McMASTER UNIVERSITY

Complete Policy Title: FOREIGN SHIPMENTS - EXPORTS
Policy Number (if applicable): CT-090
Approved by: COG
Date of Most Recent Approval: October, 1996
Revision Date(s):
Position Responsible for Developing
and Maintaining the Policy:		 Director, Purchasing Resources
Contact Department:CUSTOMS & TRAFFIC
DISCLAIMER: If there is a discrepancy between this electronic policy and the written copy held by the Policy owner, the written copy prevails.
POLICY:

  1. PURPOSE

    To prepare export documentation while complying with the regulations governing the importation of goods into the country to which they are consigned.

  2. SCOPE

    This policy applies to all exports from the University

  3. RESPONSIBILITY

    It is the responsibility of the department/individual shipping the goods to contact the Customs & Traffic Unit at least 3 days prior to sending the shipment. It is the responsibility of the department/individual shipping the goods through the Receiving Department to process a Miscellaneous Shipping Order (MSO) to accompany the shipment. It is the responsibility of the shipper in the applicable Receiving Department to forward a copy of the MSO to the Customs & Traffic Unit to prepare the necessary export documents for expediting the shipment.

  4. GENERAL

    Small letters and envelopes do not require export documentation unless they contain manuscripts, material or parts. However, a description of the goods should be noted on the Air Waybill or Bill of Lading.

    Shipments being sent via Canada Post require: a `Customs Document Form', for U.S. shipments over 500 grams or a `Customs Declaration Dispatch Note' for international shipments over 500 grams or where the goods cannot be easily identified.

MISCELLANEOUS SHIPPING ORDER

  1. Requirements of an MSO for exports:

    • full shipping or destination address (no P.O. or Box No.)
    • complete description of goods (serial number, return authorisation number, when the goods entered Canada - if goods are to be repaired and returned)
    • number of pieces
    • name, department, extension
    • departmental/research account number
    • Purchase Order # (if applicable)
    • reason for shipping
    • country of manufacture of goods
    • prepaid/collect
    • value & currency
    • whether goods are a rush

  2. Requirements of an MSO for Dangerous Goods:

    • if you are shipping dangerous goods to any, this must be stated on the MSO
    • if an M.S.D.S. (Material Safety Data Sheet) is available, attach a copy to the MSO.

  3. Requirements of the shipping container:

    • regardless of the contents, the outer container must not be of styrofoam construction
    • if the container was previously used, ensure that all of the labels are removed before reusing it.

The electronic copy of this policy is maintained by CIS