(Revised June 2007) Section 4.D
It is important to inventory equipment for insurance purposes and update the list annually. Some counties do this manually while others input the information to a computer. In either case, you need to have a hard copy of the information in a place where you can access it easily.
One suggestion is to type this information on a sheet of paper and clip it to this page. Each year it could be updated, a copy made, and placed in the new book. Be sure to include a list of equipment on loan from Iowa State University, including ISU identification numbers, serial numbers, date acquired, and where placed or stored in office.
You might want to start a list of maintenance contracts you have on office machines, perhaps using the suggested form attached or a similar one that works for your particular office. (On your desk calendar or tickler file you might want to note when the contract expires.)
Section 4.D Return to top
The county extension office is exempt from sales tax, but, as a governmental agency, it is not issued a sales tax exemption certificate or number. When asked by a vendor for your sales tax permit number, you should offer the vendor a copy of the tax exemption letter from the County Extension Education Director's manual. You should not use your federal identification number.
Section 4.D Return to top
An important part of an office assistant's job is to keep the staff equipped with necessary supplies to do their jobs efficiently. Make a list of supplies ordinarily required in your office. List name, address, telephone number, account number, supplies normally purchased from that company, etc. The following source list will help organize your time and efforts to accomplish this task.
Company |
Supplies |
|
University Book Store Account Services/Intramural #: ___________________________ Toll Free Phone: (800) 478-0048 |
Normal office supplies (pens, pencils, rubber bands, etc.) Minute book for council meetings |
|
NOTE: You might check with staff to have them stop at the Book Store to pick up supplies when they are in Ames attending meetings, training, etc. |
|
|
Central Stores (515) 294-0408 or (515) 294-0407 |
Paper See catalog for available colors, color numbers, or paper weight, or call for samples. |
|
NOTE: Check with your staff about bringing paper back with them. Also check with the local Department of Transportation; Iowa State has made arrangements with the DOT to have paper delivered through its routing system where possible. |
|
|
Extension Distribution Center (515) 294-5247 |
Soil sample bags/forms Forms are St-8, Soil Sample Information Sheet (for field crops); St-11, Soil Sample Information Sheet (for horticulture crops); and St-1, Soil Sample Bag. |
|
Form for mailing insect specimens Forms for mailing weed specimens |
|
|
NOTE: Check with staff about possibility of stopping to pick up orders when in Ames. |
|
|
Iowa State University Press Account # _________________ (800) 862-6657 |
Better Farm Accounting (orange book) Your Family Finances (green book) |
|
Microcomputers Product Center (MPC) - Sales (515) 294-8357 |
Ribbons, disks, paper, etc. |
|
Quill Corporation (800) 789-1331 |
Normal office supplies, office furniture; etc. |
|
ISU Seed Lab (515) 294-6821 |
Seed sample bags Order seed sample bags from Lab; sample forms from EDC. See Seed Lab Handbook. |
|
Extension Entomologist (515) 294-1101 |
Vials for mailing insect specimens (Form for mailing specimens, IC-449, Insect Information Request Form, is available from EDC.) |
|
University Hygienic Laboratory (319) 335-4500 |
Water sample kits Kits are free but there's a charge for each test. Obtain postcards from the lab for clients to order the kits. Some counties have special programs through the county sanitarian who will test water for a nominal fee. Check with your county for the local policy. |
|
Hasler-Ascom - Postage Meters Copy Systems Inc. (800) 532-1565 |
|
|
You will have local suppliers that you will want to record in this handbook with the pertinent information necessary for that supplier. (See suggested form below.) |
|
You should keep a record of all office equipment. Be sure to include a list of equipment on loan from Iowa State University, including ISU identification numbers, serial numbers, date acquired, where placed or stored in office.
You might want to start a list of maintenance contracts you have on office machines, perhaps using the suggested form attached or similar one that works for your particular office. (On your desk calendar or tickler file you might want to make a notation when contract expires.)
Section 4.D Return to top
Instructional Technology Center (515) 294-8022
Computer Hotline (515) 294-1725
Supported hardware and software questions
Other questions and information (515) 294-8658
EXNET
Hardware, purchases
LAN, WAN, EXNET.IP
Windows Hardware and Software
Repair
Software, commercial purchases
Software Service, ISU developed software
Training
Hewlett Packard service (warranty only) 800-633-3600
Hewlett Packard Trouble Line (916) 785-1200
ADP Center Central Repair Facility (515) 294-8035
General--Lois Warme (515) 294-8708
ADA--Mary Yearns (515) 294-8520
Furnishings--Central Stores (515) 294-5762
Excess campus resale outlet (across from Extension Distribution--Wednesday afternoons only.)
Repair, Installation - Contact Dan Ossian (515) 294-0703 or call for local service.
Reception (only) (515) 294-6067
Company Name
|
Mailing Address
|
Telephone Number
|
FAX Number
|
Account/Customer Number
|
|
Supplies normally purchased(Include item order number and price)
|
|
Section 4.D Return to top
Office Machine(Include model and serial number)
|
Company Name
|
Mailing Address
|
Telephone Number
|
FAX Number
|
Account/Customer Number
|
Contract Terms(Short paragraph on what parts, service, etc. contract covers) |
|
Contract expires: _______________________
Contract filed: _________________________
Section 4.D Return to top
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Revised November 8, 2003. Content questions? Ask the
experts.
Comments or suggestions? Contact the committee,
(e-mail: ofcguide@iastate.edu)