POLICIES AND PROCEDURES

PLACING ORDERS

All orders must be placed via email to sales@sunscreenprint.com and include:

1. A Completed Purchase Order(PO)
2. Camera-Ready Digital Art File/s
3. Goods order confirmation and expected delivery date.

Contract Partner orders will not be accepted through multiple emails, phone calls, or scratched on a napkin. We offer many ways to place your orders and get your questions answered:

• Website: https://sunscreenprint.com/faq
• Email: sales@sunscreenprint.com will answer questions submitted by email within 4 business hours whenever possible. Only after you have not received a response after that time line you may call the office.
• Customer Support: customersupport@sunscreenprint.com for inquiries about invoicing, payment, or tracking information. All other inquiries go to sales email only. Please avoid calling the factory unless it is urgent.

Our current 2022 Contract Price List is available: REQUEST A PASSWORD FOR DOWNLOAD at customer support.

NO order is placed on our production schedule, regardless of your due date, until 3 things happen.

1. You provide a completed and correctly priced Purchase Order (PO)
2. You provide camera-ready art. (See our art requirements)
3. We have ALL your goods in our warehouse at least 3 days prior to staging.

Please remember you are the salesperson and need to manage your client's expectations for delivery based on our standard turnaround. Please check availability for rush options with sales prior to making promises we can not deliver. We will always strive to meet your expectations within reason.

Just because you send us a PO doesn't mean we have the space to meet your deadline. If your client has a tight deadline, please inquire at sales about rush availability before submitting your PO and sending goods.
**We have the right to reject any PO based on any reason, given or not.

PURCHASE ORDERS

• A Purchase Order is considered the contract between you and us for each order placed.
• Do not ship goods to our facility until we have approved and accepted your PO in writing. We will charge a handling fee for receiving and returning even if you provide an RA.
• Processing your PO can take up to 24 hours and you will be notified as soon as possible if there is an issue with your order.
• Any changes to a fully accepted and processed purchase orders will cause the project to be moved to the next available space on the production scheduled and only after the corrected, revised PO has been submitted.
• Purchase orders MUST be complete and accurate per provided price sheets or prior quoted information.
• To be considered complete and ready for scheduling the following MUST be included with the PO. Any missing information will create a delay in your order:
  • PO Number/Job Name
  • In-Hands Date (make sure to add transit time to production timeline).
  • Ship Blind
  • Garments Provided or Sourced
  • Decoration Method
  • Description
  • Billing/Shipping Address
  • UPS Shipper number (if order is being shipped)
  • Garment Style, Color and Sizes
  • Print pricing based on price sheets
  • Ink color(s)
  • Camera-ready artwork

    This is a real example of a correctly detailed PO form one of our compliant contract partners:
    Screen Shot 2022-06-24 at 4.35.44 PM

• Items not listed on our price list must be quoted prior to order and quote number must be included on the final purchase order. Quotes are only valid for 30 days from the quote date.
• Orders received by 12:00 pm (business days only) will be processed as the order date in the order timeline.
• Orders received after 12:00 pm or outside of business hours will have the following business day marked as order date in the order timeline.
• Delays in production or delivery due to inaccurate or missing information on your PO, incorrect art, delayed good receipt, or inbound/outbound shipping will not be the fault of Sun Screen Print.

SUPPLIED GARMENTS

• Client provided garments: This means you order your garments and provide them to us via:
  • Direct Drop-Ship
  • Client Delivered
• All garments provided to Sun Screen Print will have a cost added to account for QC, Counting, Staging, and Spoilage margins.
• WHOLESALE DEFECTS: Sun Screen Print is a Textile DECORATOR. We do not produce or provide the garments that are used in contract printing. Garments with defects that are caught will be reported to the client before printing occurs. However, if wholesale defects are overlooked we will not be held responsible. Wholesale defects include but are not limited to the following:
• Holes in garments
• Un-hemmed seams
• Crooked seams
• Color variations
• Color anomalies in Heather/Antiqued garments
• Stains not related to screen printing decorating
• Direct Drop-Ship Loss or Damage
• Client Delivered Loss or Damage

Please see policies on QUALITY CONTROL/SPOILAGE for a full description on how we handle issues in contract printing as well as garment replacement.

