Shipments/Mail

International Shipping Documentation

Please email the completed documents below to vumc.export@vanderbilt.edu for review at least 10 business days prior to your international shipment.

*Keep a copy of all completed documents for five (5) years past the last date of shipment activity.
**For more information regarding these documents, see the Best Practices section below.


Shipping chemicals, biological agents, toxins, etc.?

Use the Restricted Biological Agents Adobe PDF Icon.png list as general guidance to determine whether or not the virus, bacteria, toxin, fungi, or genetic material in question has export control restrictions.


Foreign Shipments

Foreign exports require additional time in advance to prepare all necessary requirements and documentation before being able to ship/transfer. While some items or information (technology/technical data) may be considered export-controlled under EAR or ITAR, others are not controlled. All items to be exported should be reviewed for:

1) potential export to a sanctioned country

2) proper export control classification (ECCN or USML Category)

3) intended end-user of concern

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 Compliance Review Flow Chart may be used as a supplementary tool in the analysis of your shipment.

Utilization of the International Shipment and End-Use End-User Statement forms above will assist VUMC EC in ensuring all international shipments are reviewed prior to shipping. Compliance in this matter will ensure such shipments are neither controlled for export nor are being exported to an entity or individual (intermediary or end-user) on the Denied Party Lists (DPL).

Contact VUMC EC 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). VUMC EC will provide a copy of the search records to you. You should keep these results with the project file for five (5) years past the last date of activity on the project.


US Shipments

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

For U.S. and foreign shipments, contact the VUMC EC office to conduct restricted party screening (RPS). VUMC EC will provide a copy of the search records to you. You should keep these results with the project file for five (5) 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? (How will it be used?)

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


FedEx - VUMC Approved International 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. FedEx requires an airway bill, commercial invoice (as appropriate), and EEI (as appropriate).

If you have any questions relating to opening a FedEx account or other general FAQ, please contact Vanderbilt University Medical Center Disbursement Services, via email at VUMCdisbursements@vanderbilt.edu or at (615) 343--2942.

Additionally, it is important to note that there may be duties and fees associated with a foreign shipment. For licensing considerations, securing the ECCN or USML category from the manufacturer is necessary (it is recommended to get the information in writing for your records). This process can be time consuming and potentially add days or weeks to your processing and shipment expectations. In many instances, you should be prepared for a possible delay. 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.


United States Postal Service (USPS) - Mail

Mailing a letter or package to a foreign country requires additional time in advance to prepare all necessary requirements and documentation before being able to ship/transfer. 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 as a resource. Also visit a Vanderbilt Post Office.

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).

Contact VUMC EC to ensure the item is not being exported to an entity or individual on the Denied Persons List (DPL). VUMC EC will provide a copy of the search records to you. You should keep these results with the project file for five (5) years past the last date of activity on the project.


Customs Broker

If the transaction requires the expertise of a customs broker, Vanderbilt University Medical Center has an approved vendor, V.Alexander & Co. For the most current V. Alexander & Co. contact information, go to the VUMC Procurement Website.