturing facilities, utilities, oil companies, and mining companies).


When Bribe May Be Offered or Demanded

To clear cargo through Customs (both import & export)

To expedite or avoid the clearance process or regulations

To avoid detention and/or seizures of cargo (classic extortion)

To obtain berthing, docking, ships entry, loading, or unloading

To stamp or sign required documentation or obtain security

To clear ships crew for entry or exit (visa issues)

To choose their factory to do business

To ask auditors to ignore ethical or business violations

To avoid cargo delays

To forego cargo inspections


FCPA: Accounting Provision

Accounting Provision

The FCPA and Academy’s Anti-Corruption Compliance Policy requires that supplierscomply with the recordkeeping and internal control standards required by FCPA andmaintain accurate financial records to avoid risky or suspicious payments.

All expenditures made by or on behalf of Academy must be accurately and timelyrecorded in the supplier’s books or records. At a minimum, all transactions made byor on behalf of Academy must:

Occur only with appropriate Academy authorization;

Be recorded in accordance with generally accepted accounting principles(“GAAP”); and

Be periodically reviewed to identify and correct any accounting discrepancies,errors, or omissions.


Impact of an FCPA Violation

66

Consequences to vendors for a FCPA violation could include termination of business with Academy

A violation by our suppliers could have the following adverse impact :

DIRECT IMPACT INDIRECT IMPACT

Fines: Criminal and civil fines against companies and individuals

Reputation: Damaged business reputation and “trial by press”

Profit Disgorgement: Repay (up to 3x) profits obtained as a result of the act

Professional fees: Legal and audit costs can run in the millions of dollars

Import/Export Privileges: Potential suspension of import/export privileges

External monitor fees: External monitors often required for 3 years

Government contracts: Withdrawal of eligibility to bid for government contracts

Class action suits: FCPA actions often invite class-action lawsuits

Management time: Significant executive time spent on investigations and defense

Impact on Mergers and Acquisitions: FCPA issues in target companies can stall mergers and acquisitions


What do I do if I am offered a bribe?

67

1. Refuse payment and report immediately to Academy

2. If feasible, consider an alternative import route to avoid problematic ports

Good Faith ReportingAll suppliers are expected to raise good faith concerns and to report all activitywhich may be a violation of applicable anti-corruption laws or may fail to complywith Academy’s Anti-Corruption Compliance Policy or Ethics and Code ofConduct Policy or Purchase Order Terms and Conditions.

Suppliers may report a violation using any of the following methods:Your relationship contact at AcademyAcademy’s Ethics Committee at [email protected]’s Legal Department at [email protected]’s Aware Line at: 1-888-503-0808 or awareline.academy.comBy mail at Academy Sports + Outdoors, Attention: General Counsel 1800N. Mason Rd., Katy, TX 77449


Hypothetical #1

A Supplier is trying to build factory relationships in different parts of Canada to more economicallyproduce the same quality of goods. The Supplier hears about a broker named Paul who is known assomeone who “gets things done” in Canada. After doing its due diligence, Supplier finds out that Paul’sbrother is a high ranking official in Canada. And while Paul’s fee is significantly higher than otherbrokers, his effectiveness is unmatched and he guarantees results. The Supplier hires Paul and tells Paul“don’t worry me with the details, just get it done.”

Has the Supplier violated any laws or Academy policy? After all the Supplier has no direct knowledge ofany improper payments or influence.


Hypothetical #2

Brandon works for an Academy supplier and is preparing a large shipment of merchandise to Academy.Academy is one of the supplier’s top 10 clients. A customs official comes to Brandon and says, “the onlyway this shipment is leaving this facility is if my daughter can go to the Superbowl. She loves TomBrady.” If this shipment does not go out, the Supplier will miss out on significant profits and it willjeopardize the Supplier’s future business with Academy. Brandon has two Superbowl tickets in hisoffice. What should Brandon do?


Academy Ethics and Code of Conduct Policy and

Global Sourcing Guidelines and Code of Vendor Conduct


Ethics and Code of Conduct Policy

Do not offer bribes to anyone. Supplier must not tolerate, permit, or engage in bribery, corruption, or unethical practices whether in dealings with public officials or individuals in the private sector.

Academy and its employees, agents, and Suppliers may not offer, request, or accept gifts, payments, or benefits in any form, direct or indirect, except in compliance with Academy’s Ethics and Code of Conduct Policy. Prohibited gifts include: cash or cash equivalent

(ex. gift card); any gift solicited by the individual for personal benefit; any gift provided with an expectation of a return favor; and any gift intended to improperly influence a person’s business judgment

Allowed gifts include: certain business entertainment, recognition gifts, event tickets with appropriate Academy approval and disclosure. See Academy’s Ethics and Code of Conduct Policy for approval and disclosure requirements.


Global Sourcing Guidelines and Code of Vendor Conduct Overview

Academy conducts its global sourcing operations only with reputablesuppliers that are committed to complying with all laws and regulationsapplicable to their business and Academy’s policies and rules regardingsupplier conduct including Academy’s Global Sourcing Guidelines andCode of Vendor Conduct.

For example, Suppliers must:

Not use involuntary labor of any kind or engage in humantrafficking or slavery.

Fairly compensate their workers.

Provide safe, clean, and healthy conditions in both work andresidential facilities.

Comply with all applicable minimum working age laws.Academy does not tolerate the use of child or underagelabor. And regardless of local rules, no one under the age of14 may be employed, used, or present in a factory workingarea.

Communicate the requirements of the Global SourcingGuidelines and Code of Vendor Conduct to their employees,contractors, and sub contractors.

Allow Academy’s representatives full access to productionfacilities and books and records and respond timely to anyinquiries concerning the operations of any facilities.

Academy may cancel purchase orders and terminate business with anySupplier who fails to follow applicable law or Academy’s policies.


73

Full versions of the Ethics and Code of Conduct Policy, Anti-Corruption Compliance Policy, and the Global SourcingGuidelines and Code of Vendor Conduct are located on thesupplier webpage at https://vendor.academy.com.

The Global Sourcing Guidelines and Code of Vendor Conduct islocated in Appendix 4 of the Academy, Ltd. Terms andConditions of Purchase.

