Shipping Forms

All items being shipped require a TRIUMF Shipping Order form to be completed by the user.

Download the TRIUMF Shipping Order Form.

When goods are shipped to TRIUMF from a country other than Canada, a commercial invoice is required. The following is a list of instructions on how to write a commercial invoice.

If your institution does not have a standard form invoice you can write one up on your institution’s letterhead.

1. On letterhead from your institution, title your letter ‘Commercial Invoice’.
2. Write your institution’s Canadian import business number (BN) on the letter. If you do not know your institution’s BN check the data base on TRIUMF’s shipping and receiving website. If you do not see a BN listed for your institution, you will have to complete the application for a BN. You will find an application for a BN on the website. If you submit an application for a BN you don’t need to write a BN on your commercial invoice. We will write the BN on your invoice when your BN has been issued and we will also add it to our database for future reference.
3. Create a list of the goods you plan to ship to TRIUMF showing the quantity of each item, the country of origin for that item, and the dollar value of the goods. Country of origin is the country where the goods were made. For example if you ship a Sony Television purchased in the U.S. from the United States to Canada the country of origin is Japan.
4. Tally up the value of all the goods in your list and write the total dollar value at the bottom of your list. State which currency you are using, for example state the value shown is in Canadian dollars, US dollars, Euros, or which ever currency is most convenient for you.
5. Make a brief statement as to why the goods are being sent to TRIUMF. For example, to be used in an experiment and will subsequently be returned to the originating institution on a particular date.
6. In bold print write the following statement, “Canadian customs clearance to be done by Thompson, Ahern & Co. Limited”
7. Sign your letter.
8. Send a copy of your commercial invoice to logistics@triumf.ca, and attach 3 copies to your shipping documents when you ship the goods.

In order to receive tax and duty free exemptions for goods being imported from outside of Canada to TRIUMF using a SERO (Scientific Expedition Remission Order), an endorsed certificate statement letter is required. This letter must be submitted to The Canada Border Services Agency (CBSA). The letter can be endorsed by any spokesperson for the experiment that is a NON RESIDENT OF CANADA. Our broker will submit the letter on behalf of the user.

It should also be noted that the SERO is valid for a maximum of 18 months. After this time a letter requesting an extension for up to an additional 18 months may be requested, but it should be noted that the CBSA may, or may NOT grant your request. If your request is not granted you will have to export your goods out of Canada OR pay any applicable duties and taxes in order to retain the goods in Canada.

The following instructions and examples are intended to help TRIUMF users write this simple document. As a time saving measure some of our experimenters may save a draft of their letter and simply update it for future shipments to TRIUMF.

In order to import goods from outside of Canada to TRIUMF and qualify for a SERO and duty free and tax free status, the following conditions must be met:

1. The “expedition” must be conducted or sponsored by a scientific or cultural organization, an institution of learning or a foreign government.
2. The participants in which must be non-residents of Canada.
3. The sponsors of which have undertaken to make available to the Government of Canada all information obtained in Canada as a result of the expedition’s field studies.
4. A certificate statement letter, endorsed by an authorized representative of the expedition who is a NON RESIDENT of Canada, must be presented and kept on record.
5. The letter should be written on the letterhead of the institution that is sending the goods to TRIUMF. (TRIUMF letterhead may be used but this is not the preferred method).
6. The following statement must be included in your letter, “The goods covered by this accounting document are for the sole use of non-residents of the (name of expedition), sponsored by (name of sponsoring organization) and they are not for resale, donation or other distribution to residents of Canada, and the sponsors have undertaken to make available to the Government of Canada all information obtained in Canada as a result of the expedition’s field studies.”
7. The letter must be signed by a spokesperson for the experiment. This person should be a NON RESIDENT of Canada.
8. The letter should include the name of the experiment, the experiment number, and as well, if your institution has an import/export business number (BN) please note this in the letter. If you do not have a BN be sure to submit the application for a BN with your documents.
9. You should include a brief description of what the experiment does.
10. Include the dates the experiment is scheduled to run. Include set up times if necessary. For example, “the assembly of the equipment will take place in January with the experiment scheduled to start running in mid-February and is anticipated to be completed in August. The equipment will disassembled be exported back to (Institution, country) in early September”.

The Short Term Power of Attorney authorizes TRIUMF’s Canadian customs broker, Thompson, Aher & Co. Ltd. to clear your goods into Canada on your behalf. This form is is only valid for one shipment.

Download the Short Term Power of Attorney form.

Once completed, forward this form to the contacts below.

If your organization does NOT have a business number, you will need to complete the Business Number Application form.

Download the Business Number Application Form.

Once completed, forward this form to the contacts below.

The TRIUMF Shipping Department and TRIUMF’s Canadian customs broker Thompson, Ahern & Co. Ltd., will assist you when shipping your equipment to TRIUMF.

Please make all your email enquires to Barry Shorr AND cc  Brad McLaughlin and Thompson, Ahern & Co. 

TRIUMF

Barry Shorr, TRIUMF Shipper/Receiver

Phone: 604-222-7367

Fax: 604-222-1074

Email: bshorr@triumf.ca

Brad McLaughlin, TRIUMF Logistics Manager

Phone: 604-222-7416

Fax: 604-222-1074

Email: bradm@triumf.ca

 

Thompson, Ahern & Co. Limited

Phone: 1-866-778-4460 (in Canada)

Fax: 1-866-262-8226 (in Canada)

Phone:  1-905-677-3471 (outside of Canada)

Fax:  1-905-677-3464 (outside of Canada)

Email: triumf@taco.ca