Request Form for International Shipments
Numerous departments at Virginia Tech have a role in ensuring international shipments are conducted in compliance with university policies and procedures as well as federal regulations. These policies and procedures include but are not limited to University Policy No. 13045 for Export Compliance, Procurement Export Guidance for Departments and information about Express Shipping and/or Freight, Environmental Health and Safety guidance for Shipping and Transporting Biological Material and Chemical and Radiological Shipping and Office of Sponsored Programs Material Transfer Agreements.
In order to satisfy the necessary compliance reviews and assist the departments that wish to ship internationally, please complete the following request form that will be shared with Procurement, OESRC, EHS and OSP. Based on the responses in this form, those departments will contact you if there is a compliance concern or if you have indicated a particular need for assistance.
The information below is provided to summarize each department’s role in ensuring international shipments are conducted in compliance with university policies and procedures as well as federal regulations. We strongly recommend completion of the request form above as a first step in lieu of contacting individual departments. Each department will review the information and contact you if there is a compliance concern or if you have indicated a particular need for assistance. However, direct contact information is provided below if you desire to contact a particular department based on their area of expertise.
The University may be required to pay US Customs fees/tariffs to the US Federal Government/Customs Border Patrol for international shipments. There may also be charges payable to a customs broker or the international carrier (FedEx, DHL etc.) for their services in clearing a delivery through US Customs. Failure to obtain the appropriate import/export license or file correct shipping documentation can result in delays, deliveries being returned to their origin or in worst case, severe fines and other penalties. Procurement is available to assist with shipping documentation and help guide international shipments. Please contact firstname.lastname@example.org for assistance with international shipments that may require intervention by our customs broker in order to be delivered to the ultimate destination.
Office of Export and Secure Research Compliance (OESRC)
The University may be required to obtain an export license from the US Commerce Department or US State Department for shipments of commodities, software, and/or proprietary technology outside of the United States. Failure to obtain the appropriate license or other government approval, or failure to file correct export documentation or shipping documents can result in severe fines and other penalties. OESRC can ensure the international shipment is in compliance with export and sanctions federal regulations and assist in completing export and shipping documentation.
OESRC can advise and assist with the following items. Please contact email@example.com for assistance with:
- End use/user screening and export control certifications
- Commodity classifications (ECCN, Schedule B Number)
- Export license preparation and submission
Environmental Health and Safety (EHS)
All shipments of hazardous materials (chemical, biological, and/or radiological) are regulated by the U.S. Department of Transportation (DOT) and the International Air Transport Association (IATA). EHS should review any shipments of hazardous materials where Virginia Tech personnel package, label, ship, prepare shipping documents, or offer packages of hazardous materials to carriers for shipment. Personnel are required to receive and complete appropriate training and comply with all federal, international, and local regulations.
Environmental Health and Safety provides guidance for Shipping and Transporting Biological Material and Chemical and Radiological Shipping. For more information, please visit the EHS website or contact Autumn Timpano (firstname.lastname@example.org or 1-3427).
Office of Sponsored Programs (OSP)
The Office of Sponsored Programs is responsible for the compliance regarding expenses charged to Sponsored Projects to ensure direct costs are necessary, reasonable, allowable, and allocable to a particular sponsored project and administered consistently. This requirement applies to all funding, federal and non-federal, accepted by the Office of Sponsored Programs on behalf of the University.
OSP can advise and assist with the following items:
- Advise on allowable expenses charged to a sponsored program for shipment of goods and services from international vendors and to international entities. Please contact your Post Award Associate.
- Assist with preparation and execution of a Material Transfer Agreement (MTA). Please contact email@example.com.