Polestar

Service and Parts Business

Service Manager Bulletin
TITLE:

Shipping and Handling of Polestar Lithium-ion Battery Electric Vehicle (BEV)
Battery Packs to Global Battery Solutions (GBS)
GROUP:

NO:

ISSUING DEPARTMENT:

CAR MARKET:

31

001P

Warranty

United States

REVISIONS:

ISSUE DATE:

STATUS DATE:

Updates throughout SMB

2022-10-05

2023-01-19

Page 1 of 16
Attention Polestar Parts Managers and Service Managers
There may come a time where a Customer Vehicle will require Technical Service and you will be
instructed to replace and ship a defective lithium Battery Electric Vehicle (BEV) battery directly to our
Supplier for Technical Evaluation.
Note: All Polestar Lithium-ion Battery Electric Vehicle (BEV) Batteries will be part of our Polestar
Technical Operations Prior Approval Process.
The failed Battery Electric Vehicle (BEV) battery must be shipped directly to the Polestar Battery
Center, operated by Global Battery Solutions (GBS), at the address indicated below and on the
shipping labels attached.
POLESTAR LITHIUM-ION BATTERY ELECTRIC VEHICLE (BEV) BATTERY PACK SHIPPING AND
HANDLING GUIDELINES:
Remove the replacement battery from the shipping container and follow instructions as outline in
VIDA for vehicle installation.
HANDLING:
Ensure the replacement crate is kept in its original condition. The replacement battery pack shall
be removed from its original packaging and installed in the vehicle as soon as possible in order to
maintain protection against mechanical impact or tampering.

Produced and printed in the USA and available as an electronic document.
© Polestar 2023

Service Manager Bulletin 31-001P
Once the replacement battery is removed, store this container in a safe and secure place to be used
for the transportation of the defective Battery Electric Vehicle (BEV) battery.
•

Ensure all coolant lines are drained fully and covered prior to packaging and shipping.

•

Ensure all 10 fastening bolts are properly installed and fully secured.

•

Do not remove or cover up any of the hazmat shipping labels on the outside of the replacement
container.

•

Do not damage the replacement crate.

•

Do not stack anything on top of the replacement crate.

•

The battery pack shall always be kept in an upright position.

•

If you damage the crate you will be charged for a replace crate of $250 plus shipping and hazmat
labeling cost.

Carefully insert the defective Battery Electric Vehicle (BEV) battery in the replacement crate as soon
as possible and move this crate to a safe and secure staging location.
It is mandatory that the faulty Battery Electric Vehicle (BEV) battery is shipped to GBS within 4
business days from receipt of the new/reman replacement battery pack.
SHIPPING:
All core shipments to the Battery Center must include a Vehicle Core Report (Core Packing List).
Without the core report core credit will not be given. See the Core Return Procedure chapter in the
Parts Policy and Procedure manual, found on the Retailer Portal, for instructions on how to create a
core report and core packing list.
Ship the core back to the Volvo Battery Center. Complete the attached FedEx VICS Bill of Lading,
retailers only need to fill out their return address and add the part number in the carrier information
section and update the return address.
All other information is pre-filled. Do not alter any information on this Bill of lading. Located at the end
of this bulletin are 4 GBS return shipping labels pre-addressed to Global Battery Solutions.
• Cut out one of the labels.
•

Fill out this label completely.

•

Secure the label to the outside of the replacement container.

•

Contact the FedEx Freight at the number below and request a pick-up: FedEx Freight Customer
Service 1.866.393.4585

•

Be sure to request or coordinate any additional or specific support needed from FedEx (forklift,
equipment services, etc.). In most cases, FedEx cannot guarantee additional support, and the
retailer will be responsible for coordinating the support needed to effectively return the core back
to the Battery Center.

Ship to:
Polestar c/o Global Battery Solutions
581 Ottawa Ave, Suite 100
Holland, MI 49423
Attention: Stacy Trott

Page 2 of 16

2023-01-19

Service Manager Bulletin 31-001P
Once the FedEx Driver arrives, it is important to give the driver the completed FedEx Bill of Lading
and a copy of the Safety Data Sheet. You can print a copy of the Safety Data Sheet from SMB 31-005P.
Once FedEx loads the pack into the trailer, tracking information should be requested and shared with
Battery Center Manager.
You should also attach a copy of the Safety Data Sheet to the outside of the replacement shipping
crate using the Polestar Poly Bags 7777601.
Warranty and Technical Documents
These Documents must be included inside the crate with the defective battery.
•

Technical Operations Vehicle Report - (mandatory) see sample below.

•

Shipping Label affix to the outside of the replacement crate. (mandatory)

•

Material Data Safety Sheets affix to the outside of the replacement crate. (mandatory)

•

Copy of the original Repair order-see sample below.

