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No new purchase of copiers, printers, scanners, multi-function devices, toner cartridges or supplies other than paper will be approved or funded for on-campus use or at home offices. Each department may continue to use any existing printer supplies through the end of June 2023. This spending prohibition applies to all such purchases made with state, WVU Foundation or research overhead/faculty startup funds, regardless of payment method (PCard, Mountaineer Marketplace or reimbursement).
When is this change happening?
ITS will begin began replacing the aged fleet of printer-copier devices across all WVU locations in November 2023 , with the goal of completing the deployment by June 30and aims to complete the work by Nov. 31, 2024. This will affect all WVU campuses, including the HSC divisional campuses and some Extension offices. Departments, units or locations next in line will be notified before changes occur.
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How will billing be handled?
Using funding strings that departments provide upon installation of the new devices, ITS will send each department a monthly invoice showing the amount of usage for each person associated with a funding string. Your department will then need to process those invoices in Mountaineer Marketplace. calculate monthly spend and roll those costs into the monthly telecommunications bill. Units will no longer receive printing invoices that need to be processed in Mountaineer Marketplace; the chargebacks will be deducted directly from the funding string provided
It looks like my department’s cost-per-copy is higher than it was in the past. Why is that?
Depending on how some units handled printing previously and the volatile price of paper, that is possible. Paper is a volatile commodity with large price fluctuations. For example, a case that costs $40 in October can cost $53 in Novemberlarge price fluctuations. WVU’s contract with MCM guarantees stability in pricing by locking in paper prices for one full year. We can review that price every year to make sure WVU is getting the best deal.
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You must submit a Printer Exception Form to purchase a grant-funded device whether it needs to be connected to WVU networks or not. You will also need this exception approval to purchase supplies for excepted, grant-funded devices. If you purchase(d) a printer with externally funded research dollars or related cost-share funds, you must use those funds to purchase the ink, toner, and related supplies in Mountaineer Marketplace. Shared Services won’t approve Marketplace purchases without an approved Printer Exception form.
How much have faculty spent on printers and print supplies?
PCard and Mountaineer Marketplace data show approximately $900,000 has been spent on printers and supplies over three fiscal years, all outside WVU’s Managed Print Contract.
Will there be costs associated with printing on the managed printers?
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The cost-per-copy pricing is less expensive than the costs to operate the current fleet of printers that are not part of the Managed Print Program. Starting July 1, 2024, Managed Print’s current black/white costs are .0396 045 per page, and color costs are .0884 per page for a standard-configuration floor model.
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