Printing and Duplicating Equipment, Supplies and/or Services

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Last Updated: Feb 25, 2025, 02:05 PM

Printing and Duplicating Equipment, Supplies and/or Services

Departments are expected to use Printing/Duplicating Services to meet their printing and duplicating needs. Accordingly, using a P-Card or Purchase Requisition to acquire off-campus printing/duplicating services requires advance written approval of the Printing/Duplicating Service. See Letter From Chancellor Cheng dated August 19, 2011.

Purchasing equipment that is available at SIU Printing/Duplicating Service, or that performs services offered by Printing/Duplicating, including those available from the Mail Center is prohibited without the express written prior approval of Printing/Duplicating

P-Card

Requests for use of the P-Card for printing or related services performed by an off-campus supplier require authorization from Printing/Duplicating. Complete the Restricted Purchases -Printing/Duplicating form and email to siu.printing@siu.edu or fax it to 453-1643. If consent is given, the signed form will be returned to the requesting department to maintain in their records for auditing purposes.

Direct Voucher Method

Printing or related services may be directly vouchered to Procurement Services on an Invoice Distribution Form if services total less than $5,000 and the requestor has been given written approval from Printing/Duplicating. Complete the Restricted Purchases – Printing/Duplicating form and email it to siu.printing@siu.edu or fax it to 453-1643. If authorization is given, the signed form will be returned to the requesting department. A copy should be attached to the Invoice Distribution Form before submitting it to Procurement Services. The department should maintain the original in their records for auditing purposes.

Purchase Requisitions

Requests for printing/duplicating services or equipment must have approval by Printing/Duplicating Service before submission to Procurement Services. If a requisition is received without this approval, it will be mailed to Printing/Duplicating, delaying the purchase of requested equipment or services. 

It is the responsibility of the Printing/Duplicating Service to notify the requestor to discuss the equipment or services required, to determine whether it will be completed via a requisition, off campus, or in-house, and to inform the requesting department of their decision.