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| Procedures for Shipping | ||||||||||||||||
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New students are advised to contact a reputable shipping agent as soon as possible. Sending trunks by air freight (not air courier, the cost of which is prohibitive) is the best method. While air freight is more expensive than sending freight by ship, it is also more direct and more certain of delivery. While it is not required by international law, a general inventory of the goods in trunks or boxes can facilitate customs clearance (some shipping companies require a detailed inventory). Be aware that some items are prohibited by federal shipping laws (aerosol cans, alcohol-based products), so it is advisable to contact your shipping company for guidelines. To bypass most customs duties, it is essential that this inventory be marked with the following phrase: “Personal Effects of No Commercial Value.” Some shipping companies may also require the keys or combinations to any locked trunks since they may have to be opened for clearing customs. Students generally have many shipping options available to them. You should contact your chancery office to determine if your diocese has an account with a particular shipping company. Shipping Instructions FedEx - Special Shipping Rate with CTF (Italy) SpA The best shipping option available is with CTF, a local Roman FedEx affiliate. CTF provides discounted (25 – 50% off regular FedEx rates) shipping between the United States and the College. This service is also available throughout the year for any smaller shipments you may want to send or receive. All charges are handled through the College’s business office and are passed on to your diocese. Shipping through CTF usually takes 3–10 days. If you are interested in getting pricing information, you may contact CTF directly:
To ship your belongings with FedEx/CTF, you will need to fill out a FedEx International Air Waybill. The directions below will help you to do so. (See also: http://www.fedex.com/us/services/processshipment/intl/intlairwaybill.html) FedEx will usually allow you to fill out one Air Waybill and then photocopy it to use with each individual box or trunk. FROM:
SHIPMENT INFORMATION: Here, you will need to indicate the total number of packages and their combined weight. Under description, write: “Personal Effects of No Commercial Value” and indicate the approximate value of the goods being shipped. Note: Customs costs for your shipment will vary according to the value of the contents stated on this invoice. Therefore it is suggested that you keep the amount declared for custom’s clearance as low as possible. In addition to this, you may also be asked to complete a “Pro Forma” Invoice which is available through your local FedEx office. Alternatively, you might be able to simply type out the necessary information and include it with your packages. You should also know that, while some FedEx locations will allow you to simply list a generic description of the contents of your boxes, others will require a very detailed list including the weight and value of every single item in that you are shipping. Therefore you are advised to call the FedEx location from which you will ship your boxes in order to find out what they require. If you are required to supply this information, then it will go on a form called a “Commercial Invoice”. (For details about this invoice see: http://www.fedex.com/us/services/processshipment/intl/commercialinv.html) It is possible to create one of these invoices on a standard spreadsheet program at home, which is much easier than filling out the form at the FedEx Location. The aforementioned website will tell you what information to include. EXPRESS PACKAGE SERVICE:
PACKAGING:
PAYMENT:
PAYMENT (FOR DUTIES AND TAXES):
INTERNAL BILLING REFERENCE:
REQUIRED SIGNATURE:
We have found no reasonably priced insurance plans to cover shipments to the College (e.g. for computers or printers). Insurance plans are available, however. Students should check to see if their home insurance policy covers such shipments. Address labeling: When you do find a shipping service remember to carefully affix address labels or stencil/paint on the surface of the trunk/s or box/es:
N.B.: DO NOT put “ROME” or “ITALY” on this address, nor should you use the College’s street address. Also, make sure to label ALL boxes and trunks with your return address and the address listed above, regardless of what you are told by the shipping company – even those boxes shipped on the same pallet. Boxes are often separated by the customs officers after delivery by the shipping company. It is also a good idea to put your addresses on sheets inside the boxes as well. Notify the College Please advise the College's business office as to which airline or shipping line is handling your shipment. To do so, simply fax a copy of the “air waybill” issued at the time of shipment to the business office at 011-39-06-68-64-095 and bring all the original documents. If you prefer, you can email a scanned copy of the Air Waybill to Roberta Giovannetti ( rgiovannetti@pnac.org ). The College must have this information to process the shipment through Vatican Customs. The Vatican will charge a handling and customs fee for your shipment when it arrives. This fee will be passed on to your diocese as part of the total shipping costs. The College assumes no responsibility for shipments, including the transfer of the shipment from the Vatican City to the College. When shipping air-freight you should consider shipping by the last week of July. Generally this will allow enough time for boxes or trunks to arrive, be cleared through customs, delivered to the Vatican, and finally transferred to the College. While your shipment may arrive in Europe in a matter of days, this process can take anywhere from two to six weeks or longer. The earlier boxes or trunks are shipped, the more likely they are to arrive before you do. Some shipping companies will suggest that you not ship your belongings until just before your own departure date to Rome. Shipping companies may explain that if your packages arrive in Rome early, they will accrue significant storage charges before you arrive. This is not true. The College picks up packages from the Vatican at least twice a week throughout the summer. If your boxes or trunks arrive early, they will be stored at the College at no charge. The best advice remains to ship as early as possible, because there can be delays clearing customs due to volume or workers taking holiday in August. Suitcases and Luggage Be sure to have every item of luggage clearly marked inside and out as follows: Your Name
N.B.: DO NOT write ROME or ITALY on the address. Students should plan to live with what is packed in their suitcases for about two weeks after arriving in Rome, since it may take that long for trunks to arrive. Be sure to bring a black suit and clerics with you; they will be needed at the College soon after arrival. Dress for Orientation will be “casual” with “formal clerical” needed on a few occasions (see the section Clothing and Laundry). It would be wise to also include a swimsuit and a set of towels. N.B. - As a reminder, airlines generally only allow up to two (2) suitcases and one (1) carry-on bag, but it is always best to check with the airline before one’s flight. However, certain restrictions usually apply (e.g. size and weight limits) and students are advised to confirm details with their airline. Again, be advised that the cost for having even slightly overweight luggage or shipping an extra piece of luggage can be prohibitively high. |
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