Date: 201508
Local time of day: 0601-1200
Location: ZZZ.Airport, US
Aircraft: B737 Undifferentiated or Other Model
Operator: Air Carrier
Operating under: Part 121
Flight plan: IFR
Flight phase: Parked
Reporter organization: Air Carrier
Reporter function: Captain; Check Pilot
Reporter qualification: Flight Crew Air Transport Pilot (ATP)
Human factors: Situational Awareness
Anomaly: Deviation / Discrepancy - Procedural Published Material / Policy; Deviation / Discrepancy - Procedural Weight And Balance
Detector: Person Flight Crew
When detected: Pre-flight
Result: General Release Refused / Aircraft Not Accepted
Contributing factors: Human Factors; Procedure
Primary problem: Human Factors

Narrative: During preflight noticed large container in lower forward cargo bay. Upon arrival to flight deck noticed Company Material (COMAT) paperwork listing 250 pounds of brake parts on board. Loader brought Weight and Balance to the flight deck; loaded COMAT was NOT listed. Additionally 6 pounds of Last Minute Changes (LMC) was already listed on the Weight and Balance. When the loader was asked about the 250 pounds of COMAT on board his response to the flight crew was that he loaded the airplane and that there was no COMAT on board. At that point the loader went down and checked and returned to the flight deck stating nothing was down there (No COMAT). I then got up out of my seat and went downstairs; opened the forward cargo door; turned on the light; and pointed out the 250 pounds of COMAT to the loader. At this point in time it occurred to me that this individual never checked; then subsequently returned to the flight deck and gave me incorrect information. I then took the COMAT paperwork and gave it to the loadmaster who responded I knew maintenance put some COMAT on board but didn't know what the weight was. I requested a new Weight and Balance accurately reflecting the correct loading of the aircraft. I called dispatch and was advised that the allowable LMC was 1;000 pounds! Although contradictory because some of our documentation states plus or minus 500 pounds and other documents state the allowable amount is plus or minus 250 pounds. I have always used 250 pounds for a maximum LMC. At that point in time I again requested a new Weight and Balance. Additionally; the captain's name was incorrectly spelled on the Weight and Balance. We could not find any guidance in the W&B manual for pen and ink changes and again asked for another Weight and Balance with the correct spelling of the name. It occurred because of a lack of communication between maintenance and flight operations. Maintenance loaded COMAT onto the aircraft without properly notifying the loadmaster who in turn did not adequately notify flight planning and loading. A system of communication has not been put in place to adequately communicate within the departments in a timely manner. Notification needs to be officially made to the Loadmaster of any changes/ items added to the airplane by maintenance or party loading COMAT. That notification should be made both by phone call and positive contact made (no messages). Additionally an email should be sent to the loadmaster and dispatch so that the ops controller is in the loop too.




Synopsis: A Captain notes paperwork for 250 pounds of Company Material (Comat) upon arrival at the aircraft but the weight and balance does not show the weight. The loader states there is no Comat on board and the Captain takes him down to the forward cargo bay and shows it to him.