Per 19 CFR § 141.32, the University of Houston (“UH”) may grant Power of Attorney to conduct U.S. Customs business using Customs Form 5291 or a general power of attorney with explicit terms executed similarly. This document authorizes the appointed agent to perform necessary customs-related actions on behalf of UH. 

Using a Power of Attorney (POA) to manage customs processing for both importing and exporting goods internationally to and from UH involves a series of steps to ensure legal authority, compliance with applicable regulations, and proper handling of international shipments.  

1. Ensure Compliance with Applicable Regulations

Verify compliance with applicable federal and international laws including U.S. regulations (e.g., Department of Transportation (DOT), International Traffic in Arms Regulations (ITAR), Export Administration Regulations (EAR), Food and Drug Administration (FDA), etc.) and international rules (e.g., Customs and Border Protection (CBP) for exports, and the International Air Transport Association (IATA) for air shipments).

If the goods are being shipped out of the U.S., verify whether an export license is required by completing the UH International Shipping form. Certain materials may need a license for export under U.S. export laws (e.g., ITAR, EAR). Some shipments, especially those to certain countries or for specific purposes (like research or military), may require an End-User Certificate to verify that the recipient is authorized to receive the materials. The UH Export Control Office will provide guidance and assistance if a license or end-user certificate is needed.

If shipping hazardous materials, ensure compliance with applicable hazardous materials shipping rules, which may include specialized packaging, labeling, and documentation.

2. Coordinate with the Shipping and Logistics Carrier 

Coordinate with an approved shipping carrier (e.g., UPS, FedEx, DHL, or specialized freight carriers). Ensure the carrier is experienced in handling international shipments and compliant with all hazardous materials regulations if applicable. The Power of Attorney (POA) should specify the exact scope of authority granted, including permission to handle international shipping. This might include the ability to sign shipping documents, make declarations, and ensure compliance with applicable regulations (e.g., DOT, IATA, local customs).

Confirm with the shipping carrier whether a POA is required for the shipment. Many of the major international shipping companies including FedEx, DHL, and UPS utilize their own POA forms for handling the import and export of shipments. The carrier will advise what form is required based on whether you are importing or exporting items.

3. Prepare Necessary Documentation

Review the information requested in the POA for the shipping carrier you will use for the shipment. Below are common fields and appropriate responses for both Import and Export Power of Attorney forms for UH. NOTE: If you are exporting items, the address provided on the airbill shipping label must match the business address on the POA. Use the business address noted below on all forms and NOT the department or other university address.

• IRS number: 74-6001399
• Name of business: University of Houston
• Doing business as a: State Government Agency – Higher Education
• Under the laws of the State of: Texas
• Principal place of business: 5000 Gulf Fwy, Houston, TX 77204 USA
• Name of Signer: Usha Mathew
• Title of Signer: Assistant VP, Finance

The UH Assistant VP, Finance is the designated signatory for all Import and Export Power of Attorney forms on behalf of UH. No one else is authorized to sign this form. Once the form is complete, forward to umathew@Central.UH.EDU.

3. Monitor Shipment and Provide Compliance Documentation 

Once the shipment is dispatched, confirm the shipment’s arrival and ensure that all necessary compliance documentation is provided to the receiving customs authorities. Maintain records of the shipment, including all POA documentation, shipping receipts, customs forms, and related correspondence. These documents are often required for audit purposes or in case of compliance checks. Ensure that the international recipient has received the shipment and all necessary compliance paperwork. For certain types of shipments (e.g., biological materials or controlled substances), final confirmation may need to be obtained from the recipient.