Where to Find Academy’s Ethics and Code of Conduct Policy and Global Sourcing Guidelines and Code of Vendor Conduct


Key Takeaways

74

Suppliers and agents should review and comply with all applicable anti-corruption laws and Academy’s Anti-Corruption Compliance Policy, Ethics and Code of Conduct Policy, and Global Sourcing Guidelines and Code of Vendor Conduct.

Ignorance of the law is not a valid defense.

Source of the alleged bribe does not have to be in the U.S.

Actions of Academy’s suppliers and agents may be attributed to Academy.

Improper payment does not have to be made; the offer is enough.

You can be held liable for actions of a third party acting on your behalf.

Improper payments are not just cash, includes “anything of value” which can be gifts, travel, promise of future employment, donations to charity, etc.

Consequences to vendors for a FCPA violation could include termination of business with Academy.

Academy believes in conducting all business activities with honesty, fair dealing, and in conformity with high ethical standards wherever it operates and requires that the suppliers that do business with Academy have the same ethical standards.


Quality Assurance


Functions of Quality Assurance

Product Safety Testing Performance Testing Product Inspections

CPSIA

CPSC

Verify adherence to Federal safety

standards & regulations

Performance

Special Claims Substantiation

Verify adherence to Industry

Standards

Factory

Katy DC

[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

[email protected]








Product Testing

Product Safety – Federal/State Laws Performance Standards

Quality Assurance in partnership with Compliance

Department will collect test data confirming

compliance to the applicable Federal & State Law

requirements.

Examples of regulations may include:

CPSIA

Flammability

Prop 65

UPLR (Uniform Packaging & Labeling Act)

Toxics in Packaging

CARB / TSCA

QA will set the Testing Protocol in conjunction with

the third party labs

Refer to BOL section in FlexPLM for the testing

requirements per style

Additional information is in the QA Manual in

ClearTrack under Business Documents

Testing for Industry standards, must be performed

by accredited 3rd

party labs.

Product categories that fall under industry

certification programs (tree stand, electrical, gas,

pfd, etc)

All “Special Claims” must be substantiated

Location of Testing Location of Testing

1. Accredited 3rd

Party Testing Company, (i.e..

Bureau Veritas, Intertek, MTS, SGS, etc.)

1. Approved 3rd

Party (if applicable)

2. ASO Testing Center

77Private and Confidential - Do Not Distribute 77

Product Safety Standards

Regulation Method Limit (if applicable)

Lead Content in Paint &

Similar Surface

Coatings

16 CFR Part 1303 90 ppm

Lead Content in

Substrate BanCPSIA Section 101 (a) 100 ppm

Lead Paint Ban CPSIA Section 101(f) 90 ppm

Phthalates CPSIA Section 108 (a) <0.1%

Tracking Labels CPSIA Section 103(a)

Flammability of Vinyl

Plastic Film

16 CFR Part 1611 Pass/Fail

Flammability of

Clothing Textiles

16 CFR Part 1610 Class 1

Pass

Flammability of

Children’s Sleepwear

16 CFR Parts 1615 &

1616

Pass/Fail

Toys ASTM F-963 Pass/Fail

Supplier must upload in ClearTrack passing

test data demonstrating compliance to the

regulations. Refer to the list for some

examples of the requirements.

If Supplier is unaware of the testing

requirements, provide the style number and

[email protected]

[email protected]

[email protected]

Academy will guide towards the applicable

testing protocol.

Note: This guidance is not intended to be all

inclusive, Academy expects all of its Suppliers

to stay current on all requirements that apply to

their product.





Periodic Testing Plan

All youth products and certain adult

items are required to comply with CPSIA –

Reasonable Testing Plan

Regulation.

For those products, Academy must

receive a Periodic Testing Plan (PTP) from each

Vendor/factory/product type in ClearTrack to

obtain a COC.

Example of other non-youth articles:

adult bicycles,

bicycle helmets,

Flammability of vinyl plastic film in textiles,

multipurpose lighters, etc.

PTP Elements Required

What tests are conducted? (CPSIA related)

How often are the tests conducted?

The number of samples chosen and why you determine

such quantity represents the total production.

A statement of recordkeeping. (CPSIA Requires minimum

5 yrs)

Document must have the factory name and address

This document may be in any format you choose, word, pdf,

excel, etc.

When uploading these documents in ClearTrack, "Due

Care" must be selected from the product safety regulation

list.


Product Safety - COC

Academy’s COC

CPSIA requires a domestic manufacturer or importer of

a consumer product subject to a rule, ban, or standard

to issue a certificate of conformity (CPC – Children’s Product

Certificate, GCC – General Certificate of Conformity {Formerly COC})

Academy will issue COC upon approval of test data uploaded in

ClearTrack.

COC is emailed to the Supplier along with the BRF. COC is issued

by PO.

Note: It is not required to print this document, per CPSC it may

accompany the shipment electronically. COC may be retrieved from

ClearTrack at any time.


Product Safety

New testing must be uploaded in ClearTrack in the event there are any material changes in product design,

manufacturing process, sourcing of component parts, manufacturing facility.

Component testing is acceptable. Components tested must be the same component on the finished product in all

material respects (no additives, contamination, aging). When using the same component across different styles, in

order to reduce test expenses, when completing the Test Request Form for the 3rd party, list all applicable style

numbers. Academy will accept component testing when all style numbers are on the test report and linked to the

applicable SKU’s in ClearTrack.

Composite testing is acceptable. Some accredited third party labs may offer composite testing. Academy accepts

the composite testing results.

Note: if there is a failure, each component in each color way must be tested individually. A corrective action must be

completed for the failed result and re-test must be submitted in ClearTrack along with the failed report.

For additional testing requirements, please refer to Academy Quality Assurance Manual located in ClearTrack under

Customer Documents.


Performance Testing: COP

Meet protocols from 3rd party or in the BOL

Special Claims must be substantiated

Certification to NRTL or other industry organizations

Hardgoods: QA requires a production sample to be sent to Academy Quality Assurance for actual use evaluation, in

addition to 3rd party labs and/or Academy approved supplier lab.

