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  1. Purchasing Goods

Importing & Exporting

Importing and exporting of goods is subject to various U.S. and foreign laws that can be quite complex. University staff and resources are available to guide you through the intricacies of importation and exportation. It is advisable to consult the resources shown below; doing so will ensure that you do not miss important (legal or cost related) details regarding your import or export request. 

Key Contacts and Resources

Imports

Prior to importing goods, contact your procurement specialist for guidance, particularly regarding duties (taxes on imports), freight terms, and duty-free entry of specific scientific equipment. Reminder: Importation is only an option if an equivalent of the item is not available through a University-wide contracted supplier or through a supplier in the U.S. An import permit review will determine the permits required and should be requested by e-mailing the biological import specialist.  

The cost of the item will determine how to initiate contact with Mohawk Global Logistics:

  • If your purchase is $15,000 or less, contact Mohawk Global Logistics for assistance. Mohawk Global Logistics will ensure that the University’s continuous bond is applied to your import.
  • If your purchase is over $15,000, contact your procurement specialist for assistance.

Copy and paste this information in the “Notes to Supplier” field when issuing any international Purchase Orders in the PantherExpress System - “IMPORTS BROKER CONTACT: Mohawk Global, Misty Swiger, Import CHB Coordinator, (440)-325-4851, mswiger@mohawkglobal.com. The following information MUST be included on the Commercial Invoice- Department Contact’s Name, Phone and Email Address. If shipping via FedEx International, please choose the BROKER SELECT option and indicate Mohawk Global as the broker."

Non-U.S. Suppliers Routing to Purchasing
Requisitions to the suppliers listed below will automatically route to Purchasing Services for review and issuance by a Senior Buyer, regardless of dollar value. These suppliers represent Pitt's largest volume of imports by dollar value, and this change strengthens compliance with U.S. Customs requirements following the Executive Order on the elimination of the de minimis import exception.
  • 3DSPro Limited
  • Alomone Labs Ltd
  • Ann Tong Industrial Co Ltd
  • Applied Biological Materials Inc
  • Biocair South Africa Pty Ltd
  • Brainvta Wuhan Co Ltd
  • Hangzhou Apichem Technology Co Ltd
  • Horizon Discovery Biosciences Limited
  • Novopro Bioscience Inc
  • Synaptic Systems GmbH
  • WuXi AppTec

When submitting requisitions to these suppliers: Follow the standard requisition checklist and include a supplier quote that clearly states pricing and international shipping terms (International Commercial Terms or Incoterms). Utilize the following guidance about Incoterms:

  • Incoterms are required on all international orders to establish who bears responsibility for import duties, fees, taxes, and tariffs. Any quote whose Incoterms are not Delivered Duty Paid (DDP) shifts responsibility for import costs and US customs clearance—handled through the University's imports broker, Mohawk Global Logistics—to the University department.

  • If the Incoterm is not DDP, complete the following steps:

    • Include this exact language in the external notes to the supplier in the PantherExpress System: “IMPORTS BROKER CONTACT: Mohawk Global, Misty Swiger, Import CHB Coordinator, mswiger@mohawkglobal.com. The following information MUST be included on the Commercial Invoice- Department Contact’s Name, Phone and Email Address. If shipping via FedEx International, please choose the BROKER SELECT option and indicate Mohawk Global as the broker. If shipping DHL, please notify them that DHL does not have power of attorney to clear this import. If DHL does not notify Mohawk, we reserve the right to refuse the shipment.”

    • Contact Mohawk Global Logistics as soon as the PO is issued: Include a copy of the PO, the Incoterms, your 32-digit department code, and a detailed description of the item and its use. This will prevent delays and storage fees at the border and ensure Mohawk Global Logistics can classify the shipment accurately for customs purposes. Mohawk Global Logistics will prepay the import costs and invoice them through Pitt's Mailing Services Department using your account code.

Managing Duties and Customs Bonds (Costs) Transactions (Charges and Level Reports) with Mohawk Global Logistics

Duties and customs bonds on imports can significantly increase the costs associated with a purchase. In order to help departments save money on duties, the University has put a continuous bond into place that eliminates the need to bond individual shipments.

