New Faculty Orientation
 
Pre-Arrival Checklist 
 

New Faculty Pre-Arrival Checklist
As you are preparing to move to Beirut, please make sure you go through this condensed pre-arrival checklist, complete the outlined items, bring the documents listed below, and keep the following tips in mind:

 

Activating AUBNet Account Photo ID for Spouse and/or Children
Airport Pickup and Hotel Reservation Policies and Procedures

Campus Tours

Documents to Bring with You

Education for Children and Nurseries

Housing

Money

Outfitting Allowance

Pre Employment Medical Clearance

Reimbursement for Medical Bills

Baggage Allowance

Shipping and Airfreight

Travel Policies and Procedures for New Faculty

Activating AUBNet Account

Make sure you activate your AUB net account by clicking on this link. The ID required for activation can be found on the covering letter of the Director of Human Resources sent to you along with your letter of appointment. If you face any problems, please contact it.helpdesk@aub.edu.lb ; alternatively, you can visit this website http://www.aub.edu.lb/it/services/faculty

Top


Airport Pick Up and Hotel Reservation

As soon as you have confirmed your reservations, please send the New Faculty Facilitator your detailed flight itinerary so that she can make arrangements for airport pick up and for hotel reservations (when applicable). She will also need to know your flight number and time of arrival in Beirut as well as the number of people accompanying you (if applicable), so that she can reserve a suitable taxi. (She needs this info at least one month in advance to make suitable arrangements for all concerned)

Top


Campus Tours

The Visitors' Bureau on campus, located right under the Main Gate, provides individuals with tours of AUB. You can contact them before you arrive to arrange for a personal tour, or instead you can just walk in when you arrive. You can also visit their website.

Top


Documents to Bring with You

Send official credentials or copy of highest degree certified by the concerned university (official transcripts) to AUB. If you were hired prior to completing your degree, you will need to bring your diploma in order to get the work permit. 

It will be more convenient and will expedite the processing of your paperwork if you submit 12  identical passport photos to HR upon arrival.  Bringing extra photos which might be needed will also be helpful. 

You will need to bring along your marriage certificate (when applicable) for the processing of some official papers such as the residence permit and medical insurance for your spouse and children.

Top


Education for Children

Schools

Faculty are responsible for enrolling their children in a local school.  AUB will provide you with contact information for schools, so that you may directly get in touch  with the relevant person at each school about your own child/children.

Many faculty children attend two schools, which are both adjacent to the AUB campus.  Both have programs for pre-K through High School and the Lebanese Baccalaureate Program. Both schools may also fill their classes before the end of the summer, so it is advisable to contact them as soon as you begin planning to come to Lebanon.  Make it clear that you are coming newly to AUB. 

  • The International College (IC) offers three program tracks-- Arabic, French, English—culminating in the Lebanese Baccalaureate   Diploma, the International Baccalaureate Diploma, High School Diploma, or French Baccalaureate Diploma.   Their  website contains full information for parents: www.ic.edu.lb
     

    You may contact the administration by e-mail: proffice@cyberia.net.lb. 

     

Pre-School

Ms. Ghada Maalouf

psrb@ic.edu.lb

Elementary School

Ms.  Julia Kozak

esr@ic.edu.lb

Middle School

Mrs.  Wadad El-Hoss

msrb@ic.edu.lb

Secondary School

Mrs. Paula Mufarrij

ssrb@ic.edu.lb

 

  • The American Community School (ACS) offers the American high school program, the Lebanese       Baccalaureate program, and the International Baccalaureate program.  Their website contains full information for parents: www.acs.edu.lb

Nurseries

     Bright Beginnings , American Community School (ACS)

      67 Nigeria Street, Jal El-Bahr
Tel: +961 (1) 374 370

 

     Innocent Minds

Salman Building, May Salloum Street (off Bliss Street), Hamra.

Tel: +961 (1) 360 026, (3) 056 976

     Chez Caroline
Sadat Street, Hamra.

Tel: +961 (3) 219 145

 

      Dent de Lait

Koraytem St. Ras Beirut.

Tel: +961 (1) 791561, (3) 709080

 

      Lou & Lo

Wardieh Street, Hamra.

Tel: +961 (1) 354640

 

Early Years

American Community School (ACS)

http://www.acs.edu.lb/page.cfm?p=354

 

Clifford Learning Center

Hamra, Cairo Street
Salamoun Bldg, 1st floor
Beirut, Lebanon
M. +961 76 57 57 61
E. info@cliffordlc.com

http://cliffordlc.com/

 

Please note that the Human Resources department has additional information about schooling for children and other important tips about living in Beirut. You can reach Mrs. Hala Bekhazi by dialing Extension 2313.