Apparel & Footwear: Supplier must upload test data to ClearTrack for review and approval. Or may send to ASO for

testing

When sending samples to ASO, send them attn. QA

Refer to the Quality Assurance Manual for Academy’s test standards available in ClearTrack or contact

[email protected],

[email protected]

[email protected]





Business Rules


Business Rules Form (BRF)

The Global Sourcing team will monitor that all Business Rules established by Academy Sports + Outdoors for

private label Import Purchase Orders are satisfied 20 – 60 days prior to “Not Before” Date.

Compliance & Performance


Business Rules Form (BRF)

Once all Business Rules are satisfied, Academy will

release a Business Rule Form via ClearTrack system.

The form will be e-mailed to the supplier “shipment

approval contact” registered in ClearTrack.

The BRF is required to complete booking with the Freight

Forwarder. A booking confirmation will only be provided if

the Supplier has a BRF on file.


Business Rule: Product Liability Insurance (PLI)

Academy has a multi-tiered insurance requirement based on varying product risks. Detailed PLI requirements are listed in Section 9.5 and Appendix 8 of the current Terms and Conditions of Purchase,

which are available for your reference at http://vendor.academy.com. Renewal certificates should be uploaded prior to PLI expiration date to avoid a disruption in shipping. For any PLI questions, please contact [email protected], [email protected].

Supplier requirements regardless of the Category include: Territory and Jurisdiction: Worldwide Insurance limits must be equivalent to U.S. Dollars Suppliers Insurance shall be considered primary, noncontributory, and not excess coverage. The insurance carrier(s) must be “A” rated according to A.M. Best or another insurance rating industry authority. Must list “Academy, Ltd., d/b/a Academy Sports + Outdoors and its parents, affiliates and subsidiaries” as Additional

Insured with a Waiver of Subrogation. Once your company has an active Supplier number, you must keep the required insurance coverage at all times.

Failure to maintain the required insurance coverage, will result in your account being placed on hold or inactivated. Limits may be met through a combination of primary (GL) and Excess / Umbrella policies. Supplier name should be an insured on the certificate Certificate Holder should read “Academy, Ltd. d/b/a Academy Sports + Outdoors, 1800 N. Mason Rd, Katy, TX

77449”. EACH ANNUAL RENEWAL OF INSURANCE MUST SUBMITTED BY THE Supplier IN THE PLI MODULE OF

CLEARTRACK.





Business Rule: Certificate of Compliance (COC)

Children’s Product Certificate (CPC) {formerly known as COC} & General Conformity Certificate (GCC)

Current and passing 3rd party testing reports by accredited lab are required to be uploaded in ClearTrack for COC (Certificate of Compliance) approval per Style/SKU.

Upon approval of the test data, ClearTrack will generate the COC and email along with the BRF.

In most cases Lab Test results will be valid for one year from test report issuance date.

If any material or component is changed or sourced from a new manufacturer, new testing must be submitted again to an accredited 3rd party testing company, and “passing” testing uploaded in the ClearTrack system.

For children’s product and adult items requiring CPSC compliance, in order to satisfy COC requirement, the Supplier must also upload a Periodic Testing Plan (PTP) for each SKU.

For any questions please contact:

[email protected]

[email protected]

[email protected]





Business Rule: Certificate of Performance (COP)

Current and passing testing reports for industry standards, special claims and performance requirements, are required to be uploaded in ClearTrack for COP (Certificate of Performance) approval per Style/SKU.

Test results may be issued by an Academy approved and/or 3rd party accredited labs,

Upon approval of the test data, ClearTrack will generate the COP and email along with the BRF.

In most cases Lab Test results will be valid for one year from test report issuance date.

If any material or component is changed or sourced from a new manufacturer, new testing must be uploaded again in the ClearTrack system.

For any questions please contact

[email protected]

[email protected]

[email protected]





Business Rule: Toxics in Packaging

Academy requires that all Suppliers upload in ClearTrack a signed Toxics in Packaging letter. This letter

certifies that packaging complies with regulations for Model Toxics in Packaging Legislation/CONEG.

The uploaded letter is applicable for all factories under the Supplier.

The Supplier name must match the Supplier name on the PO.

This document will have a validity of one year.

The template of this letter is available in ClearTrack under “Shipment Approval Tab” then “Business

Documents” then “Document Type”


[email protected]

[email protected]

[email protected]





Business Rule: Undue Influence

Under CPSIA, new requirements found in 16 CFR 1107.20-26, Subpart C, for children’s products manufactured on

or after February 8, 2013; Suppliers for youth product are required to implement procedures to safeguard against

undue influence on CPSC-accredited third party testing laboratories, train and maintain training records of the

personnel interacting with the accredited 3rd party laboratories and implement procedures to investigate and correct

any test failures.

Academy requires a signed Undue Influence form for each factory that is set up for Academy, certifying compliance

with Undue Influence. Factory name must match the factory name listed on purchase order.

Suppliers manufacturing minimum 1 youth item, must comply with this business rule.

The validity of this form is 6 months. The template of this letter is available in ClearTrack under the “Shipment

Approval Tab” then “Business documents” then “Document Type”.


[email protected]

[email protected],

[email protected]





Business Rule: Style Release

Supplier must meet all the requirements established by Academy’s Product Development team.

When all requirements are met, the Product Development team will release the style in ClearTrack per PO.

The Supplier does not need to take any action in ClearTrack, all communication related to Style Release should be

directed to the product development team.

NOTE: This business rule is not applicable to National Brands Imported by Academy


Quality Inspections


Quality Control InspectionsObjective:

To reduce defective rates and provide Academy’s customer with excellent quality and superior value by

performing product quality inspection at origin.

Overseas Katy DC

Start of Production Inspection(SPI)< 20%

Final InspectionFW, HG & Apparel

In-Line Inspection (DPI)>20%

Assembly for HGPrototype & Line Review Samples

Final Inspection (FRI)80%

Repairs & Rework

PAMR (Post Audit Merchandise Review)

Points of Measurement Verification (Apparel)

Overseas ASO field inspectors

BangladeshCambodiaChinaVietnam

Rest Of the World

Designated 3rd party


QC Inspection: Selection Criteria

PO are selected based on the following criteria

CAPA: CAPA Issued to supplier

DEV_TEAM: Development Team submits specific request for PO Inspection

FAILURE_RATE: Inspection failure rate is greater than 25%

NEW_FACILITY: Manufacturing facility hasn’t produced product within the previous 12 months.

