PART 1: Shipping Checklist

To insure sample integrity and timely arrival, it is recommended that samples be shipped on dry ice via overnight delivery service on Monday or Tuesday:

Ship Samples To:

Deliver Direct – HRIC 3A26, 3330 Hospital Dr., N.W., Calgary, AB. Canada T2N 4N1

      • Process samples according to Eve Technologies Tubes, Volumes and Labeling guide (ie. Centrifuge then aliquot required volume from the middle of the liquid into 0.5 – 0.65 mL polypro snap-cap tube, then label the cap and side of the tubes with a letter and consecutive numbers using a permanent marker, S1, S2, S3, etc.).
      • Package samples appropriately (ie. Place 0.5 – .65mL tubes in a box then in a sealable bag along with absorbent material then place in a Styrofoam® box).  DO NOT place tubes directly in dry Ice.  Dry-ice: Add 4-10 kg. Refer to “How much Dry Ice Should I Use?” in Section 3 below.
      • Place your Eve Technologies Order Form INSIDE the outer cardboard box (either on top of the Styrofoam lid or inside the Styrofoam box).  Affix a Class 9 Dry-ice label (UN 1845) on outer packaging (with weights and addresses filled in).
      • In addition to the waybill, your address and the recipient address must be on the box in case the waybill is misplaced.  This can be on the dry-ice label but we recommend using our “Shipping Label” (refer to Appendix C – International Shipping Forms PDF).
      • Affix Exempt Human Specimens or Exempt Animal Specimens label on the outer packaging (if samples are non infectious).  If samples are infectious category B, use UN 3373 label.
      • An additional permit is required for animal samples that are infectious. Affix  the document pouch to the outer packaging to hold the following:
      • International Waybill:
        • Under “Description” include the infectious nature of your sample, the species, andthe sample type. For example, “non-infectious human serum”.
        • Fill in your (FedEx) account number on the payment line indicating transportation charges are to be paid by the sender.  Under the “Duties and Taxes” or “Customs” section, mark “Recipient” and enter Eve Technologies FedEx account # (please request).  If any duties and taxes are incurred, they will be added to your invoice.
        • Enter $1.00 as the declared value.
      • 3 copies of a Commercial Invoice (refer to Appendix C to use our pre-filled form).
        • Under “Description of Goods” include the infectious nature of your sample, the species, the sample type, and state “no commercial value”.  For example, “noninfectious human serum. No commercial Value”.
        • Enter $1.00 as the value.
      • Destination Control Statement (if shipping from the United States) (refer to Appendix C).
      • Declaration of Biological Shipments (Highly Recommended although not required) (refer to Appendix C).

*Note: International Shipments will be charged a $20 biological sample import / permit fee from Customs.  This charge will initially be covered by Eve Tech then added to your invoice.

PART 2: Packaging Non Infectious Biological Samples

Triple packaging is required when shipping biological samples.

Triple Packaging:

  1. Primary container (ie 0.5 – 0.65 mL sample tubes):
    • Leak-proof
  2. Secondary container / sample tube box:
    • Leak-proof. (Examples: sample tube box inside a sealed plastic bag or screw-cap canister.)
    • Absorbent material must be placed between the primary and secondary containers to absorb entire contents of the primary containers. (Examples: paper towels, cotton balls, cellulose )
  3. Outer Packaging:
    • Styrofoam® insulated boxes with a corrugated fiberboard outer box is the recommended outer packaging.  Must be large enough to fit 4-10 kg of dry-ice.

**Styrofoam® without an outer box is not acceptable outer packaging.

Labeling Packages:

  • For non-infectious specimen(s) affix appropriate label to the outer package – “Exempt Human Specimen” or “Exempt Animal Specimen” (refer to Appendix A, Figure 3).
  • If shipping with dry ice, the outer package must have a Class 9 label affixed (refer to Appendix A, Figure 2).  This must be marked with the proper shipping name (‘Dry Ice’), UN number (UN1845), net quantity (for example; 5 kg) and contact information. *Please use a label from your own shipping department if available.

PART 3: Shipping Delays and Dry Ice Info

The majority of biological samples are shipped frozen on dry-ice for the purpose of avoiding protein degradation via protease activity and kinetic break-down (such as temperature changes). To avoid your package sitting in customs over a weekend, ship your samples on a Monday or a Tuesday.

Delays

Shipping delays can happen, but if you prepare for them, your samples will arrive in good condition.  Delays can be a result of Customs’ delays or logistical delays.

Reasons for Customs’ Delays:
  • Improperly filled out paper work. (ie. incomplete item description on waybill or commercial invoice)
  • Missing paper work (ie. missing commercial invoice – 3 copies required)
  • Animal samples – Any package labeled as an animal specimen (as opposed to human), WILL be delayed for at least one day to receive clearance and permits from the Canadian Food Inspection Agency (CFIA). Therefore, if you are using an express overnight shipping service, it will take at least 2-days. To address this extra shipping time, ensure you have enough dry-ice (see “How much Dry Ice Should I Use?” below).  Packages denoted as ‘human samples’ are rarely
Reasons for Logistical Delays:

 Logistical Delays are very rare – However, it can happen.  Here are some examples:

  • Airport closures (ie weather).
  • Shipping company delays (mechanical issues or shipping error).

