SHIP SAMPLES TO BIOTRAX

Step-by-Step Guidance for Preparing and Sending Your Submission

Clients outside the local pickup area may ship applicable food, beverage, ingredient, environmental, water, and other confirmed samples to Biotrax. To ensure a smooth Biotrax shipping process, it is essential to adhere to the sample shipping instructions provided. Successful testing begins before the package leaves your facility; therefore, all shipping requirements for samples—including the requested analysis, sample requirements, test order, packaging, temperature, and delivery timing—should be established prior to shipment. Please use the steps below to prepare your submission, or contact Biotrax if any requirement is unclear.

CONFIRM YOUR SHIPPING REQUIREMENTS

Sample Shipping Guidelines for Biotrax

Do not begin by selecting a box or carrier; instead, start by confirming the laboratory's requirements for the sample shipping process.

Before collecting a sample, ensure you establish the following sample shipping instructions:

- What the sample is.

- Which analysis is being requested.

- Why the testing is needed.

- The required sample quantity or volume.

- The correct container, bag, swab, plate, or collection vessel.

- Whether a preservative is required.

- The appropriate conditions for the sample, such as refrigeration or freezing.

- The applicable holding time.

- If a specific method, reporting limit, or accredited result is necessary.

- When the sample should arrive at the laboratory.

Remember, shipping requirements for samples can vary depending on the analysis and product matrix. A collection method or container suitable for one test may not be appropriate for another.

If you're unsure about which requirements apply, contact Biotrax before collection to ensure compliance.

ASK ABOUT SAMPLE REQUIREMENTS

DOCUMENT WHAT YOU ARE SENDING

Biotrax must receive clear information about each sample and the requested testing as part of the Biotrax shipping process. Before shipment, please follow the sample shipping instructions and ensure you meet the shipping requirements for samples using one of the following submission paths:

Laptop screen displaying data analytics and file icons with lab equipment nearby.

TRAX PORTAL

Clients with TRAX access can create a test order and enter the sample and testing information through Biotrax’s laboratory information management system. Depending on the client workflow, the customer may directly enter the order or provide the necessary information for the Biotrax team to prepare it, ensuring compliance with the sample shipping instructions and shipping requirements for samples.

ACCESS TRAX PORTAL

Medical research documents with test tubes and clipboard.

SUBMISSION FORM

Clients may also complete the applicable chain-of-custody or submittal form, which outlines the Biotrax shipping process and provides essential sample shipping instructions, available through the Guidance Center to meet the shipping requirements for samples.

ACCESS SUBMISSION FORMS

DIRECT COORDINATION

When a testing request has been discussed directly with Biotrax, confirm the sample shipping instructions and ensure that the documentation for the sample meets the shipping requirements for samples before shipment.

CONTACT BIOTRAX

MAKE THE INFORMATION MATCH

The following should consistently use the same sample name or identification code for adherence to the Biotrax shipping process: sample label, TRAX entry, submission form, supporting documentation, and shipping or packing list, when applicable.

IMPORTANT: It is crucial to follow sample shipping instructions and avoid vague sample names like “Sample 1.” More specific identification is needed to distinguish between products, lots, locations, dates, or sampling points to meet the shipping requirements for samples.

LABEL SAMPLES BEFORE PACKAGING

Each sample must be labeled clearly to ensure it connects to the correct test order and requested analysis, adhering to the sample shipping instructions outlined in the Biotrax shipping process.

As applicable, sample identification may include:

- Product or sample name.

- Unique sample identification code.

- Lot, batch, or production information.

- Collection location.

- Collection date and time.

- Sampling point or environmental zone.

- Sample type.

- Requested storage condition.

- Client or facility name.

Labels should remain readable throughout transportation. To meet the shipping requirements for samples, avoid placing the only identifying information on packaging that could become wet, damaged, or separated from the sample.

When submitting multiple samples, confirm that each individual container can be matched to the correct entry in TRAX and/or on the submission form.

