Importing Goods From a Foreign Supplier

When buying imported goods from a foreign supplier, there are certain steps that you will need to take to comply with import regulations, duty waivers, customs clearance and, occasionally, payment to the supplier in a foreign currency. There are two ways to purchase imported goods from a Foreign Supplier:

• Imported goods under $5,000.  
• Imported goods over $5,000. (Imported goods over $5,000 require Supply Chain Management (SCM) to facilitate the purchase.)

When the import purchase order (PO) is within departmental delegation (SCM is not required):

1. Work with supplier to use FedEx or contact FedEx directly or other service for transportation of these goods or equipment.
2. Complete the BearBuy Non-Catalog Form for imported goods and equipment under $5,000.

• Select supplier from BearBuy ID supplier list, or provide supplier information to complete supplier setup.
• Under the Shipping and Purchase Order section of the requisition, complete Ship To for domestic location
• In the Delivery Options, select appropriate the Ship Via:

a.  Best Carrier – International Economy

b.  Best Carrier – International Freight Forwarder

c.  Best Carrier – International Priority

d. After the cart is converted to a requisition, designate FedEx international shipping or use of a freight forwarder using the External Notes and Attachments, or by editing PO Clauses so that the information is communicated to the vendor. UCSF can ask that UCSF FedEx Inbound Freight account be billed (contact FedEx for assistance).

Note: If a Non‐Catalog Form is selected do not select a Restricted Purchase Type as this will cause it to route to SCM for processing.   

3. Approve the requisition and the PO will be released to the foreign supplier. FedEx or the freight forwarder will associate their billing to the PO for the services provided.

When purchases are in excess of departmental delegations or department requests SCM assistance for an import purchase under $5,000:

1. Complete the BearBuy Capital Equipment Form for imported goods and equipment over $5,000, including:

• Select supplier from BearBuy Supplier ID list or provide Supplier Information to complete Supplier Setup
• Under the Shipping and Purchase Order section of the requisition, complete Ship To for domestic location
• In the Delivery Options, select the appropriate Ship Via:

a.  Best Carrier – International Economy

b.  Best Carrier – International Freight Forwarder

c.  Best Carrier – International Priority

• After the cart is converted to a requisition, if FedEx will be used, under External Notes and Attachments, edit the PO Clauses by selecting the FedEx Inbound Freight Clause.
• Under Additional Internal Comments note “foreign import order” and include any special packaging or shipping instructions.
• Provide any documentation as an internal attachment

Note: If a Non‐Catalog Form or Capital Equipment Form is used and it is over the Requestor or Associate Buyer delegation, it will automatically route to SCM for processing.

2. If a Non‐Catalog Form is used, select the Restricted Purchase Type titled Foreign Order/Firearm/Precious Metal (this will route the requisition to SCM for processing). If a Non‐Catalog Form or Capital Equipment Form is used and it is over the Requestor or Associate Buyer delegation, it will automatically route to SCM for processing.

3. SCM will complete the BearBuy PO, designating FedEx International shipping or a freight forwarder, and issue the PO. Department should specify their preference as an internal comment on the form, as a separate PO will need to be generated for the services by the freight forwarder and cross-referenced with this purchase order. FedEx or the freight forwarder will associate their billing to SCM placed PO for services provided. Refer to the Import Documents Checklist.

NOTE: UC has a primary systemwide Agreement for export and import service of goods from a foreign supplier. The service provider is American Cargoservice. If you have questions about a systemwide Agreement, please contact your SCM buyer. If you are a buyer, you can access system-wide Agreements on the University of California Procurement Services website.

Important Links and Contact Information

*If the agreement applies there is a primary systemwide Agreement with American Cargoservice Inc. The service provider will handle international freight, inbound and outbound, as well as customs brokerage. Federal Express (FedEx) is the primary Systemwide Agreement for small package International import transportation.    

Note:  Orders for DEA Schedule controlled substances/DEA List I chemical precursors are NOT included as part of this process.