Shipping Specimens

Shipping

• Eve Diagnostics requisition must accompany the sample in the outside pouch of the sample bag (not inside the bag with the sample).
• Samples must be individually bagged for each patient.
• All samples must be shipped frozen and on dry ice.
• Only ship samples Monday to Thursday. Samples shipped on Thursday must be sent with overnight delivery to arrive during Eve business hours the following day.
• Avoid shipping on a date that would have the package arrive at Eve on a Canadian or Alberta provincial holiday.
• Shipments received outside Eve business hours (Mon-Fri 8am-4pm MST) could cause delays in process and samples may be compromised.
• Tracking numbers should be retained for delivery confirmation.
• If problems arise, or your package is not delivered promptly please email us at:  [email protected]

PART 1: Packing Specimens for Shipping

1. Place prepared specimen(s) in individual sealed biohazard bags.  Refer to our Specimen Collection for instructions on how to prepare specimens prior to shipping.
2. Place the corresponding Eve Diagnostics requisition form inside the side pouch of the biohazard bag for each specimen.
3. Place specimen bag(s) into a small cardboard specimen box.
4. Place two absorbent paper towels (or more if needed) around the specimen box. Secure with an elastic band.

PART 2: Preparing the Shipping Container

1. Place prepared small specimen box in a larger Styrofoam® box.
2. Add dry ice amounts as follows:
   • If shipping from within Canada: 5-7 kg (10-15 lbs).
   • If shipping from the USA: 6-7 kg (12-15 lbs).
   • If shipping international/overseas: 15 kg (33 lbs).
3. Place lid on Styrofoam® box (do not secure the Styrofoam® lid with tape).
4. Place Styrofoam® box inside a securely fitting cardboard shipping container.
5. Affix the following labels to the outside of the box:
   • Dry Ice Label UN1845
   • Address Label
   • For non-infectious samples: Exempt Human Specimen Label
   • For infectious samples and if applicable: UN3373 Label.  Click here for more information on shipping infectious samples.
   • A clear plastic shipping envelope
6. Fold and insert the following documents in the clear plastic shipping envelope attached to the outside of the box. See the “Forms and Documents” section below for additional information regarding the following:
   • Waybill (minus the top copy which you will keep for your records).
   • 3 copies of the Commercial Invoice (when using).
   • 3 copies of the Declaration of Biological Shipments (when using).
   • Destination Control Statement (USA).
7. Tape the shipping container closed with packing tape. Tape the bottom flaps of the shipping container if needed.

PART 3: Forms and Documents

It is crucial to consult with the appropriate regulatory authorities and comply with any applicable export control laws and regulations when shipping biological samples internationally.

Waybill Guidelines: CANADA

This Waybill section is specific for shipping with FedEx using FedEx’s Intra-Canada Waybill.  If you are not shipping with FedEx, consult the shipping company for more information.

• Section 1: From
  • fill in the shipping date
  • fill in your FedEx account number
  • fill in all remaining lines detailing all relevant information pertaining to you
• Section 2: To
  • fill in with Eve Diagnostics’ name, address, phone number, and email address (Shipping & Receiving, Eve Diagnostics, 3415A – 3 Ave N.W. Calgary, AB Canada T2N 0M4, 587-975-8850, [email protected])
• Section 3: Shipment Information
  • fill in the total number of packages (usually “1”)
  • fill in the total weight, check “lbs.” or “kg” depending on the units of measurement you are using
  • fill in the dimensions (in inches), check the “in” box
  • on the Total Declared Value line, fill in “$1.00”
• Section 4a: Express Package Service
  • check the “FedEx Priority Overnight” box
• Section 5: Packaging
  • check the “other” box and write “cardboard box with Styrofoam® insert”
• Section 6: Special Handling and Delivery Signature Options
  • check the “Dry Ice” box
  • fill in the number of packages (usually “1”) and the dry ice weight
  • for non-infectious samples, check the “Yes, Shipper’s Declaration not required” box
  • for infectious samples, check the “Yes, as per attached Shipper’s Declaration” box
  • check the “Description” box and state the species (Human) and sample type (plasma, serum, or CSF) and include the phrase ‘non-infectious, no commercial value’
• Section 7: Payment
  • check the “Sender” box to indicate transportation charges are to be paid by the sender
  • fill in your account number. Any shipping charges incurred by Eve Diagnostics will be added to your invoice.

Retain the top copy of the waybill for your records. Note the FedEx tracking number located above section 5 so that you are able to track your package during transit.