If your area is experiencing extreme weather that will result in airport delays or airport closures, we recommend waiting to send your samples.

Hedging Against the Risk of Delays:

The most important step you can take to avoid the negative aspects associated with delayed shipments is to ensure your samples are shipped with a generous amount of dry-ice. The costs of using more dry ice (ie. larger box and more weight) is worth ensuring your sample’s integrity.

How Much Dry-Ice Should You Use?

Since there are many variables involved in shipping (such as Styrofoam® box wall thickness, shape of dry-ice, shipping temperatures, etc.) it is difficult to accurately know the sublimation rate of your dry-ice. Pellet-style dry-ice sublimates quicker than brick-style dry-ice. In one of our trial shipments, an insulated box (11” x 9” x 9” with a 1 3/8” wall thickness) contained 3.1 kg of pellet-style dry-ice which sublimated at a rate of 1 – 1.5 kg per 24 hrs

We recommend using a minimum of 4 kg of dry-ice for overnight shipments. For packages labeled as animal samples we recommend adding more dry ice (ie. 4-10 kg) to address the extra shipping delay. If your institute provides brick-style dry-ice you can use less.

 Dry-Ice Guidelines

  • Make sure the package containing the dry-ice is not air tight to allow the escape of carbon dioxide (Example: If you are shipping samples with dry ice in a Styrofoam® container, do not tape around all edges of the lid.)
  • Dry ice must be placed outside the secondary
  • The primary and secondary packaging must be secure as the dry ice

**Training is required when shipping sample with dry ice, contact the Safety Office at your institution for more information

PART 4: Paper Work

Waybill Guidelines

This Waybill section is specific for shipping with FedEx using FedEx’s Expanded Service International Waybill. If you are not shipping with FedEx, consult the shipping company for more information.

  • Under ‘Commodity Description’ state the species and format of your samples and include the phrase ‘non-infectious, no commercial value’ (ie. non-infectious human serum. no commercial value).
  • Enter $1.00 as the declared
  • If you are using dry-ice, check the “Yes. Shipper’s Declaration not required” box under the ‘Special Handling
  • Fill in the amount of dry ice (kg)
  • If you are not shipping with dry-ice and if your samples are non-infectious mark ‘No’ for the ‘Does this shipment contain dangerous goods?’
  • Under the ‘Payment’ heading mark the ‘sender’ box to indicate transportation charges, are to be paid by the sender. Write in your FedEx account
  • Under the “Duties and Taxes” or “Customs” section, mark “Recipient” to indicate Eve Tech as your importer who will pay for duties and taxes. Enter our FedEx account number (please request). If duties / taxes are incurred, they will be added to your invoice. International Shipments will be charged a $20 biological sample import / permit fee from Customs. This charge will initially be covered by Eve Tech then added to your

Commercial Invoice

International Shipments to and from Canada require 3 copies of a Commercial Invoice placed in the outer shipping pouch behind the Waybill (one signed original and two copies). A commercial invoice is the official transaction record between an exporter and an importer. In the case of sending biological samples to Eve Tech for testing, your samples have no commercial value. However, since Customs does not consider $0.00 to be a value field, enter $1.00. We recommend using the Canada Customs Invoice or the FedEx Commercial Invoice (Refer to Appendix C)

  • Under the description of the item(s) be as detailed as possible. You MUST write the species and sample format of your samples. You may include the phrase “Non infectious. No commercial value”. Enter $1.00 in any reference to the declared value. An example of an item description would read “Exempt Human Serum Samples for academic testing. Non-infectious, No Commercial Value”. If you are typing this description, ensure that it fits in the provided area and does not get cut-off during
  • DO NOT reference the price you are paying for the assay service on ANY documents. This will make Customs think that you are shipping an item that we are paying for, and will therefore erroneously charge duty and

Destination Control Statement

  • Shipments exported out of the United States require a Destination Control Statement. It should be included with the commercial invoice, waybill and any export control documents that accompany a shipment to its destination. Refer to Appendix C for a Destination Control Statement

Declaration of Biological Shipments

  • A Declaration of Biological Shipments may also be required when shipping It is recommended to include this document as it describes the package contents in detail and whether the material is infectious or not. Refer to Appendix C for a copy of a Declaration of Biological Shipments form.

Appendix

Image 1: Hazard Class 9 label for, Dry Ice (UN1845) shipments. Please use one from your shipping department or enlarge this one.

Image 2: Biological Substance Category B, (UN3373) Hazard label. Please advise if samples are infectious as we have a separate protocol for shipping.

Exempt Species Labels

Below are the forms that you will require in order to ship Samples to Eve Technologies. Please use the attached PDF.