ARTWORK FEES

• Basic Proofs from Print Ready Artwork: $10.00 each
• Tweaks to Print Ready Artwork: $25.00 (must provide AI or PS file and fonts used in design must be outlines or provided as an attachment)
• Graphic Design Services: $45.00/hour with a minimum of 2 hours billed.
• Illustration/Hand Drawn Services: $60.00/hour with a minimum of 2 hours billed.
• Make Ready: $25.00-$50.00 Artwork that has gradients or requires halftone printing will be required to go through Make Ready. Spot process/Simulated Spot Process pricing grids already have this included.

GENERAL ARTWORK POLICIES

• Contract clients must provide Print Ready Artwork to avoid artwork fees.
• All artwork must be received with the completed Purchase Order.
• High resolution PNG or SVG files must be used on All Orders as a pre-press proof for our staff.
• We do not print copyrighted material. Make sure your artwork is your own. A signed statement of release for copyright infringement is required from all contract clients. Any accounts caught submitting copyrighted artwork will be reviewed and could be revoked at our discretion.
• Allow 1-3 business days for proofs on Standard Production Orders
• Allow 24 hours for proofs on Rush Orders
• Orders will be proofed and printed EXACTLY AS THEY ARE SUBMITTED. You are responsible for any errors in your provided artwork. Sun Screen Print will not be responsible for any of the following in regards to misprints from your provided artwork: This includes but is not limited to:
  • Copyright Infringement – DON’T DO THIS
  • Spelling errors
  • Centering issues
  • Distressing elements
  • Offensive subject matter (at our discretion)
• All print sizes are industry standard. Artwork should be submitted at 300ppi AT PRINT SIZE. See artwork guidelines for exact specifications.

COLORS

• Digital vs. Tangible: Computer monitors display colors differently. If exact colors are required, then Pantone C codes must be provided and will be noted on proofs. Without Pantone codes, we will not be held responsible for color discrepancies between on-screen colors and finished product colors.
• Garment Colors
  • Garment colors can vary greatly across styles and brands. Navy in 1 brand will not be the exact same color as Navy in another brand. Sun Screen Print will not be held responsible for shade variations when printing on different brands within the same order.
  • Certain brands, such as Comfort Colors, may see a wide variance in shades even in the same order. This is due to the garment dye process and should be considered completely normal. Sun Screen Print will not warranty against color discrepancies in these styles of garments.
  • Printing the same design on multiple garment colors can yield variations in final print colors. Sun Screen Print will not be held responsible for color variations that occur when printing on multiple garment colors, even if a Pantone code is provided.
• Decoration Methods: Colors from different decorating methods will most likely have shade variations. ie. Screen printing ink and vinyl colors are produced by different manufacturers and will not match exactly. We do our best to match as closely as possible but certain color characteristics, especially in primary colors, do not tint well for achieving different shades.
• Screen Printing Ink Colors
  • STOCK COLORS: No Charge
    • To avoid custom ink fees please use a stock color both in designing and printing. All other colors will be subject to a custom ink mixing fee.
    • Colors must be selected as STOCK or CUSTOM on the Purchase Order or Web Order. If a stock color isn’t selected, then we will assume that you want a custom color and we will bill accordingly.
  • CUSTOM INK COLORS: $10.00/Color
    • Custom ink colors must be mixed according to specific formulas. Formulas are based on a system called PANTONE. Orders that require exact colors must be placed with appropriate Pantone C Codes.
    • Pantone mixed ink is only 100% accurate in the mixing container. Final color may have slight color variations based on garment type, color, and white ink underbase. 100% accuracy on the garment is not possible in screen printing.

PRODUCTION TIMELINES

Please note that production timelines do not include shipping transit times. Production is the amount of time it takes us to procure your order, send proofs, stage, print and make ready for shipping. Transit times are in addition to production times.