NEW_FAC_STYLE: Manufacturing facility hasn’t produced product and style is new or hasn’t been produced within the

previous 12 months.

NEW_STYLE: New style within the previous 12 months

NEW_SUPPLIER: New Supplier or supplier that hasn’t shipped a PO within the previous 12 months.

NEW_VNDR_FAC: Supplier/Facility is new or hasn’t produced product within the previous 12 months.

OQL_LESS_THAN_90%: Observed Quality Level is greater than 10% over the previous 12 months

STYLE_WITH_Y: Represent a style intended for youth children


Inspection Notification

PO’s are selected monthly, approximately 45 – 60 days prior to “Not Before Date”. Academy reserves the right to

schedule inspection outside this window.

Email notification is sent from ClearTrack to SAM Contact e-mail indicated in ClearTrack informing them that PO(s)

have been selected for Inspection.


Supplier Actions

Supplier must enter tentative Inspection

date in Cleartrack “WIP Entry” based on

production schedule.

Date provided should be consistent with

planned production as previously indicated.


Response for Inspection Request

“Vendor Inspection Confirmation” Form (VIC) will be

sent by ASO Inspector to confirm date of inspection.

Supplier contact must complete form and return to

Inspector

Inspection must be booked at least 7 days prior to

the Inspection Planned Date

The latest Inspection Day must be 7 days earlier

than Not Before Date

Any scheduling change less than 7 days away from

planned inspection date will result in a charge back


Academy Sampling Plan

ANSI/ASQ Z1.4-2008 (Military Standard 105E)

Single Sampling for Normal Inspection

Sampling Plan Workmanship / Visual Functional Evaluation

InspectionLevel

General Level II Special S2

Acceptance Quality Limit(AQL)

Critical Defects AQL 0Major Defects 2.5Minor Defects 4.0

Critical Defects AQL 0Major Defects 2.5


Defect Classification

Defects are classified according to seriousness, and grouped into one or more of the following classes:

A. Critical Defect: could result in hazardous or unsafe conditions for individuals using the product as well as

defects that violate legal requirements

B. Major Defect : likely to result in failure, reduce the usability of the unit for its intended purposes, or make it un-

saleable

C. Minor Defect: NOT likely to reduce the usability of the unit for its intended purpose or the defect is a departure

from established standards, but will have little bearing on the effective use of the unit

No production is allowed to ship for any item which is failed for Academy inspection (unless approved by

Academy) until inspection passes AQL. (SPI, DPI, FRI)

A Corrective Action / Preventative Action (CAPA) is issued in ClearTrack

Re-inspection may be scheduled after rework and correction.

US $500 Charge back and expenses for inspector to conduct re-inspection will be assessed plus expenses

related to reinspection.

What-If Inspection Fails


Corrective Action and Preventative Action (CAPA)

What can trigger a CAPA?

Any failed AQL inspection

Any Major defect found deemed to be a potential issue

Any other concern identified by inspectors that Academy QA

deems necessary

Objective for CAPA:

Determine the root cause for defects identified

Correct merchandise for order

Improve the production in the long term

Track record for future monitoring control


Corrective Action and Preventative Action (CAPA)

Supplier will receive an email notification

from ClearTrack requiring them to Access

CAPA and complete in the system.

Refer to User Guide located under

customer documents.

Inspectors will verify improvement plan

implementation.

Increased Inspection will occur at factory

to track and record improvement and

determine effectiveness of Preventative

Action Plan.


Quality Control Score card

Academy monitors the vendor

score based on the random

inspections conducted either at

factories or at the DC.

The score is the cumulative of the

last 12 months of inspections.

OQL: Weight of 70% in final score.

Requirement <4%

Percentage of Failure: Weight of

20% in final score. Requirement

<4%

CAPA: Weight of 10% in final

score. Requirement 0 and

response time <10 days


How to access the Quality Control Scorecard in ClearTrack

1. Login in ClearTrack www.cleartrack.com

2. Navigate to the Reports Tab

3. Select Scorecards

4. Select QA Scorecard

5. Select the division NOTE: Suppliers of multiple divisions, will need to

select each

division separately

6. Complete Inspection Date Range.

NOTE: Academy always monitors the last 12 months.

7. Click Generate Report


Quality Assurance Chargebacks

Non-Compliance Issue Non-Compliance Cost USD

Observed Quality Level (OQL) >4% Cost of the inspection

Shipping without Final QC Inspection if scheduled and/or shipping without re-

inspection of merchandise from a previously failed audit.$25,000

No response from Supplier to Academy's request for product inspection. $500

Re-inspection of merchandise by Yusen/Academy QA team.$500 re-inspection fee, plus any expenses

incurred in the re-inspection

No advance notification of inspection cancellation - reschedule (7 days in

advance)$1,000

Subcontract without Academy's approval. $10,000


Customs Compliance


Document Importance

A completed Document Checklist is required for every set of commercial documents.

Accuracy in the documents is vital to ensure the entry is being prepared to meet U.S. Customs and Academy

requirements.

Will reduce delays, fines, penalties, and seizures at destination.


How to access the Document Checklist

Click on Vendor


Open Hyperlink to Document Checklist

How to access the Document Checklist (continued)


Academy’s Document Checklist


Academy’s Document Checklist (continued)






Import Logistics


Manage Global Supply Chain Operations from the time the Supplier books in the Freight Forwarders booking system until

goods arrive at our distribution center.

Act as a liaison between our freight forwarders, Suppliers, ocean carriers, customhouse broker, dray company, and our

internal sourcing and production and buying teams.

Resolve booking discrepancies to avoid shipping delays.

Negotiate ocean freight rates and select global freight partners.

Determine the most efficient method of shipping and container size based on the booked cubic measurements and origin

port.

Track event exceptions on shipments to minimize delays in container delivery.

Audit and arrange all ocean freight payments.

Arrange all import container deliveries.

Import Logistics Role


Global Supply Chain Partners

• USA Customhouse Broker

• Freight Forwarder


Yusen Logistics Origin Contact List, continued Origin Office & Address Contact Email Address Tel

Hong Kong Yusen Logistics (Hong Kong) Limited, OCM Ms. Jenny Cheng [email protected] 852-31290329

Level 33, Tower 1, Kowloon Commerce Centre, Ms. Betty Chan [email protected] 852-31290264

No. 51 Kwai Cheong Road, Kwai Chung, Group email [email protected]

New Territories, Hong Kong.Documentation

Ms. Ellen Wong [email protected] 852-31290372

Group email [email protected]

ShenZhen Yusen Logistics (Shenzhen) Co., Ltd.

