We ARE MOVING. New address effective July 6: #100 – 119 14 St. NW, Calgary, AB T2N 1Z6, Canada.
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Shipping of Samples

/ Shipping of Biological Samples

WE ARE MOVING!

EFFECTIVE JUL. 06, please ship samples to our new address at Ste. 100, 119 – 14 St., N.W. Calgary, AB. Canada T2N 1Z6. 

As the week of Jun. 29 – Jul. 3rd has both a US and Canadian Holiday, we do not recommend shipping until Jul. 6th. Thank you for your patience!

Please keep in mind holiday closures prior to shipping. (July 01/26 next holiday). For holidays that land on a Friday, please only ship on the Monday of that week.

Please be aware that all shipping fees are the responsibility of the client.

Shipping Overview

The shipping process is completed in a few main steps: pack the prepared samples, add dry ice, place everything in the shipping container, include the required documents, apply the required labels, complete the waybill, and arrange courier pickup.

All required materials, labels, and forms are listed in the instructions below.

Please download the Shipping Checklist and Forms document before preparing your shipment. It contains the required forms, labels, and a checklist to help guide you through the shipping process.

PART 1: Packing Samples for Shipping

  1. Place prepared samples in a small sample box(es) (Ex. 5 inch by 5 inch with dividers). Note that samples in just plastic bags can be crushed by the dry ice. Refer to our Sample Preparation Guide for instructions on how to prepare samples for analysis prior to shipping.
  2. Wrap the box with 2+ paper towels, secure with an elastic band.
  3. Put the wrapped box in a large plastic bag, remove the air, and seal it.

PART 2: Preparing the Shipping Container

  1. Place prepared packaged sample box(es) in a larger Styrofoam® box
  2. Add the Minimum dry ice as follows:
    • Canada: 5-7 kg (10-15 lbs)
    • USA: 6-7 kg (12-15 lbs)
    • International/overseas: 15 kg (33 lbs)
  3. Place the Styrofoam® lid on without taping it.
  4. Put the Styrofoam® box inside a cardboard shipping box.
  5. Include these documents inside the box, on top of the Styrofoam® lid
    • Packing slip (not the quote) with order number and other relevant client details for identification
    • Detailed sample list
  6. Label the outside of the shipping box with:
    • Dry Ice Label UN1845
    • Shipping address Label
    • For non-infectious samples: Exempt Animal Specimen Label OR Exempt Human Specimen Label
    • For infectious samples and if applicable: UN3373 Label (*Please check with lab prior to shipping at labinquiries@evetechnologies.com)
    • A clear plastic shipping envelope
  7. Place a clear shipping pouch on the outside of the box containing:
    • Waybill (you keep the top copy)
    • 3 copies of the Commercial Invoice (when using)
    • 3 copies of the Declaration of Biological Shipments (when using)
    • Destination Control Statement (USA only)
  8. Seal the cardboard box with packing tape.

PART 3: Forms and Documents

It’s crucial to consult with the appropriate regulatory authorities and comply with any applicable export control laws and regulations when shipping biological samples internationally/transborder. For permits or zoosanitary certificates that may be required, please consult AIRS at: https://airssari.inspection.gc.ca/airs_external/english/decisions-eng.aspx

Waybill Guidelines: CANADA

This Waybill section is specific for shipping with FedEx using FedEx’s Intra-Canada Waybill.  If you are not shipping with FedEx, consult your shipping company for more information.

Fill out sections as follows:

  1. Section 1: From: your info, FedEx account, ship date
  2. Section 2: To: Eve Technologies (full address below)
    • Shipping & Receiving, Eve Technologies, 3415A – 3 Ave N.W. Calgary, AB Canada T2N 0M4, 587-975-8850, contact@evetechnologies.com
  3. Section 3: Shipment Information: 1 package (or other if applicable), weight, dimensions, Total Declared Value = $1.00
  4. Section 4a: Express Package Service: check “FedEx Priority Overnight”
  5. Section 5: Packaging: check “other”, write “cardboard box with Styrofoam® insert”
  6. Section 6: Special Handling and Delivery Signature Options:
    • check “Dry Ice”
    • fill in the number of packages (usually “1”) and the dry ice weight
    • for non-infectious samples, check “Yes, Shipper’s Declaration not required”
    • for infectious samples, check “Yes, as per attached Shipper’s Declaration” (*Please check with lab prior to shipping at labinquiries@evetechnologies.com)
    • check “Description” box and state the species and sample type and include the phrase ‘non-infectious, no commercial value’
  7. Section 7: Payment:
    • check “Sender”, include your account number
    • any shipping charges incurred by Eve Technologies will be added to your invoice if rebill is not possible.

Retain the top copy of the waybill for your records. Note the FedEx tracking number located above section 5 so that you are able to track your package during transit.

Waybill Guidelines: USA/INTERNATIONAL/OVERSEAS

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

  1. Section 1: From: your info, FedEx account, ship date
  2. Section 2: To: Eve Technologies (full address below)
  3. Section 3: Shipment Information: 1 package (or other if applicable), weight, dimensions
    • value fields: Use $1.00 throughout
    • under Commodity Description, for non-infectious samples, state the species and sample type, non-infectious, no commercial value (example: Human serum, non-infectious, no commercial value). 
    • under Commodity Description, for infectious samples, state the species and sample type, infectious, no commercial value (example: Human serum, infectious, no commercial value). (*If infectious, please check with lab prior to shipping at labinquiries@evetechnologies.com)
    • Country of Manufacture: usually “USA”
  4. Section 4a: Express Package Service: check the “FedEx Intl. Priority” box
  5. Section 5: Packaging: check “other”, write “cardboard box with Styrofoam® insert”
  6. Section 6a: Special Handling and Delivery Signature Options:
    • check “Dry Ice”
    • fill in the number of packages (usually “1”) and the dry ice weight
    • for non-infectious samples, check “Yes, Shipper’s Declaration not required”
    • for infectious samples, check “Yes, As per attached Shipper’s Declaration”
  7. Section 7: Payment:
    • check “Sender” to indicate transportation charges are to be paid by the sender
    • fill in your account number
    • under “Bill Customs charges to:” tick off the “Recipient/Consignee” box to indicate Eve Technologies as your importer who will pay for duties and taxes. If duties/taxes are incurred, they will be added to your invoice. International Shipments will be charged a $25 biological sample import/permit fee from Customs. This charge will initially be covered by Eve Technologies then added to your order as a “brokerage” fee.

Retain the top copy of the waybill for your records. Note the FedEx tracking number located above section 4a so that you are able to track your package during transit.

Commercial Invoice (International only)

Include 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 Technologies 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.

  • 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.
  • 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 taxes which we will bill back to you.

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 our “Shipping Checklist and Forms” document for a copy of a Declaration of Biological Shipments form.

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 our “Shipping Checklist and Forms” document.

PART 4: Ship Samples

To ensure sample integrity and timely arrival, it is recommended that samples be shipped on dry ice via overnight delivery service on Monday or Tuesday. (Monday only for Overseas)

  1. Contact your courier to arrange pickup.
    • For irreplaceable or long-distance shipments, consider using a courier that replenishes dry ice (e.g., World Courier, BioCare).
  2. Track your package using the waybill/tracking number.
  3. Eve Technologies will confirm receipt by email.

Note on International Shipments

  • A $25 import/permit fee will be charged for shipments into Canada.
    Eve Technologies will cover this initially and bill you under “Brokerage” on your invoice.