SCREEN PRINTING

• Standard Production: 7-10 business days
• Rush Production: 4-5 business days with a 15% up charge (minimum of $50.00)
• Super Rush Production: 2-3 business days with a 25% up charge (minimum of $100.00)

RUSH SERVICES

• Rush services must be requested and approved prior to order submission.
• Rush orders are only accepted when production capabilities permit.
• Once an order is placed it can not be upgraded to rush status.
• Rush orders are 100% deadline-driven. Sun Screen Print will not be held responsible for artwork, printing, or garment defects of any kind on Rush orders.

SHIPPING/DELIVERY

• Contract clients must provide UPS or FedEx Shipper Account number for outbound shipping.
• Blind drop-shipping is available BUT MUST BE REQUESTED ON THE PURCHASE ORDER.
• We do not offer shipping on bulk orders through FedEX or USPS.
• You may schedule a freight service to pick up pallets at our facility. We have a truck high dock and a docking plate.
• Wrapped Pallets are $25.00 per Pallet and shipper requirements are required. Please Note: Our staff does not load or un-load trucks so please make sure the shipper or courier offers that service.
• Expedited shipping, if needed, must be noted on the Purchase Order at the time the order is placed.
• Expedited shipping is available to help meet deadlines. It is our responsibility to get your order ready for your carrier by our predetermined deadline. Once a Rush order leaves our hands, we will not be responsible for transit delays or added cost of expedited shipping.

PAYMENT POLICIES

• WE DO NOT OFFER TERMS. WE ARE A COD BUSINESS.
• ALL ORDERS MUST BE PAID FOR UPON COMPLETION.
• PICKUP, DELIVERY, OR SHIPMENT WILL NOT OCCUR UNTIL PAYMENT IN FULL HAS BEEN RECEIVED.

• Step 1 – Sales Department: Order received through sales@sunscreenprint.com:
  • NOTE: This is the only email that accepts orders.
  • PO is checked for pricing, detailed imprint instruction, pricing accuracy and completeness.
  • Accepted or Rejected within 24 hours via email.
  • Accepted POs are entered into our order system and placed on HOLD for workflow processing.
  • Rejected POs are sent back to the client for correction.
• Step 2 – Hold Status: Order remains on HOLD until:
  • The final PO is accurate and accepted by us.
  • Art is received, evaluated, and approved by our art department.
  • All Goods are received in our warehouse.
• Step 3 – Art Department: Evaluation & Proofing:
  • The art department will use your provided Camera Ready Art to evaluate readiness for film production.
  • Should a digital proof be required, you will be charged $10.00 per proof.
    Please allow 24 hours for rush orders and up to 48 hours on standard orders. All proofs are digital unless *on press photo or *per-production samples are required.
    *See additional charges for those services.
  • Any adjustments, changes, or edits to your submitted art will be charged at our current hourly rates. Pre-approval and revised PO must be provided at the time of service.
• Step 4 – Art Approval:
  
  • Proof Approved. No order will move into production scheduling without final approval if a proof is required.
  • This approval is final, and your film will be printed exactly as it appears on the approved proof.
• Step 5 – Pre-Press Department:
  • The film is produced based on the client specifications listed on the approved PO.
  • Screens are produced and prepped for printing.
  • At this point any changes may result in change order charges, new art, film, and/or setup fees.

• Step 6 – Production Department
  • Once ALL goods for an order are received in our warehouse, press time is scheduled.
    **THIS IS THE DAY THAT OUR TURNAROUND TIME BEGINS! 7-10 DAYS FROM THIS POINT...NOT FROM PO DATE.
  • On your scheduled press date: Goods are staged for your scheduled press time.
  • Impressions are counted by the press and this is your final invoice count.
  • You will NOT be notified of any over/under counts prior to invoicing if the number falls within our 1% to 3% spoilage rate.
  • You will receive an invoice once your order is complete and ready to pick up or ship.
  • All orders will be available for pick up or shipping after 4:00 pm on the day they are scheduled as due. NOTE: It is up to you to calculate shipping times. You must allow for our standard production times plus shipping for your in-hands date.
  • If an order is due early in the day, then the in-hands date must be set the day prior to pickup. Please watch this for Rush situations!

