Clerical Tips & Tricks

Stock

Almost all office supplies that you will need can be orders from Boise Cascade's Web site. You will need to open a new account in order to take advantage of this web page you will need to bequest a login and password call Procurement at Ext. 4546/6137. Now you can go to our Boise On-line Instructions webpage to found out how place an order.

Some items such as batteries or computer disks may be restricted purchase that we are not allowed to purchase through Boise but will need to go to Purchasing and order them . This can be done one of two ways depending what you would like to order.

• You can fax a Stores order form to the Stores room for items that they have in stock such as (batteries, surge protectors, envelopes etc.)
• If Stores does not have what you need you can request that procurement place the order for you with Boise. This can be done by accessing NetREQ and following the instructions.

Petty Cash

Reimbursement requests go to Accounts Payable (Desiree Elvira; 937-200). You can submit more that one receipt per form, but each receipt must be <$100. The form is available on the Accounts Payable or ASD Resources web pages.

Request for Issuance of Check

Petty cash will not cover some costs. In that case, you should use the Request for Issuance of Check form. The forms are also available at Accounts Payable or ASD Resources web pages. Have the appropriate person sign it and send it to Accounts Payable at 937-200 with receipts.

Gate Access/Parking for Visitors

If one of your researchers plans on having a guest come to the laboratory who will be driving and will need to park on the hill you should request a short term parking permit for them. Go to the visitors pass request web page.

Memberships/Subscriptions

Most scientists have memberships to organizations and/or subscriptions to journals. They may want to request reimbursement for these expenses.

• Subscriptions : submit a "Request for Issuance of Check" form. Be sure to enclose a copy of the subscription form.
• Memberships are not reimbursed. If the PI would still like to request a reimbursement even if it may not be granted you must submit a "Request for Issuance of Check" along with a memo justifying the membership fees to the Chief Financial Officer.

Photography

Definitely useful to know. Photography handles special slide, photograph and transparency orders at a per-item cost. They have printers for extra large paper (even 36").

Journal Publications

Before sending in publications, the PI's must submit to Report Coordination. This will help when reprint orders come.

In order to process a reprint order form, you must do the following:

1.Call Anne Fleming at x6504 and request an "LBNL Number". This is the number assigned to every publication so that TEID can keep track of all the
publications. She will need the following information:
Your name, division, mailstop and extension
The name of the first author (last name and first initial)
Whether the article is for a journal or a conference (if it's being published in a "proceedings", then it's for a conference, except for PNAS.
The title. Usually she only needs the first few words (about 4-6 words), but sometimes she needs more and sometimes less. Experience will help you
judge the length of the title.
You can leave all this information on her voicemail if she doesn't answer the phone and she'll call you back with an LBNL number.
2.Once you have the LBNL number, use the Document Submission Form to submit the order to TEID.
3.Print out the final version of the submission form and have the appropriate people sign.
4.Deliver/mail to Anne Fleming, 50B-4206 with the reprint order form (the galley proofs, if appropriate) and a copy of the manuscript for the lab files.

One of the more important tasks is handling paperwork for reprint orders. Once manuscripts have been accepted, the publisher sends galley proofs and reprint order
forms to the authors. Generally what happens is the scientist will edit the galley proofs but bring the reprint order form to you with the number of reprints requested.
Sometimes, the galley proofs and the reprint order form must be sent together (usually within 2 days), so you can keep the galley proofs attached to the reprint order
form when you handle this.

Telephones

The best way to locate an employee at the lab or a Department Service is to use the on-line phone book.
Telephone Services also has a great webpage that should answer just about any question that you have about the telephone system, voicemail, etc.

Computers

There are so many platforms here at the lab that it's very tricky when trying to communicate with one another, much less printing around the lab. Here are some
helpful places to go for your computer needs.

• The best place to start is the Computer help desk webpage! This includes support, printing, e-mail, back-up information (although with the invention of zip diskettes and such, you can pretty much backup your own computer) and even a place to cry "HELP!".
• If you would like to or need to take a class (be aware that it's only PC classes). Take a look at the AIM Website for dates and times, then you will need to get the approval of your supervisor.
• Another great resource page is the Computing Infrastructure Support webpage. This includes more advanced information that's missed at the help desk page,
  like starting new accounts (i.e. E-mail, Novell, Calendar etc.).
• IRISvII is the best place for looking up previous orders, travel or charges to accounts. Need to do some research? It's a good place to start.
• There are many different settings and choices in the e-mail program that you may want to take advantage of. A good place to find out about a lot of these options is on the Computing Infrastructure FAQ web page
• One more good place is the Computing Infrastructure Technology Group. This contains all the information on IMAP4 e-mail system and the Calendar system.
• There is a web interface that you can use from any computer anywhere to check your e-mail. www.lbl.gov/mail you will log in with your e-mail name and password.

Shipping/Receiving/Transportation

If you need to ship anything in or out of the lab the central mail office will be able to help you x5353 Building 69. You should fill out a shipping document and give it (with your package) to the mail clerks in Bldg. 69 you can do this by taking it directly to building 69 or leaving it at your mailstops outgoing mail location.

Receiving and Transportation. Whenever a package is sent to LBNL, it is received in Receiving and then delivered to you
through Transportation. Transportation usually delivers twice a day to the buildings on the hill and one or twice a week to off site buildings (i.e.. 937, 941)