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Sample Submission Instructions

General Information (U.S.) – Sample Submissions

Follow these guidlines to ensure successful sample submission.

Carriers

We recommend shipping FedEx or UPS Priority Overnight service. Other carriers are acceptable if they offer overnight delivery. If you chose another carrier, please check their policies on dry ice shipments.

Shipping schedule

Please ship FROZEN samples MONDAY, TUESDAY, or WEDNESDAY; Thursday shipments WITH PRIOR APPROVAL. Our lab is closed on weekends. Also, be aware that delivery delays are more common during the two weeks before Christmas.

Notify us

Send notice of sample shipment by email to testing@salimetrics.com PRIOR to shipping. Please include the following info:

  1. Attach an electronic roster of sample IDs
  2. Test(s) to be performed; note singlet or duplicate
  3. Number of samples
  4. Shipment’s tracking number

Shipping addresses

Salimetrics
Attn: Testing Service
101 Innovation Blvd. Suite #302
State College, PA 16803
814-234-7748

Salimetrics Europe Ltd.
Unit 7 Acorn Business Centre
Oaks Drive
Newmarket
Suffolk
CB8 7SY
UK
+44 (0) 1638782619

Packaging Instructions

These recommendations follow the U.S. Centers for Disease Control (CDC) guidelines for transport of biological specimens within the United States (Postal Law 18 USC, 1716) and should be strictly followed. Also refer to US Department of Transportation (DOT) and International Air Transporters Association (IATA) regulations. (info available upon request)

Supplies needed

  1. Shipping container (styrofoam box surrounded by cardboard)
  2. Cryostorage storage boxes (2 or 4 inch depending on tube size)
  3. Large Ziploc freezer bags (gallon size)
  4. Newspaper
  5. Paper towels or other absorbent material
  6. Testing Services Order Form
  7. Dry ice

Shipping container

The shipping container consists of a corrugated cardboard box with an insulating Styrofoam box insert (1 to 2” wall thickness). These containers are available from scientific supply companies such as VWR or Fisher.

Packaging saliva samples

  1. Place cryovials (2 mL) into a 9 x 9 grid cryostorage box (81 vials per box) or conical/swab storage tubes into a 7 x 7 grid box (both available from Salimetrics).
  2. Secure single cryostorage box lid with rubber bands.  For extra security, boxes may be placed inside plastic bags.
  3. Place a minimum of 5 lbs (2.5 kg) dry ice on the bottom of the shipping container. Large shipping boxes will require additional dry ice.
  4. Place several layers of newspaper on top of the dry ice. This acts as a barrier and cushion between the dry ice and samples.
  5. Place cryostorage boxes on top of newspaper. Fill any remaining space with additional packing material (crumpled paper, packing peanuts, etc.) to prevent shifting. REMEMBER: as the dry ice sublimates your samples may begin to shift. It is a good idea to loosely pack the container to the top. (Don’t crack the Styrofoam box!)
  6. Place the TESTING SERVICES ORDER FORM along with the roster inside a Ziploc bag and lay this inside the box before you close the styrofoam lid. DO NOT TAPE the styrofoam lid.
  7. Seal the outer cardboard box with packing tape.
  8. Afix THREE labels to outside of box:
    • DRY ICE label
    • UN 3373 label
    • Diagnostic specimens label
    Saliva samples meet the specifications of Diagnostic Specimens (human source, non-infectious) and IATA regulations require a UN 3373 label on the outside of the shipping container. Writing “UN 3373 Diagnostic Samples” on the outside of the shipping box also satisfies this requirement. A shipper’s Declaration for Dangerous Goods is generally not required for UN 3373 samples.

Avoiding Shipping Problems

If you have any questions, please call PRIOR to shipping. Here’s a short list of helpful advice:

  • Do not ship samples on THURSDAY without prior approval
  • All samples MUST be frozen prior to shipment.
  • Rubber bands should not come into direct contact with dry ice. They will break at cold temperatures.
  • Never place samples in plastic bags directly on the dry ice. The plastic bags will split open spilling all your nicely organized samples around the shipping carton.
  • DO NOT OVERPACK. Styrofoam cracks when over-packed, which in turn causes the dry ice to melt/evaporate.
  • Regulations require that a triangular dry ice sticker be placed on the outside of the shipping box. The amount of dry ice in kilograms not pounds must be noted on the sticker. Shipment will be delayed if not filled-out properly. To convert pounds to kilograms divide by 2.2.

Shipping Samples to Salimetrics from Outside the United States

  • Contact Salimetrics for specific instructions regarding documentation that must accompany your samples. A deviation from the proper procedure will cause a delay in getting samples through United States Customs.
  • Transit times may be more than one day. Please take this into account when packaging your samples.
  • Shipping regulations may differ outside of the United States. Please investigate this before shipping.