Operation

Mr.Arvin.Jiang [email protected] 86-755-32990188

7/F, Rongchao Tower, No. 4036 Jintian Road, Ms.Autumn Lin [email protected] 86-755-32990166

Ms.Gabriela xie [email protected] 86-755-32990183

中国深圳市福田中心区 Ms.Million [email protected] 86-755-32990170

金田路4036号, 荣超大厦 7 楼

Documentation

Ms.Paula [email protected] 86-755-32990182

邮编518026 Ms.Fiona Zhang [email protected] 86-755-32990162

Ms.Eva Wu [email protected] 86-755-32990134

Esclation Mr.Samuel [email protected] 86-755-32990200


Shanghai Yusen Logistics (China) Co., Ltd., Operation & Documentation

Ms. Edith Zhao [email protected] 86-21- 22207150

9/10F, Longemont Yes Tower, Ms. Lilian Zhang [email protected] 86-21- 22207165

No. 369 Kaixuan Rd, Group email [email protected]

Shanghai Zip Code 200051, China

上海市凯旋路369号

雅仕大厦9/10楼

邮编：200051

Ningbo Yusen Logistics (China) Co., Ltd., Ningbo Branch

Operation & Documentation

Ms. Amber [email protected] 86-574-87320844

RM1002-1004,Block A ,Pacific Plaza, Ms. Alice Hu [email protected] 86-574-87320275

No. 555 Jingjia Road, Jiangdong District, Ms. Lina Zhu [email protected] 86-574-87329225

Ningbo, Zip Code 315040, China Ms. Faye.xu [email protected] 86-574-87320856

Ms. Linco.tang [email protected] 86-574-87968757

中國浙江省寧波市江東區惊駕路555號泰富廣場A座1002-1004室, 郵編315040

Xiamen Yusen Logistics (China) Co., Ltd., Operation

Ms. Emma Huang [email protected] 86-0592-8069161

Xiamen Branch Ms. Niocle Yu [email protected] 86-0592-8069156

Room 2305-2306, 23rd Floor, Documentation Ms. Demi Cai [email protected] 86-0592-8061035

Commercial Building Paragon Center,

No.1 Lianyue Road. Xiamen, Postal Code: 361012






















Yusen Logistics Origin Contact List Origin Office & Address Contact Email Address Tel

Fuzhou Yusen Logistics (China) Co., Ltd.,


Mr. Vincent Ye [email protected] 86-591-83306132

Fuzhou Branch Ms. Ann Li [email protected] 86-591-83306131

ROOM 2805-2808, 28F, LIBAO TIANMA PALAZA, Ms. Echo Wei [email protected] 86-591-83306135

#1 WUYI BEI ROAD, FUZHOU

Zip Code : 350001

Qingdao Yusen Logistics (China) Co., Ltd., Qingdao Office Operation Ms. Ellen Liu [email protected] 86-532-66759766

(Managed

Lianyungang)Room 2408,Tower one, HNA IMC Center,

DocumentationMs. Alice Zhang [email protected] 86-532-66759751

No,234 Yan An Third Road, Shinan District Qingdao, Mr.Randy shi [email protected] 86-532-83860998

P.R.China Team Leader Ms. Cherry Chen [email protected] 86-532-66759780

Manager Ms. Olivia Tan [email protected] 86-532-85029712

Nanjing Yusen Logistics (China) Co., Ltd., Nanjing Office

Operation

Ms. Sally Sun [email protected] 86-25-86583585

(Managed JiuJiang,

Nantong, Nanchnag

& TaiZhou)

SUITE D 23 Floor Deji Mansion, Ms. Evan Xu [email protected] 86-25-86583587

No. 188 Changjiang Road, Nanjing, P.R. China, 210018Documentation

Ms. Keeven Wang [email protected] 86-25-86583590

Ms. Jasmine Zhao [email protected] 86-25-86587452


Tianjin / Xingang Yusen Logistics (China) Co., Ltd., Tianjin Office Customer Service Ms. Jane Yang [email protected] 86-22-58633727

Rm 1208 Int’l Building No.75 Nanjing Road, Documentation Mr. Fred Guo [email protected] 86-22-58633731

Heping Dist. Tianjin, PRC 300050 Customer Service Ms. Sophia Yang [email protected] 86-22-58633723

Manager Ms. Shirley He [email protected] 86-22-58633721

Wuhan Yusen Logistics (China) Co., Ltd., Wuhan Office Operation/DOC Ms. Lisa Ji [email protected] 86-27-59498698

(Managed

Chongqing)Room 4004, Zheshang International Tower, Customer Service Mr. Ryan Zhang [email protected] 86-27-59498699

No 718 Jianshe Avenue, Jiangan District, Wuhan,

Hubei 430010 China.

Bangladesh Yusen logistics (Bangladesh) Ltd

Operation

Mr. Nazmul Huda [email protected] 880 2 9896815 (Ext-122)

Shahajadi Chamber, 1st Floor, 1331/B Sheikh Mujib Road, Mr. Akter Hossain [email protected] 880 2 9896815 (Ext-120)

Agrabad, Commercial Area, Chittagong-4100, Ms.Farhana Shahin Lubna [email protected] 880 2 9896815 (Ext-125)

Bangladesh Mr. Nihat Erim [email protected] 880 31 2527177 (Ext-221)

DocumentationMs. Nasrin Akter [email protected] 880 2 9896815 (Ext-124)

Mr. Alamgir Hossain [email protected] 880 2 9896815 (Ext-121)















Yusen Logistics Origin Contact List Origin Office & Address Contact Email Address Tel

Vietnam Yusen Logistics (Vietnam)Co., LtdOperation

Ms. Thanh Van [email protected] 848-3 8224407 ext:113

Room 701-708 Saigon Riverside Office Center Building, Ms. Van Anh [email protected] 848-3 8224407 ext:117

2A-4A Ton Duc Thang Street, District 1, Documentation Ms Nhat Thanh [email protected] 848-3 8224407 ext:223

