Shipping Procedures

PROCEDURE FOR SHIPPING ITEMS INTERNATIONALLY

I. EXPORT  CONTROL  CLEARANCE

A. ALL LABS MUST OBTAIN EXPORT CLEARANCE FOR ALL ITEMS BEING SHIPPED/HAND CARRIED OUTSIDE OF UNITED STATES FOR RESEARCH PURPOSES OR WARRANTY REPAIR

B. EXPORT CLEARANCE MUST BE OBTAINED PRIOR TO ITEM BEING SHIPPED OR HAND CARRIED OUTSIDE  OF  UNITED STATES (SAMPLE  APPROVAL/CLEARANCE)

C. EXPORT CONTROL CONTACTS
-MARCI COPELAND (949)824-0445 OR M.COPELAND@UCI.EDU
https://www.research.uci.edu/ref/export-controls/index.html

D. EMAIL SHIPMENT INFO TO MARCI COPELAND IN EXPORT CONTROL GROUP FOR HER REVIEW AND APPROVAL. SHIPMENT INFO TO INCLUDE: WHO (PI NAME, LAB CONTACT NAME, TEL# AND EMAIL), WHAT (QUANTITY, DESCRIPTION, MFG NAME, MODEL/ITEM#, VALUE OF ITEM(S), UCI PROPERTY# IF APPLICABLE), WHY (PURPOSE OF SHIPMENT (IE. RESEARCH COLLABORATION, REPAIR ETC.), WlLL ITEMS RETURN BACK TO UCI? IF YES, WHEN?), WHERE (COMPLETE SHIP TO ADDRESS INCLUDlNG  CONTACT  NAME AND TEL#)

II. EQUIPMENT LOAN AGREEMENT FORM

A. REQUIRED IF ITEM(S) BEING SHIPPED HAVE UCI PROPERTY# OR FABRICATION#
CONTACT PHYSICAL SCIENCES PURCHASING OFFICE FOR APPROPRIATE LOAN AGREEMENT
FORM TO USE:   PURCHASING@PS.UCI.EDU

B. EQUIPMENT  MANAGEMENT CONTACT:
-HELEN CHANG (949)824-6111 OR HMCHANG@UCI.EDU

Ill. CHOOSE A CARRIER

A. FEDEX E-SHIP IF ITEM IS NON-HAZARDOUS OR EACH PACKAGE IS LESS THAN 125 LBS. OR NO SINGLE ITEM VALUED AT $2500 OR MORE. PS PURCHASING CAN ASSIST IN CREATING THE FEDEX SHIP LABEL AND DOCUMENTS

B. AMERICAN CARGO SERVICE (800)508-4888 OR UC@ACSSAN.COM USE lF SHIPMENT CONTAINS HAZARDOUS MATERIAL OR IF ANY PACKAGE WEIGHS MORE THAN 125 LBS. OR ANY SINGLE ITEM IS VALUED AT $2500 OR MORE.

C. CARRIER OF YOUR CHOICE- CONTACT PS PURCHASING  FOR ADDITIONAL ASSISTANCE

IV. SHIPPING  PAPERWORK

A. COMMERCIAL INVOICE ON UC LETTERHEAD (SAMPLE)

B. IF MULTIPLE ITEMS IN SHIPMENT-PACKING LIST WITH DETAILED DESCRIPTION (QTY, MODEL#, MFG, ITEM VALUE, UCI PROPERTY#  IF APPLICABLE)

C. SHIPPER'S LETTER OF INSTRUCTION-TYPICALLY REQUIRED WHEN USING CARRIER OTHER THAN FEDEX E-SHIP

D. HAZARD DECLARATION IF ITEM(S) ARE HAZARDOUS - IF ANY ITEMS ARE POTENTIALLY HAZARDOUS OR RADIOACTIVE, CONTACT EH&S FOR ASSISTANCE. FOR HAZARDOUS MATERIALS (IE. CHEMICALS, COMPRESSED GAS ETC.) CONTACT CHRIS HAUG EMAIL: CHRISYH@UCI.EDU TEL# (949)824-2221 OR DICK SUN EMAIL DICK.SUN@UCI.EDU TEL# (949)824-2188. FOR RADIOACTIVE ITEMS CONTACT ROCKY DENDO EMAIL RIDENDO@UCI.EDU TEL# (949)824 -4557

V. SUBMIT PURCHASE ORDER REQUEST INTO KFS (ATTACH FOLLOWING DOCUMENTS TO KFS REQ)

A. EXPORT CLEARANCE APPROVAL EMAIL FROM MARCI COPELAND

B. COPY OF COMMERCIAL INVOICE AND PACKING LIST

C. COMPLETED LOAN AGREEMENT  FORM - IF NECESSARY

D. COPY OF HAZARD DECLARATION  FORM(S) - IF NECESSARY

VI. TRANSIT  INSURANCE

A. REQUIRED FOR FOREIGN AND DOMESTIC SHIPMENTS. CONTACT QUYEN LEVAN WITH SHIPMENT DETAILS (IE. CARRIER NAME, SHIP DATE, SHIP TO, PACKING LIST OF ITEMS)

B. INSURANCE CONTACT: QUYEN LEVAN TEL# (949)824-3257 OR EMAIL QLEVAN@UCI.EDU
https://www.ehs.uci.edu/risk-services.html

PLEASE CONTACT THE PHYSICAL SCIENCES PURCHASING OFFICE IF ANY QUESTIONS OR ADDITIONAL INFORMATION  IS NEEDED