SCREEN PRINTING/HEAT PRINTING ARTWORK GUIDELINES

Artwork should be sized to the following standardized print specifications

• Screen Printing

  ADULT SIZES

• Full Front 11″ W x 11″ T (Standard print size)
• Full Back Prints: 12″ W x 12″ T (Standard print size)
• Hoodie: Front 12” W x 10” T Back 12" x 12"
• Left/Right Chest Print: 3.5″ x 3.5″ or 4" X 4"
• On Pocket: 2.75″ x 2.75″ (Maximum 4 Colors)
• Sleeve (Short): 3.5″ x 3.5″
• Sleeve (Long): 2″ x 11.5″ (Maximum 2 Colors)
• Leg Print: 3.5″ x 3.5″

         YOUTH SIZES

• Full F/B 9″ W x 9″ T (Large)
• Full F/B 8″ W x 8″ T (XS -M )
• Full F/B 6″ W x 6″ T (T2-T4)
• Full F/B 4″ W x 4″ T (Infant 0-18M)

We do our best to size images to the widest spectrum of garment sizes. Occasional different sets of films and screens will be needed to decorate a wide range of sizes with the same design. This is charged as separate jobs on the same order, separate setups, and separate quantities per setup.

• Artwork should be a minimum of 300 dpi to full imprint size in  CMYK, PMS, or Spot color only
• Vector File Types:
  • Illustrator
  • PDF
  • EPS
• Image File Types:
  • JPG, JPEG, PNG, TIFF
  • Simulated Spot Process
  • 4 Color Process
• Image must be of the highest resolution on a transparent background

CAMERA-READY DEFINED

Camera Ready is a term used to describe a file that has all the specifications necessary to produce high-resolution printed output, without requiring any additional alteration or intervention. In other words, a commercial printer can use the file “as submitted” to successfully create the desired printed materials.

Common factors that prevent a layout file from being Camera-Ready include:

• Document sized improperly.
• Colors set to RGB rather than spot or PMS color for film.
• Spot colors not properly defined.
• Resolution not high enough (Images should be minimum 300 dpi at 100% size for digital).
• Missing fonts or images. Convert all fonts to vector when possible. Embed images and fonts when possible.
• Poor contrast between text and background.
• We DO NOT check your files for spelling and grammar errors.

Issues with art may delay your order and we will not meet your deadline if this occurs.

The File Type is also Important… The type of file you submit is also an important factor in determining whether a commercial printer can successfully print your layout. For example, high-resolution Adobe PDF files are universally accepted (and preferred) by commercial printers. Layout files created with other Adobe products – Illustrator (.ai) or Photoshop (.psd) – also have widespread acceptance. EPS and TIF files are also usually good formats for commercial printing.

Conversely, files created with Microsoft programs – such as Word, Publisher or PowerPoint, often require some intervention and conversion to make them Print-Ready. The same holds true for many other popular software programs, especially “non-professional” versions of desktop publishing packages. The file may output to your desktop printer just fine, but these types of software are rarely well-suited for output for commercial printers. When in doubt, you can send your art for evaluation. We will help cover any requirements that may not be clear.

Sun Screen Print has determined that the following Spoilage Rates are in effect on all orders:

• 1-2%on Basic Screen Printing on light garments. Based on quantity. (No underbase)
• 3% on Screen Printing that includes: Underbase required, Dark Garments, Process & Simulated Spot Process imprints
• 2% on Heat Press and Color Transfer Garments

There are two ways to approach Spoilage on orders:

1. Your purchase order is for 100 shirts and the final order to your client must have exactly 100 shirts. As the Contract Partner, you must provide shirts in excess of your order to cover spoilage. This means we must receive a minimum of 1 shirt per size for replacements. We will not rerun or wait for replacements that fall below our 24 pc minimum.
2. Your purchase order is for 100 shirts and your client does not require exact final quantities. You may provide exactly 100 shirts. Any issues that are within the spoilage rate would see a credit for the imprint only. Any issues outside of the spoilage rate would see a credit for garment + imprint cost.

Sun Screen Print limits its liability per item/order imprinted by us to $40.00.

Sun Screen Print will issue a credit on any verified Sun Screen Print At-Fault spoilage over our determined spoilage rates, however, no credit or reprint will be given under any circumstance for errors within the spoilage allowance.

Reprints must fall within our minimum 24 pc order.

