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Shipments/Mail

There are four basic things to know before anything can be exported:

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

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. All items to be exported must be reviewed for:

  1. 1) potential export to a sanctioned country
  2. 2) to an end-user of concern
  3. 3) export control classification or category
  4. 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.

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 to 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.

Export Classification/Category

There are several additional tools available to assist you in determining "what" you are shipping. The EAR Export Control Classification Number (ECCN) or ITAR Category can be found by using the following tools:

Search the United States Munitions List (USML) for ITAR related items.

Best Practices

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.

Export Compliance Links

If you are interested in finding out more about software or hardware that is under license for exporting, below are links to some we use most frequently:

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