Copier Purchase or Lease

Table of Contents

How can I get a copy of our department's copier agreement(s)?

For agreements made prior to October 2023 use this link, Department Copiers. For agreements made after September 2023 reach out to your copier supplier.

What purchase options are available for copiers?

Copier equipment can be purchased or leased. In both cases, services are available at your option.

Who are the CSU contracted copier suppliers?

Please review the copier section of the Procurement Services website for up-to-date information.

Who can sign copier agreements?

Copier agreements with CSU’s contracted suppliers can be signed by your department’s business officer(s). Please follow normal procurement procedures for alternate vendor agreements.

Do I need a purchase order to get a new copier?

Yes, purchase orders are needed to pay for copiers and related services.

How many PO's should I issue for our department copiers?

POs should be issued by agreement with all the copiers on the agreement on a single PO. If your copier supplier requires copier payments to one vendor and impressions to another work with them to ensure the correct POs are issued.

Do I need a purchase order for a copier we already have through the former Ram Copy?

Yes, your department will need your own purchase order(s) to pay lease payments or service payments.

Will we need a PO for each copier supplier if we have copiers from each vendor?

Yes

Which vendors do I submit requisitions to in Kuali?

Please review the copier section of the Procurement Services website and confirm with your copier vendor(s) if you are unsure.

When do we need to have a PO in place to pay the monthly bill(s)?

As soon as you have a signed agreement. Copiers moving from Ram Copy to your department POs should be issued immediately if not already in place.

What line items should be on the requisition?

At a minimum you should have a line for the copier lease and a line for the service/cost per copy. Include the copiers serial number

What object codes should the copier be under?

  • 6646 – Copier Leases – Monthly Lease Payments.
  • 6210 – Copier Purchase – Buying Copier outright, still has a service option with vendor.
  • 6603 – Copy Charges – This includes maintenance, service, and per copy charges.
  • 6203 – Copier Supply – In many cases vendors do not bill for supply if covered under the per copy charges.

What do I do to replace the existing copier?

CSU OWNED COPIERS SHOULD BE WORKED ON WITH CSU SURPLUS PROPERTY. CSU LEASED COPIERS SHOULD BE WORKED ON WITH THE COPIER SUPPLIER.

  1. Check to see if it has a CSU asset tag, if so, follow instructions to retire a CSU owned asset and work with surplus property. Reach out to the copier supplier in case there are any service agreements for the copier that need to be ended.
  2. If there is no capital asset tag, reach out to the copier supplier for the copier manufacturer and work with them to remove the leased machine from service.
  3. Please coordinate any copier removals with your department’s IT Professional(s).
  4. If you are unsure if the copier is owned by CSU or leased work with the copier supplier by manufacturer to identify the original source (purchased or leased) for the copier.

How do I know what copier I need?

You will work with the copier vendors to identify the correct device for your office’s needs.

What if my copier needs service?

Contact the vendor that supplied your copier.

What if my copier needs toner?

Contact the vendor that supplied your copier.

Should the PO be just for the fiscal year or for the lease term?

An annual PO should be issued that coincides with the lease term. This includes all copiers that are part of the agreement. 

What if these vendors do not service our location?

Please work with a vendor in your area and follow the normal procurement process. Do not sign agreements from copier vendors that are not listed on the copier contract page, https://procurement.colostate.edu/csu-copiers/.

How do I calculate the cost per copy fees for a full fiscal year?

If there is no cost per copy history, please work with the vendor to get an estimate for these charges per month to calculate the yearly amount.

What should be attached to our copier requisitions?

  1. Please attach copies of your lease or purchase agreements and cost per image agreements, which will provide the remaining lease term and rates.
  2. In the line-item descriptions, you must list the serial number of your copier or copiers. If you are getting a new copier, your serial number will not be assigned until the equipment is received. At that point, please update the purchase order for that copier with the serial number in a note and attachment.
  3. For leases or purchase, serial numbers and agreements MUST be added as a note and attachment.

Should I issue a PO for impressions and a PO for leases?

Please work with your copier vendor to confirm which vendor to issue the PO(s) to per agreement. Some vendors require impressions paid to one vendor and lease payments paid to a different vendor, for example a PO for the lease payments to Xerox Financial Services and a PO to PDS for impressions.