PROTECT THE SAMPLE DURING TRANSPORTATION

The packaging used in the Biotrax shipping process must adequately protect the sample from leakage, breakage, contamination, temperature changes, and damage during transit, in line with the sample shipping instructions and shipping requirements for samples.

Various food safety testing samples and tools on a lab counter.

PRIMARY CONTAINER

The sample should be collected in the correct, securely closed container, bag, swab system, plate, or vessel for the requested analysis, following the sample shipping instructions. Ensure to inspect the closure before packing to comply with the shipping requirements for samples. Do not ship a leaking, cracked, damaged, or improperly sealed sample container as part of the Biotrax shipping process.

Three plastic bags containing various items on a table.

SECONDARY CONTAINMENT

Place samples inside suitable leak-resistant secondary containment as part of the Biotrax shipping process. When needed, adhere to the sample shipping instructions by using appropriate absorbent and protective material to contain leakage and prevent containers from moving or striking one another, in compliance with the shipping requirements for samples.

Insulated box with food, drink, and medical supplies packed.

OUTER PACKAGING

For the Biotrax shipping process, use a sturdy outer box or shipping cooler that meets the shipping requirements for samples in terms of weight, number, condition, and temperature. Ensure to fill any empty spaces so that containers do not shift during transportation. It is also essential to protect fragile items, plates, bottles, and other breakable materials from impact, following the sample shipping instructions.

Two insulated boxes with food and supplies.

CONTROL TEMPERATURE WHEN REQUIRED

Some analyses require samples to remain refrigerated, frozen, ambient, or under other specified conditions during transportation according to the Biotrax shipping process. When temperature control is necessary, follow these sample shipping instructions to ensure compliance with shipping requirements for samples:

- Use appropriate insulated packaging.

- Employ cold packs or other approved materials suitable for the requested condition.

- Separate the sample from direct contact with materials that could freeze, damage, or contaminate the container.

- Utilize enough temperature-control materials for the expected transit time.

- Protect samples from melted water or condensation.

- Prevent containers and paperwork from becoming submerged.

- Minimize delays between collection and shipment.

Remember, do not assume that every sample should be frozen or packed with cold materials; improper freezing or excessive cooling may render certain samples unsuitable for the intended analysis. Always confirm the required condition before packaging.

Hand holding a plastic bag with a blank white sheet over a box.

PAPERWORK

To adhere to the shipping requirements for samples, place submission paperwork in a sealed protective sleeve or bag. This will help ensure it remains separate from samples, moisture, melted cold packs, and potential leakage as part of the Biotrax shipping process.

Boxes on a conveyor belt in a warehouse.

CARRIER REQUIREMENTS

The shipper is responsible for following the sample shipping instructions, which include using packaging and a carrier service appropriate for the material being sent. For the Biotrax shipping process, it is essential to contact the carrier directly when the sample is subject to specific shipping requirements for samples, including special packaging, labeling, declaration, or transportation needs.

SHIP WITH THE LABORATORY SCHEDULE IN MIND

To ensure a smooth Biotrax shipping process, use a trackable carrier service and select a delivery schedule that aligns with the sample’s required holding time and condition.

Before dispatch, verify that the laboratory is open to receive the package. Consider the sample’s collection date and holding time as part of your sample shipping instructions. Avoid unnecessary delays during weekends or holidays, and account for potential weather or carrier disruptions. Confirm if next-day delivery or another expedited service is necessary. Keep the tracking number for reference, and monitor the shipment until delivery is confirmed. If you anticipate any delays that may impact the sample, be sure to contact Biotrax.

IMPORTANT: Always adhere to shipping requirements for samples, especially for time-sensitive, preserved, refrigerated, frozen, or method-specific items, ensuring the appropriate arrival plan is confirmed before shipping.

WHERE TO SEND YOUR SAMPLES

Contact Biotrax before shipping to ensure a smooth Biotrax shipping process when:

- The sample has a short holding time.

- The package may arrive near closing.

- Delivery may occur on a holiday or outside normal business hours.

