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Northern Arizona University
Purchasing Policy and Procedure

Foreign Purchases

POLICY:

PURCHASE ORDERS

Purchase orders issued to foreign suppliers will be written in U.S. dollars unless otherwise required by the supplier. The buyer will note the date and rate of exchange on the purchase order.

SHIPMENTS RECEIVED DIRECTLY FROM CUSTOMS

All shipments from outside the geographical limits of the United States should generally be processed through a customs broker. Shipments may, however, be received directly from U.S. Customs Service without going through a customs broker. In this instance, it is the responsibility of the ordering department to have the shipment cleared through customs and to pick up the merchandise.

APPLICATIONS FOR DUTY-FREE ENTRY

Applications for duty-free entry may be filed directly with the U.S. Customs Service or through the University's customs broker. It is the responsibility of the ordering department to file the application with assistance as required from Purchasing Services. If the application is filed through a customs broker, a fee will be charged to the ordering department's account. Applications should be filed prior to purchase. U.S. Customs Service will return a copy of the application with a notation that duty-free entry has been requested. This copy is filed with Customs at the time of entry of the shipment. If the copy of the application is not filed, the University must pay the duty and await the decision of the U.S. Customs Service.

ENTRY PERMITS

When plant materials, seeds, or animals are purchased from outside the United States, the ordering department is responsible for obtaining the necessary U.S. Department of Agriculture Entry Permits.

PROCEDURE:

If the shipment is to clear Customs through a customs broker, the department should submit a requisition for Customs' charges to Purchasing Services or issue a departmental purchase order to cover the fee payment. Purchasing Services will note on the purchase order that shipment is to be made through the customs broker, listing the name and address. Purchasing Services will, upon request, file a copy of the purchase order with the customs broker.