General Packaging and Shipping Instructions

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General Packaging and Shipping Instructions

General Packaging and Shipping Instructions

For veterinarians new to UTVMC Diagnostic Services, please review the following packaging instructions prior to

shipping lab specimens. Refer to UTVMC Diagnostic Service’s website: www.vet.utk.edu/diagnostic or contact the

laboratory directly for individual specimen collection and storage requirements.

** Please do not use dry ice for FedEx shipments. The FedEx label provided through our online ordering system

does not support the use of dry ice. **

Specimen labeling must include:

• Owner’s last name

• Animal’s name

• Test name

• Time of collection

Packaging Instructions

A submission form must be completed and enclosed with all specimen submissions. Blood, serum and tissues

should be sent fresh with a refrigerant pack. Unfixed, air-dried slides should be packaged in a slide holder with

bubble wrap.

The following provides a brief summary of packaging requirements.

• Primary Receptacle

o Specimens should be in plastic, spill-proof containers or tubes.

• Secondary Packaging

o Place primary receptacle in secondary packaging (i.e. biohazard bag with outer pouch).

o Multiple samples should be wrapped individually when placed in biohazard bag to avoid breakage

during shipment.

o Print submission form and enclose with all specimen submissions.

o Absorbent material should be placed between the primary receptacle and secondary package in the

event of leakage.

• Outer Packagingo

Use quality packaging strong enough to withstand the shock and loading that is normally

encountered during transport to avoid possible damage or breakage of contents.

o Refrigerant packs should accompany specimens that require refrigeration. Please do not use dry ice

for FedEx shipments. The FedEx label provided through our online ordering system does not support

the use of dry ice.

o Place packing material around packaged samples to minimize movement of secondary packaging.

NOTE: Specimens requiring refrigeration and those that do not require refrigeration can be shipped together if

packaging material is used to adequately separate the samples.

Hazmat/IATA Regulations

Diagnostic specimens must be packaged and shipped in accordance with regulatory standards governing biohazardous

materials for routine specimens*. See the current edition of the International Air Transport Association

(IATA) Dangerous Goods Regulations http://www.iata.org/dangerousgoods/index and US DOT 49 CFR Parts 171-

180 - http://hazmat.dot.gov/rules.htm. The U.S. Department of Transportation (DOT) Hazardous Materials

(HazMat) Regulations, 49 CFR Parts 171 - 180, require all persons who offer or transport diagnostic specimens to

comply with applicable regulations. Please do not hesitate to call the laboratories for further shipping instructions.

*If specimen is suspected to contain infectious agents, it is the shipper’s responsibility to comply with

international/US domestic shipping regulations.

• Refer to UN3373 Biological Substances, Category B

www.phmsa.dot.gov/.../Transporting_Infectious_Substances_brochure.pdf


General Packaging and Shipping Instructions

International Shipment Forms

Import Forms are required with international shipments. If one is not available, complete the Import Form

provided on the online ordering shipment page. Insert a copy of the form in the shipping label envelope on the

outside of the package and one copy inside the package.

FedEx Shipping Rates

FedEx Priority Overnight, Standard Overnight and 2 nd Day shipments are offered at a discounted rate to referring

DVMs through UTVMC’s online ordering system. FedEx rates are based on the weight of each package.

Packages 3 lbs or Less

Packages Over 3 lbs

Priority Overnight - $16.00 Priority Overnight - $21.00

Standard Overnight - $14.00 Standard Overnight - $18.50

2 nd Day delivery - $8.00 2 nd Day delivery - $14.00

(Note: If the weight provided by the referring veterinarian differs from the weight measured

by FedEx, the adjusted rate will be reflected on your monthly invoice from UTVMC.)

Steps to Reduce Shipping Costs

1. Combine multiple specimens from multiple patients into one package. When placing orders online, select

“Defer printing FedEx label until the last order is completed for FedEx shipment” option on the “Lookup

Shipment Method” page. After the last order is placed, click the “Combine FedEx Orders” button in the top tool

bar then click “Generate FedEx label” button at the bottom of the page.

2. Limit the number of refrigerant packs enclosed in the package. Express shipments delivered within 24-48 hours,

do not require multiple large refrigerant packs, especially during the winter months.

** Please do not use dry ice for FedEx shipments. The FedEx label provided through our online ordering system

does not support the use of dry ice. **

Locate FedEx Service in your area:

For specific FedEx collection times and local drop-off locations visit: http://fedex.com/Dropoff/start.

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