[NHCOLL-L:4573] Shipping scientific samples to Europe / Germany

[Dirk Neumann]

The recent weeks I received different emails or telephone calls 
regarding problems which occurred during import of scientific samples to 
Europe / Germany, including both, preserved (formalin) specimens for 
morphological research and tissue samples for DNA extraction. Issues were:

- insufficient / inadequate shipping docs and resulting problems with 
customs clearance
- charges due to (unnecessary) veterinarian inspection

Most problems with import of specimen into the EU seem to be carrier 
related  (especially with FedEx), caused by inadequate data transfer 
from the export docs is into the (FedEx) E-Doc shipping system (the 
material is often referred to as "biological samples" only - which is 
too unspecific for customs clearance). The information below is 
summarised from an earlier posting on this issue:


1. Most shipments are advised electronically based on the data retrieved 
from the commercial invoice prior to the actual import / arrival of the 
parcel. Therefore, statements in the commercial invoice (if printed 
separately) are crucial for import and decide whether the shipment is 
inspected, or not. Make sure that the commercial invoice, the shipping 
documentation and a copy of the loan agreement form are packed *together 
with the airwaybill into one document pouch* . Any additional 
documentation packed in separate pouches attached to the shipment is NOT 
considered to contain relevant import docs, unless the *pouch is clearly 
marked* to contain such documents.

2. The "country of origin" must be named; the country of origin is *not 
the country in which the specimens were originally collected* , but that 
country, from which the museums specimens originate and whom they 
legally belong. Re-import of animals / animal parts & samples 
originating *FROM* European collections into the European Community are 
not regulated regarding animal pest inspections and therefore not 
subject to vet inspections.

3. For any shipment containing vertebrates, there must be a passage in 
the shipping docs that the specimens where either originally preserved 
in 4 % formalin solution at least for three days or warm water macerated 
and therefore do not carry any potential animal diseases or pests. There 
have been reported cases where up to 80,- EUR (= 100 USD) have been 
charged from the consignee for vet inspections because of insufficient 
shipping docs. All claims against these charges are fruitless in cases 
of wrong / insufficient import docs.

4. Make sure that shipments containing museum specimens on loan are not 
declared as *commercial goods* in the commercial invoice (which is the 
case in most shipments). There should be an explicit statement in your 
commercial invoice and/or your shipping docs, that the material packed 
is *on loan* to or is *returned from a loan* to the respective 
institution / museum. For this purpose, make sure to attach a copy of 
the loan agreement to your commercial invoice/your shipping docs. This 
loan form should include the *inventory numbers*, indicating that the 
material included is *state property* and not of private or commercial 
nature.

5. The *scientific names* must be included in your loan agreement *AND* 
either in your commercial invoice or in your shipping doc. Phrases like 
*dried insects*, *entomological samples* or *DNA samples* in your 
commercial invoice are  *NOT SUFFICIENT* for customs clearance! This is 
a perpetuating problem and issue, causing distress and custom holds! In 
case of missing or inadequate information, especially FedEx staff tends 
to convey shipments to customs inspections in order to avoid any 
potential claim against FedEx for violating customs procedures for entry 
of "bio-shipments" into the EU.

In the case of *undetermined material* sent for 
identification/determination (to / from European museums), make sure to 
name at least names on family or generic level, e.g. "undetermined 
waterbeeetles, Familiy ABC, Genus XYZ (as detailed as possible for the 
undetermined specimens included).

Once again: the term *dried insects* is *NOT SUFFICIENT FOR CUSTOMS 
CLEARANCE*  and may cause damage to specimens included due to untalented 
and unmotivated staff inspecting the shipment for potential CITES 
violations! Note that packages are normally cut from the bottom. So 
sufficient cushioning material in the bottom is essential to protect 
specimens from being cut / damaged if packages are inspected.

6. In cases that your shipments are packed / processed by 
subcontractors, *your institutional address* should be clearly displayed 
as original shipper either in the shipping docs, or - even better - on 
the airwaybill (not that of the subcontractor).

