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 Web 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 Ms. Romy Arslan of the IT Customer Success services at email@example.com; alternatively, you can visit this website http://www.aub.edu.lb/it/services/faculty
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)
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.
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 6 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.
Education for Children
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 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
Pre-school: February 1
Elementary school: February
Middle school: mid-April
Secondary school: end of April
You may contact the administration by e-mail: firstname.lastname@example.org.
The American Community School 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
Application deadline: Applications for the following year are accepted for consideration beginning in February (and continuing on a rolling basis until classes are full).
Saint Mary's Orthodox College: http://www.educalys.edu.lb/smoc
There are other schools in Beirut offering programs in French, Arabic, German, and a few schools (but none close to AUB) which have programs for children with special needs. For more information, you can download this file.
Please not that the Human Resources department has additional information about schooling for children and other important tips about living in Beirut in the New Faculty Information Handbook
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 email@example.com
You can visit http://www.maplandia.com/lebanon/ to see the location of the furnished apartment buildings you are interested in.
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 Office. 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.
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:
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
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.
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:
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 the reimbursement 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 Ms. Nehma Sleiman , executive officer , Comptroller's Office , extension 2488 for further details regarding reimbursement .
Shipping and Airfreight
Guidelines for Shipping Personal Effects
I- The following are guidelines for New Faculty members who need to make arrangements for shipping their personal belongings when coming to Lebanon.
· Airfreight shipment is recommended for personal effects and belongings such as clothing, books, tools, kitchenware, etc. which do not exceed 300 kilograms. Otherwise, it is recommended to ship your belongings by sea freight as Less than a Shipment Container Load (LCL). In both cases you should deal with a local forwarding agent that will handle the shipping formalities. The Shipping & Clearing Section (SCS) at Campus Purchasing may assist you in providing the names of qualified local forwarding agents. You may contact Mr. Richard Fawaz, AUB ext. 2185, or e-mail firstname.lastname@example.org.
· Regular parcel postal service or airfreight cargo are recommended if you are considering sending personal books and teaching/academic materials; however, with air freight 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 Beirut Liban Post office. Please note that if you do not pick up your packages within the specified timeframe, you will be charged by Liban Post a storage fee.
· Please note that by Lebanese Law certain items are prohibited. These items include all kinds of firearms, ammunition, drugs, narcotics, and pornographic materials, swords, knives (even the decorative ones).
· Artifacts are subject to approval from the concerned official governmental departments and liable to customs valuation expertise.
· 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
- For airfreight & sea freight shipments
Faculty Member's Name
Name of Department
American University of Beirut
· Please make all your shipping arrangement early-on taking into consideration that shipping by sea from North America takes 6-8 weeks door to door. Also make sure that you arrive a couple of weeks before your shipment does; if you are not available to collect your shipment the Lebanese Customs Authorities will charge you storage fees. Check the below link for further information.
II- Following are regulations and documents necessary to clear personal effects shipments:
a) Lebanese Nationals permanently returning to Lebanon:
For Lebanese nationals residing outside Lebanon for at least 3 consecutive years the following guidelines are suggested:
1. Include a letter of permanent leave, prepared and legalized by the Lebanese embassy.
2. Include a detailed list of all items, prepared and legalized by the Lebanese Embassy. This list must include the number of pieces, contents of each piece and the gross and net weights.
3. You need to be personally present in Beirut when the goods arrive. You will be escorted by the clearing representative to finalize the legal formalities and you should have your original passport in hand with a recent entry date.
4. The imported items must be apparently 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’s preferable to put the AUDIO CDs, DVDs, and Video tapes in a separate box because those items will be inspected by the general security.
5. You are allowed to ship one piece only of each basic electrical appliances (1 refrigerator, 1 microwaves, etc.) since additional pieces of the same appliance will not be exempted. All electrical devices should be 50 Hz.
6. Consignee must have in Lebanon a valid apartment rental deed. For on-Campus residents the deed can be secured from the Housing Department; as for off-Campus residents the deed must be certified by the local mayor (The Mukhtar).
7. A commitment endorsed undertaking to Lebanese customs must be signed by the consignee stating that his personal effects being shipped will definitely be used at his address specified in item #8.
b) Non-Lebanese Expatriates working in Lebanon
In addition to items #2 to #6 above, a valid work & residency permit is needed to benefit from personal effects exemption. Kindly note that if the documents are not available at that time your shipment arrive to Beirut you will be required to pay for the Lebanese Customs Authorities a refundable deposit equivalent to the imposed duties.
· For further questions and support:
- Check out the New Faculty Information Handbook.
- Contact Campus Purchasing - Shipping & Clearing section, Mr. Richard Fawaz who will assist you in providing the names of qualified local forwarding agents:
AUB ext. 2185
- Contact Ms. Laura Halstead, US Purchasing Agent at AUB NY Office who is ready for assistance and guidance for shipments from USA to Beirut.
· For more details on governmental laws and regulations pertaining to customs duties please check the below links:
Section 9: Special Status and Treatments Paragraph D: Exemption of Customs Duties of used House furniture. Paragraph E: Personal Belongings, Household Effects and Items of Non- Commercial value.
http://www.customs.gov.lb/customs/laws_regulations/household.asp Household & Personal Effects
Travel Policies and Procedures for New Faculty
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: email@example.com (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.
||Approved Average Allowance|
||Approved Average Allowance|
|Eastern Europe *
|Western Europe **
||Approved Average Allowance|
* 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.
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 firstname.lastname@example.org