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Updated September 1, 2010
What you need to know before your PT Product is shipped:
Many countries require import permits or certificates of origin for customs clearance (regardless of hazard status of a product).
- Import permits are obtained by you the recipient and forwarded to the CAP for inclusion with the product shipment. You will also need to give these documents to your broker or the local Federal Express (FedEx) office.
- Work with your local authorities to determine if any permits are required.
- Use product descriptions in the CAP catalog to prevent discrepancies in permit preparation and customs clearance documents.
- Products with hazardous materials may require special permits and incur additional charges.
- You are responsible for monitoring permit expiration dates and submitting a new permit.
- Products will not ship without required documentation.
Submit permits at the time of ordering, preferably with an extended expiration date of December 31, 2011, in order to cover all shipments. At a minimum, submit permits six weeks prior to the stated product ship date to ensure timely delivery.
The state of Hawaii requires import permits. You may obtain an import permit by contacting the Plant Quarantine Branch of the State of Hawaii Department of Agriculture. Complete form PQ-7 to obtain an import permit or a letter of authorization.
Canadian regulations require permits to import animal and human pathogens. Permit applications should list the CAP product code and full product name. Do not list the Product Fulfillment Group (PFG). Do not list the mailing designation (A, B, C).
These permits must be obtained by the recipient for all infectious modules from:
Certain products require permits for one or both of the above agencies. Contact these agencies for details.
Canadian customers must designate a broker for customs clearance. FedEx may be designated as your broker by signing a Power of Attorney with FedEx. Provide your Goods and Services Tax (GST) account number and CFIA number to your designated broker. Requesting Pre-Arrivals Release System (PARS) clearance will expedite clearance of your proficiency testing kits.
Current Saudi Food and Drug Authority regulations require import permits for all products. You may obtain permits through the Saudi Food and Drug Authority. Submit permits to the CAP and your local FedEx office.
The CAP charges additional fees of up to $140 (US dollars) per product for products sent outside the United States to cover shipping costs and handling requirements. All additional fees, duties, and taxes not reflected in CAP list prices may be imposed on orders; customers should check with the local customs office regarding these charges. Note: We cannot issue refunds for this fee once any of the shipments have been sent. Customers are liable for all costs and expenses related to the return of shipments to the CAP or its designated packagers, if the reason for such return is late product cancellation, shipment refusal, or invalid ship-to address.
If a special or hazardous material shipping and handling charge is required for your order, the additional fee referenced above will be waived. The CAP bases the calculation of the hazardous material shipping and handling charge upon the method of product delivery designated for your country. The charge is $370 USD per shipment to ship via freight forwarder airport-to-airport,
$195 USD per shipment to ship airport-to-airport via courier, or $85 USD per shipment to ship door-to-door via courier.
The CAP will send all 2011 proficiency testing program shipments via Federal Express. In select instances the CAP must use a freight forwarder to ship products to your destination. If this is the case, the CAP will contact you regarding additional fees. If your organization is specifically requesting shipment via a freight forwarder at your expense, provide the CAP with your final
shipment address and the freight forwarder’s US domestic address and contact information.
Provide CAP with your federal tax identification number if your country requires that number be listed on the commercial invoice.
Discuss any special shipping requirements or updates with the CAP Customer Contact Center staff.
Communicate all requests for special shipping arrangements to the CAP a minimum of six weeks prior to the stated product ship date.
Some products have limited stability and may be difficult to transport to some locations. Please note that replacements will not be available for products with limited stability.
Survey materials that are liquid are shipped with frozen cold packs or dry ice and need to be kept cold as much as possible. If transportation to your location cannot meet these
conditions, note that replacements will not be available.
If the CAP accredits your international laboratory, please review options for addressing issues with material instability with the CAP Laboratory Accreditation Program staff.
Some shipments are packed on dry ice to maintain product stability. Dry ice shipments are shipped as UN1845 dangerous goods shipment. Due to sublimation, there may not be any dry ice present when you open your kit. This is not an indication that the product has been compromised. If your country does not allow dry ice shipments, your Surveys will be packaged with cool packs that may not be as effective in maintaining a cool environment. When you receive your shipment, follow the kit storage instructions as soon as possible.
Local Arrangements
The CAP recommends you contact the carriers in your country to discuss delivery requirements. You may need to complete a power of attorney (POA) or identify your broker for customs clearance. Establish an account with the appropriate carrier(s) to expedite delivery by allowing the carrier to charge duties and taxes directly to your account.
Duties and Taxes
- Duties and import taxes imposed by countries outside of the United States are the responsibility of the customer and cannot be waived by the CAP.
- Shipments are processed Delivered Duty Unpaid (DDU).
Commercial invoices are affixed to packages as required by international shipping conventions. The commercial invoice is an official transaction record between an exporter and an importer. Customs officials use this form to clear your shipment.
The invoice total listed on the commercial invoice is not an amount due to the CAP or your country. The invoice total is listed for the purpose of computing duties and taxes.
CAP products are shipped door-to-door service whenever possible. In instances where your country does not allow delivery to your door, the CAP can only arrange shipment to an airport. In these instances you will be notified when a product has been cleared and is ready for pickup. You must pick up your shipment at that point. If you refuse to pick up your shipment, your order for any remaining shipments may be canceled.
Carriers or customs officials may attempt to contact you if there are issues regarding clearing your shipment. Please respond to these requests for additional information as soon as possible. Contact the CAP if you need additional product information to expedite clearance.
If you fail to respond to information requests from carriers and customs officials, the following may occur:
- Your organization may incur additional charges for storage and management fees.
- You may incur additional fees due to disposal or return of your shipment.
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