Shipment Monitoring & Recordkeeping

Monitor Shipment and Customs Status

• Use available tracking tools provided by the freight forwarder.
• Stay in close contact with your Customs Broker to:

1. Confirm arrival dates
2. Avoid storage fees
3. Expedite customs clearance
4. Provide any needed Workday billing information

Communicate Internally

Notify your department, and any other impacted campus departments as necessary, regarding:

• Expected delivery dates
• Duties and fees
• Any special handling or installation requirements
• Larger duty payments (greater than $1,000) may require advance payment to the vendor before clearance of the item.

Document Everything

• Keep a record of all correspondence, approvals, and documentation. This includes all records from initial purchase to final disposition of the equipment to prove that duties have already been paid.

All records related to an import must be kept for 5 years from the date of entry. This is essential for audits, appeals, and potential refunds.