Procurement

Purchase of Goods and Services to be Directly Shipped Outside of the U.S.

If you are purchasing products that will be directly shipped to locations outside of the U.S., or are contracting for services to be performed at locations outside of the U.S., please follow the procedure for Export of Purchased Goods and Services, implemented by the University of Pittsburgh’s Purchasing Services Department.
 
Purchasing Services will coordinate with the University’s Office of Export Controls Services and/or the University’s customs broker to determine whether the University may ship the goods outside of the U.S. and identify any licenses that may be necessary.
 

Purchase of Goods

To purchase goods, University of Pittsburgh departments should submit an electronic requisition (see Checklist: Requisition and Supporting Documentation Requirements) via the University’s PantherExpress System. PantherExpress - Purchasing Services will evaluate the information, address any outstanding issues, and (upon agreement of all parties to the transaction) issue the purchase order to the supplier. For more information about procurement procedures, please consult the PantherExpress webpage.
 
 
Starting July 1, 2015, the following schools/divisions will be asked to obtain the classification for goods having a single value greater than $5,000:
  • NATURAL SCIENCES division* of the Dietrich School of Arts and Sciences (excludes all other divisions);
*Natural Sciences Division includes: Actuarial Mathematics, Applied Mathematics, Applied Statistics, Astronomy, Bioinformatics, Biological Sciences, Chemistry, Computer Engineering, Computer Science, Ecology and Evolution, Environmental Geology, Environmental Studies, Geographic Information Systems, Geology, Geology and Planetary Science, Intelligent Systems, Life Sciences Research, Mathematical Biology, Mathematics, Mathematics Professional Program, Mathematics-Economics,  Microbiology, Molecular Biology, Molecular Biophysics and Structural Biology, Nanoscience and Engineering, Neuroscience, Photonics, Physics, Physics and Astronomy, Psychology, Statistics.
  • SWANSON SCHOOL OF ENGINEERING; and,
  • SCHOOL OF INFORMATION SCIENCES.
 
Note that, in accordance with 15 CFR 758.3, it is the developer/manufacturer’s obligation to assist in the determination of the export controls classification of its products provided to the University. To help University departments obtain the Export Controls Classification of items valued over $5,000, the Office of Export Controls services has created a form called Product Classification Certification, which departments can provide to the supplier.
 
Once the responsible University department has obtained the Export Controls classifications from the supplier, they should submit this information, along with other required supporting documentation (see Checklist: Requisition and Supporting Documentation Requirements), with the requisition submission to PantherExpress System. Upon receipt of the completed electronic requisition, PantherExpress - Purchasing Services will evaluate the information and contact the Office of Export Controls Services if any export controls issues are identified. Then, after any and all issues have been addressed, PantherExpress - Purchasing Services will issue the purchase order to the supplier.
 
Recordkeeping: University schools/divisions requesting the purchase should keep the Export Controls classification on file along with the invoice, in case of future exports.
 
Note 1: For schools and departments not listed above, completion of the Product Classification Certification form for goods having a single value greater than $5,000 will be optional. However, if the recipient of the items knows that the item will be exported out of the U.S. in the future, the Office of Export Controls Services continues to recommend that the classification of the item be obtained through the completion of the Product Classification Certification prior to placing the order.
 
Note 2: If a University department is informed by the supplier that one or more of their items being purchased falls under any of the following categories, the item(s) should be secured from foreign national access and the department should notify the Office of Export Controls Services immediately for further instructions:
  • Item is BATFE-controlled (Bureau of Alcohol, Tobacco, Firearms, and Explosives (ATF));
  • Item is NRC-controlled (Department of Energy);
  • Item is ITAR-controlled (Department of States);
  • Item is EAR-controlled (Department of Commerce) with nx6nn (600 series) classifications
Note 3: In cases where an Export Controls Statement/Notice and/or an End-User Certification is included with the quote, invoice, or the shipped items, University departments and/or Purchasing Services personnel should send it to the Office of Export Controls Services  prior to completing/signing it.
 
Additional Resources:

Purchase of Services

University departments should follow the procedures implemented for Shipment when an item is being sent by the University to a location out of the U.S. For assistance, please contact the Office of Export Controls Services.