 Top


Housing

AUB Housing Department should contact you shortly by e-mail.  If you haven’t heard from them, contact the Director of Housing, Mr. Antoine Chahine, at chahinea@aub.edu.lb. You can also visit their website for more info http://www.aub.edu.lb/housing/Pages/index.aspx  

                                                                                                                                              ▲Top


Money

It is good to arrive with a small amount of savings because it takes time to be reimbursed and to receive your first paycheck although you can get an advance on payment from the Human Resources Department. If you are planning on transferring money to Beirut, you need to bring a banker's check. Credit cards are widely accepted in Beirut. Many banks have automatic teller machines (ATM) linked worldwide that can be used by all credit cards holders. Also traveler's checks are widely accepted.

Top


Outfitting Allowance

The letter of appointment to the post of regular full-time professor, associate professor, or assistant professor of an individual whose home at the time of appointment is not in Lebanon may provide for a one time allowance to cover a portion of the miscellaneous costs of establishing a household in Beirut at the beginning of the appointment (outfitting allowance).

For further information, check the following link:  

 http://www.aub.edu.lb/pnp/generaluniversitiesmanuals/Documents/FacultyManual/facultymanual.pdf   

Top


Photo ID for Spouse and /or Children

Members of the university community, alumni, visitors, campus residents, their dependents, and household help must complete an application for a Campus ID card. (see http://www.aub.edu.lb/pnp/fillableforms/Documents/ApplicationForAUBIDPhoto.pdf ). The forms are available at the Office of Campus Protection and the Visitors' Bureau at the Main Gate, the Office of Business Services in the Old Pharmacy Building, the Housing Department in Faculty Building II, the Development Office in College Hall, and in the Human Resources Office and  the ID Center in College Hall.

For further information, please read the section on Obtaining and Revalidating a University ID at:  http://www.aub.edu.lb/pnp/generaluniversitypolicies/Documents/IDCardsPolicy/IDCards.pdf

Top


Policies and Procedures

Please familiarize yourselves with AUB policies in the on-line Handbook for Faculty. Also make sure you save the receipts for any costs you incur for reimbursable items. For more information, check the policies in the AUB on-line handbook.

Top


Pre Employment Medical Clearance

Please make sure to take all the required medical exams before arriving to AUB. Visit this link for more info: http://www.aub.edu.lb/nfo/Pages/preemployment.aspx


Reimbursement for Medical Bills

Check with your physician to complete the medical examination form. Note that you need to save your original receipts as these will be reimbursed for the amount indicated (usually up to $300).

For further information, check the following link:     
 http://www.aub.edu.lb/pnp/generaluniversitiesmanuals/Documents/FacultyManual/facultymanual.pdf

Top


Baggage Allowance

The baggage allowance for  eligible appointee is equal to $ 1000, for spouse is equal to $ 500, and for each eligible child is equal to $ 300. You can receive it after you arrive. The Dean's Office will initiate the procedure on your behalf. The whole process might take up to six weeks. For further details, please check out the website on Benefits and Reimbursements at http://www.aub.edu.lb/hr/benefits/Pages/summary_ac.aspx

You could also contact the executive officer , Comptroller's Office , extension 2488 for further details regarding reimbursement .

Top


Shipping and Airfreight

 

Guidelines for Shipping & Clearing Personal Effects for New Faculty Members

Prepared by: Procurement & Contracts Administration
Last updated: February 2015

Shipments are subject to inspection by the Lebanese Customs authorities upon arrival. Shipments classified as personal effects are considered as low value shipments and their duties charges are minimized. However, this does not apply to shipments containing brand new item(s) or shipments that are classified as commercial upon inspection.

 

I-                   Shipping Modes & Address

 

a)      Air Freight

Transporting your personal belongings via air freight is recommended for shipments that do not exceed 300 Kg. Your presence at Beirut Airport customs is not mandatory for this type of shipment; however, your original passport is needed by the clearing agent to finalize the customs formalities on your behalf. The estimated transit time is 4-5 days from date of shipment departure, in addition to 3 working days needed for finalizing the clearing formalities.

