1. POLICY.
Insure the Wisconsin Department of Administration Bureau of Procurement, UW System Purchasing, and UW-Madison Purchasing rules, regulations and guidelines as well as United States Customs laws and regulations are followed when importing or exporting goods & services. This includes purchasing and transporting products or services in a foreign country for use in a foreign country, purchasing from a foreign country for shipment to the United States, or purchasing in the United States for use in a foreign country.

Definitions:
Consignee: The person to whom the shipment is being delivered
Consignor: The person who is sending the shipment

Scan Global Logistics, Inc. is the bonded customs broker for UW Madison. You may contact Scan Global Logistics at:
Scan Global Logistics, Inc. - Chicago
1254 Mark Street
Bensenville, IL 60106
Phone: 630/616-8800
Fax: 630/616-8801
Website: www.scanlogistics.com
Contacts:
Nicole Krogh-Branch Manager niro@scanlogistics.com
Cell phone: 815-762-5732  
E-mail for imports:
Sue Kuzan-Import Manager suek@scanlogistics.com 
E-mail for exports:
Joanna Panek-Export Manager jopa@scanlogistics.com

1. PROCEDURES.
Departments should contact Scan Global Logistics, Inc. before the shipment is made to determine what paperwork is required. A University of Wisconsin Purchase Order and a vendor supplied Commercial Invoice and Packing List or Manifest is required for all import shipments.

3.1 The department person who calls Scan Global Logistics, Inc. should identify the type of service required.
Scan Logistics will assist the department in the following types of service:

3.1.1 Answering questions related to import commodity licensing requirements, duty status or other import/export subjects.

3.1.2 Foreign to United States- Obtaining clearances, checking for potential problems, and providing incoming routing information and rates.

3.1.3 United States to Foreign - Obtaining competitive rates, routing information, and providing all necessary export services.

3.1.4 Foreign to Foreign - Providing the department with foreign contacts who can assist in the process.

3.1.5 Providing information on any restrictions or special conditions that apply to the purchase and/or shipment of the commodity.

3.2 The following information must be provided to Scan Logistics on all shipments:

3.2.1 Complete name and address of person initiating shipment.

3.2.2 Department name and complete telephone number.

3.2.3 Origin and destination points of shipment.

3.2.4 Detailed description of shipment, its origin and in layman’s terms, what it is used for.

3.3 Exporting a shipment – There are many companies besides Scan Logistics that can ship internationally (FedEx, UPS, DHL etc). However Scan Logistics must be contacted when the export is valued at or above $2500, when sending to countries such as Libya, Cuba, N, Korea, Iran, Iraq, Serbia, Sudan, or Syria, when the exported item requires an export license, when the shipment is going to Puerto Rico, the US Virgin Islands, or the former Pacific Trust Territories, or when the export contains rough diamonds regardless of value. In these cases specialized documents must be processed by Scan Logistics, regardless of the freight carrier. Regardless of what carrier is selected, they will minimally need the following information:

• Description of the commodities
• Name of the consignee and address including zip code
• Method of shipment
• Date available for pick-up
• Desired arrival date
• Number of pieces, dimensions of cartons, weights
• Payment terms
• Other special instructions

Scan Logistics will advise if a special export license is required. The department will need to work with University Legal Services to prepare and apply through the United States Department of Commerce, Bureau of Export Administration, Exporter Assistance Staff 202/377-4811. Vendors shipping direct will be responsible for obtaining export license.

3.4 Scan Logistics charges for its services, in addition to their fees there are additional pass through fees and charges that will appear on your final invoice. These charges vary widely and departments should request a quote at the time of their contact with Scan Logistics and ask what additional fees or charges might apply that are not on the quote. Please be aware that expedited services not originally requested can be very expensive. A purchase order must be issued for the services reflecting Scan Logistics’ quote.

4. REQUISITION. When Purchasing Services creates the order to a foreign vendor, the UW Customs Broker will be identified on the purchase order.