7. *DO NOT NAME THE CONSIGNEE FIRST* ! Naming your colleagues/persons 
prior to the institute / museum implies (in customs terms) a private and 
therefore commercial nature of your shipment! Avoid "private shipments"; 
the first line in the address of the consignee must give the name of the 
institute or museum first ! (This issue was explicitly stressed from 
customs at Frankfurt/ Main Airport, which is the main gateway for postal 
shipments to Europe, especially FedEx)

8. Different airports in Germany serve as main gateways for entry of 
international shipments to Europe for the following carriers: UPS 
(Cologne), FedEx (Frankfurt/Main), DHL (Leipzig). With exception for the 
UK, most shipments addressed to European Institutions / Museums are 
handled in one of the three cities, which are in different federal 
states in Germany. Because of the federal legislation, it is extremely 
difficult (literally impossible) to have a common regulation for all 
arriving shipments containing scientific material, since different 
authorities are involved (customs, vets, species protection) with 
slightly different federal legislation and procedures in each of the 
single states. FedEx will move its international operation to Cologne 
end of 2009, so we are currently starting to negotiate agreements 
achieved in Frankfurt again in Cologne ...

Optimizing your shipping docs means minimising the problems, which has 
already caused damage and loss of material in the past.
Please help to reduce number of inspections / customs holds and forward 
this information to the relevant people (especially technical museum 
staff in charge for packing and shipping the specimens). Please find 
below a template below which might be useful to adapt for your 
commercial invoice / your shipping documentation.



Thank you very much for your help,

Kind regards from Munich
Dirk Neumann



*************
TEMPLATE

Format for the address of the Consignee:


The Bavarian State Collection of Zoology
Dirk Neumann, Section Ichthyology / DNA-Lab
Muenchhausenstr. 21
81247 Munich (Germany)


Shipping doc:

"This package contains dead preserved ... (freshwater fishes) for 
scientific research, which were originally preserved in 4 % formalin 
solution for at least one week
and then transferred into 75 % denatured Ethanol for further 
preservation; these specimens are not infectious due to the original 
preservation technique. (= *Vets statement* )
The package contains no endangered species (for Latin species names 
please refer to included loan agreement). (0 *Protection status of 
included specimens* )
The specimens packed are on loan for zoological (morphological) research 
and legally belong to the State of Bavaria (Country of Origin: Germany); 
no commercial value, not for resale. (= *Customs* )

Commercial value of the used cheesecloth and plastic bags: 5.00 EUR  (= 
commercial value for customs purposes* )

Preserved fishes are single packed with absorbent (Vermiculite (TM)) and 
sealed in PE plastic bags / containers. For transportation specimens are 
wrapped in cloth soaked with 70 % Ethanol;
amount of free liquid Ethanol per inner packing < 30 ml. Dangerous Goods 
in excepted quantities in compliance with IATA DGR Regulations (50^th 
Ed. / 2009): class 3, ID 3274 / UN 1987, packing group II." (= HAZMAT / 
IATA )
 
 

-- 
Dirk Neumann

Tel: 089 / 8107-111
Fax: 089 / 8107-300
email: Dirk.Neumann(a)zsm.mwn.de

Postanschrift:

Staatliche Naturwissenschaftliche Sammlungen Bayerns
Zoologische Staatssammlung München
Dirk Neumann, Sektion Ichthyologie / DNA-Labor
Münchhausenstr. 21
81247 München

Besuchen Sie unsere Sammlung:
http://www.zsm.mwn.de/ich/

---------

Dirk Neumann

Tel: +49-89-8107-111
Fax: +49-89-8107-300
email: Dirk.Neumann(a)zsm.mwn.de

postal address:

Bavarian Natural History Collections
The Bavarian State Collection of Zoology
Dirk Neumann, Section Ichthyology / DNA-Lab
Muenchhausenstr. 21
81247 Munich (Germany)

Visit our section at:
http://www.zsm.mwn.de/ich/