Freight handling

This process refers to:

• expedition freight
• non-expedition freight
• pick-up from the AWI warehouse

1.       The colleagues of the transport department can be contaected under transport@awi.de

1.1   the following documents are needed:

1.1.1          freight list

1.1.2          packing list

1.1.3          BANF („Bestellanforderung“ – only for AWI internal use)

1.1.4          transport information sheet

1.1.5          dangerous goods list, if applicable

1.1.6          IMO declaration, if applicable

1.2   clarify customs questions:

1.2.1          free port/warehouse

1.2.2          customs proceedings

1.2.3          dual use/export control

1.3   Fill in the respective documents. In case of questions our colleagues are glad to help you under transport@awi.de. 

2.       Thereafter send the following information to transport@awi.de:

2.1   all documents needed (see 1.1 & 1.2)

2.2   information on what exactly is planned with the freight (transport information sheet)

3.       Then you receive the following information:

3.1   checked freight list with bar code in case of delivery to the warehouse, or removal order in case of pick-up from the warehouse

3.2   Dates for delivery resp. pick-up / dates of availability

3.3   further important information concerning customs, dangerous goods etc., if applicable

4.       Now, two different procedures are possible (warehouse or forwarding company):

4.1   Warehouse:

4.1.1          Delivery to AWI warehouse:

4.1.1.1    put signed packing list into the package

4.1.1.2    fix expedition label on the outside

4.1.1.3    take status paper with you

4.1.1.4    take freight list with bar code with you

4.1.1.5    delivery

4.1.1.6    receive delivery confirmation after delivery 

4.1.2          Pick-up from warehouse:

4.1.2.1    take removal order with you

4.1.2.2    take customs documents with you

4.1.2.3    pick-up

4.1.2.4    receive pick-up confirmation after pick-up

4.2   Transport by forwarding company:

4.2.1          provide your freight ready for dispatch and complete (deadline is given by freight department)

4.2.2          fix transport label

 

4.2.3          fix dangerous goods mark in case of need

According to the recommendations of the Antarctic Treaty Consultative meeting, the use of pesticides, PCB’s, synthetic packing material, PVC, radio active material, batteries of any kind, waste with high heavy metal concentration, containers of fuel, lubricants and chemicals in Antarctica is either forbidden, to be avoided, or the waste introduced into Antarctica has to be completely removed. Same is true for expeditions into the Arctic. Therefore strictly adhere to environmental protection rules for polar regions regarding packaging. 

Transport information sheet:

• Sea-, Air- and Roadtransport (not expeditions)

Label for outer packing:

• Polarstern; departure Bremerhaven (Word)
• Polarstern; any foreign port (Word)
• Polarstern; Stückgut/General Cargo
• ANT-Land; freight to/from Antarctica 2024/25 (Confluence)

Freight list (excel):

• Version 2010

Packing list (excel):

• Version 97-03, Version 2007, Version 2010

Dangerous goods list (excel):

• Version 97-03, Version 2007, Version 2010

IMO-Declaration (pdf):

• AWI-Vorlage

Webpage "dangerous goods" is currently only in German.

 

Webpage of the port storage.

Webpage on customs.

To implement EU-regulations and customs requirements for animal by-products, AWI must observe diverse standards when importing or dealing with animal sample material. This concerns border controls in the course of international expeditions (e.g. with Polarstern), other im- or export (e.g. sample dispatch), delivery of samples taken in national waters (e.g. expeditions with Heincke, other vessels) or the passing on of sample material in Germany resp. within the EU as well as further use and disposal at AWI’s sites.

With the responsible agencies, i.e. the veterinary offices in Bremen and Kiel and the customs authority in Bremerhaven, we agreed on a procedure for handling biological (animal) sample material. This procedure meets the official requirements, it is feasible in AWI’s scientific routine, and it does not involve much administrative effort.

A brief documentation as well as the most recent commercial documents (only in German) listed therein, together with instructions for completion and a template for a so called self-declaration, are available for download. Here you examples how to fill in the freight and packing lists. 

Person in charge:

Friederike Dopatka
legal matters

Horst Bornemann
general matters & authorities

Nina Machner
research vessels

Silke Henkel
research stations

Stefanie Klüver/Manuel Hormann
customs handling

Anna-Lena Bohlen
dangerous goods

Gisela Strelow
disposals

 

Please also read the information in the Polarstern-Wiki