Ho Chi Minh City, Vietnam Group email [email protected]

Taiwan Yusen Logistics (Taiwan) Ltd


Ms Rani Fan [email protected] 886-2-2343-5575 #806

FL.7, NO.88, SEC. 2, CHUNG HSIAO EAST RD., Ms Sulin Ni [email protected] 886-2-2343-5575 #802

TAIPEI 10050, TAIWAN, R.O.C Ms. Christina Wu [email protected] 886-2-2343-5575 #881


Cambodia Yusen Logistics(Cambodia)Co.,Ltd., OCMOperation & Documentation

Ms. Lun Leab [email protected] (855) 23 990 792 / 93

Bayon Market 5 Floor, Room 501, No.33-34, Street 114 Mr. Park Tinorn [email protected] (855) 23 990 792 / 93

Sangkat Monorom, Khan 7 Makara, Phnom Penh, Manager Ms. Chum Piseily [email protected] (855) 23 990 792 / 93

Zip code 12251, Cambodia Group email [email protected] (855)-23-990-792/93

Indonesia PT. Yusen Logistics Indonesia Acc. SPV / Customer

Service

Mr. Dondy Aquarendra [email protected] 62-21-8062-5278 ext. 655

TEMAS Building, lantai 3A, Ms. Jumiati [email protected] 62-21-8062-5278

JI. Yos Sudarso Kav. 33, Documentation Ms. Niki Fitriyani [email protected] 62-21-8062-5278 ext. 656

Sunter Jaya, Jakarta Utara 14350, Ass. Manager Mr. Afridzal Rachman [email protected] 62-21-8062-5278 ext. 641

Indonesia. OCM Manager Ms. Vivian Lesmana [email protected] 62-21-8062-5278 ext.459


Korea Yusen Logistics (Korea) Co., Ltd. General Manager Mr. IS Kim [email protected] 82-2-3469-0715

c/o Sebang Express Co., Ltd Assistant Manager Mr. SM Kwon [email protected] 82-2-3469-0783

8th FL., Sebang Building, Operation & Documentation

Ms. S.H Woo [email protected] 82 2-3469-0748

433 Seolleung-Ro Kangnam-Gu, Ms. HJ Kim [email protected] 82-2-3469-0780

Seoul 06212 South Korea

Thailand Yusen Logistics (Thailand) Co., Ltd.


Ms. Patcharanan

[email protected] 662 0348687

2525 One,Two FYI Center, 7th Fl., Ms. Pannita Neampha [email protected] 662 0348367

Rama 4 Rd,. Klongtoey, Ms. Kamolthip

[email protected] 662 0348688

Klongtoey , Bangkok, Zip Code 10110, Thailand















Yusen Logistics Origin Contact List

Origin Office & Address Contact Email Address Tel

India Yusen Logistics (India) Private LimitedOpeations & Documentation

Mr Amit Palande [email protected] 022 40657343

Skyline Icon 302 , 3rd Floor, Mr Anil Viswambharan [email protected] 022 40657341

86/92 Andheri, Kurla Road, Group email [email protected]

Marol Naka , Andheri (East) , Mumbai,

Zip Code 400059, India

Israel Yusen Logistics, OCM Commercial Manager Mrs Yaffa Afori [email protected] 972 73 2548080

c/o Interdel G.C.T. (1986) Ltd. Operation & Doc Mr Nadav [email protected] 972 73 2548032

3 Bossem St., Ashdod Operation & Doc Mrs Aviva Daniel [email protected] 972 73 2548036

Israel 6407702 Operation & Doc Mr Shai Penkar [email protected] 972 73 2548044

South Africa - Cape

Town

Yusen Logistics, OCM Operation & Documentation Theo Wentzel [email protected] 27 214437260

c/o NYK Logistics and BLL of SA (Pty) Ltd Manager Keith Landzaat [email protected] 27 214437263

4th Floor Zeeland House, Director Paul Gerber [email protected] 27 415034400

11 Heerengracht Street,

Foreshore, Cape Town 8001, South Africa

Kenya Yusen Logistics, OCM Ocean Opeations &

Documentation

Caroline Akinyi [email protected] +254-731004119

c/o Mitchell Cotts Freight (Kenya) Limited Clement mwambingu [email protected] +254-733755792

Shimanzi, Voi Street, Airfreight Manager Mugambi Muthamia [email protected] +254-722415002

P.O. Box 42485 Managing Director Daniel Tanui [email protected] +254-731846619

80100 Mombasa, KenyaExports

operations&documentationJoshua Kyuma [email protected] +254-731005098

Brian Mwambi [email protected] +254731004918

Egypt Yusen Logistics, OCM Cargo Manager Mrs.Nashwa Saber [email protected] 22 666 982 / Cell: 02-

01022253502

c/o Tristar Cargo System Manager Mrs.Amira Tantawy [email protected] 22 666 982 / Cell: 02-

01022253503

4 Markaz Elmalomat St., Areaa 1155, Operations Ms. Dina Adel [email protected] 22 666 982 / Cell: 02-

01022253508

Sheraton Heliopolis Area, Cairo, Egypt Group email [email protected]












Yusen Logistics Origin Contact List

Origin Office & Address Contact Email Address Tel

Turkey - Istanbul Yusen Logistics Turkey Lojistik Hizmetleri Ltd. Sti Senior Manager Arzu Gulnar [email protected] 90 (0) 212 2593777 ext:

2300

Suleyman Seba Cad., Operations Manager Derya Erdim [email protected] 90 (0) 212 2593777 ext:

2400

BJK Plaza A Blok No. 48/1-B, Operations Supervisor Okan Sahin [email protected] 90 (0) 212 2593777 ext:

6160

Besiktas, Istanbul, Turkey Operations Mert Kaya [email protected] 90 (0) 212 2593777 ext:

2406

Operations Buket Bas [email protected] 90 (0) 212 2593777 ext:

2401

Brazil Yusen Logistics do Brasil LtdaOperations

Alessandra Goncalves [email protected] 55 1140649747

Emilly Caetano [email protected] 55 1140649347

Avenida Brigadeiro Faria Lima, Manager Gabriela Caram [email protected] 55 1140649331

1336 – 6º andar - Pinheiros Director Alexandre Chami [email protected] 55 1140649301

