Helping your customers with cross-border shipping Accurate documentation is one of the most important elements in shipping internationally. Properly completed paperwork will help your customers shipments reach their destination on time, reducing the risk of being delayed at customs and any subsequent frustrations these delays might cause. This job aid will help provide you with key pieces of information to verify or ensure that the customer provides everything in order to ship their US and International shipments. All U.S. and International shipments must have: A Bill of Lading for each shipment, with barcodes and addresses on each piece. Note: the manual International bill of lading only has one barcode, however the PIN labels must be affixed to additional pieces in the shipment along with addresses. Sender s name, address and telephone number Receiver s name and address. If possible include their phone number. One service option selected (Express, Ground) One payment method option selected All documentation, including the bill of lading, must be completed in English regardless of the destination. Additional Items required for non-document shipments Commercial invoice - must be signed (in blue ink) Detailed description of contents Example: business documents is acceptable for document shipments Example: samples & parts unacceptable for non-document shipments. Declared value and currency for customs. Declared value for customs must be greater than $0 For document shipments $2.00 is the recommended minimum value Country of manufacture/origin is specified One destination duties-taxes option selected Note: for non-account customers this option must be receiver Supporting documents such as FCC forms and FDA2877 forms are fully completed and signed.
Cross-border shipping: food, gifts & medication There are some regularly shipped items that require some additional information and/or documents in order to be processed properly for entry into the destination country. The following provides details on the most common categories. Shipping food to international destinations (including the U.S.) The FDA (Food & Drug Administration) requires a Prior Notice Number (PN) for foods being shipped to international destinations (including the U.S.). The customer must obtain a PN from the FDA direct customers to www.fda.gov Currently the following are exempted when shipping person-to-person for non-commercial purposes: Food in household goods, including military, civilian, governmental agency, and diplomatic transfers Food purchased by a traveler and mailed or shipped to the traveler s U.S. address by the traveler Gifts purchased at a commercial establishment and shipped by the purchaser, not the commercial establishment, to an individual Food contained in diplomatic pouches (shipments having diplomatic immunity) Homemade goods All other shipments require a PN. However note that it is at the discretion of the FDA to allow/deny items into the U.S. Shipping gifts to the U.S. U.S. Customs allows gifts with a maximum of US $100.00 PER PERSON WITH NO LIMIT ON THE VALUE OF THE TOTAL SHIPMENT to enter the country duty free when the following conditions are met: The shipment must be accompanied by a Purolator International Bill of Lading, and a commercial invoice, which includes the following: Description of the gift Value of the item Country of origin where the commodity was made Full name and address of both the sender and the receiver, adding a telephone number for both parties is highly recommended in case of queries. U.S. customs would like the word GIFT to appear on the outside of the package. IF THE SHIPMENT CONTAINS GIFTS FOR MORE THAN ONE PERSON, the sender must indicate each person s name next to the description of each gift, plus the value of that gift on the shipping documentation. Within the shipment, gifts listed for different people must be individually labeled. The duty free policy does not apply to international points and customers will be assessed the same way as a regular shipment.
Cross-border shipping: food, gifts & medication continued Shipping prescription medication, including eyeglasses. Canadians or Non-US citizens shipping to the USA will require: Copy of the prescription Proof of citizenship/status (e.g. valid passport or birth certificate) Cannot ship more than a 90 day supply at any one time US citizens require Copy of the prescription Proof of citizenship (e.g. valid passport, birth certificate) Letter from the doctor who issued the prescription Prescription medication for pets will require the owner s information as stated above. International Shipments The rules vary from one country to another. Most will require the same level of detail as USA Complete the Commercial Invoice and ensure it travels with the shipment and accompanying documents.
Customs documents Commercial Invoice The commercial invoice is the most commonly used customs document and is generally the foundation of all other documents in the shipment. There is no standard commercial invoice, however there are standards around the what the document must contain. Why is it required? The commercial invoice is used to declare the details of an import or export shipment to the destination customs authorities. It is also used to determine the application of tariffs (duties/taxes). When is it required? It is required when shipping non-document shipments to any international destination. This includes U.S.A. destined shipments valued at USD$200 or greater. What is mandatory when completing the document? Name and address of the shipper Name and address of the receiver Detailed description of contents (an itemized list is required for multiple contents) Unit value of each item being shipped Quantity and unit of measure Currency of value Country of manufacture Total invoice value Purolator requires one copy of the commercial invoice per shipment. The invoice should be placed on the outside of the first piece in a shipment and never inside the package. Common Errors Missing descriptions Missing value Store information instead of customer information (i.e. Address, contact). Vague descriptions Missing Unit values The following may also appear on a commercial invoice: The Harmonized System Code (HS Code) Indicate who will pay for clearance (Delivery Duty Paid (DDP) = Shipper pays; Delivery Duty Unpaid (DDU) = receiver or buyer pays). Note: Leaving the field blank defaults to the receiver. Internal Revenue Service (IRS) number - Recommended for shipments addressed to a company in the U.S. Social Insurance Number (SIN) - Recommended for shipments going to individuals in the U.S. Manufacturer s name and address (*for textile shipments going to the U.S.)