 

b)     Sea Freight

Transporting your personal belongings via sea freight is recommended for volumetric or heavy cargo that exceeds 300 kg. Your presence at Beirut Seaport customs is mandatory since you will be asked to sit for an interview with the Chief Customs Officer and sign a declaration form. The estimated transit time is 4-6 weeks from date of shipment departure, in addition to 5-7 working days needed for finalizing the clearing formalities.

DOOR TO DOOR SERVICE is highly recommended for sea shipments to avoid any problems during the customs clearance process. It is preferable that you deal with a local forwarding agent in your hometown who is affiliated with a clearing agent in Beirut in order to ensure invoices and all related documents are verified/ cleared prior to shipping for completeness and compliance.

AUB will give guidance and assistance as follows:

Ø U.S. Residents may contact Ms. Laura Halstead, AUB Procurement Officer located in New York, who will assist in securing price quotations for transporting their personal shipments and refer them to the most convenient offer.

Ø Non U.S. Residents may contact Mr. Richard Fawaz, Shipping Coordinator at AUB, who will assist in securing price quotations for transporting their personal shipments and refer them to the most convenient offer.

As an alternative, you may contact the clearing agents listed below directly and ask for price quotations. However, in this case, it is recommended that you mention that you are a professor at AUB and give them the name of Richard Fawaz as a reference. Please make all your shipping arrangements early and make sure to arrive before your shipment estimated time of arrival (ETA) to avoid delays in clearing your shipment.

Suggested Clearing Agents Located in Beirut

Contact Details

Aramex

Name: Carol Abi Abdallah

e-mail: carol.abiabdallah@aramex .com

Tel #:    +961 1 518600

Beirut Cargo Center (BCC)

Name: Claire Habib

e-mail: Claire.habib@bcclogistics.com

Tel #:    +961 1 946130  ext: 114

Fast Mondial

Name: Fidèle Harb

e-mail: f.harb@fastlb.com

Tel #:   +961 1 562777   ext: 245              

 

 

 

 

 

 

 

 

  

c)      Personal Books & Teaching Material

Regular parcel postal service or airfreight services are recommended if you are shipping your personal books and teaching/academic materials. However, with the latter method you will need to deal with a local forwarding agent in your hometown. When sending parcels through the postal service, you will have to pay a customs fee at the Beirut Liban-Post office, located at Beirut Downtown. If the shipped packages are not picked up within the specified timeframe, you will be charged a storage fee.

 

d)     Prohibited Items

These include all kinds of firearms, ammunition, drugs, narcotics, pornographic materials, swords, and knives (even the decorative ones).

 

e)      Pets

Shipping and clearing formalities for importing pets are not supported by AUB.

 

f)    Shipping address

     Please make sure to use the following address for your shipments:

 

           For regular parcel postal service

           Faculty Member's Name

           Name of Department

           American University of Beirut

           P.O. BOX 11-0236

           Riad El Solh, Beirut 1107 2020

           Lebanon

 

           For airfreight & sea freight shipments

           Faculty Member's Name

           Name of Department

           American University of Beirut

           Bliss Street-Hamra

           Beirut-Lebanon

  

II-            Regulations and Required Documents Needed to Apply for Custom Duties Exemption

Any person may apply for custom duties exemption when the shipment represents complete household or bulky personal effects shipped via sea freight. This process is initiated by the selected clearing agent. It is important to note that exemption from custom duties is allowed once in a lifetime for a person and requires him/her to be present in person for an interview with the Chief Customs Officer and sign a declaration form. Mr. Richard Fawaz will provide assistance and guidance in this process through close coordination and follow up with the clearing agent, and will be available to escort you to the customs for completing the formalities. Below are the required documents and guidelines to apply for custom duties exemption:

             a)      Lebanese Nationals permanently returning to Lebanon and applying
                   
for exemption formality

 

1.      Must be a Lebanese national.

2.      Required documents:

o   A letter of permanent leave prepared and legalized by the Lebanese Embassy indicating that you have resided outside Lebanon for at least 3 consecutive years.

o   A detailed list of all items shipped, prepared by the shipping company and legalized by the Lebanese Embassy. This list must include the number of cartons and pallets, the contents of each, and the gross and net weights.

Examples:  Carton#1: contains books and teaching materials

                       Pallet#1: contains 10 cartons, carton#1: clothes, carton#2 books etc..

 

o   Original passport with a new entry seal to Lebanon.

o    A tenancy agreement legalized from the municipality (a valid apartment rental lease or apartment owner register in Lebanon). Original copies will be requested by Customs Authority.

