TechBuy Guidelines for Entering Requisitions for Copiers
The following guidelines are intended to provide assistance for individuals entering requisitions for copiers in TechBuy. The
Purchasing/Contracting Department has made every effort to ensure that the guidelines are in compliance with university
operating policies. However, in the event of conflict between these guidelines and operating policies, the operating policies
shall prevail.
Definitions:
Rental—a rental can be cancelled with a 30-day written notification. The department must send a cancellation letter (with a
copy to Purchasing/Contracting) to the vendor prior to the removal of the copier.
Lease—a lease cannot be cancelled prior to the end of the term of the lease agreement, usually 36 months.
Purchase—a purchase is when the copier is actually purchased and it is capitalized using 7J0 funds and becomes state
property. For more information on purchasing a copier, contact Jeanine Palmer in Purchasing/Contracting (742-3844 or
jeanine.palmer@ttu.edu) for assistance.
Procedures for New Copiers:
In order to create a new copier requisition, the following contract vendors can be used without requiring bids. It is advised
that the departments compare pricing with all contracted vendors. NOTE: All multi-function devices must be approved by the
IT department. The contract pricing for Ricoh and Xerox copiers have been pre-approved.
PREFERRED CONTRACTS:
• RICOH (36 months only) Contact Sara Boen, 817-590-0190 ext 2234 or sara.boen@ricoh-usa.com
• XEROX (36 or 48 month contracts) Contact Dana Kerr, 806-744-8744 or dkerr@benchmarkwtx.com) Use purchase
order 5: Benchmark Business Solutions PO Box 660501, Dallas, TX 75266-0501.
Creating a requisition for a new copier for Ricoh or Xerox:
1. When placing an order for Ricoh or Xerox, in the search field in TechBuy, search for “copier.” The available options for the
copier models, will appear and you can select the number of months you need (would normally be 12 months for a full
fiscal year – will be less if you place the order later in the fiscal year).
2. Select any options that are applicable to your copier model (ex. fax, stapler, post script – the post script is required for use
with Apple/Macintosh computers). Some models include the options at no additional costs. Consult with Jeanine Palmer
(742-3844 or jeanine.palmer@ttu.edu) if you are unsure of what options are needed.
3. Add in the monthly charge for copy costs for black and white or color copies. If you have a color copier, you will need to
add in costs for both black and white and color.
4. In Internal Notes, enter “new copier.”
5. In External Notes, attached the quote and provide the individual’s name and phone number to contact for delivery.
6. When you have completed your shopping cart, click on “Review” at the top of the screen. Use account code 7G0011 for
all costs related to the copier.
Rev. 05/06/13
Creating a requisition for a new copier for other vendors:
1. If you are using any vendors besides Ricoh or Xerox, the device must be approved prior to submitting the requisition.
Please email the request to jeanine.palmer@ttu.edu for approval.
2. When you have received approval, submit a TechBuy requisition using a Non-Catalog Form. The Purchase Category is
“Office Equipment.”
3. In the Product Description, enter “New Copier Lease of (brand and model number of copier) for X months based on quote
(add quote number)”.
4. In the External Notes list the make and model of copier, term of lease (number of months), and delivery contact name and
number, room and building number of delivery.
5. Add a separate line item each for the monthly charge for copy costs for black and white and/or color copies. If you have a
color copier, you will need to add a separate line item for the costs for both black and white and color.
6. Add in a separate line item for each applicable option for your copier model (ex. fax, stapler, post script). Some models
include the options at no additional costs. Consult with Jeanine Palmer (742-3844 or jeanine.palmer@ttu.edu) if you are
unsure of what options are needed.
7. In Internal Notes, enter “new copier.”
8. In External Attachments, attach the quote.
9. When you have completed your shopping cart, click on Review at the top of the screen. Use account code 7G0011 for all
costs related to the copier.
How to Renew Other Copier Contracts:
1. Find the copy of the prior year’s PO. You must reference this PO number on the current year’s requisition on the NonCatalog form in the Prior Year PO box.
2. Submit a TechBuy requisition using a Non-Catalog Form. On the form, use the Purchase Category “Office Equipment.”
3. In the Product Description, enter “Encumbrance purposes only: Brand and model number of copier; Serial #; Copier
installed date ____; (36 or 48 month lease) __ month lease balance.”
4. Add a separate line item each for the monthly charge for copy costs for black and white and/or color copies. If you have a
color copier, you will need to add a separate line item for the costs for both black and white and color.
5. Add in a separate line item for each applicable option for your copier model (ex. fax, stapler, post script). