Ordering, Shipping or Transporting Outside the U.S.
Before you carry, ship or otherwise transport materials or equipment into or outside of the United States,
- You should determine if the commodity requires an import or export license and assist the University in securing such license, when required. It can take several months to obtain a license. Guidance and assistance in making this determination and applying for a license are provided below.
- You should consult with the University’s custom broker to ensure that your shipment meets other legal requirements, including customs and packaging requirements.
The University’s customer broker is:
Panalpina, Inc.
5 Fifth Street
Peabody, MA 01960
Phone: 978-977-0083
Fax: 978-538-1599
Website: www.panalpina.com
Panalpina provides custom broker services such as:
- Processing import documents
- Clearing goods through U.S. Customs
- Advising on permits and licenses
- Processing duty-free exemptions
Depending on your need, Panalpina can also provide freight forwarding services such as:
- Arranging pick-up of your shipment from the supplier or from the University
- Provide details to you, including quotation of all transportation and custom clearance costs
- Transportation of shipments by air, ocean and land
- Pre-alert to Boston University of the status of the shipment
- Coordinating inside delivery to Boston University
- Issue house air way bill or bill of lading and shipping export documents per instructions from Boston University
- Tracking and reporting capabilities via their website
Exports
Export control laws regulate the transfer of controlled information (including technical data and technical assistance) as well as controlled physical items (such as scientific equipment) with foreign colleagues and organizations in the United States and abroad. Exports include the shipment or transfer of equipment, articles, services or encryption software to another country as well as the transfer of technical data or information to a foreign national, whether it occurs in the US or aboad.
In order to ensure compliance, researchers at Boston University must review the Office of Research Compliance’s website and related materials and carefully consider these issues in connection with individual research projects. You can access the website at www.bu.edu/research/compliance/export-control/. Violation of export control laws and regulations can result in significant civil and criminal penalties for the University and for the individual researcher involved.
Imports
All shipments coming from outside the United States borders must clear through U.S. Customs upon arrival in the United States. This is the last step of the journey before delivery to Boston University. These shipments are subject to the rules and regulations of the United States Customs and Border Protection Agency and the United States Department of Commerce. Complex, large, difficult or unusual shipments may have duty or other issues which can significantly impact the cost of your transaction. Certain transactions require permits or licenses from local, state and federal government agencies. It is the policy of Boston University that all members of the University community shall comply with all applicable import control laws and regulations. Failure to do so can result in significant civil and criminal penalties for the University and for the individuals involved.
Special Requirements
Some commodities require permits and licenses for importation. The required forms to apply for such permits or licenses need to be completed, signed and submitted to the proper agency for approval several weeks and sometimes months before shipment to the United States. If no approval is obtained, United States Customs will not clear such goods for entry into the country and can charge your unit/department for destroying the material or product.
Shipment of items that might cause harm, risk, peril, or other potential danger to people, the environment, equipment or any property must be packaged, labeled and properly documented in compliance with the relevant federal and international regulations for dangerous goods and hazardous materials.
IF YOU ARE IMPORTING ANY OF THE FOLLOWING REGULATED COMMODITIES, CONTACT BOSTON UNIVERSITY’S OFFICE OF ENVIRONMENTAL HEALTH AND SAFETY BEFORE ORDERING.
Select Agents: Boston University’s Select Agent Program follows the guidelines set forth under the newest Department of Health and Human Services/Centers for Disease Control and Prevention regulations The Centers for Disease Control and Prevention regulate the possession of biological agents and toxins that have the potential to pose a severe threat to public health and safety. All principal investigators wishing to work with any select agents are required to be registered through the Centers for Disease Control and Prevention. The Office of Environment Health and Safety manages the registration program for the University.
For a list of select agents: http://www.cdc.gov/od/sap/docs/salist.pdf
Hazardous Chemicals: Hazardous chemicals are substances (liquid, solid and gas) which have hazardous characteristics such as: flammable, corrosive, reactive, toxic, radioactive, poisonous, and carcinogenic. In a general sense, these materials are considered hazardous because they present a potential risk to humans and/or the environment. These materials are regulated by a number of federal, state and local agencies. For the purposes of importing, it is important to understand that it is a violation of federal law to import a chemical substance which has not been registered with the Environmental Protection Agency (EPA). Exotic or new molecules created in another country are the chemical substances most likely to trigger this rule. It is very important to verify with the foreign manufacturer that all chemicals have been registered with the EPA prior to attempting their import. Contact the Office of Environmental Health and Safety for assistance with chemical imports.
For more information: http://www.bu.edu/research/compliance/oehs/research-safety/chemical-safety/index.shtml
Infectious and Diagnostic Specimens; Biological Material or Animal Products: It is the researcher’s responsibility to have knowledge of the contents of the shipment to determine if it falls within the definition of being an infectious substance, biological product, or diagnostic specimen. Approval is required by the Boston University Institutional Biosafety Committee (IBC) before ordering recombinant DNA and biohazardous materials. The IBC is a University/Hospital-wide committee responsible for reviewing and approving recombinant DNA research and biohazard projects. The committee sets containment levels in accordance with the National Institutes of Health (NIH) Guidelines and the Center for Disease Control and Prevention.
Additional permits may be required for these materials for state-to-state or to import into the U.S.
For more information on the IBC: http://www.bu.edu/research/compliance/oversight-committee/ibc/index.shtml
For more information on permits: USDA http://www.aphis.usda.gov/permits/index.shtml CDC http://www.cdc.gov/od/eaipp/
Radioactive Materials: Only those individuals authorized by the University’s Radiation Safety Officer may use, bring into, or remove from the University any radioisotopes. Radioactive materials are regulated by the Massachusetts Department of Public Health and the United States Nuclear Regulatory Commission. Every individual working at Boston University with radioisotopes must be registered with the Office of Medical Physics and Radiation Safety.
For more information: http://www.bu.edu/research/compliance/oehs/mprs/index.shtml
Controlled Substances: Persons working at Boston University who need to use controlled substances (scheduled drugs) must be licensed by both the Commonwealth of Massachusetts and the U.S. Drug Enforcement Agency, and authorized by Boston University. For more information regarding requirements, contact the Office of Environmental Health and Safety prior to arranging shipments.
For more information: http://www.bu.edu/research/compliance/oehs/research-safety/controlled-substances/index.shtml
Laboratory Animals: Airlines, shippers and freight forwarders involved in the transport of live animals must ensure that animals arrive at their destinations in good health. The International Air Transport Association (IATA) Live Animals Regulations (LAR) describes the containers that should be used for each species, and the safeguards required during transport by air, sea or land. Boston University requires all arrangements for the transport of live animals to be made through the laboratory animal facilities on campus.
Do not contact the customs broker for animal shipments.
For the Charles River Campus, contact the Laboratory Animal Care Facility at 617-353-5415.
For the Medical Campus, contact the Laboratory Animal Science Center at 617-638-4086
International Shipping Terms (Incoterms) and Insurance Coverage
If Panalpina is providing the freight forwarding services, instruct your supplier to ship the goods Ex Works (EXW). This is an international trade term (Incoterm) that means the supplier will pass title and risk to Boston University when Panalpina picks up the shipment at the supplier’s premises, not cleared for export. Panalpina will clear the shipment for export at origin and clear the shipment for import at the United States port of entry. Boston University’s insurance coverage will protect the shipment up to a value of $200,000. Do not purchase additional insurance if your shipment is valued at less than $200,000. If the value of your shipment exceeds $200,000, the Office of Risk Management recommends that you purchase additional insurance coverage from Panalpina only for the additional value. For a more complete description of Boston University’s property insurance coverage, please review the Office of Risk Management website at: http://www.bu.edu/risk.
If you choose to have your supplier make shipping arrangements and use their own freight forwarder, advise the supplier to make note on shipping documents that Panalpina is Boston University’s custom broker. You should also notify Panalpina of the incoming shipment. These steps will prevent delays upon entry through customs. Be sure to review insurance requirements with your supplier and have them purchase additional insurance if the value of your shipment exceeds $200,000.
Alternatively, you can ask the supplier to ship the goods Delivered Duty Unpaid (DDU) Boston University (fill in specific address of your office or laboratory) to pass title and risk to Boston University at the University’s delivery point. Insist that no fees, including local delivery fees, are forwarded to Boston University and all freight forwarding fees are billed back to the shipper at origin. The supplier will insure the goods until received by Boston University. In the event of damage or loss during transport, the supplier’s insurance company will bear the cost rather than Boston University’s insurance company. These additional insurance premiums will be passed on to the University by the supplier. Be sure to ask the supplier for a written quotation itemizing all costs. The supplier must note on shipping documents that Panalpina is Boston University’s custom broker. You should also notify Panlpina of the incoming shipment.
Duty-Free Entry
Some categories of scientific instruments and apparatus can be imported duty-free to educational institutions under certain conditions:
- The scientific instrument and apparatus must be used exclusively for educational purposes and scientific research, and
- The scientific instrument or apparatus, or its equivalent, is not manufactured in the United States
http://ia.ita.doc.gov/sips/appform.html
Duty on scientific equipment is usually substantial. For more information about duty-free entry please see The Florence Agreement Program.
http://ia.ita.doc.gov/sips/15cfr301.html
Small Size, Low Value Shipments and FedEx
If your shipment is valued at less than $2,500.00 and weighs less than 25 lbs., it is recommended that you use FedEx (http://www.fedex.com/us/) to ship your goods. With FedEx International Priority service, your smaller shipments will get door-to-door, customs-cleared delivery in just 24-48 hours.
FedEx makes international shipping easy and convenient for small simple shipments with online resources like FedEx Global Trade Manager, which provides the international documentation, United States Custom’s clearance guidelines, and support you’ll need to help keep your package moving on time worldwide.
If you do not have an existing FedEx University account, please contact University Mail Services at 617-353-6680. The information required to set up an account:
- Department name and address
- Unit and department chargeback information and source code, if any
The University enjoys a beneficial pricing agreement with FedEx and the pricing will be available to you upon account set-up through Mail Services.
BU Sourcing & Procurement Services
If BU Sourcing & Procurement is ordering for you, you need not contact the supplier or Panalpina to arrange shipment and Custom’s clearance. The appropriate buyer in Sourcing will work with your supplier and Panalpina to arrange freight, clearance and delivery to Boston University.
Order and Payment Methods for Panalpina Services
The preferred method for order and payment of Panalpina services is the University P-Card. Panalpina can also invoice you directly. An invoice should be paid by completing a Disbursement Form, attaching it to a copy of the invoice, and sending it to the appropriate Accounts Payable office for your campus. You can obtain a Disbursement Form by clicking on the link below:
http://www.bu.edu/comp/acctpay/