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Shipments/Mail

 International Shipping Documentation

Please email the completed documents to vec@vanderbilt.edu for review 10 business days prior to your international shipment. 

Keep a copy of the completed document for five years past the last date of shipment activity.  For more information regarding these documents, see the Best Practices section below

Foreign Shipments

It is important to take time to prepare for the physical foreign shipment of information or items. While some things may be considered export controlled under EAR or ITAR, many things are not controlled. Please be sure to review Best Practices below.  All items to be exported should be reviewed for:

1) potential export to a sanctioned country

2) to an end-user of concern

3) export control classification or category

4) or for support of a prohibited end-use

You may be required to obtain a license from the federal government for your export and in some situations, a license may not be granted. The Export Control Compliance Review Flow Chart may be used as a tool in the analysis of your shipment.

All international shipments should be reviewed prior to shipping to ensure they are not controlled for export, and to ensure they are not being exported to an entity or individual (end user) on the Denied Party Lists (DPL).

Use ListVUe to determine if the item is controlled for export, and to ensure the item is not being exported to an entity or individual on the Denied Persons List (DPL).  Print the search records and keep with the project file for five years past the last date of activity on the project.

US Shipments

The Bureau of Industry and Security (BIS) also requires that export controlled items shipped to an entity (company, organization, university, contact, etc.) in the US be reviewed prior to shipment to ensure they are not being exported to an entity on the Denied Persons Lists (DPL).

For US and foreign shipments, the DPLs can be searched using ListVUe. Print your search records and keep with the project file for five years past the last date of activity on the project.

Best Practices

BEFORE each shipment, it is important to consider:

      • What is the item or information? (Is it export controlled?)
      • Where is it going?
      • Who will receive it?
      • What will be the end-use?

It is important to consider all of the above before each shipment as federal regulations change frequently.

Carrier

Once you are able to answer the four questions listed above, it is recommended that the exporter contact FedEx, Vanderbilt's only approved international carrier after they complete the airway bill, commercial invoice (as appropriate), and EEI through FedEx (as appropriate). (If you have any questions relating to opening an account or other general FAQ, please contact Vanderbilt Disbursement Services, via email or at (615) 343-2942.

Additionally, it is important to note that there may be duties and fees associated with a foreign shipment and it may take several business days to secure the ECCN or category from the manufacturer (it is recommended to get the information in writing for your records). Please schedule and budget accordingly. If you should receive an invoice from a carrier, please forward it promptly to Procurement for processing; you must include your contact information along with the center number that should be charged.

  • Click here for more details regarding international shipments with FedEx. FedEx International Customer Service - (800) 247-4747
  • Click here for an example of a commercial invoice.

United States Postal Service (USPS) - Mail

It is important to take time to prepare a letter or a package that will be mailed to a foreign country. When mailing to a foreign country exporters may be asked to complete the Postal Service form 2976-A Customs Declaration and Dispatch Note or the Postal Service form 2976 Customs Declaration CN 22 - Senders Declaration. For more information on sending items or information internationally, please visit USPS webpage International Mail Delivery Services. In addition, the USPS Publication 613 "Shipping International Packages" is available at USPS locations as a resource. To contact a Vanderbilt Post Office please click here.

Some international mail shipments may not require a specific form. However, the individual mailing the letter or package is still responsible to ensure compliance with export control laws and regulations. In addition, all international mail exports should be reviewed prior to shipment to ensure they are not being exported to an entity or individual on the Denied Party Lists (DPL).

DPLs can be searched using ListVUe. Print the search records and keep with the project file for five years past the last date of activity on the project.

If the transaction requires the expertise of a customs broker, Vanderbilt University and Medical Center uses V.Alexander & Co.

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Recent News

Hold on Issuance of Licenses to Russia

Since March 1, 2014, BIS has placed a hold on the issuance of licenses that would authorize the export or reexport of items to Russia. BIS will continue this practice until further notice.

Since March 27, 2014, the Department of State has placed a hold on the issuance of licenses that would authorize the export of defense articles and defense services to Russia.  State will continue this practice until further notice.

 Cuba Suspends Visa Services

OFAC Issues Iranian General Licenses to Support Humanitarian Activity and Athletic Exchanges with Iran

Massive Closed Online Courses

Are Your Software Transfers Compliant with U.S. Economic Sanctions?

BIS Issues 45 FAQs on Export Reform

Don't Forget About The Deemed Export Rule:  BIS Imposes $115,000 Penalty for Deemed Export Violations 

Export Compliance Resources

ListVUe   For assistance using ListVUe, please email ocra@vanderbilt.edu

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