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Foreign Orders

Departments should use purchase orders when ordering from suppliers outside of the United States. Virginia Tech purchase orders contain terms and conditions that protect the university.

Because use of purchasing cards does not protect the university from terms that conflict with the Code of Virginia, use of purchase cards for purchases to suppliers outside of the United States should be avoided.

When communicating with the foreign supplier, use the following guidelines:

  1. Tell the supplier that we are a university and ask for discounts as an academic, educational, or governmental institution.
  2. Ask if these are the best prices that can be offered to Virginia Tech.
  3. Make sure quote and invoice are in English.
  4. Confirm this is the most recent version of the quote.
  5. Ask for a shipping amount estimate.
  6. Ask if any other fees apply to this order (example: customs, duties, etc.)
  7. Ask about Value Added Tax (VAT) only if the item will not be shipped to the United States.
  8. Confirm the power requirements for the equipment.
  9. Ask if the equipment has any special needs, plumbing, gas, steam, etc.
  10. If it is equipment, ask if they provide a pre-installation guide.
  11. Ask if any items are radioactive, do they produce x-rays or lasers (if Yes, please contact Virginia Tech Environmental Health and Safety).
  12. Ask if they have an Internal Revenue Service (IRS) Form W-8BEN completed. The Controller’s Office will not process payment unless this is on file.
    1. If so, get them to scan a copy which will help the Supplier Team set up the company in Banner.
    2. If not, email them the W-8BEN form.
  13. Ask what the warranty covers and the terms of coverage.
  14. Payment Terms:
    • Ask for payment terms of net 30 days.
    • If they demand prepayment, ask for an invoice with wiring instructions (remind them that it may take up to two weeks for wire payment to occur and an additional 7 days if payment is made in foreign currency).
    • When you submit the requisition in HokieMart, attached the invoice stating prepayment terms and check the box that says AP Prepayment.
  15. Ask if the supplier will send any staff to the United States to install the product. If the answer is yes, contact Procurement due to international tax issues.
  16. Ask if we can pay in US dollars
  17. Payments outside of the United States are wired. Ask the supplier to put the wiring instructions on their invoice.
  18. Confirm the name that will appear on the purchase order matches the name of the firm that invoices and receives payment. This is critical.
  19. Confirm delivery terms. Confirm who will pay for the shipment to arrive at the university. Put this in the document text on the purchase order.
  20. Clarify mode of transport, Air or Ship. Put this in document text on the purchase order.
  21. Confirm if an import agent is needed. Put this in document text on the purchase order.
  22. Confirm lead time for delivery.
  23. Confirm how the company will receive the purchase order (usually emailed by the buyer).
  24. Clarify any other outstanding questions from the quotation.
  25. Confirm any known tariff issues.

Remember that you can always submit the requisition using Best Supplier to route to a Procurement Buyer for processing.

For more information, contact Procurement, 540-231-6221 or the HokieMart help desk.

Last Updated 1.25.26