Note: AUB Housing Department will assist in the documentation process.

o   A certificate from the local  mokhtar  in the neighborhood  certifying that the consignee will be living at the address specified in the tenancy agreement.

Note: AUB Housing Department will assist in the documentation process.

 

3.      Consignee must be in Beirut when the goods arrive and have his/her *original* passport in hand with a new entry seal to Lebanon (by a period not exceeding 3 months from vessel arrival).

4.      The imported items must be used. New items will *not* be exempted from customs. The shipper should provide receipts for all personal effects that may appear to be new. It is recommended to place the Audio CDs, DVDs, and Video tapes in a separate box since these items are subject to inspection by general security.

5.      Basic electrical appliances (such as refrigerators, microwaves, etc.) must be shipped along with household furniture and must be used  for the consignee to benefit from duties exemption Please note that all electrical devices should be 50 Hz New appliances,  should have a power supply of 220V, 50 Hz, and will be subject to customs duties and industrial research department inspection.

                     b)     Non-Lebanese Expatriates working in Lebanon and applying for exemption:

 

1.      Required documents:

o   A detailed list of all items shipped prepared by the shipping company. This list must include the number of cartons and pallets, the contents of each, and the gross and net weights.

Examples:    Carton#1: contains books and teaching materials

                         Pallet#1: contains 10 cartons, carton#1: clothes, carton#2 books etc..

 

o   Original passport.

o   Valid work permit.

o   Valid residency permit.

o   Copy of employment contract.

o    A tenancy agreement legalized from the municipality (a valid apartment rental lease or apartment owner register in Lebanon). Original copies will be requested by Customs Authority.

Note: AUB Housing Department will assist in the documentation process.

o   A certificate from the local mayor in Lebanon certifying that the consignee will be living at the address specified in the tenancy agreement.

Note: AUB Housing Department will assist in the documentation process.

 

2.      Consignee must be in Beirut when the goods arrive and have their *original* passport in hand with a new entry seal to Lebanon (by a period not exceeding 3 months from vessel arrival).

3.      The imported items must be used. New items will *not* be exempted from customs. The shipper should provide receipts for all personal effects that may appear to be new. It is recommended to place the Audio CDs, DVDs, and Video tapes in a separate box since these items are subject to inspection by general security.

4.      Basic electrical appliances (such as refrigerators, microwaves, etc.) must be shipped along with household furniture and must be used for the consignee to benefit from duties exemption. Please note that all electrical devices should be 50 Hz. New appliances should have a  power supply of220V, 50 Hz, and will be subject to customs duties and industrial research department inspection.

 

N.B.: In case the required documents (work permit & residency permit) are not ready during the clearance phase, which is normal, you must remit a deposit guarantee in the form of a certified check from a local bank to clear the shipment and avoid extra storage fees. Once the documents are submitted to the Customs Authority and exemption is approved, the certified check will be returned to you. Mr. Richard Fawaz will assist you in following up closely on this process with the clearing agent until the process is completed.

 

 

For further questions and support please contact:

          • Campus Procurement & Contracts Administration- Shipping & Clearing Section, Mr. Richard Fawaz, AUB ext. 2185, e-mail scs@aub.edu.lb
          • Ms. Laura Halstead, US Procurement Officer at AUB NY Office, email halstead@aub.edu

For more details on governmental laws and regulations pertaining to customs duties please check the below links:

Link:  http://www.customs.gov.lb/customs/laws_regulations/Trader_guides.asp

Please note that relevant information is located under these headings:

Section: 9. Special Status and Treatments

Paragraph: D - Exemption of Customs Duties of used House furniture imported by Lebanese or Foreigner due to the transfer of place of residence.

Paragraph: E. Personal Belongings, Household Effects and Items of Non-commercial Value.

Link:  http://www.customs.gov.lb/customs/laws_regulations/household.asp

The section on Household & Personal Effects is particularly relevant.

                                                                                                                                            Top


Travel Policies and Procedures for New Faculty

Last updated: January 2014

For new faculty members traveling to Beirut:

AUB will provide one-way airfare at the average yearly economy rate for eligible faculty members hired from abroad, and for those dependents intending to reside in Beirut, and who travel with him or her within a three-month period. This travel allowance will be determined by AUB, and will be fixed for the year of hire as the average economy airfare from the international airport closest to the faculty member’s point of departure, to Beirut. Please note that in some cases a return ticket may be cheaper than a one-way ticket.

