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XRD2 Info for Users

Sending samples

Your beamtime is allocated on XRD2 and you want to send us a dewar, loaded with frozen samples:

- I'm sending my samples from a European country
- I'm sending my samples from a country, outside Europe

 

You have completed your beamtime on XRD2 and you want to retrieve your dewar from Elettra:

- I want my samples back and I live in a European country
- I want my samples back and I live outside Europe

 

Before the beamtime: Sending your samples to Elettra

  1. It is possible to send samples associated to your proposal once approved for beamtime and booked on the Elettra's calendar (you should have received an email about this). Before sending your samples, login VUO and make sure you have or are listed on a project (check “Already submitted proposals” under “Your Proposals” section).
  2. Prepare your samples and create a dewar content description, describing them according to the instructions page.
  3. Make sure your dewar is cold but dry (no liquid nitrogen). If you ship cryovials in canes, do not forget to put each cane in a plastic sleeve and make sure each pin and vial is pushed under a tab or held in place by another vial on top of them.
Depending on where you are sending the dewar, there might be some extra forms to fill and delays due to Customs requirements.
 

From within the Schengen Area (European countries that have abolished border controls)


 
The procedure is greatly simplified. You will not need to fill the Customs papers.
  1. Fill the form for your express courier using the receiver/consignee info (see below). If your express courier requires a value, we recommend to use "10 Euro". Usually the express courier will have an option to add people on the tracking option: add the beamline scientist email (annie.heroux@elettra.eu or nicola.demitri@elettra.eu). Please report also associated proposal ID (202xxxxx) in the notes.
  2. Use this reference as "Consignee":
    Elettra-Sincrotrone Trieste S.C.p.A.
    Strada Statale 14 - km 163,5 in AREA Science Park
    34149 Basovizza (TS) Italy.
    To the attention of
    Annie Heroux / XRD2 Beamline
    phone: (+39) 040 375 8861 (ESP4 1P28),
    (+39) 040 375 8435 (XRD2 Beamline),
    (+39) 3351272638 (Mobile)
  3. In your VUO account, under “Already submitted proposals” in the “Your Proposals” section, select the proposal related to the samples to be sent from the list and find the “Add dewar” link (almost at the end of the page). Provide us with information such as: Express Courier name, tracking number, dewar code (a unique product-code printed usually at the top or at the bottom of the dewar), expected dispatch date. Please if you changed any of the informations suggested in point "A" above (e.g. commercial value) let us know using the Notes box.
  4. It's strongly recommended to upload a copy of the proforma invoice you added to the shipment (if present) and a copy of any other declaration you added (if present) in the “Add dewar” VUO page. Full description of your samples and their location in the containers (pucks) can be done in any moment, at your home institution via a web interface, Synchweb

 

From Outside the Schengen Area

 

  1. Fill out the form for your express courier and Provide the dewar shipment forms for Custom using the following informations:

  • Do NOT organize the shipment as “temporary exportation”
  • Purpose/Description of contents: "Dry-shipper containing frozen organic molecules for scientific experiments at Elettra Synchrotron (Trieste, Italy) – EU harmonized tariff number: TARIC 29420000. Pure research purposes. Not dangerous. Not restricted, as per IATA special provision A152"
  • Terms of export: DDP [“Delivery Duty Paid” – this is the so called 'Incoterms']
  • Consignee:
    Elettra-Sincrotrone Trieste S.C.p.A.
    Strada Statale 14 - km 163,5 in AREA Science Park
    34149 Basovizza (TS) Italy.
    To the attention of
    Annie Heroux / XRD2 Beamline
    phone: (+39) 040 375 8861 (ESP4 1P28),
    (+39) 040 375 8435 (XRD2 Beamline),
    (+39) 3351272638 (Mobile)
  • Commercial value: "Value declared for customs purpose: 10 Euro" [You are free to change it. This value was fine for other users. Avoid to declare zero as a value: it can not be accepted by the customs]
  • Duties and taxes: "Payable by exporter"
  • If required specify "Non-flammable gas 2" as hazard class
  • For administrative issues (e.g. customs problems) contact Marco Palci (marco.palci@elettra.eu, (+39) 040 375 8969)).
  • We suggest to organize the shipment pick-up at the beginning of the week to avoid delays at custom due to the weekend.
  • Add the associated proposal ID (202xxxxx) to the proforma invoice, in the "Description of goods" field.
  1. In your VUO account, under “Already submitted proposals” in the “Your Proposals” section, select the proposal related to the samples to be sent from the list and find the “Add dewar” link (almost at the end of the page). Provide us with information such as : Courier name, tracking number, dewar code (a unique product-code printed usually at the top or at the bottom of the dewar), expected dispatch date. Please if you changed any of the informations suggested in point "A" above (e.g. commercial value) let us know using the Notes box.
  2. It's strongly recommended to upload a copy of the proforma invoice you added to the shipment (if present) and a copy of any other declaration you added (if present) in the “Add dewar” VUO page. Full description of your samples and their location in the containers (pucks) can be done in any moment, at your home institution via a web interface, Synchweb

 

After the beamtime: Returning your dewar back to home Institution

As soon as a beamtime ends, the person who submitted the proposal receives a notification via email to proceed with the dewar(s) pickup at Elettra.  We do not have the space or the manpower to keep your dewar(s) much longer after the experiments: the proposer is strongly invited to promptly contact an express courier for samples recovery.

