procedure Number : 4.7.

1
SHIPBOARD ADMINISTRATION Version : 12.06
Page : 1 of 2

Procedure maintained by: captain

1 Objective of process
Correct and uniform registration of administrative affairs on board.

2 Process description

Responsible Activity Description Tools

Completion of
documents, reports
and registrations
1 Captain completion of The Captain takes care of completion of [Link]
documents, documents, reports and registrations. Refer to
reports and timetable in Monthly Mailing matrix.
registrations
2 Captain Sending of The captain takes care that copies of documents, [Link]
copies of marked with "", are being send to the office on
documents to a monthly basis by regular mail.
office.

Note: work-meeting and SAFCOM onboard can be integrated in

“Safety-work meeting”. Please refer to procedure 0.4.2
 procedure Number : 4.7.1
SHIPBOARD ADMINISTRATION Version : 12.06
Page : 2 of 2

Responsible Activity Description Tools

WITH-
DRAWAL /
OUTLAY
OF MONEY
1 Captain Request for cash The captain will order “Cash to Master” at manager
operations.
2 Captain note down of Fills in the ships-cash-book after receiving Cash to IMa-S [Link]
withdrawal Master. The received money and lay-out are noted in (Cashbox)
cash-book according to current valuta.
3 Captain Transfer financial Transfer monthly or when relieving as soon as IMa-S [Link]
documents possible all financial documents to office.
*The copies should be available to office staff at the
3rd day after each month at the latest.
Overviews of cash-book stays on board
4 Captain Handling strange To be revalued in Euro’s or USD and inserted in the
valuta cashbox

FILLING IN
OF WITH-
DRAWAL
LIST
5 Captain Fill in state of Fills in a withdrawal state for each crewmember IMa-S [Link]
withdrawal on mentioning: (Wages
board - bonded stores Particulars)
- private telephone costs
- withdrawal cash on board
- other
6 Captain Transfer wages Wages administration is send to the office for further Overview
administration administrative processing after each month or before withdrawal list
signing off of crewmember involved. + crew
administrator
CD.
7 Captain Bonded store Bonded stores paid in cash, are to be inserted under IMa-S [Link]
withdrawal for “goods” and as “negative cash withdrawal” in the
cash Monthly Particulars for Wages
8 Captain
 Document Number : [Link]
INSTRUCTION FOR CREW- Version : 12.06
Page 1 of 1
ADMINISTRATION

To all masters in command aboard vessels in management of Q-Shipping BV.

Instructions for crew administration:

- Contracts will be produced in office at sign on date and send to vessel by e-mail;
o One signed copy of contract to be returned to office.
o One signed copy of contract to crewmember
o One signed copy of contract for ship’s file.
- Salary slips will be produced in office at end of each month and send to vessel by e-mail;
- Allotments: The company wants to reduce as much as possible (big) amounts of cash onboard
in order to reduce the risk of theft, burglary and terrorism. Each crewmember should have a
personnel bank account and complete the allotment form at sign on date;
o One signed copy of allotment form ([Link]) send to office after sign on date.
o One signed copy of allotment form to crewmember
o One signed copy of allotment form for ship’s file
- Max. allotment for each crewmember is 80% of total amount of basic wage + fixed overtime;
- Payments of allotments to personnel bank accounts will be carried by the company out each month (at
the end of the 3rd week);
- Final settlement of the remaining balance + earned leave and sub. allowance will be paid (at the end of
the 3rd week of) the next month after sign off date to personnel bank account of crewmember;
- CtM to be ordered at Q-office, 1 week in advance;
- Cashbox reports ([Link]) (including crewmembers particulars for wages account) to be completed at
end of each month or at change of command by the master and send to crew@[Link] office;
- Crewmembers deductions to be reported one week before sign off date;
- Bonded Stores Specification ([Link]) to be completed at the end of each month and at change of
command. Bonded stores are ordered and paid at responsibility of the master.
- Sign on / sign off reports ([Link]) to be completed upon sign on and sign off date and sent to office,
first by email to crew@[Link] , original to Q-shipping and crew agency by regular mail
- Forms to be completed each month or at sign on new crewmember or at change of command:
Monthly:
o Cashbox report [Link];
o Copy of signed salary slips;
o Safety and environmental monthly report [Link].
Sign on/off crewmember:
o Performance reports of off signer [Link];
o Crewmembers signature on last payslip (to be send by office) with final balance;
o Handover report of officers;
o Sign on - Sign off report [Link];
o Allotment form of on signer [Link];
o Crewlist.
Change of command:
o Change of Command (upon Master’s change) [Link];
o Hand over reports of Master.
o Cashbox and bonded balance. [Link]

