5.50 AUX - Purchases From the Centralized Forms Catalog

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Effective: October 31, 1995

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Printing Services

Policy Details:

1. Purpose.

   Establishes university policy and procedures regarding purchases of printed forms and other printed materials stocked by Printing Services.

2. Scope.

   Applies to all university department and activities

3. Policy.

   Printing Services provides a centralized source for a wide variety of printed forms and other printed materials (such as letterhead, envelopes, and business cards) that are in general use and purchased on a repetitive basis by university departments. University departments may obtain these printed forms and materials by ordering electronically from the Printing Services Forms Catalog.

4. Procedures.

   1. Determination of Availability of Specific Forms.

      Departments may access the Printing Services electronic ordering system through the U-Business Web site to determine whether a specific form or other printed material is available in the centralized Printing Service Forms Catalog and the price of the available item.

   2. Processing of Orders.

      All forms orders must be processed electronically by the requesting department. Departments will be allowed to order forms without using the electronic system only in the following circumstances:

      1. If the department or activity does not have access to the system, contact the Printing Services Manager at extension 3183 for instructions.

      2. If the department or activity has an emergency where it is necessary to order from the centralized Forms Catalog when the system is down, contact the Printing Services Manager at extension 3183 for instructions.

   3. Electronic Ordering User Manual.

      Instructions for accessing and ordering are given in the Printing Services Electronic Ordering User Manual, which has been distributed to university departments. Any department not having a copy of the manual may contact Printing Services Customer Service at extension 3289. If additional assistance or training is needed in the processing of forms orders, contact the Printing Services Manager at extension 3183.

   4. Password/Authorization to Order.

      It is not necessary to have a password to check availability or price of forms. However, if an item is to be ordered, a password must be entered by the person processing the electronic forms order. Authorizations are assigned when a request is made for access to the Central Stores ordering system. (See Procedure ITS 4.10.)

   5. Order Number.

      If the forms order should need to be tracked, it will be necessary to provide Printing Services with the computer-assigned order number. Therefore, before electronically sending the order to Printing Services, you should do either of the following:

      - Use the "print screen" command to print a copy of your order, or

      - Record the order number if you do not have a printer to produce a copy of your order.

   6. Pickup of Order by Department.

      A department that wishes to pick up an order should process the order electronically before going to the Print Shop but should type "pickup" in the "Deliver To" field.

   7. Delivery and Receipt of Forms.

      1. Unless it is indicated that the department will pick up the order, Printing Services will deliver the order within eight working hours from the receipt of the request.

      2. When the forms are delivered, the department will sign the order form to indicate receipt and retain the last copy of the order form for billing records.

      3. Departments should check orders for accuracy on the same day of receipt and notify Printing Services Customer Service immediately when errors are detected.

   8. Returns.

      Returns must be requested within two days after delivery. If a valid need arises to return an item, notify Printing Services Customer Service for preparation of a credit memo and arrangements for Printing Services personnel to pick up the item to be returned.

   9. Forms Billing.

      All orders will be charged (as a separately identifiable item) directly to the requesting department weekly.