Return - Within the Schengen Area (European countries that have abolished border controls)

 

  1. Schedule the pick-up on your courier account and be sure you get the the waybill document (pdf file) that we must attach to the dewars. The information you provide to your express courier (i.e. description of goods, value, weight, size) should match the informations provided upon delivery to Elettra; if you change them (e.g. commercial value) let us know using the Notes box. If you provide us with you express courier account and the address, we can take care of the shipment for you.
  2. Pick-up point, Sender's address:

    Elettra-Sincrotrone Trieste S.C.p.A.
    Strada Statale 14 - km 163,5 in AREA Science Park
    34149 Basovizza (TS) Italy.
    Warehouse
    phone: (+39) 040 375 8251/8068 (Warehouse),
    (+39) 3351272638 (Responsible – mobile)

    Goods can be picked-up at the warehouse from Monday to Friday from 09:00 to 12:30 and from 14:00 to 16:30. We suggest to organize the pick-up, directly with your courier, at the beginning of the week to avoid delays at custom due to the weekend

  3. As soon as you get the shipment data from your express courier, log-in your VUO account and under “Already submitted proposals” in the “Your Proposals” section, select the proposal related to the samples. From the list of dewars, select the dewar(s) to be returned, and fill the required “Dewar Return” data (dewar status is “Data collection concluded“).
  4. Upload required information on VUO form: waybill (pdf) document and tracking number are compulsory. Lack of these data prevents us to complete the pick-up! The form is also asking you the chosen express courier name and scheduled pick-up date.

 

 

Return - Outside the Schengen Area

 

  1. Organize the dewar pick-up shipment using the following informations:
  • Do NOT organize the shipment as “temporary exportation”
  • Purpose/Description of contents: "Dry-shipper containing frozen organic molecules for scientific experiments at Elettra Synchrotron (Trieste, Italy) – EU harmonized tariff number: TARIC 29420000. Pure research purposes. Not dangerous. Not restricted, as per IATA special provision A152".
  • Terms of import: FCA [“Free Carrier” – this is the so called 'Incoterms']
  • Consignee: Please put the address of Your home Institution first, followed by   “To the attention of“ Your name and contacts (do not forget a mobile).
  • Example:

    International Research Centre
    Albert Einstein 45,
    South Pole City, Nation.
    To the attention of
    John Smith / Structural Biology Lab3
    phone: (+99) 123 456 7890 (Room 12),
    (+99) 123 456 9865 (Lab3),
    (+99) 123 656 9866 (Mobile)

  • Commercial value: "Value declared for customs purpose: 10 Euro" [you are free to change it. This value was fine for other users. Avoid to declare zero as a value: it can not be accepted by the customs]
  • Duties and taxes: "Payable by importer" or “Payable by consignee”
  • If required specify "Non-flammable gas 2" as hazard class
  • For administrative issues (e.g. customs problems) contact Marco Palci (marco.palci@elettra.eu, (+39) 040 375 8969)).
  • Pick-up point:

    Elettra-Sincrotrone Trieste S.C.p.A.
    Strada Statale 14 - km 163,5 in AREA Science Park
    34149 Basovizza (TS) Italy.
    Warehouse
    phone: (+39) 040 375 8251/8068 (Warehouse),
    (+39) 3351272638 (Responsible – mobile)

    Goods can be picked-up at the warehouse from Monday to Friday from 09:00 to 12:30 and from 14:00 to 16:30. We suggest to organize the pick-up at the beginning of the week to avoid delays at custom due to the weekend

  1. Schedule the pick-up on your courier account and be sure you get the the waybill document (pdf file) that we must attach to the dewars. The information you provide to your express courier (i.e. description of goods, value, weight, size) should match the informations provided upon delivery to Elettra; if you change them (e.g. commercial value) let us know using the Notes box. If you provide us with you express courier account and the address, we can take care of the shipment for you.
  2. As soon as you get the shipment data from your express courier, log-in your VUO account and under “Already submitted proposals” in the “Your Proposals” section, select the proposal related to the samples. From the list of dewars, select the dewar(s) to be returned and fill the required “Dewar Return“ data (dewar status is “Data collection concluded“).
  3. Upload required information on VUO form: waybill (pdf) document and tracking number are compulsory. Lack of these data prevents us to complete the pick-up! The form is also asking you the chosen express courier name and scheduled pick-up date.
  4. Please note: based on the above information we will prepare a proforma invoice for the custom. Take care to the information you give to the express courier: any inconsistency or misformed information could end up in a delay at the customs.
  5. You can follow the status of the dewar in Elettra (arrived, returned)  using your VUO account.

 
Last Updated on Wednesday, 30 September 2020 12:06