Sao Paulo, SP, CEP 01451-001, Brasil

US Hub Office

Melissa Evans [email protected] 1-201-442-3132

Michael Shea [email protected] 1-201-553-3878

Analise Vindel [email protected] 1-201-553-3878

Guatemala Yusen Logistics, OCM Export Manager Mrs. Alejandra Sandoval [email protected] 502 2429-0900

c/o Consolidados 807, S.A Export Executive Mrs. Monica Barrera [email protected] 502 2429-0900

25 Avenida 31-23 Zona 12, Colonia Santa Eliza, Export Executive Flor Roy [email protected] 502 2429-0959

Export Executive Tania Carias [email protected] 502 2429-0943

Export Assistant Leonel Rodriguez [email protected] 502 2429-0959

US Hub Office




El Salvador Yusen Logistics, OCM Operation Manager Mr. Vidal Ortega [email protected] 503 25303026

c/o Consolidations 807 El Salvador Export Executive Ms. Yancy Rivas [email protected] 503 25303026

63 Ave. Nte y 1a Calle Pte No. 175,

US Hub Office















Cargo Booking Rules

Freight Forwarder will only accept a booking:

If booked 14-21 days prior to ship date.

Purchase Order being booked is valid.

The Business Rule Form (BRF) has been satisfied.

Freight Forwarder will only release a booking if the following SOP requirements are satisfied:

Purchase Order matches FOB, quantity, VPNs and styles booked.

A valid cargo ready date has been provided.

Cargo is shipping on time when cargo is delivered by vendor within the Purchase Order Ship Window.

Container CBM’s meet required minimums and equipment requested is based on those standards.

All required ISF data elements have been provided.

PO’s are booked to final destination on Purchase Order.

Purchase orders that do not meet criteria detailed above will require Academy’s approval before booking is

released.

For details on booking within the Freight Forwarders booking system, please refer to Yusen’s contact list.


CY and CFS Shipments

Academy is focused on improving our container optimization. We have designated Consolidation Freight Stations

(CFS) to improve container optimization.

20’ Standard: Minimum 23 CBM’s Maximum Weight 17,500 Kgs

40' Standard: Minimum 52 CBM’s Maximum Weight 19,950 Kgs

40’ High Cube: Minimum 62 CBM’s Maximum Weight 19,950 Kgs

45' Container: Minimum 69 CBM’s Maximum Weight 19,950 Kgs

53’ Container Minimum 102 CBMs Maximum Weight 30,865 Kgs

Note:

20’ containers can only be used when approved by Import Logistics.

53’ containers are only available in limited ports. Notify the Freight Forwarder if you have quantities that can ship in a

53’ container.


Import Documentation and Payment Instructions

Once shipment has been effected, originals of all documents should be handed over to freight forwarder in exchange for

the ORIGINAL, SIGNED FORWARDERS CARGO RECEIPT (FCR) needed to claim payment. To receive payment,

copies of all documents along with ORIGINAL, SIGNED FCR are required to be mailed to Academy : ATTENTION AP

IMPORTS.

Note: We cannot pay against emailed documents.

Payment of all origin fees and a complete and accurate set of documents must be provided to our Freight Forwarder

within 72 hours of vessel sailing in exchange for the original, signed Forwarders Cargo Receipt (FCR). The FCR is

required in order to claim payment from Academy.

Please refer to our Document Checklist for a list of Academy’s required documents that must be presented to our

Freight Forwarder. The document checklist is posted on our website at:

https://vendor.academy.com/content/import-document-checklist-and-direct-import-vendor-payment-

instructions


Review your Purchase Order for accuracy when received from Academy and resolve any discrepancies with Global

Sourcing for import private label orders or the Merchant for domestic or national brand imports.

Book on time: at least 14 days-21 days prior to the “Not Before Date”

Ensure cargo delivery date meets all CFS/CY cut-off times.

Book using Freight Forwarders on-line booking tool (No manual bookings accepted).

Provide accurate Importer Security data elements in the Freight Forwarders system at time of booking.

Update all data in the Freight Forwarders’ system with ANY changes; Cargo ready date, style/VPN’s, item quantities,

etc.

Supplier’s Booking Responsibility


Supplier’s Responsibility

Ship on-time = When CFS or CY cargo is delivered between the “Not Before” and “Not After” purchase

order date.

Cargo ready date = Date vendor will deliver cargo to the CFS station or CY yard.

All documents and export clearance can only be completed once all ship quantities have been verified.

These documents MUST match the actual shipped quantities.

Submit all accurate and required documents to the Freight Forwarder within 72 hours of vessel sailing.

If booking cancelation is required, it must be completed 7 days prior to vessel cut-off.


Air FreightCollect Air Freight Uses: Merchant needs product for ad/inventory

Terms: Collect – Academy is responsible for all freight, clearance and delivery costs and will manage cargo from origin airport to

final DC destination.

Vendor Responsibility: Email full set of documents (including a rated airway bill) to Import Logistics and Broker

([email protected] & [email protected]) upon departure

Consignee is Academy

Livingston International is Notify Party

Prepaid Air Freight Uses: Vendor is not able to meet handover dates on Academy purchase order

Terms:

1. DAP DC – Vendor is responsible for all freight and delivery costs and will manage cargo from origin airport to final DC destination.

Academy is responsible for customs clearance.

2. DDP – Vendor is responsible for all freight, clearance and delivery costs and will manage cargo from origin airport to final DC

destination.

Vendor Responsibility:

1. DAP DC – Vendor is to handle moving cargo from factory to Academy DC destination. Email full set of documents (including a rated

airway bill) to Import Logistics and Broker ([email protected] & [email protected]) upon departure for

clearance.

Consignee is Academy

Livingston International is Notify Party

2. DDP – Vendor is to handle moving cargo from factory to Academy DC destination including customs clearance.


Private and confidential - Do not distribute

Chargebacks



Chargeback- Late ShipmentsMethod of Calculation

Chargebacks for late shipments will be assessed for all shipments where the PO has a CFS receipt date or CY Ingate date outside the Ship Window (Not Before Date and Not After Date).The amount of the chargeback will be determined as a percentage of the total cost of the portion of the PO that is

late.