- Contact for crew-administration:

o E-mail: crew@[Link]
o Phone: mr. Diederic van Keulen
 matrix Number : [Link]
MONTHLY MAILING Version : 12.06
Page : 1 of 1

form / month jan feb mar apr may jun jul aug sep oct nov dec
1 work / rest hrs  X X X X X X X X X X X X
2 Safety-Work  2X 2X 2X 2X 2X 2X 2X 2X 2X 2X 2X 2X
meeting
3 inventory lists  X X X X
4 crewing plan  X X
5 job evaluation  every sign off
6 Master's  X
review
7 SOB or QMS  weekly update by email to operations@[Link]
8 EMB or QMS  weekly update by email to operations@[Link]
9 work-meeting  conform work meeting procedure (0.4.2)
10 purchase form  conform purchase procedure (0.6.1)
11 NCR  conform NCR-procedure (0.8.3)
12 Voy. Bunker  conform voyage evaluation procedure (4.8.1)
Report.
13 Garb Rec conform Shipping Law
Book
14 Oil Rec. Book 

15 Journals
16 Sign on / off  at crew change by email to crew@[Link]
report procedure (4.3.1)
17 transfer note  conform familiarization and transfer of crew procedure (4.3.2)
18 Saf /Environm  X X X X X X X X X X X X

19 Bonded store  X X X X X X X X X X X X
inventory
20 Cashbox  X X X X X X X X X X X X
report
21 Particulars for  X X X X X X X X X X X X
Wages
 Number : [Link]
Version : 09.06
CASH BOX REPORT Page : 1 of 3

MV Allegro Master Month 5 till 31 September 2007

DATE IN € USD

BALANCE CASH PREVIOUS MONTH

CASH RECEIVED

TOTAL RECEIPTS € 0,00 $0,00

DATE OUT € USD

CREW CASH ADVANCE (AUTO VIA PARTICULAR FOR WAGES) € 0,00 $0,00

TOTAL DISBURSEMENTS € 0,00 $0,00

BALANCE FORWARD € 0,00 $0,00

AT END OF EACH MONTH TO BE FORWARDED

BY EMAIL TO: crew@[Link]
1. Original with supporting vouchers by regular mail to:
Q-Shipping Signature Date
PO box 2520
3170 BA Poortugaal MASTER
Netherlands
2. Copy Ship's File
 form Number : [Link]
Version : 09.06
APPLICATION FOR Page : 1 of 1
ACCOMPANYING FAMILY

MV Master Port / Date

Following Crew Member requests to take his family on board:

Name: Rank

Name of Relative Relationship

Place/Date of Birth Passport No.

relatives must be between 2 and 60 years of age, females must not be pregnant.

Joining Port Period of stay

Owner's Agreement has been given by Mr Date

Master Herewith Confirms his Agreement:

Master

NON FARE PAYING PASSENGER AGREEMENT.

It has been agreed between the Manager of the Vessel Messers

and the non fare paying passenger as follows:

- The master of above mentioned vessel allows the above named passenger to stay on board and accompany the vessel on her voyage with
the liberty to call at, put into and deviate to such ports as he judges suitable.

- That the master, owners are in no way liable for damages arising from personal injury to, or death of the non fare paying passenger during
the voyage, not for damages to his personal effects.

- That the non fare paying passenger will follow the master's instructions in respect of maintenance of order and discipline, and the safeguarding
of the safety on board.

- That the non fare paying passenger will indemnify the master and owners for all medical costs, for all consequences of disembarking and / or
deviating for reasons of health, and for port dues and fines for which the vessel becomes liable because of the carriage of the said non fare
paying passengers, as far as the owners can not be indemnified by their "Protection & Indemnity Association".

