Representative Name:

Aurora Hernandez

Email Address:

ahernandez@janelgroup.com

Phone Number:

346-439-8202

RICE UNIVERSITY POINT OF CONTACT
REGARDING TARIFFS AND CUSTOMS: 

Susan Correa
Strategic Sourcing Analyst
713-348-4737
sc318@rice.edu

How to Import Scientific Equipment Duty-Free

Outlined here is the process for importing scientific equipment, materials, and instruments for your research projects. Partnering with the Strategic Sourcing and Procurement team is the key to a successful and efficient import.

What is a Duty-Free Scientific Import?

The U.S. government allows qualified non-profit institutions, like ours, to import materials for educational and scientific use duty-free.

• The Core Principle: An item can be imported duty-free if it is for scientific research and a scientifically suitable equivalent is not manufactured in the United States.

The Duty-Free Import Process

Crucial First Step: Contact Procurement BEFORE You Order!

Before placing an order for any foreign-made equipment, it would be beneficial to contact the Strategic Sourcing and Procurement team. They will review the quote to ensure all terms are clearly established and assist with the initial steps.

Contact Person: Susan Correa
Title: Strategic Sourcing Analyst
Email: sc318@rice.edu

Step 1: The Strategic Sourcing Team will work in consultation with the Customs Broker.

• What they will  do together:

  • Confirm if your item is eligible for duty-free status.

  • Prepare and file all required customs paperwork.

  • Handle clearance and troubleshoot any issues.

Step 2: Find the Harmonized Tariff Schedule (HTS) Code

Every imported product has a specific 10-digit HTS code that determines its duty rate.

• How to get the code:

  • Ask the foreign manufacturer or supplier to provide it.

  • Look it up yourself using the official search tool.

• Official Tool: U.S. International Trade Commission HTS Search

Step 3: Complete the Duty-Free Application

The official application is Form ITA-338P, "Request for Duty-Free Entry of Scientific Instruments or Apparatus."

• Key Requirements:

  • Must be completed and signed by the principal scientist using the equipment.

  • Requires a detailed description of the instrument and its specific research use.

  • You must provide evidence showing that no U.S.-made equivalent is suitable for your research.

• Download the Form: Form ITA-338P (PDF)

Step 4: Check for Additional Permits (If Applicable)

If you are importing special materials, you may need extra permits.

• Biological Agents or Infectious Substances: Requires a permit from the Centers for Disease Control and Prevention (CDC).

  • Resource: CDC Import Permit Program

• Plants, Animal Products, or Soil: Requires a permit from the U.S. Department of Agriculture (USDA).

  • Resource: USDA APHIS Import & Export

Quick Links & Government Resources 🔗

• Form ITA-338P: Application for Duty-Free Entry

• HTS Code Lookup: Official HTS Search Tool

• Program Oversight: International Trade Administration (ITA) - SIPS

• Official Regulations: 15 CFR Part 301 (Legal Code for Scientific Imports)

• General Importing Info: U.S. Customs and Border Protection (CBP) 

Fees for Customs Clearance:

Important Terms:

A steamship line is a firm that provides scheduled passenger and/or cargo transportation services through its own or leased vessels. 

A power of attorney (POA) or letter of attorney is a written authorization to represent or act on another's behalf in private affairs, business, or some other legal matter, sometimes against the wishes of the other. The person authorizing the other to act is the principal, grantor, or donor (of the power).

A bill of lading (sometimes abbreviated as B/L or BoL) is a document issued by a carrier which details a shipment of merchandise and gives title of that shipment to a specified party.

The Importer Security Filing (ISF), also known as 10+2, is a US Customs and Border Protection (CBP) regulation requiring importers and vessel carriers to provide data electronically to CBP for in-bound ocean shipments.

Effective October 1, 2011, the Merchandise Processing Fee (MPF) for formal entries is an ad valorem fee of 0.3464 percent. The fee is based on the value of the merchandise being imported, not including duty, freight, and insurance charges. The maximum amount of the fee shall not exceed $485 and shall not be less than $25.

The Harbor Maintenance Fees (HMF) is intended to require those who benefit from maintenance of U.S. ports and harbors to share the cost of the maintenance. The fee has been assessed on port use associated with imports, exports, and movement of cargo and passengers between domestic ports.