Checklist – Shipping Defective Goods outside
North America for Repair/Replacement
Please use this checklist when shipping defective goods outside North America for Repair or
Replacement.
If these procedures are not followed, the University may be assessed retroactive duties, GST and
interest.
Determine whether the defective good, in its new condition, would normally be subject to duty
when it is imported.
o If there is no duty applicable or the good is an instrument, apparatus or equipment
used directly in teaching or not-for-pay research, move on to the next step
o If the good is subject to duty, determine if there is a company in Canada within a
reasonable distance from UNB capable of repairing the good.
 Keep a list of the Canadian companies you’ve contacted (names, telephone
numbers, dates of call, or emails) and any rejection letters received from
Canadian companies.
 Estimate the cost and time required to transport the goods to the Canadian
company. Compare these costs to those estimated to transport the goods to the
location outside Canada. Keep all these records, should Customs review the
transaction.
Determine if the destination or the good is controlled and requires an export permit.
Contact the supplier for written warranty, logistics and customs brokerage information.
Determine if UNB will be responsible for the foreign customs clearance. Wherever possible, we
recommend that the supplier be responsible for this.
Apply for export permit, from the Export Controls Division of Foreign Affairs and International
Trade, if needed. Check with Mark McGeehan, the Assistant Manager, Procurement Services as
to how the University handles this. DO NOT ship goods without the export permit where one is
required.
Get a copy of the original Canada Customs entry used to declare the good when it was first
imported. Maintain with your records of the returned repaired good.
For additional information, please refer to: Canada Border Services Agency www.cbsa.gc.ca
Prepare export documentation, giving special attention to the unique identification of the
defective good and specifying the reason for export, removing any references to the U.S
o
o
o
o
o
Work/Repair order or contract between UNB and the foreign supplier, completely
describing the defective good.
Customs Invoice - the document requirements will vary depending on the foreign
country you are importing to. Verify the requirements with the transportation provider.
Remember to include unique identification / serial numbers
Packing List
Way Bill/bill of Lading
Export Declaration - Not required for goods exported for repair or replacement, UNLESS
the goods or destination are controlled and require an export permit or license. If
needed, you must report the export in advance via Canadian Automated Export
Declaration (“CAED”), or G7 Electronic Data Interchange (“EDI”) Alternatively, form
B13-A Export Declaration may be used for paper based reporting You should check with
Mark McGeehan to confirm the UNB policy regarding the method declaration
Arrange for pick-up transportation provider / courier, if needed.
Indicate the appropriate NDR Code on the shipping documents, especially the Way Bill / Bill of
Lading. Some carriers will require this code. For defective goods export for repair or
replacement, the appropriate codes are:
Reason for Export:
Goods temporarily exported for repair
Goods exported to be replaced
NDR Code to be specified:
“NDR 10”
“NDR 1”
Email or Fax the contact at the supplier a copy of the Special Vendor Instructions Sheet.
For additional information, please refer to: Canada Border Services Agency www.cbsa.gc.ca