- That the non fare paying passenger hereby undertakes to make no claim of any nature whatsoever and howsoever arising against the owners
and / or charterers, their servants, agents, managers or independent contractors. For the purpose of this agreement the above owners
and/or charterers shall be deemed to contract on behalf and for the benefit of all persons who are or may be their servants,agents managers,
or independent contractors from time to time, and all such persons shall to the extend be or be deemed to be parties of this agreement.

- That the non fare paying passenger shall indemnify the master and owners for all costs of food and maintenance.

This agreement shall be construed and applied by Dutch law and to the non exclusive jurisdiction of the Dutch courts.

The signature of the non fare paying passenger must be preceded by the words "read and approved" written in the passenger's own handwriting.
If the father / guardian of the non fare paying passenger signs here under, his signature must be preceded by the words "read and approved"
in his own handwriting.

PORT / DATE MASTER NON FARE PAYING PASSENGER

COMPANY COLUMN REVIEWED

ENTERED

Original : Manager
Copy : Ship's file
 form Number : [Link]
Version : 09.06
MEDICAL EXAMINATION Page : 1 of 1

MV Master Date Place

TO BE COMPLETED BY THE MASTER

PATIENT'S NAME: RANK:

SYMPTOMS/TREATMENT ON BOARD:

OWNERS/MANAGERS:

AGENT:

SHIP'S STAMP MASTER'S SIGNATURE

TO BE COMPLETED BY THE DOCTOR

DIAGNOSIS:

ABLE TO WORK: YES NO IF NOT, HOW MANY DAYS

TREATMENT NECESSARY: YES NO

ON BOARD
IN HOSPITAL

REPATRIATION NECESSARY: YES NO

REMARKS:

DATE & PLACE DOCTOR'S SIGNATURE

NOTE FOR DENTIST/OPTICIAN: Only simple treatment is chargeable to the shipowner/manager. Cost for dentures, gold or platinum crowns/special
spectacle frames or lenses are to be paid by the crew member himself, except replacement was caused by an accident.

COMPANY COLUMN REVIEWED

ENTERED

Original : Manager
Copy : Ship's File
 Number : [Link]
Version : 09.06
ALLOTMENT ORDER Page : 1 of 1

MV " " Master Date

X Single Allotment Application Continuous Allotment Application Cancelling of Allotment

To be debited:

Family name:

First name:

Rank:

Receiver of Allotment:

Family name:

First name:

Residence (Place):

Street:

Country:

Bank Order Postal Order

Name of Bank:

Place:

Country:

IBAN Account No.:

Bank No.:

Allotment per 30th of every month:

First payment to take place on:

Last payment to take place on:

M A S T E R / MANNING AGENT APPLICANT

Remark: In case of alteration of allotment amount the allotment order in force has to be cancelled and a new application to be made.

A new application also to be made when changing vessel.

COMPANY COLUMN REVIEWED

ENTERED

Original : Manager
Copy : Ship's File
Copy : Manning Agent
Copy : Crew Member
 Number : [Link]
Version : 09.06
CHANGE OF COMMAND FORM Page : 1 of 1

MV Master (leaving) Date

Today, on (date) at (hrs) in the port

the command of the vessel was handed over to Captain

who declares that: -

- All class and trading certificates were found to be valid and complying and properly kept and/or
posted.

- The Q-Shipping instructions and board forms have been duly handed over, the joining Master
acknowldedges the company's instructions regarding the Q-Shipping Cash Box (Procedure 4.7.1)

- All instructions / information from the vessel's charterers/owners/managers were fully discussed
and all relevant manuals and procedures taken over.

- Ship's cash to the value of USD/EUR and

- Provision stock valued at USD/EUR and

- Bonded Stores valued at USD/EUR were handed over to the joining Master

- The vessel was inspected by both Masters and found seaworthy in every respect, including safety
equipment, manning, provisions, bunkers, spare parts and stores.

The joining Master was properly briefed on owners/managers' Safety, Health and Environmental
Protection Policies and adequately familiarised with the ship's Safety and Environmental Protection
procedure.

