Buying lab equipment from overseas sellers on a university PO

A researcher finds the exact instrument, spare part or used system on an overseas manufacturer’s web shop or an online marketplace. Then the purchasing office asks for a supplier profile, a formal quotation and a purchase order, and the seller cannot provide any of them. This guide explains why that happens, what importing the item involves, and the 3 ways Canadian labs usually buy it anyway.

Why the seller says no

Most university purchasing systems pay only registered suppliers, by purchase order, after delivery and against an invoice. Many overseas and marketplace sellers work the other way: they take a card or a wire transfer before they ship, and they are not set up to complete Canadian supplier registration, direct deposit or tax forms. Some will not ship outside their own country at all.

What importing involves

When the item comes from outside Canada, someone has to be the importer. The Canada Border Services Agency expects a commercial importer to hold a business number with an import-export program account and to use its CARM Client Portal. The goods need a tariff classification, which together with the country of origin sets the duty, and GST is charged on imported goods. To have goods released before the duties and taxes are paid, the importer must post its own financial security with the CBSA. Import records must be kept for 6 years.

Many universities already have an import account and a customs broker. Ask your purchasing or shipping office before you decide who will import the item.

Checks before you buy

• Electrical supply: equipment built for 230 V at 50 Hz may need a transformer or a different power supply to run on 120 V at 60 Hz.
• Certification: electrical equipment used in a Canadian lab normally needs a CSA, cUL or other accepted approval mark, or a field evaluation before use.
• Condition: for a used item, ask for photos of the actual unit, its serial number and a recent test or calibration record.
• Warranty: a used or marketplace item usually has no manufacturer warranty, or one that does not transfer to a new owner.
• Export rules: some instruments need an export licence from the seller’s country, and many sellers are not set up to apply for one.
• Dangerous goods: batteries, gas cylinders and chemicals need special packaging, shipping and documents.
• Funding rules: ask your research finance office whether a used item or a marketplace purchase is an eligible expense under your grant.

Three ways to buy the item

1. The seller registers as your supplier. This works with established overseas manufacturers that already sell to universities and can invoice against a purchase order. Your institution usually acts as the importer.

2. A purchasing card. Some institutions allow a PCard purchase for small items. Check the card limit, whether imports and marketplace purchases are allowed, and who pays the duties and taxes on arrival.

3. A Canadian supplier of record. A Canadian supplier buys the item from the seller, imports it and sells it to your institution on a normal quotation, purchase order and invoice. The seller deals only with the supplier, and your purchasing office deals with a registered Canadian company.

How Petrano handles it

Petrano acts as supplier of record for research labs. Send the listing links or the seller’s quotation. We confirm each item, quote it on Petrano letterhead with freight, duties and customs clearance included where we import, complete your supplier forms and invoice your institution. Marketplace and used items are sold as is and are final sale once we commit to the seller. The full conditions are on our supplier of record page.