4.1 The department must provide the following information:

• Contact name at the University
• Contact phone number
• Department(s) & ship to information if different
• Street Address
• City, State, Zip

4.2 Vendor must furnish set of DUTY FREE APPLICATION FORMS with the vendor portion completed if applicable to this purchase.

4.3 If insurance is not provided in freight charges, the department should contact Risk Management for UW-Madison insurance coverage (608) 262-0375 and provide necessary information (product, replacement dollar value and purchase order number).
This applies to all dollar levels.

5. AFTER THE PURCHASE ORDER IS ISSUED FOR THE PRODUCT The department must contact Scan Global when:

5.1 The department receives notification of arrival of shipment and customs broker is not identified on paperwork, shipment needs special attention, shelf life of product is short, shipment under quarantine, special delivery requirements, or if new information is required (duty status, transportation, etc.).

5.2 A shipment needs special attention. Scan Logistics can expedite with advance notice from the University.

5.3 A shipment needs to be located. Scan Logistics will need the Master Airway Bill Number (MAWB) and House Air Bill Number (HAWB) for an air shipment. For an ocean shipment they will need the Master Ocean Bill Number (MOBL), the House Bill Number (HOBL), and the name of the Freight Forwarder (Customs Broker).

5.4 New information is received regarding the importability or duty status on commodities being imported.

6. SPECIAL CONDITIONS. The following documents or procedures must be used or followed when:

6.1 Federal funds are used: Transportation across the ocean must be via a United States Flag carrier.

6.2 Duty free status is requested: If a commodity or its equivalent is not manufactured in the United States, a duty-free status may be applied for from the United States Commerce Department provided by the vendor (See 4.2). The application form should be obtained prior to processing the order, if possible. Scan Logistics must be notified that a duty-free status application is in process; a copy of the front page and docket number will be required. The U.S. Commerce Department will assign a docket number that will hold the transaction open until a decision is reached on the application. This will not hold up delivery of the shipment but merely delays duty payment until the decision is reached.
If the department fails to notify Scan Logistics of its duty-free application, Scan Logistics will pay the duty fees automatically and close the transaction. This voids the application.

6.3 Port of entry - Chicago: Generally, shipments will clear customs in the ports routed to as defined on the Bill of Lading. If Scan Logistics determines that Milwaukee is preferred port of entry, they will notify Purchasing Services or the department.
When UW-Madison pays the freight (FOB Shipping Point), it is best to compare costs and transit times before deciding how to route a shipment. Scan Logistics will assist in this area.

6.4 Items returned for repair: Scan Logistics must be contacted for assistance to avoid duty costs on equipment. A repair declaration will be required from the vendor.

6.5 Temporary Import Bond (TIB) is needed: A TIB is used for importing a commodity on a temporary/trial basis (e.g., software for review) and only when the customs fee exceeds $100. Notifying Scan Logistics immediately will guarantee customs fees are only paid once. TIBs are effective for up to one year, are good for one destination only, have a processing fee, and may be renewed for 3 years on a yearly basis. When the commodity is returned, Scan Logistics must be notified to avoid additional duty costs and to be provided with the Freight Forwarder (Custom Brokers) name so Scan Logistics can provide proof of delivery.
TIBs are not used on equipment used for production for a year and then shipped back.

6.6 Carnet is needed: Designed to simplify customs procedures for shipping exhibits, trade show items, etc. A carnet eliminates extensive customs procedures and long delays at customs. Goods covered under a carnet cannot be sold abroad but can be moved through customs without paying tariffs and excise taxes or purchasing a bond. (This is not a substitute for an export license.) Scan Global Logistics will facilitate the carnet application process.

Reference:
Optional customs broker Scarbrough International Ltd.
Contact: Nathan Eilers
Phone: 414/764-9899
Fax: 414/764-7392
Website: www.scarbrough-intl.com
FOB Matrix with tabs for Inco. Terms.