Master taking over command Master handing over command

Original : Q-Shipping Office

Copy : Ship's File
Copy : Leaving Master
 procedure Number : 4.8.1
VOYAGE EVALUATION Version : 12.06
Page : 1 of 1

Procedure maintained by: Captain

1 Objective of procedure:
To make sure that after each voyage all contractual agreements are carried out.

2 Description of process

Nr Responsible Activity Description Tools

1 Captain Evaluate contractual The captain will evaluate at the end of each voyage
obligations if all contractual obligations are carried out. The
crewmembers can be involved with this.

The captain will test if all procedures are carried out

effectively and efficiently during the voyage.
2 Captain Report voyage report The captain will fill in a voyage report. Voyage report
If a second or third loading or discharging port is ([Link])
used, the data can be entered on a 2nd and 3rd voyage NCR
report under one voyage number.

If necessary, suggestions can be made by an NCR.

3 Captain Inform involved The captain sends a copy of the voyage report to the Voyage report
parties manager operations

4 IMa-S co- Evaluate execution In case evaluation results in required actions, this 'non-
ordinator of the measures will be reported by means of a none conformance conformities'
report, actions will be taken as in procedure 'non- (0.8.3)
conformities'.
 form Number : [Link]
VOYAGE-BUNKER Version : 12.06
Page : 1 of 1
REPORT

From via to
Vessel: Date:
Voyage nr:

Voyage report
Date/time of departure - - / H min
Pilot used yes/no Boatsmen used yes/no
Garbage receipt yes/no Amount of Freshwater taken in:
Date/time of arrival loading port - - / H min
Date/time of departure - - / H min
Pilot used yes/no Boatsmen used yes/no
Garbage receipt yes/no Amount of Freshwater taken in:
Date/time of arrival - - / H min
Pilot used yes/no Boatsmen used yes/no
Garbage receipt yes/no Amount of Freshwater taken in:
Time at sea Hours
River + port passage Hours
Average sea-speed Knots
Distance berth to berth Nm

Weather conditions during voyage

Commenced loading Commenced discharging

Completed loading Completed discharging
Summary of time sheet; loading/discharging

Loaded/discharged Tons Type of cargo

Bunker report
Bunkers on departure G.O. ltr. L.O. ltr.
(port)
Bunkered at ……………… G.O. ltr. L.O. ltr.
Voyage consumption G.O. ltr. L.O. ltr.
Balance on board G.O. ltr. L.O. ltr.
Average consumption G.O. L/h. L.O. L/h.

Completed by: Verified by:

_____________________ __________________________
Name & Rank:

After completion of this report a copy + original receipts are sent to manager operations. Records of this report
are to be retained on board for a minimum of 3 year.
Safety Management Manual
Procedures

Revision 3
Version 12.06
 Number : [Link]

LIST OF ENCLOSURES Version : 09.08

Page : 1 of 1

MV __________________________ Master_________________________Month________________ 20______

CREW ADMINISTRATION

Crewing Plan / Crew Planning [Link]

Sign On / Sign Off Reports [Link]
Job Evaluation Reports [Link]
Particulars for wages account [Link]
Bonded Stores List [Link]
Cash Box Report [Link]
Signed Payslips
Personal Data Forms [Link]
Crew List
Record of Rest Hours
Confidential Performance Report [Link]
Passenger Agreement [Link]
Medical Examination [Link]
Allotment Order [Link]
Change of Command [Link]
ISM ADMINISTRATION

Hand Over Forms [Link]

Safety Committee / Work Meeting [Link]
Familiarisation Forms [Link] / [Link]
Master Reviews [Link]
Safety and Environmental Report [Link]
Garbage Forms / Garbage Receipts [Link] / receipts
Enclosed Space Entry Permit [Link]
Hot Work Permit [Link]
REPORTS ADMINISTRATION (WHEN APPLICABLE)

Port State Control Report

Flag State Inspection Report
Class Inspection Report
Damage Report
Non Conformity Report(s) [Link]
Content List [Link]
FURTHER ENCLOSED

Place / Date:_____________________ / ________________ Master: _____________________________