Number of Days Late Chargeback Percentage (appliedagainst cost of late portion of PO)

1-5 3%

6-10 6%

11 - 15 10%

16 - 20 15% (or Pre-paid Air Ship, if mutually agreed upon)

21+ 15% (or Pre-paid Air Ship, if mutually agreed upon) + BusinessImpact Assessment*

Purchase Order Total Cost

“Not Before” Date

“Not After” Date

Confirmed OnBoard Date

Number of DaysLate

Chargeback % Chargeback Amount

$5,000 USD 9/15/2014 9/22/2014 10/1/2014 9 6% $300 USD

$42,000 USD 10/1/2014 10/8/2014 10/12/2014 4 3% $1,260 USD

$75,000 USD 11/1/2014 11/8/2014 11/21/2014 13 10% $7,500 USD

The table below illustrates how much the chargeback would be in different scenarios.

Business Impact Assessment – may include, but may not be

limited to, any of the following:

Estimated sales and margin loss for items shipped late

Estimated sales and margin loss for items commonly

purchased with items shipped late

Labor, freight and other charges associated with expedited

warehouse operations and store delivery

Defects found in store after shipment



Non-Compliance Chargeback Schedule – Import Suppliers









Appendix



Key Contacts U.S. Sourcing & Production

[email protected]

[email protected]

[email protected]

HK Production & Sourcing

[email protected]

Customs Compliance

[email protected]

Factory Compliance

[email protected]

Academy Helpful Links

www.academy.com

vendor.academy.com

www.cleartrack.com

Import Logistics

[email protected]

Quality Assurance

[email protected]

[email protected]

[email protected]

[email protected]

Legal Compliance

[email protected]

Accounting – Payable

[email protected]

Vendor Management

[email protected]

Vendor Compliance

[email protected]








http://www.vendor.academy.com/

http://www.vendor.academy.com/

http://www.cleartrack.com/






SMART Guide

Strategic Merchandising And Routing/Transportation

Provides guidelines to increase supply chain efficiency

Information and guidelines must be fully complied with or will result in additional freight/labor costs. Chargebacks

may be assessed.

SMART Guide is found at:

https://vendor.academy.com/content/import-vendors-smart-guide

https://vendor.academy.com/content/smart-guide-us-vendors



Compliance Federal and State Regulations LinksASTM www.astm.orgCA Cadmium in Children's

Jewelry http://www.dtsc.ca.gov/PollutionPrevention/ToxicsInProducts/Cadmium.cfm

CA Prop 65 http://www.oehha.ca.gov/prop65.html

CARB http://www.arb.ca.gov/toxics/compwood/compwood.htm.

CPSC www.cpsc.gov/about/cpsia.cpsia.html

Drawstrings http://www.cpsc.gov/Regulations-Laws--Standards/Rulemaking/Final-and-Proposed-Rules/Drawstrings-on-Childrens-Upper-

Outerwear/

EPA www.epa.gov

FCPA http://www.justice.gov/criminal-fraud/foreign-corrupt-practices-act

FDA www.fda.gov

FHSA http://www.cpsc.gov/en/Business--Manufacturing/Business-Education/Business-Guidance/FHSA-Requirements/

Flammable Fabrics Act http://www.cpsc.gov/en/Regulations-Laws--Standards/Statutes/Flammable-Fabrics-Act/

FTC www.ftc.gov

ILPPA http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=1523&ChapterID=35

ISO www.iso.org

Lacey Act http://www.aphis.usda.gov/plant_health/lacey_act/index.shtml

Law Labels http://www.lawlabelregistration.com/

TIP http://toxicsinpackaging.org/

UPLR http://www.nist.gov/pml/wmd/pubs/upload/iva-packlabreg-h130-15-final.pdf

Washington CSPA http://www.ecy.wa.gov/programs/swfa/cspa/index.html


Acronym

AQL Acceptance Quality Limit

ASN Advance Shipment Notice

ASO Academy Sports + Outdoors

BRF Business Rule Form

CA Prop 65 California Propositon 65

CAP Corrective Action Plan

CAP /CAPA Corrective Action Plan / Preventive Action

CARB California Air Resource Board

CBM Cubic Meter

CFS Consolidation Freight Station

CLM Container Load Manifest

COB Confirmed on Board

COC Certificate of Compliance

COO Country of Origin

CPC Children Product Certificate

CPSIA Consumer Product Safety Improvement Act

CRD Cargo Ready Date

CSPA Washington Children' Safe Product Act

C-TPAT Customs-Trade Partnership Against Terrorism

CY Container Yard

DAP Delivered Duty at Place

DDP Delivered Duty Paid

DDR Daily Discrepancy Report

DP During Production

DPI During Process Inspection

EDI Electronic Data Interchange

EDLP Everyday Low Price

ELC Estimated Landed Cost

ETA Estimated Time of Arrival

ETD Estimated Time of Departure

F Final

FCPA Foreign Corrupt Practices Act

FCR Forwarder Cargo Receipt

FFA Flammabke Fabric Act

FFS Factory Fact Sheet

FHSA Federal Hazardous Substances

FI Final Inspection

FOB Free on Board

FRI Final Random Inspection

FSQ Factory Securrity Questionaire

GCC General Certificate of Conformity

GMI Graphic Measures International

HQ Headquarter

ILPPA Illinois Lead Poisoning Prevention Act

ISF Importer Security Filling

KPI Key Performance Indicators

LCL Less than Container Load

M&A Mergers and Acquistions

NDA Non Disclosure Agreement

ORIN Oracle Retail Number

OTB Open to Buy

PCP Production Completed Planned

PDM Product Data Management

PLI Product Liability Insurance

PLM Product Lifecycle Management

PO Purchase Order

POI Perfect Order Index

PPS Product Performance Specification

PTP Periodic Testing Plan

QA Quality Assurance

RMS Retail Management System

RTP Reasonable Testing Program

RTV Return to Supplier

SAM Shipment Approval Management

SIC Supplier Inspection Confirmation

SMART Strategic Merchandising and Routing/Transportation

SO Shipping Order

TIP Toxic in Packaging

UI Undue Influence

UPC Universal Product Code

UPLR Uniform Packaging amd Labelling Regulations

VCB Vendor Call for Booking

VQM Vendor Quote Management

WIP Work in Process