There are two options for obtaining tickets:

1. The faculty member will purchase his or her own ticket(s). The amount of the ticket(s), as determined by AUB (see below), will be reimbursed to the faculty member after arrival,. This usually takes place seven working days after the Office of the Comptroller receives the Travel and baggage allowance authorization from the Human Resources department.

2. Faculty members may request that AUB book and purchase the ticket(s). In this case they will be reimbursed for baggage allowance only. If AUB is to obtain the ticket(s), the faculty member must inform the Faculty Dean’s Office of this preference.

NB: New appointees must have a work entry visa before a ticket is purchased, in order to know when to buy the ticket. The work entry visa is obtained by AUB, and will show the period within which the person may enter Lebanon as an employee of AUB. In order that AUB obtain the work entry visa, the appointee must send a colored copy of his or her passport, valid for two years, to the Human Resources Office. When the work entry visa is granted (this may take up to two months), HR will send a copy of it to the faculty member.

HR, or the dean's offices, will inform the new faculty who need work permits and work entry visas, of the earliest date possible for travel to Lebanon. This will depend on the date that AUB secures the permits and visas. Candidates wishing to have AUB buy their tickets must then inform the AUB travel office of their preferred dates of travel within the specified time.

The Travel Office at AUB may be contacted as follows: Email: ls24@aub.edu.lb (Lara Sarkissian) .Telephone: AUB extensions 2370/1/2/5 Fax: 961 1 774-471

It is important that the appointee bring the copy of the work entry visa with him or her for entry to Lebanon, and present it to the visa section at Beirut Airport. It is not recommended that an appointee arrive on a tourist visa. Accompanying family members--those with citizenship from the USA, Canada, or EU countries—may enter on a tourist visa, obtained at the airport, upon arrival. The HR Office should be contacted for visa information regarding all other nationalities.

Upon receipt of the work entry visa, HR will notify the Travel Office of the travel dates. The Travel Office will purchase the ticket and send it electronically to the appointee, or as a PTA ticket (a paper ticket picked up by travelers at their originating airport).

When the new faculty enters Lebanon with the “work entry visa”, HR will begin to process the Lebanese residence permit.  Accordingly, faculty members must not leave the country until they have their residence permit in hand. If they do, all previous paperwork will be cancelled, and the process must be repeated.

The Average Pre-Set Price Per Ticket for ADULTS

Here are some of the average prices per ticket (either one- way or two-way) from miscellaneous destinations (USA, Europe and others) which are pre-set for reimbursing new appointees with. However, please note that prices are under review by the Travel Office, due to the new surcharges being applied as a result of the increase in fuel prices.

United States Approved Average Allowance
Central USA $1,800
East Coast $1,600
West Coast $1,800

 

Europe Approved Average Allowance
Eastern Europe * $300
Western Europe ** $1,000
Austria( Vienna) $ 900

 

Others Approved Average Allowance
Amman $192
Sydney $792
Egypt $342
Tokyo( Japan) $1400
Montreal $ 1800
Toronto $1800
Dubai $300
Beijing (China) $700
Tehran         $ 380

 

* Eastern Europe includes Athens and Istanbul
** Western Europe includes Paris, Rome, Geneva, London, Berlin and Frankfurt

 

Please note that the price for tickets for a child (under the age of 12) is usually 75% of the adult fare . Moreover , the price for a ticket for an infant ( less than 2 years) is usually 10% of the adult fare.

 

Extra Baggage Charges

 

Please note that for economy class tickets, airlines allow each traveler one piece of luggage( maximum of 23 Kilos) not counting the carry on which should not exceed 9 Kilos. For  the  the second bag ( up to 23 Kilos), the airline will charge around $ 75 .Any overweight is subject to an additional surcharge depending on the airline.

 

Top


Work Entry Visa

Make sure you have sent Human Resources (HR) a copy of your updated CV, a clear colored copy of your passport which should be valid for at least the next two years, and a copy of your highest degree so that HR can process your Work Entry Visa which you should present at the visa section of the Beirut Airport upon your arrival. Processing residence permits usually takes between six to eight weeks. Please note that you and your family members will need residence permits once inside Lebanon. If you have any questions related to your Work Entry Visa and your payroll number, please contact Ms. Maroussia Khoury,Assistant Director of Human Resources (Personnel Services) at ms02@aub.edu.lb

Top


 

Contact us Jobs Disclaimer Copyright