Purchases of copiers, printers, scanners and related supplies with WVU funds are now prohibited
reported on MountaineerNews
To be more cost-effective and efficient in the delivery of printing, scanning and copying services to WVU faculty and staff, all departments should use the WVU Managed Print Program.
Beginning immediately, no purchase of copiers, printers, scanners, multi-function devices, ink/toner cartridges or related supplies other than paper will be approved or funded for either on-campus use or at-home offices. 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).
Managed Printing, which began in 2005, is the most cost-efficient and sustainable option moving forward. Centralizing a basic service such as print/copy/scan with standardized devices will help control costs and ensure appropriate vendor support. There are no new costs associated with the Managed Print program; the only change is that adoption of this program is no longer optional.
The Managed Print Program is cost-effective and therefore maximizes the funds allocated to research activities, so faculty are strongly encouraged to take advantage of it. If a printer is an allowable expense, however, faculty may use externally funded research dollars or related cost-share funds to purchase printers, scanners or multi-function devices that don’t require a network connection. If you purchase a printer with externally funded research dollars or related cost-share funds, you also must use those funds for your subsequent ink, toner and related needs in Mountaineer Marketplace.
Each department may continue to use any existing printers and printer supplies through the end of June 2023. However, beginning July 1, 2023, WVU will stop permitting the use of copiers, printers or multi-function devices outside the Managed Print Program. At that time, these devices will be collected for surplus in coordination with chief business officers in each business unit. Faculty may keep only existing printers and multifunction devices that were purchased with research contract funds; however, all future ink, toner and print supplies for the printers also must be purchased using externally funded research dollars or related cost-share funds.
Requests for exceptions to this spending guidance may be submitted through the Printer Exception Form.
Three dimensional and wide-format — greater than 18 inches — printers are exempted from this spending prohibition, but employees must first complete a Printer Exception Form, then submit the code you receive on an IT Purchase Request Form. If you currently have a wide-format printer, you will still need an approved exception to purchase ink/toner.
Mountaineer Marketplace must be used for all printers and related supply purchases. Again, you will also need an approved IT Purchase Request Form prior to purchase for the printer or related supplies, including ink and toner. The approved IT purchase request must be attached to the requisition in Mountaineer Marketplace.
To learn more, please review this FAQ about the Managed Printing program. If you need assistance locating and connecting to a WVU managed printer, please contact your department or college IT support team.