International Logistics

Purpose

This guide explains how RIT departments should manage international shipments into the United States, including shipping carrier selection, customs clearance, import charges, and required documentation, to avoid delays, compliance issues, and unexpected fees.

Scope

This applies to any RIT department purchasing/bringing goods from an international supplier when items will be imported into the U.S., including:

• Small parcel shipments (DHL Express)
• Air/ocean/heavy freight shipments (DHL Global Forwarding)

Key RIT Requirements (What You Need to Know)

1. RIT’s preference is to ship using the DDP (Delivery Duty Paid) Incoterm, meaning the seller is responsible for customs clearance and delivery to RIT’s receiving dock. If the seller cannot agree to DDP terms, RIT’s preferred carrier/broker is DHL.
2. If the seller cannot agree to DDP terms, RIT will use DHL for shipping and customs clearance when importing goods into the United States.

Important: DHL cannot assist with customs clearance if the supplier ships using a different freight carrier.

The following sections outline the step-by-step process.

Before ordering, determine the type of international shipment:

A) DHL Express (International Small Parcel)

Use for smaller shipments (packages/boxes), typically faster delivery.

• DHL Express account: For the DHL Express account, contact the Procurement Services Office (PSO).
• Entry rules:
  • Under $2,500: typically does not require formal entry
  • Over $2,500: may require formal entry
• Each RIT department is responsible for all transportation and import charges, which must be paid to DHL Express using a P-Card. Because DHL will not accept P-Card payments over $5,000, contact RIT Accounts Payable at accpay@rit.edu for amounts exceeding this limit.

Primary DHL Express contact:

• Ryan Anthony
  • 800-228-3552 ext 46008
  • ryan.anthony@dhl.com
  • Billing Support: 800-722-0081 / billing.help@dhl.com
  • Customer Support: 800-225-5345

 B) DHL Global Forwarding (Air / Ocean / Heavy Freight)

Use for heavy freight, large shipments, or non-standard international transportation.

• Customer #:  For the DHL Global Forwarding account, contact the Procurement Services Office (PSO).
• RIT is on file with US Customs as the Importer of Record through DHL

DHL Global contact: CAE.PF-CE@dhl.com

The receiving department must be prepared to coordinate with DHL (Importer partner) once the shipment enters the U.S.

✅ Key point: Import charges (duties and fees) are often not finalized until the shipment arrives at U.S. ports. These charges are separate from shipping costs and must be paid by the RIT department.

Departments should budget for possible:

• Import duties / tariffs
• Customs brokerage fees
• Handling, storage, or port fees
• Each RIT department is responsible for all transportation and import charges, which must be paid to DHL Express using a P-Card. Because DHL will not accept P-Card payments over $5,000, contact RIT Accounts Payable at accpay@rit.edu for amounts exceeding this limit.

Reminder: Services generally are not tariffed the same way goods are; ensure invoices clearly separate goods vs. services when applicable.

RIT departments should confirm what shipping terms apply (often listed on the quote or invoice).

Best practice for RIT:

✅ Request DDP (Delivered Duty Paid) whenever possible so the supplier covers:

• transportation
• customs clearance
• duties/taxes

If the supplier uses terms like EXW, FOB, CFR, DAP, Other, RIT may become responsible for duties and clearance once the goods ship.

Review the Know Your Incoterms site in the trade.gov website

Departments must ensure compliance with RIT export/import regulations. Review here the

RIT Office of Compliance and Ethics (Export Control)

If any shipment involves restricted technology, controlled materials, or regulated items, the department must coordinate with the appropriate compliance resources before shipment.

To avoid clearance delays, ensure the supplier provides complete documentation, including:

• Commercial invoice (correct value + currency)
• Description of goods (clear, not vague)
• Incoterms
• Packing list (if applicable)
• Air waybill / bill of lading

If requested by DHL, provide additional supporting details promptly.

Import charges may be billed after arrival, and timely payment helps prevent delays or holds.

Payment notes for RIT:

• Each RIT department is responsible for all transportation and import charges
• If your department receives a DHL invoice unexpectedly, do not ignore it; follow up quickly.

RIT may be able to request VAT exemption using IRS Form 6166 (Certificate of U.S. Residency).

How to obtain Form 6166:

• The Tax Department provides it through an RSC request form: IRS Certificate of US Residency (Form 6166)
• Allow one business day for processing.
• When to send to supplier:
  • Departments may share Form 6166 with the supplier before (preferred) or after the transaction to request VAT removal (similar to a sales tax exemption form).
  • If the supplier refuses or requests alternate documentation, open an RSC ticket for support.

✅ Do:

• Before booking a carrier or engaging a customs broker, RIT’s preference is for the seller to ship under the DDP (Delivery Duty Paid) Incoterm, meaning the seller is responsible for customs clearance and delivery to RIT’s receiving dock. If the seller cannot agree to DDP terms, RIT’s preferred carrier/broker is DHL.
• Use DHL for international shipping and clearance when importing into the U.S.
• Confirm Incoterms before the order is placed (DDP preferred)
• Plan for duties/fees that may occur at U.S. entry
• Respond quickly to DHL documentation or billing requests
• Use Form 6166 when vendors charge VAT (when accepted)

🚫 Avoid:

• Having suppliers ship via non-DHL carriers when DHL is expected to clear customs
• Waiting until the item arrives in the U.S. to think about duties/taxes
• Using vague descriptions on invoices like “equipment” or “parts” without details