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524 - Receiving & Shipping

Section: 524-6
Effective: 12/01/1992
Supersedes: 04/05/1979
Next Review Date: TBD
Issuance Date: 12/01/1992
Issuing Office: Material Support Services

PPM 524-6 Policy [pdf format]
PPM 524-6 Exhibit A [pdf format]


I.              POLICY


The University contracts for a customhouse brokerage service for the clearance of foreign import and export shipments passing through U.S. Customs. The brokerage service contract is a Planned Purchasing Systemwide, mandatory contract. Service fees are covered in a contract pricing schedule.


II.            PROCEDURES


A.            Exports


      1. Documentation


All shipments of material destined for foreign countries is processed through the University Broker. Shipping information obtained from the UCSD Shipping Memo, Exhibit A, will be furnished to U.S. Customs at the time the shipment is made. (Exceptions are courier shipments containing non- dutiable items such as documents, medical samples and specimens etc. These items are not processed through a Custom House Broker.)


      1. Selection of Carrier


The Shipping Coordinator uses contract carriers to obtain the best rates and direct routing. Broker coordinates booking of all foreign shipments with carriers.


      1. Registration of Foreign Origin Material


Material that is manufactured in foreign countries and is being shipped overseas for scientific research or other reasons must be registered at U.S Customs Barge Office. A Treasury Department Certificate will be issued and must be attached to the UCSD Shipping Memo prior to shipping. Contact Shipping for information regarding registration. Equipment not registered that is going to be returned to the USA is subject to U.S. Customs duties.


      1. Carnet


A Carnet provides for the temporary free entry of material into and out of a foreign country. Thirty days notice, (minimum of two weeks), is required to process a Carnet. Call Shipping at 536-3248 for more information on Carnets.


B.            Imports


      1. Notice of Arrival


The University Broker advises Receiving when incoming material is received via surface or air from foreign countries.


      1. Customs Clearance


The two types of entries for importation of foreign goods is informal and formal. Departments are contacted by Receiving or the Broker when goods arrive.


        1. Informal Entries


Informal entries are cleared by department personnel or by the Broker. Furnishing an index number and designating a delivery point to Receiving ensures proper delivery. The Broker clears and forwards material to UCSD Material Distribution (Receiving). Material is then delivered to end user.


        1. Formal Entries


All formal shipments are cleared by the customhouse broker. These shipments are picked up by departments immediately after clearance if required or are forwarded to UCSD Material Distribution (Receiving) for delivery to end user. An index number and proper delivery address is required.


      1. Invoice for Service


Invoices for brokerage service cover cost of transportation, duty assessed, special clearance fees and brokerage fees. The invoice is processed by Material Distribution supported by documentation and mailed to Accounting for payment.


      1. Purchase of Foreign Goods


When placing an order for the purchase of foreign goods, (equipment and high dollar value items), the buyer or department completes a request to the U.S. Customs Service for duty free entry and forwards to Material Distribution for processing. Call Material Distribution at 536-2752 for instructions on submitting a Duty Free application.


      1. U.S. Customs Documentation


Material Distribution processes U.S. Customs documentation for the duty free return of U.S. goods from scientific research parties. Registration forms as well as Export Licenses obtained by departments are forwarded to the Material Distribution office with copies to the customhouse broker.

EXHIBIT A                                                 UCSD SHIPPING MEMO