Copier Purchase or Lease
The Copier FAQ covers the majority of copier leases for CSU. In some instances the process may need to be adjusted after your department communicates with the copier supplier to begin managing your copiers.
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How can I get a copy of our department's copier agreement(s)?
Please access the following link to One Drive to get a copy of your department’s copier agreement(s), Department Copiers. If you are not able to find your copier agreement on the linked One Drive please contact your copier supplier to get the agreement.
What happened to Ram Copy?
Marketing and Communications is no longer managing copier requests for campus.
What if our department currently has copiers through Ram Copy?
Please work with Ram Copy and your copier supplier to identify the existing agreements so your department can submit a requisition to pay for the copier and services directly to the vendor. Ram Copy will stop paying on their POs on April 1, 2024.
If Ram Copy is ending, who will we work with for our Xerox copiers?
Nothing has changed related to Xerox copiers and service. PDS is CSU’s contracted supplier for Xerox copiers and they can assist you with Xerox machines.
Is Fast Print going away?
No, Fast Print is not going away.
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.
Should I issue a PO for impressions and a PO for leases?
Please minimize the number of POs issued to simplify the payment and invoicing process. Creating multiple line items is better than creating multiple POs.
Do I need a purchase order for a copier we already have?
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 no later than March 22, 2024.
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.
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?
***Do not send the copier to Surplus***Please collaborate with the vendor that provided the copier and your Department’s IT professional to schedule removing the device from service and to remove all data from 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. If you have multiple copiers then pick the date range for your most recent copier and list the other lease terms on a separate line item.
What if these vendors do not service our location?
Please work with a vendor in your area and follow the normal procurement process.
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?
Please get copies of your lease agreement(s) and cost per image agreement(s) which will provide the remaining lease term and rates and attach to the requisition(s).