At the end of each month, LUPS and Auxiliary Services will compile usage reports for network printing and copying output for each department and will have the Accounting Department charge each organization accordingly. Reports will be sent to the budget manager of each department monthly. Network printing charges will rely on the index code recorded in Pharos for each employee and each employee will be noted by user name on the report. If an employee’s printing is recorded under an incorrect index code, notify Auxiliary Services to have this corrects for the next invoice. Copy devices that are not locked by an access code will be charged 100% of the usage to the organization where the copier is physically located.
Any department requesting a new device should contact LUPS with a summary of the request. LUPS will confer with the requesting department, Auxiliary Services, Information Services, and other campus operations in order to arrive at a recommendation. LUPS will provide the requesting individual and department the final recommendation. It is within the discretion of LUPS to include as part of the final recommendation the relocation of existing document production assets.
Desktop printers constitute one of the most expensive document output processes that the University currently has. It is part of the overall strategic direction of Liberty University to reduce the total number of desktop printers in operation. While it is impossible for any organization to completely rule out the use of such devices, Liberty University will make the continued operations and acquisition of such devices the exception. In the rare occasion, a department or individual may present a set of extenuating circumstances that would require the University to consider using a less cost effective alternative such as desktop printing. The criteria for these devices are generalized below, but are at the discretion of LUPS.
To order supplies covered in the print charges such as copier/printer paper and toner, orders can be placed using the Document Imaging Supplies Order Form (https://sharepoint.liberty.edu/sites/MAuxiliary/_layouts/FormServer.aspx?XsnLocation=https://sharepoint.liberty.edu/sites/MAuxiliary/Print%20Supply%20Order%20Form/Forms/template.xsn&DefaultItemOpen=1)
To order supplies not covered in the print charges such as envelopes, specialty paper, letterhead, etc., orders can be placed through Staples Print Solutions. Please send an email to Procurement (email@example.com) with the following information: Name, Username. Building and room number, Phone number, and Index code (not Orgn). Employees with existing Staples Advantage accounts will have the Print Solutions added to their current account. New users will receive an email from Staples Advantage with login information.
Departments are fully responsible for the charges incurred under their specific copy code. Placing copy codes in public access is strictly prohibited. Many copier-enabled MFDs will require a copy code (access code) for use. An access code has been created for every organization in existence as of 6/30/2007. If a new copy code is needed, the department head or designee of the organization should email LUPS with the following information: index code of the organization.
LUPS is committed to the proper operation of all document production devices managed through its operation. If output is deemed to be poor, please ensure that toner is not low and that the setting on the device or driver are correct. Also, please check to see if the glass is clean. If quality problems persist, keep a sample of the output and contact LUPS immediately.
Please note that neither LUPS nor Liberty University is responsible for poor quality output because of user negligence. These issues generally include the following:
- Releasing print jobs to a color device instead of black and white
- Ensuring that the proper number of pages is set prior to releasing print/copy job
- Selecting inappropriate quantity levels on print or copy jobs
Students who are employed by a department and incur network printing charges on their account may have their account credited for these charges. The student worker must present the manager with a printout of the charges that are work related, which may be obtained from the Pharos Printing report on the MyLiberty Portal.
One RFC (Request for Check) form can be used to accommodate many students’ charges. Submit a RFC form with Student Accounts as the vendor. Use one commodity line per student, placing the ID number first then followed by the name of the student in the description field. Enter the net reimbursement amount for the student in the amount field. Using the appropriate chart of accounts, use the Printing (712005/SVPRINT) Account for each commodity entered. All other policies and procedures governing RFC’s is in effect, please be aware of them prior to submitting the RFC form.
The RFC form, along with copies of the Pharos Print Detail Report used to justify the request, must be provided as documentation to the Accounting Department. Charges that are part of the request should be clearly marked; please be aware that yellow highlighters may not appear on certain scans or faxes. Write the student ID number on each of the Pharos Print Detail Reports and send them to the Accounting Department by fax (434- 582-7391) or email (firstname.lastname@example.org). Credits will not be processed unless this documentation is received by Accounting.
A credit will be placed on the students’ account. In the occasion where the majority of the student’s printing is attributable to work, departments may request that the student printing be billed to the department and that the student must reimburse the department for non-work related printing. A Helpdesk ticket must be submitted along with the username and organization code. Departments with student workers that are permitted to bill the department will have their printing audited by username with the department required to confirm compliance for printing reimbursements. This policy includes university employees who receive the charges on their account rather than a charge to the department
Up to the discretion of the Vice President of Auxiliary Services