Note: Failure to include the above documents may result in the package being returned at retailer
expense.
COMPLIANCE:
Retailers are required to cover MSD housing with tape or an MSD housing cover (P/N 9513174). This
ensures that there is a barrier over the MSD housing to avoid debris or incidental contact. If tape is
utilized, please cover the entire MSD housing opening as shown in the example image.
Non-Compliance Reports (NCR) will be filed when a pack is shipped to GBS in an unapproved
condition (i.e., leaking coolant, unsecured bolts, missing/damaged parts or stramps, etc). Any noncompliance will result in a penalty to the sender. Please notify the Battery Center Manager (via email)
with all Nebula reporting information when a BEV lid off repair case is initiated, this will assist in
expediting the repair process.
CORE RETURNS:
Below is our policy regarding core returns for BEV and PHEV Packs.
•

Core must be in acceptable condition

The retailer will receive full credit if the core is returned in the proper condition. If the core is not in
proper condition, the retailer will, in some cases, receive a partial core credit, while in other cases the
core will be rejected and shipped back to the retailer, at the retailer’s expense.
Code

Description of Core Compliance Charge

Core Surcharge

501

Residual coolant/coolant not drained and cleanliness issues

$100.00

502

MSD Port not covered properly (P/N 9513174)

$50.00

502

Missing vent cap (P/N 32325469) and associated screws

$50.00

503

Missing Core/TIE report in shipment

$50.00

504

Delay in Core Return (1-3 business days after requirement)

$300.00

505

Delay in Core Return (4-5 business days after requirement)

$350.00

506

Delay in Core Return (6-7 business days after requirement)

$400.00

507

Delay in Core Return (more than 7 business days after requirement)

$500.00

2023-01-19

Page 3 of 16

Service Manager Bulletin 31-001P
The requirements vary according to the type of core. Go to the Exchange Parts Bulletins to learn
the requirements for each particular type of core. The Exchange Parts Bulletin will explain what is
considered a “complete” core, and the physical condition it must be in.
Please consider the following while packaging the BEV pack. All items below will also be considered in
determining whether the Core shipment is acceptable or not are as follows:
•
•
•
•
•

The battery packs should be drained fully prior to packaging for shipment to avoid coolant spillage.
The coolant lines should be taped over to maintain cleanliness in the coolant lines.
Wooden Crate Missing Bolts – The packaging crate should have six (6) large bolts and two (2) small
bolts fastened securely to safely contain the pack in the packaging.
Securing Metal Crate Panels – The bolts holding the small latching assembly in place should be
fully secured. If this is not done properly, the side panels can become loose and potential missing
upon arrival at the Battery Center.
The vent capping is critical to ensure no debris enters the pack and avoids unintentional pressure
within the pack during delivery, which could lead to a thermal event.
All paperwork is critical to maintaining process efficiency throughout the repair process. In
addition, delivery of the Nebula report and core packaging slip with the pack assists in facilitating a
timely core credit.
*Please contact the Battery Center Manager, James Luskin, with any concerns.
([email protected])

In addition, you should read the “Core Return Procedure” section of the “Volvo Parts Policies &
Procedures Guide”. There you will find if any additional requirements relate to a core. For example,
certain cores require original packaging and some cores require diagnostic documentation
Example Images Below:

Image 1 – MSD covered properly, showing the preferred method through utilization of P/N 9513174 to
secure the MSD housing. (Code 502)

Page 4 of 16

2023-01-19

Service Manager Bulletin 31-001P

Image 2 – MSD covered properly, another acceptable method with colored tape. Note that the entirety
of the MSD opening should be covered to avoid entry of debris. (Code 502)

Image 3 – Vent Cap properly covered
(Code 502)

Image 4 – Vent Cap not covered &
missing screws

Image 5 – Proper Vent Caping for new BEV pack variant (after chassis number 66548 for 534) with P/N
32299402

2023-01-19

Page 5 of 16

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VICS Bill of Lading
SHIP FROM

Bill of Lading Number: ____________________________

Name: _________________________________________________________
Address: _______________________________________________________
Address: _______________________________________________________
City/State/Zip: ___________________________________________________
N/A
SID#: ___________________________ SID#: _________________________

FedEx Freight
CARRIER: _________________
TRAILER: ____________

SCAC: __________

Pro Number: _________________

SHIP TO

Polestar c/o Global Battery Solutions
Name: _________________________________________________________
581 Ottawa Ave, Suite 100
Address: _______________________________________________________
ATTENTION: Stacy Trott
Address: _______________________________________________________
Holland, MI 49423
City/State/Zip: ___________________________________________________
CID#: __________________________________________________________

THIRD PARTY FREIGHT CHARGES BILL TO:

Polestar Automotive USA c/o Williams & Associates
Name: _________________________________________________________
405 E. 78th St.
Address: _______________________________________________________
Bloomington, MN 55420
FedEx ACCT# 673220215
City/State/Zip: ___________________________________________________

Freight Charge Terms:
X
Prepaid _______ Collect _________ 3rd Party _______
Freight charges are to be prepaid unless marked collect.

SPECIAL INSTRUCTIONS: EMERGENCY PHONE NUMBER

CONTACT: CHEMTREC
CUSTOMER ORDER NUMBER

800-424-9300

Master Bill of Lading: with attached underlying Bills of Lading

CUSTOMER ORDER INFORMATION

# PKGS

WEIGHT

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PALLET/SLIP

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