Customs documents Commercial Invoice Sample Shipper and receiver name, address and contact information. The document must be completed in English. *Note: Shipper must show customer details. Not details for the store. Include the bill of lading number for the shipment Indicate who is responsible for Duties and taxes - For non-account shipments it is defaulted to Receiver (DDU). Assigning a broker is only required for US Ground shipments. The default is UPS if a customer does not have one. Description and value of contents. Be as detailed as possible. Indicate currency. Customer signature and date
Customs documents U.S. FCC Form 740 The FCC Form 740 (U.S.) is required for each electronic article being shipped to the U.S. that can emit radio frequency. These radio frequency devices are regulated by the Federal Communications Commission. Note: This form is not required for electronic devices manufactured in the United States. Why is it required? This form is used by the Federal Communications Commission (FCC) to ensure that radio frequency devices do not cause any harmful interference when imported into the U.S. and follow all their set out guidelines. When is it required? For each electronic item being shipped to the U.S. that can emit radio frequency, regardless of value. What types of items would require this form? Radio frequency devices are generally electronic, battery operated or capable of sending, receiving or interfering with radio signals. Examples: Cell phones Radios Common Errors Transmitters Not completed for electronic devices. Not including the FCC ID Microwave ovens Entering the Shipper information instead of Two way radios the Receiver information Computers Televisions If the device was manufactured in the U.S. the form is not required. What is required to complete this document? The first row of the document can be left blank if the information is not known when the shipment is created. (Date of Entry, Entry Number, Port of Entry, Harmonized Tariff Number) FCC ID - the customer will need to retrieve this from the actual item. Manufacturer s Name and Address again the customer will need to check the actual item for this information. This is the manufacturers details, not the distributors. Include the receiver s name and address under the Consignee s Name and Address and anywhere else that requires Consignee information, however leave the signature blank. The information (receiver, device description) must match what is on the commercial invoice. Part 2 the customer should select the box that is most applicable. Purolator requires the FCC form(s) to travel with the shipment. It should be placed on the outside of the first piece in a shipment and never inside the package.
Customs documents U.S. FCC Form 740 Sample The document must be completed in English. One form per device is required. Complete only if the information is available (Date of entry, Entry Number, Port of Entry, Harmonized Tariff Number) Enter description of the device with FCC ID in this row. Enter the original Manufacturer's name and address. Enter the receiver name and address where applicable. Select the applicable box.
Customs documents Radiation Form (FDA 2877) The Declaration for Imported Electronic Products Subject to Radiation Control Standards form (Form FDA 2877) is required for any items (whole or parts) that emit radiation. Why is it required? The Food and Drug Administration (FDA) use the form to ensure that items emitting radiation do not cause any harm when imported into the U.S. and follow all set guidelines. When is it required? For each electronic item being shipped to the U.S. that can emit radiation, regardless of the country of manufacture or value. What types of items would require this form?. Examples: Cell Phones CD/DVD players Computer monitors Laser printers Microwave ovens Scanners Televisions & Video display monitors X-ray tubes Common Errors Not completed for electronic devices. Not completed in full. Submitted the form without other customs documents. In many cases, where an FCC form is required, a Radiation form will also be required. What is required to complete this document? Manufacturer s Name and Address again the customer will need to check the actual item for this information. This is the manufacturers details, not the distributors. Include the receiver s name and address under the Name & Address of Importer & Ultimate Consignee. Enter the product description, quantity, brand name(s) and model number(s). The information (receiver, device description) must match what is on the commercial invoice. If required, information (receiver, device description, manufacturer) should match the FCC form. For the Declaration: I/We declare that the products identified above: the customer should select the box that is most applicable by marketing it with X and filling in any required blanks. For most non-account customers they will not know the details and should follow the example on the next page for this selection. Enter the name and title of the person receiving the shipment under Name and title of responsible person. Purolator requires the Radiation form(s) to travel with the shipment. It should be placed on the outside of the first piece in a shipment and never inside the package.
Customs documents Radiation Form (FDA 2877) The document must be completed in English. One form per device is required. Complete the form but leave US CUSTOMS PORT OF ENTRY, ENTRY NUMBER AND DATE OF ENTRY blank. Enter the receiver name and address where applicable. Enter the original Manufacturer's name and address. Enter the product description, quantity and model numbers & brand names. Customer selects the applicable statements from A - D. Enter the name and title of the importer.
Customs documents Declaration For Free Entry of Unaccompanied Articles (CBP Form 3299) The Declaration for Free Entry of Unaccompanied Articles (CBP 3299) is a form used when importing unaccompanied personal effects and/or household items to the United States of America. Why is it required? The Customs Border Protection (CBP) uses the form to ensure that the items being imported, does qualify for duty-free entry into the U.S. When is it required? When unaccompanied goods require clearance through U.S. Customs for both residents/nonresidents who do not want to pay duty on their personal effects or household items. Non-Residents will often be Canadians who live in the U.S. for parts of the year, temporary workers or students. What types of items would require this form? When shipping items for personal use. Examples of personal effects: Clothing Jewelry Camera/Photography equipment Examples of household effects/items: Furniture Dishes Linens Common Errors Not including the second page (inventory) Not providing supporting documentation Not completing form in full Completing the commercial invoice in place of this. All items must be intended for personal use. In addition, the items must have been used or been available to the individual prior to importing for at least one year in order to avoid paying duty. What is required to complete this document? All required information about the importer this may also include dates of travel. Supporting documentation (i.e. copy of the work or student permit, copy of passport, etc) A full list of personal and household effects. (page 2 of the form) Name of carrier Signature of importer and date
Customs documents Declaration For Free Entry of Unaccompanied Articles (CBP Form 3299) The document must be completed in English. 1 4 Enter the information for the person seeking free entry of goods. This is normally the receiver. 5-7. Enter the port at which the claimant entered the USA and the name of the airline etc. that he/she travelled on 8-Enter the information about the movement of the goods Customer selects the applicable statements from A - D. Customer selects box applicable to the shipment.
Customs documents Declaration For Free Entry of Unaccompanied Articles (CBP Form 3299) The document must be completed in English. Provide proof that goods were previously entered into the USA Customer lists shipment contents based on item number checked in previous section. This section is left blank. Customer selects the applicable box. Customer signature and date. This section is left blank.