If you need to ship items outside the U.S., please review our guidance below to ensure that the shipment complies with export and sanctions regulations. Items that may require detailed review include equipment, raw materials, technology, or software whether shipping temporarily, or for service, repair, or replacement. Our office will determine if the shipment requires an export license from the U.S. Government and will also provide any recordkeeping requirements, if applicable. If you need assistance, please contact us at [email protected].
Before shipping internationally
- The individual receiving the shipment must be screened. See the Restricted Party Screening page for more information.
- Complete and submit the International Shipping Consultation Form located on our Forms page
- If you are shipping equipment to China, Russia, or Venezuela and will not be using a freight forwarder, complete and submit the AES Federal Filing Request Form located on our Forms page. The export team will use this information to complete a US Government EEI filing.
Once we receive the documentation, we will let you know if any licenses are required and will provide any additional guidance regarding export requirements. You will need to coordinate with your department concerning freight forwarder matters, packing and actual shipment, and obtaining carnets. In some cases, engaging a customs broker may be advisable. Contact the Purchasing Office to find a customs broker with an existing account with Mason.
We encourage you to submit the appropriate form or reach out to us at [email protected] well in advance of making shipments overseas, to ensure sufficient time to review and request and receive an export license if needed.
Recordkeeping requirements
U.S. export laws require that exporters retain records of all international shipments for five (5) years from the date of export. It is important to keep the records in an easily accessible location. To fulfill U.S. Government requests for export records, we must be able to produce the documents in a timely manner, or we risk fines and penalties. The following documentation must be retained for all international shipments:
- Invoices
- Shippers export declarations
- Air waybills
- Shippers Letter of Instruction
- Purchase Orders
- Delivery Receipts
- Emails describing the need for the export
- Documents related to the Export Control Classification Number (ECCN) of the items to be shipped
- Other miscellaneous documents related to the shipment
Contact us
If you have any questions about international shipments, please contact us at [email protected].