Waybill Guidelines: USA/INTERNATIONAL/OVERSEAS

This Waybill section is specific for shipping with FedEx using FedEx’s Expanded Service International Waybill. If you are not shipping with FedEx, consult the shipping company for more information.

• Section 1: From
  • fill in the shipping date
  • fill in your FedEx account number
  • fill in all remaining lines detailing all relevant information pertaining to you
• Section 2: To
  • fill in with Eve Diagnostics’ name, address, phone number, and email address (Shipping & Receiving, Eve Diagnostics, 3415A – 3 Ave N.W. Calgary, AB Canada T2N 0M4, 587-975-8850, [email protected])
• Section 3: Shipment Information
  • fill in the total number of packages (usually “1”)
  • fill in the total weight, check “lbs.” or “kg” depending on the units of measurement you are using
  • fill in the dimensions (in inches), check the “in” box
  • under Commodity Description, for non-infectious samples, state the species (Human) and sample type (plasma, serum, or CSF), and “non-infectious, no commercial value”
  • under Commodity Description, for infectious samples, state the species (Human) and sample type (plasma, serum, or CSF), and “infectious, no commercial value”
  • fill in the Country of Manufacture
  • fill in the Value for Customs, Total Declared Value for Carriage, and Total Declared Value for Customs as “$1.00”
• Section 4a: Express Package Service
  • check the “FedEx Intl. Priority” box
• Section 5: Packaging
  • check the “other” box and write “cardboard box with Styrofoam® insert”
• Section 6a: Special Handling and Delivery Signature Options
  • check the “Dry Ice” box.
  • fill in the number of packages (usually “1”) and the dry ice weight in kg
  • for non-infectious samples, check the “Yes, Shipper’s Declaration not required” box
  • for infectious samples, check the “Yes, As per attached Shipper’s Declaration” box
• Section 7: Payment
  • check the “Sender” box to indicate transportation charges are to be paid by the sender
  • fill in your account number
  • under “Bill Customs charges to:” check the “Recipient” box to indicate Eve Diagnostics as your importer who will pay for duties and taxes. Enter our courier account number (please request). If duties/taxes are incurred, they will be added to your invoice. International Shipments will be charged a $25 biological sample import/permit fee from Customs. This charge will initially be covered by Eve Diagnostics then added to your order as a “brokerage” fee.

Retain the top copy of the waybill for your records. Note the FedEx tracking number located above section 4a so that you are able to track your package during transit.

Commercial Invoice

International Shipments to and from Canada require 3 copies of a Commercial Invoice placed in the outer shipping pouch behind the Waybill (one signed original and two copies). A commercial invoice is the official transaction record between an exporter and an importer. In the case of sending biological samples to Eve Technologies for testing, your samples have no commercial value. However, since Customs does not consider $0.00 to be a value field, enter $1.00. We recommend using the Canada Customs Invoice or the FedEx Commercial Invoice.

• Under the description of the item(s) be as detailed as possible. You MUST write the species (Human) and sample type (plasma, serum, or CSF). You may include the phrase “Non infectious. No commercial value”. Enter $1.00 in any reference to the declared value. An example of an item description would read “Exempt Human Serum Sample(s) for testing. Non-infectious, No Commercial Value”. If you are typing this description, ensure that it fits in the provided area and does not get cut-off.
• DO NOT reference the price you are paying for the assay service on ANY documents. This will make Customs think that you are shipping an item that we are paying for, and will therefore erroneously charge duty and taxes.

Declaration of Biological Shipments

• A Declaration of Biological Shipments may also be required when shipping. It is recommended to include this document as it describes the package contents in detail and whether the material is infectious or not.

Destination Control Statement (USA)

• Shipments exported out of the United States require a Destination Control Statement. It should be included with the commercial invoice, waybill and any export control documents that accompany a shipment to its destination.

PART 4: Ship Samples

1. Contact your preferred courier for drop off or pick-up instructions.
   • If shipping from outside of North America, consider using World Courier, BioCare, or other couriers who top-up with dry ice during package transit.
2.  Monitor your package via the tracking number provided by your courier. You will receive an automated email confirmation from Eve Technologies upon receipt of samples. We will contact you directly if we have concerns upon specimen receipt.

*Note: International Shipments will be charged a $25 biological sample import/permit fee from Customs.  This charge will initially be covered by Eve Diagnostics and added to your invoice as “Brokerage”.