Info for XRD1 Users

Sending your samples to Elettra

1. It is possible to send samples related to a specific proposal once approved for beamtime and booked on the Elettra's calendar (you should have received an email about this). Before sending your samples, log-in VUO and make sure you have or are listed on a project (check “Already submitted proposals” under “Your Proposals” section).
2. Prepare your samples according to the instructions page.
3. If you are going to send samples in cryogenic conditions, 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 tabbed in properly and/or held in place by another vial on top of them.
4. If you are sending not dangerous samples from outside European Union:
   • Do NOT organize the shipment as “temporary exportation”
   • Purpose/Description of contents: Describe kind of specimen and add "for scientific experiments at Elettra Synchrotron (Trieste, Italy)”. Put the EU harmonized tariff number which better describes your samples (find it in https://www.tariffnumber.com/) and eventually add “Not dangerous”.
     

     Example1: Protein crystals in cryogenic dewar: Dry-shipper containing frozen protein crystals for scientific experiments at Elettra Synchrotron (Trieste, Italy) – EU harmonized tariff number: TARIC 35079090. Pure research purposes. Not dangerous. Not restricted, as per IATA speciExample1: Protein crystals in cryogenic dewar: Dry-shipper containing frozen protein crystals for scientific experiments at Elettra Synchrotron (Trieste, Italy) – EU harmoal provision A152

     Example2: Triazole-based crystals in cryogenic dewar: Molecular crystals for scientific experiments at Elettra Synchrotron (Trieste, Italy) – EU harmonized tariff number: TARIC 2933XXX. Pure research purposes.  Not dangerous, not restricted, as per IATA special provision A152

     Example3: Triazole-based crystals within glass containers in dry box: Molecular crystals for scientific experiments at Elettra Synchrotron (Trieste, Italy) – EU harmonized tariff number: TARIC 2933XXX. Pure research purposes.  Not dangerous.

   • 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 Maurizio Polentarutti / XRD1 Beamline phone: (+39) 040 375 8084 (ESP4 1P27), (+39) 040 375 8355 (XRD1 Beamline) (+39) 3346715503 (Mobile)

   • Commercial value: "Value declared for customs purpose: 10 Euro" [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 Adriana Longo (adriana.longo@elettra.eu, (+39) 040 375 8234)).
   • We suggest to organize the shipment pick-up at the beginning of the week to avoid delays at custom due to the weekend

5. If your samples are dangerous, do NOT send them without a written permission from the beamline responsible.

6. In your VUO account, under “Already submitted proposals” in the “Your Proposals” section, select the proposal relative to the samples to be sent from the list and find the “Add dewar/container” link.
7. Fill the form adding the information you got from your express courier. 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 4 above (e.g. commercial value) let us know using the Notes box.
   Once saved the information above, it is possible to update the dewar description file you have prepared according to point 2. You can upload here also a copy of the proforma invoice you added to the shipment (if present) and  a copy of any other declaration you added (if present).

Recovering your samples back to home Institution

1. As soon as a beamtime ends, the proposer receives a notification vie email in order to download the data and organize the dewar(s)/sample caontainer 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.
2. If you are sending back not dangerous samples outside European Uninon, organize the pick-up shipment using the following informations:

• Do NOT organize the shipment as “temporary exportation”
• Purpose/Description of contents: Describe kind of specimen and add "for scientific experiments at Elettra Synchrotron (Trieste, Italy)”. Put the EU harmonized tariff number which better describes your samples (find it in https://www.tariffnumber.com/) and eventually add “Not dangerous”.
  

  Example1: Protein crystals in cryogenic dewar: Dry-shipper containing frozen protein crystals for scientific experiments at Elettra Synchrotron (Trieste, Italy) – EU harmonized tariff number: TARIC 35079090. Pure research purposes. Not dangerous. Not restricted, as per IATA special provision A152

  Example2: Triazole-based crystals in cryogenic dewar: Molecular crystals for scientific experiments at Elettra Synchrotron (Trieste, Italy) – EU harmonized tariff number: TARIC 2933XXX. Pure research purposes.  Not dangerous, not restricted, as per IATA special provision A152

  Example3: Triazole-based crystals within glass containers in dry box: Molecular crystals for scientific experiments at Elettra Synchrotron (Trieste, Italy) – EU harmonized tariff number: TARIC 2933XXX. Pure research purposes.  Not dangerous.

• 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" [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 Adriana Longo (adriana.longo@elettra.eu, (+39) 040 375 8234)).
• 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) 3346715503 (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

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 relative to the samples to be recovered. Select the dewar to be recovered from the list of the dewars relative to the proposal and find the link “Recover dewar”.
4. Fill the form adding the information you got from your express courier. Courier name, tracking number, pick-up date, value. Please if you changed any of the informations suggested in point 2 above (e.g. commercial value) let us know using the Notes box.
   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.
   It is possible to follow the status of the dewar in Elettra using your VUO account.