All orders by this definition are allowed one piece of spoilage (even an order of one).

Credit will be issued for over Spoilage Amount of the following Sun Screen Print At Fault Spoilage Only:

1. Art printed in wrong location. Approved proof will be used as reference. Client is required to check art, specifications, and imprint locations for accuracy.
2. Art printed in wrong color. Approved proof or submitted layouts will be used as reference. Client is required to check PO and ART for accuracy.
3. Wrong art printed. Approved/submitted art will be used as reference. Client is required to check proofing for accuracy.
4. Garments that become soiled at Sun Screen Print. Note does not include garments that arrive damaged.
5. Crooked or off-center prints if the issue is related to our process. Crooked seams on provided garments can cause miss-loads which result in crooked prints. This is a vendor/mill issue and not a decorator issue.

Please remember that Sun Screen Print is your Contract Screen Printer and that there are always other vendors involved in the successful completion of your orders. Sun Screen Print WILL NOT BE HELD RESPONSIBLE for delays, shipping issues, damaged or lost goods, that were not received at our warehouse by authorized signature. We WILL NOT BE HELD RESPONSIBLE for orders delivered to other tenants, addresses, or left at our door before/after business hours.

Sun Screen Print is not at fault and will not issue credits for the following:

1. RUSH ORDERS. Due to the truncated timeline and lack of time to deal with issues, spoilage rates do not apply to rush orders. Rush orders are billed and delivered as they are printed.
2. Wrong garments/quantities sent. Sun Screen Print does not make a garment for garment count on orders that are drop shipped directly to us. Drop shipped garments are pulled from boxes, staged, printed and put back in the box. However, we do our best to protect you against the errors of your garment vendors. By checking your sourced garments Sun Screen Print is in no way taking on the responsibility for your other vendor’s errors. If your other vendor had not initially made the error no error would have occurred. You must hold your other vendors accountable for these errors.
3. Holes, dirt or other damage already on the garments when they arrived at Sun Screen Print. We will obviously notify the client if we discover the damage, We do not inspect individual garments for such damage.
4. Crooked seams/unevenly sewn garments can and do cause crooked and off-centered prints. While we do our best to catch these issues, they are a vendor/mill problem. Should an order appear to have crooked or miss-aligned prints the shirts must be inspected on a body. This is your responsibility. Should garments be returned that were not properly inspected and found to be within specifications, all items will be returned, and client billed for shipping. The acceptable tolerance for crooked or off-center prints is ¼ inch.
5. Sun Screen Print is not responsible for any error resulting from not following verbal instructions. ALL INSTRUCTIONS MUST BE IN WRITING. For your protection all changes to orders must be dealt with by resubmitting the order with corrected instructions. We use all instructions as written on your Purchase Order.
6. Sun Screen Print will NOT be responsible for shipping related issues. We ship on behalf of you – our customer. Our standard shipping method is UPS Ground billed directly to your account. If you have a different preferred shipping method, it must be specified on each Purchase Order and will require third party billing. Sun Screen Print will provide proof of shipment and once the package leaves the building all responsibility reverts to you and the shipper. If you do not elect Insurance on your packages, you will need to file a claim directly with your shipper. Many of these shippers including UPS will not pay more than $100.00 per box or shipment.

In all Sun Screen Print at fault spoilage situations – please follow the following steps to receive Credit.

1. All spoiled garments must be returned to Sun Screen Print. Sun Screen Print will provide its UPS # for the return of the garments. No credit will be issued until Sun Screen Print has receipt of the garments.
2. A copy of the vendor invoice for the spoiled items must be provided to Sun Screen Print.
3. Upon receipt of the spoiled garments and the vendor invoice Sun Screen Print will issue a credit memo equaling the cost of each item (Max $40 ea) spoiled in excess of the allowable Spoilage Rate and the cost of Ground Shipping only.
4. If Sun Screen Print releases the garments to be sold to the buyer at a discount, all proceeds from the sale must first be applied to Sun Screen Print’s Credit Memo amount. If full credit is issued for spoiled garments Sun Screen Print reserves the right to offer the spoiled garments for sale to cover our losses. All Spoilage and Invoice Discrepancies must be reported within 14 days of completion on order.