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IT UpdateDecember, 2012

New method and instructions for ordering 8 1/2 x 11 photocopy paper

In order to reduce photocopy costs and use of paper for photocopiers, we are changing the way paper is provisioned for university-owned photocopiers. Beginning January, 14th, all 8 1/2 x 11 white paper will be purchased directly in bulk by the program center that uses photocopiers. That is, photocopy paper will no longer be supplied by the Photocopy Department and the cost of that paper will no longer be included in your photocopy charges. Since the paper will be ordered in bulk by the University, we have obtained a preferred price of $36 a case of paper, including tax and shipping.  The paper will be delivered directly to your program center at the location you specify once a week on Wednesdays.

Why the change?
By buying white 8 1/2 x 11 paper in bulk, we will be able to save the university over $20,000 per year.  We will also help the university meet its recycle commitments, because we will use 30% recycled paper.

This change also solves another problem.  Currently, photocopy paper is supplied to you by the Photocopy Department as part of the cost of the number of photocopies you make. However, since there’s no restriction on the use of the paper once delivered, this “photocopy” paper is often used for department and individual printers as well, greatly increasing consumption and causing the Photocopy program to run at a deficit. Now departments will order the same paper for both photocopiers and printers and will save money in the process.

Will this increase my photocopy charges?
No. Your cost for each copy billed by the Photocopy Department will drop from 5 cents per copy to 4.25 cents per copy to account for the fact that you will purchase your own paper. The overall cost you pay including the paper you purchase separately will be less than the old 5 cents per copy cost. We hope this change will also decrease your costs as departments become more aware of paper consumption and take measures to conserve.

What if I want a different color or size of paper?
Departments may continue to order other sizes or colors of paper through Office Max only.   You will no longer be able to purchase paper using the Procurement-Card.  The purpose of this program is to focus on 8-1/2 x 11 – white 20lb (bond/copy) paper.   

When does this start?
January 14th.

How do I order 8 1/2 x 11 paper?
After January 14, 2013, go to the Photocopy web page http://www.csus.edu/irt/photocopy.  On the right hand side will be a link to Order Paper (this link will not work until January 14.)

1. Select Order Paper (min order is one case)
2. Please complete the entire form. The following fields must be completed:
          a. Your name
          b. Speedtype
          c. Delivery location
3. Your order will be delivered on Wednesday

Please note:  a form without one or more of these important fields missing will delay the order.

Are there any exceptions?
For those photocopiers that use OneCard for billing, the process and prices does not change.

If you have any other questions about this program, please contact photocopy@csus.edu or Andy Schloss at 82470 or andy.schloss@csus.edu