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General Information

The General NAC Shipping Rule is: “Ship well and buy little!”
Most items are more expensive in Italy than in the US (e.g. Clothing, Books, Musical Equipment, etc.).

When packing to move to Rome, remember that you are moving to Rome!  So…

  • While simplicity is important, remember that you need to be able to live and pray here for a significant period of time.
  • Don’t be shy about bringing what you’re going to need.  It’s more expensive to re-buy things you already have.

Once you have been officially accepted by the College, it is time to start thinking about shipping your life in trunks and boxes to Rome.  Unless your diocese gives you specific instructions to the contrary, we recommend shipping by air freight to NAC under our agreement with a local Roman FedEx Affiliate.

In order to bypass most customs duties and taxes, it is essential that all your boxes and trunks and paperwork say: “Used Personal Effects, Not for Resale”

  • Shipping some items is prohibited by federal law (aerosol cans, alcohol-based products)
  • Contact your shipping company for guidelines and prohibitions
  • Some shipping companies may require the keys or combinations to locked trunks (since they may have to be opened in the process of clearing customs).  So be sure to ask.
  • Regarding insurance for shipping:  Insurance coverage for your shipment to the College are available, but they are expensive.  Instead, we recommend that students check and see if their home insurance policy covers the shipment.

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) with the following address:

UFFICIO TRANSITO MERCI
Pontifical North American College
00120 VATICAN CITY STATE
(EUROPE)
ATTENTION: [Name of Student]

N.B.: DO NOT put “ROME” or “ITALY” on this address!  There are two mailing addresses to the Pontifical North American College and these addresses are in two different countries: one is in the Vatican City State and the other is in Rome, Italy.  For the purposes of shipping large items and boxes, you must use the Vatican City 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 (as 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 of paper inside the boxes as well.

Shipping through the College and FedEx – Freight Service S.r.l.

Using these instructions, you can bring your boxes to any FedEx or FedEx Office location that offers FedEx Express Shipping Service.

  1. This is the most cost effective way to ship large items between the United States and PNAC.
    • Freight Service S.r.l. is a local Roman FedEx affiliate, which offers discounted shipping (25 – 50% off regular FedEx rates) between the United States and the College.
    • All charges are handled through the College’s business office and are passed on to your (arch)diocese.
    • Shipping through Freight Service S.r.l. usually takes 3–10 days.
    • Note: This service is only for students of the North American College.  It is available to them throughout the year for any smaller shipments that they may want to send or receive.
    • Be sure to refer to the shipping instructions provided in the welcome packet that you should receive after being accepted to the College.
  2. The PNAC Account Number is a private number! DO NOT give this number to anyone else.  This is a violation of our shipping agreement.  A penalty fee is charged for any violations.
    • Be sure to refer to the shipping instructions provided in the welcome packet that you should receive after being accepted to the College.
    • This will give you authorization to use the PNAC Account Number.
  3. New Students: DO NOT send anything to the North American College until you have received your letter of acceptance.  This code can only be used to ship personal effects for students who have already been accepted by the North American College.
    • If you did not receive the PNAC Account Number in your welcome packet, please contact Maria Soggiu (msoggiu@pnac.org).
  4. Use only One (1) Air Waybill (AWB) form for multiple boxes.  This will be significantly cheaper.
    • Note: You must number the boxes included with the AWB.  (e.g. ‘Box #3 of 5’)
  5. You must select FedEx International Priority under Express Shipping Service to receive the discount.
    • Note:  This will be cheaper than selecting FedEx International Economy.
  6. DO NOT use “FedEx” branded boxes for shipping!  These are not eligible for the discounted rate.
    • Note: If you are sending documents, you may use “FedEx” branded envelopes.
  7. Once your goods are shipped, please send us the FEDEX AWB tracking number, either by email to Roberta Giovannetti (rgiovannetti@pnac.org) or Fax (number is +39 06 6864 095) so that our FREIGHT SERVICE representative can track your shipment.

IMPORTANT:  You MUST use boxes which DO NOT have the FedEx logo on them.  You will not be eligible for the shipping discount if your boxes are FedEx company boxes.

If you are interested in getting pricing information, you may contact Freight Service S.r.l. directly:

Freight Service S.r.l.
Office Hours: M-F 9am-1pm and 2pm-5pm (Rome Time)
Special agent for the NAC: Raffaele Rigano (Raffaele speaks both English and Italian!)
Telephone (direct): (011-39) 06 6502 9737; Fax +39 06 6502 8681
Mobile: (011-39) 333.292.3454 (Available 9am-6pm Rome Time)
E-Mail: info@freightservice.it OR rigano@freightservice.it

Instructions:
To ship your belongings with FedEx/Freight Service S.r.l., you will need to fill out a FedEx International Air Waybill (AWB). The directions below will help you to do so. (See also: http://www.fedex.com/us/services/processshipment/intl/intlairwaybill.html)  NB: Use only one Air Waybill (AWB) form for multiple boxes, as this will be significantly cheaper.  (And if you do so, you must then number the boxes included with the AWB, e.g. ‘Box #3 of 5’)

1. Sender Information

Provide the following information:

  • Your Name
  • Your Return Address
  • Your Phone Number
  • The PNAC FedEx account number
    • This account number is needed to get the discount on the shipping rate.
    • It should be included in the official orientation packet sent to you by the College.
    • Once received, please DO NOT give this number out to anyone else. According to our shipping agreement, the account number must remain a private number!
    • You can also receive the PNAC FedEx account number by contacting Msgr. Mueggenborg (dmueggenborg@pnac.org) or Maria Soggiu (msoggiu@pnac.org).

2. Recipient Information
Complete the Recipient’s Address as Follows:

Recipient’s Name: Pontifical North American College
Phone Number: 0668493816
(This is the ext. for the Secretary for the Vice Rector of Administration)
Company: PNAC/[Full Student Name]

For Boxes For Documents Only
**Address:** Servizio del transito merci Via del Gianicolo, 14
**City:** Vatican City Rome
**State:** State RM
**Country:** Europe Italy
**Zip Code:** 00120 00165
INCLUDE Proforma Invoice
with a copy of your passport		 No Proforma Invoice Required
(See Sample Form)

3. Shipment Information

  • Here, you will need to indicate the total number of packages and their combined weight.  Under description, write: “Used Personal Effects – Not for Resale” 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 “Commercial Invoice” under “Documents for International Shipments” at http://www.fedex.com/us/service-guide/our-services/create-labels/index.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.)]

4. Service
IMPORTANT: Check only the “FedEx Intl Priority” box.  Do NOT use the “Economy service” (as our discount only applies to the International Priority service).

5. Packaging
Check the appropriate box.

7a. Payment (Bill transportation charges):
Select Third Party; and re-enter the PNAC FedEx Account Number.

7b. Payment (Bill duties and taxes):
Select Recipient.

8. Internal Billing Information
Leave this section blank.

9. Required Signature
Sign your air waybill here.

Notify the College

Please be sure to notify the College’s business office of your shipment. To do so, simply email Roberta Giovannetti (rgiovannetti@pnac.org) or fax (the business office fax is 011-39-06-68-64-095) a copy of the “Air Waybill” issued at the time of shipment.  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 Vatican City to the College.

Timeline for Shipping to NAC:

  • Students coming for Early Orientation should consider shipping by the third or fourth week of June.
  • Students coming for Regular Orientation should consider shipping by the last week of July.

Generally, this will allow enough time for boxes and trunks to arrive in Europe, clear customs,  be delivered to the Vatican, and transferred to the College before you arrive at 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. There can be delays clearing customs due to volume or workers taking holiday in August.

Updated 19 March 2011

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