- The shipment requires special receiving or handling per our sample shipping instructions.

- A carrier delay has occurred.

- The sample is being sent internationally, adhering to the shipping requirements for samples.

IMPORTANT: Holiday and special receiving schedules may vary.

Biotrax Testing Laboratory Inc

3580 Harlem Road suite 2, Cheektowaga, New York 14215, United States

716-651-0146

Hours

Open today

09:00 am – 05:00 pm

DO YOU NEED SHIPPING MATERIALS?

Biotrax may provide applicable boxes, shipping coolers, insulated packaging, collection materials, or other supplies for certain testing programs and client orders as part of the Biotrax shipping process. However, availability may depend on factors including the requested analysis, sample type, number of samples, client location, account or project arrangement, planned shipping method, inventory, and required lead time. Not every order qualifies for or requires Biotrax-provided packaging. If Biotrax materials are not available or applicable, clients are responsible for following proper sample shipping instructions, using suitable containers and packaging that protect the samples and satisfy the shipping requirements for samples set by the carrier. To ensure timely delivery, be sure to order or request materials early enough to receive them before the planned collection and shipping date.

VIEW SUPPLY OPTIONS

3D map showing global air cargo routes with planes and packages.

SHIPPING FROM OUTSIDE WESTERN NEW YORK

UNITED STATES SHIPMENTS

Clients throughout the United States may ship applicable samples in accordance with Biotrax shipping process after confirming the testing, sample shipping instructions, packaging, and arrival timing. It is important to select transit time based on the sample’s condition and applicable holding time, while also considering the shipping requirements for samples—not just the shipping cost.

INTERNATIONAL SHIPMENTS

International samples must be discussed with Biotrax before collection or shipment.

The ability to receive and test a sample may depend on:

Product or sample type
Country of origin
Import or carrier restrictions
Required documentation
Packaging and labeling
Customs processing
Temperature control
Transit time
Sample condition upon arrival
Laboratory method and reporting needs

IMPORTANT: Do not send an international sample until Biotrax has reviewed the request and confirmed the appropriate next step.

DISCUSS AN INTERNATIONAL SHIPMENT

PLANNING ROUTINE OR RECURRING SHIPMENTS?

Organizations with ongoing testing needs may benefit from establishing a consistent submission workflow, especially when considering the Biotrax shipping process.

Contact Biotrax when your program involves:

- Routine product submissions

- Regular environmental-monitoring samples

- Multiple products or facilities

- Repeated shipments from the same location

- Customer-specific test orders

- Recurring supply needs

- Consistent sample identification formats

- Coordinated shipping schedules

- Changes to an existing testing program

Planning the workflow in advance can help establish clear expectations for:

- Sample identification

- Test-order entry

- Required supplies

- Packaging and shipping requirements for samples

- Shipment timing

- Receiving

- Communication when an issue occurs

For detailed sample shipping instructions, ensure that all aspects of your submission process align with our guidelines.

DISCUSS A RECURRING TESTING PROGRAM

BEFORE THE PACKAGE LEAVES YOUR FACILITY

Confirm that:

The testing request has been established.

The required sample amount was collected according to the sample shipping instructions.

The correct container or collection material was used.

Every sample is labeled clearly.

Sample labels match TRAX or the submission form.

The requested condition is being maintained.

Containers are sealed and protected.

Paperwork is included and protected from moisture.

The shipping address is correct and aligns with the shipping requirements for samples.

Delivery is planned within the required timeframe.

Tracking information has been retained.

Biotrax has been contacted about any unusual, time-sensitive, or international shipment regarding the Biotrax shipping process.

A few minutes spent reviewing this submission before dispatch can help prevent delays, questions, or problems when the package arrives.

READY TO SHIP YOUR SAMPLES?

Tell us what you are sending, which testing is needed, where the shipment will originate, and when it is expected to arrive. Our team can assist in the Biotrax shipping process by confirming the sample shipping instructions, outlining the shipping requirements for samples, and providing guidance on packaging considerations and the appropriate delivery plan.