Printer and Copier Billing and Rates

Type

Procedure

Category

Technology

Department

Printing and Graphics

Phone

(541) 463-5675

Primary Contact

Tony Sanjume

Contact Email

Responsible Executive Authority

Vice President, College Services

Purpose

To provide guidance on the use of printers and copiers at Lane Community College (LCC) in order to maximize efficiencies, conserve fiscal and natural resources, and create standardization with regards to managed print services.

Narrative

Billing Cycle for Managed Print devices

Printing & Graphics (PG) and each department will receive monthly usage and billing reports from the print management software via email. It is the responsibility of each department to review each emailed report for appropriateness and contact PG to discuss any issues.

Billing Reconciliation

PG will generate reports that aggregate and compare departmental print usage with historical data to look for inconsistencies. When PG is satisfied with the accuracy of the monthly print usage data they will initiate a charge procedure that will automatically update the appropriate Banner budget accounts.

Billing Scope

PG will bill for use of all printers and copiers controlled by the print management software. We will not bill for printers that use supplies not maintained by PG such as small label printers, dot matrix printers, some wide-format printers, etc.

PG will bill separately for any specialty paper and/or printing materials ordered by a department and not monitored by the print management software. The price of specialty, color, and transparency paper will include a discount for the standard white paper price. Departments will be billed at the appropriate per-impression rate for standard white paper.

Print Devices Not Controlled by Paper Cut

PG will take usage readings from any print devices that are excluded from print management but are using Lane Community College (LCC) supplies. Departments will be charged for use of these devices separately.

Billing Rates

An approved MFP copier is any multifunction printer copier that is leased or owned by LCC and is subject to a competitively bid contract for print services. LCC encourages all departments to default to duplex mode for any machines capable of utilizing duplex printing; however, cost per impression rates will not be altered for duplex copies.

Use of specialty paper such as colored paper, labels, transparencies, card stock, resume quality paper, etc., will not affect the cost per impression rate. However, departments can purchase specialty paper from PG and the price offered will reflect a discount allowance made for the difference between standard white paper and specialty paper.

Staff Rates

The rates for each independently budgeted department are as follows:

  • .06 cents per impression on an approved MFP copier
  • .08 cents per impression on any other supported laser printer
  • .14 cents per impression on an approved MFP color copier
  • .17 cents per impression on any other supported color laser printer

*Please note we will be billing both copiers and printers at .06 for black and white and .14 for color while we undergo the rollout of FastLane and the print management software. These rates will take effect upon approval of the VP, College Services and the Chief Information Officer.

Student Rates

LCC encourages all students to use duplex mode for any machines capable of utilizing duplex printing; however, cost per impression rates will not be altered for duplex copies or printouts. Specialty paper can be used when provided by the student on certain machines; however, cost per impression rates will not be altered when using specialty paper. Rates are as follows:

  • .07 cents per black and white impression for all supported print devices.
  • .35 cents per color impression for all supported print devices.

Date Adopted

Monday, October 27, 2014

Date Last Reviewed

Monday, October 27, 2014