GLOBAL GENOME INITIATIVE
FEDEX INTERNATIONAL SHIPPING PROTOCOL
Last updated: September 6, 2017
Pre-shipment steps:
1.
Discuss items to be shipped with Principal Investigator (PI) or collector.
2.
Gather information on kinds of items to be shipped (i.e. Dry-shipper LN tank, tubes, labels,
preservation solutions, samples, etc.).
3.
Consider time restraints for ordering supplies needed from Biorepository:
o 1 month advance notice for Dry-shipper tanks.
o 1 month advance notice for preservation solutions (DMSO/EDTA, alcohol, etc.).
o 2 weeks advance notice for cryotubes.
4.
Determine if any items to be shipped are considered hazardous or restricted goods.
o Does destination country have import/export restrictions?
o Visit FedEx website or contact FedEx directly at 1-800-463-3339 (or 1-800-GOFEDEX) for
shipment information/restrictions.
5.
Gather documents required for each international shipment:
o 3 commercial invoices (required for all international shipments).
o FedEx International Air Waybill.
o Any APHIS, 3-177 export permits for the return shipment of specimens. Consult with
FedEx or department for permits needed.
6.
Gather payment information from PI.
o Is PI or GGI paying for shipping costs?
If PI is responsible: Use FedEx Account number of sender’s department.
If GGI is responsible: Use the ADS FedEx account number and list the PI’s name
on the Internal Billing Reference line of the International Air Waybill. Save all
waybill receipts. Provide copies of all Waybills to Alysha Chadderdon and Dawn
Mason for record keeping purposes.
7.
Gather recipient’s contact information and full destination address.
8.
Pick your method for producing FedEx shipping labels
o FedEx online account (preferred). Requires an established FedEx online account to use
this method. Dawn Mason is the ADS FedEx account manager.
o Physical, handwritten label (see steps below).
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Shipment Steps:
1.
Pack items securely. Make sure any products that may leak are properly sealed and
double/triple bagged to prevent leaks.
2.
Take measurements (L, W, H) and weight of package.
3.
Complete sections 1-9 on FedEx International Air Waybill (Figure 1).
Figure 1.
STEP 3 TIPS:
o Print clearly and PRESS HARD to make sure all carbon copies are legible.
o Section 1 of Waybill: FedEx account number used for shipment is provided next to line titled, Sender’s
FedEx Account Number.
o Section 2: Provide recipient’s phone number in case of any issues while in transit. Always write the
recipient’s country name in all CAPITAL letters.
o Section 3: Provide total weight and dimensions (L, W, H) of package and list all commodities included in
package.
o Section 7a: check the box marked Sender. Refers back to the FedEx account number provided in section 1.
o Section 8: if the ADS FedEx account number was used in Section 1 please write “GGI-[PI’s last name]” for
the Your Internal Billing Reference line. This allows Dawn Mason to track the shipment.
4.
Fill out a commercial invoice (make 3 copies before signing!). All copies must have an original signature
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STEP 4 TIPS:
o Complete invoice listing all the items included in the package/container.
o DO NOT sign invoice until three (3) copies of completed invoice are made. Each copy is required to have
an original signature (Figure 2).
5. Remove top copy of Waybill. Attach Waybill and 3 commercial invoices to package (Figure 3).
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STEP 5 TIPS:
o Remove top copy of Waybill before attaching to package. This copy is for sender’s records.
o Fold all 3 copies of the commercial invoice in half so that the side with the shipping address is visible.
o Place the folded 3 copies of commercial invoices on top of the FedEx Waybill and insert into a FedEx
shipping label pouch (Figure 3).
o Attach the pouch to the outside of the package/container.
6. Drop off package at the MSC or NMNH shipping office to be picked up. FedEx typically picks up once per
day between 2-4pm.
7. Track package using the FedEx Tracking Number provided on the top copy of the shipping label (circled in
Figure 4).
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RETURNING PACKAGES TO MSC
REPEAT STEPS 1-7 for returning package/samples back to the Museum Support Center
Tips for returning packages with specimens:
-Complete and submit a FWS Form 3-177 (Declaration of Importation or Exportation of Fish or Wildlife) online at
https://edecs.fws.gov/. It is best to declare and receive a cleared copy before shipping.
-Make sure to include the following 2 important phrases on the International Waybill when shipping
biological specimens inside a liquid nitrogen:
1. “Not restricted as per special provision A152.” This phrase notifies/reminds all shipping personnel
that the liquid nitrogen tank is not considered a hazardous good under this special provision (Figure 5).
2. “Dry shipper containing dead [insects or whatever biological specimen] for scientific study” when
filling out the commodity description of section 3 of the international waybill. The word DEAD is very
important to include so FedEx and Customs is aware the biological specimens inside the tank are not
alive (Figure 5).
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