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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 November 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.
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 November. 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.
Will the new devices have fax capability?
Fax capability won’t be set up by default on the new devices. ITS will work with building supervisors to discuss past and current needs as deployments are scheduled. ITS will configure the new devices 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.
Within your telecom bill, you will see separate Managed Printing items, with funding strings and line items. Printing that is charged to a grant will still need to be invoiced. Business administrators and department leaders who want to monitor individual employee use will need to submit a request for a detailed report by emailing ITSHelp@mail.wvu.edu, specifying the funding string(s) and month of usage that you want to see.
It looks like my department’s cost-per-copy is higher than it was in the past. Why is that?
A price increase effective July 1, 2024 is the first since the program began in 2005. Additionally, it is important to note that paper is a volatile commodity with large 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.
Will the new devices have fax capability?
Fax capability won’t be set up by default on the new devices. ITS will work with building supervisors to discuss past and current needs as deployments are scheduled. ITS will configure the new devices accordingly for departments that require this functionality for legal or business reasons.
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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?
Yes, all printing services have a cost. However, Managed Printing is cheaper and greener than buying, managing, and servicing your own devices. Information Technology Services does not charge departments for the machines; you pay only for the prints and copies you generate. ITS also provides free installation, maintenance and repairs with existing personnel. No new staff are being hired to support this program.
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. Managed Print’s current black/white costs are .0396 per page, and color costs are .0884 per page for a standard-configuration floor model. A revised cost-per-copy will be available once a new managed print contract is executed.
Beginning July 2024, ITS will pay all copy and print costs associated with the Managed Print Program, unless the copies or prints are related to a research contract. Copies and prints for research should be charged to the contract. 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.
Will there be costs associated with printing on the managed printers?
Yes, all printing services have a cost. However, Managed Printing is cheaper and greener than buying, managing, and servicing your own devices. Information Technology Services does not charge departments for the machines; you pay only for the prints and copies you generate. ITS also provides free installation, maintenance and repairs with existing personnel. No new staff are being hired to support this program.
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 black/white costs are .045 per page, and color costs are .095 per page for a standard-configuration floor model.
Will those costs be charged to research contracts, research overhead/faculty startup accounts, or will departments cover the printing cost?
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No. Most WVU employees cannot keep the old devices or purchase their own printers with personal funds. Any printers that are NOT part of the WVU Managed Printing Program and are connected to WVU networks, including those owned by WVU Medicine, will require Printer Exception approval from ITS (WVU Login credentials required).
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If this functionality is needed immediately and is not currently in place for your department’s printer, please submit a ticket (WVU Login required) to have the machine replaced or reconfigured. The ability to do this will depend on the inventory available.
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Standard white, 20 lb. letter-, legal- and ledger-sized paper will be provided for new Managed Printing devices. To determine if that includes yours, look for a five-digit MCM/Visual Edge ID number, located on a silver sticker on the document feeder or main body of the machine.
If the number is higher than 12916 and/or starts with a 13, it is for the new Managed Printing equipment, and paper will be provided. Contact your building supervisor to submit a request.
Any number below 12916 is a device from the old contract, so you can purchase paper from Mountaineer Marketplace.
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