The University has also contracted with Mohawk Global Logistics specifically for customs brokerage services. Mohawk Global Logistics provides assistance in evaluating and managing imports – particularly in applying the University’s continuous bond to your import. Mohawk Global Logistics also assists in animal research related imports. 

To utilize the services of Mohawk Global Logistics for your import, you should contact Mohawk Global Logistics as soon as your PO is issued and provide the following information: 

  • Department contact information
  • Ship date (if known)
  • A copy of the PO
  • A copy of the supplier quote
  • The 32 digit account code for payment purposes
Transactions (Charges and Level Reports) with Mohawk Global Logistics

The University’s Mailing Services Department has a blanket Purchase Order (PO) in place with Mohawk Global Logistics. All University transactions with Mohawk Global Logistics should run through this blanket PO. When importing something that requires brokerage services, you must provide Mohawk Global Logistics with the department’s 32-digit account number that will be charged for the services. Mohawk Global Logistics will then invoice the Mailing Services Department directly using that account number. The Mailing Services Department will pay the invoice and process an Interdepartmental Charge (IDC) that will appear on the appropriate Level report.

Determining Duty-Free Status on Imported Scientific Equipment

Scientific equipment imported strictly for University research or educational purposes may qualify for duty-free status. In order to qualify for duty-free status, you must apply to the U.S. Department of Commerce for an exception. This involves budgeting additional time as well as, possibly, additional paperwork but may result in significant cost savings.

Consider applying to the U.S. Department of Commerce for this exception if your purchase fits this description: A scientific instrument or apparatus intended exclusively for educational purposes or pure scientific research use by qualified nonprofit institutions may enjoy duty-free entry if equipment of equivalent scientific value is not being manufactured in the United States.

  • Apply for duty-free entry of scientific instruments by following these instructions. Your procurement specialist will be able to help you with this process.
  • The procurement specialist will need the technical details of the item from you in order to provide the proper guidance.
Purchasing Biological Materials and Lab Chemicals from a New International Supplier

Biological materials and laboratory chemicals must be purchased from University-wide contracted suppliers or suppliers already established in the supplier database. Follow this process to obtain biological materials or laboratory chemicals from a new supplier.

Paying for Imported Goods

In accordance with University policy, the OneCard is prohibited for international purchases, except for the purchase of books. Personal credit cards are also prohibited for all University purchases including international purchases.

All payments to suppliers with foreign addresses are made in accordance with the guidance stated under Wire Payments and Foreign Currency Transactions.

Exports

The University is required to comply with all U.S. export control laws, including the Export Administration Regulations (EAR) and the International Traffic in Arms Regulations (ITAR).  U.S. export controls laws restrict the export of certain products and services to certain countries and people, and are complex. 

Exports of any biological materials should be shipped through ProShip to ensure they are reviewed by the Office of Research Security and Trade Compliance. Examples of biological materials include samples required for gene sequencing or data analyses efforts.

For assistance with your export, please visit the Office of Research Security and Trade Compliance's website or contact the Trade Compliance Team at ResearchSecurity@pitt.edu.

Exports Controls Product Classification Requirement

In accordance with United States Export Control laws, two departments (the University’s Office of Research Security and Trade Compliance and Purchasing Services) need to review the Export Controls Classification on the following types of goods and services purchases:

  • Goods purchases greater than $15,000 per item for the School of Engineering, the School of Computing and Information, and the Natural Sciences Division of the Dietrich School that are classified as anything other than EAR99. This review will satisfy the University’s responsibility to 1) ensure that a Technology Control Plan is developed for any deemed export issues, and 2) evaluate any purchases for current or eventual export.
  • Services purchases – only when an item is being sent by the University to a supplier outside the U.S.
    • Instructions: the University will need to determine, prior to transferring the item to a foreign party/destination, if an export license is required or not (i.e. will need to determine the item’s classification and the destination country). Contact the Office of Trade Compliance (ResearchSecurity@pitt.edu) prior to exporting any item out of the U.S.

Resources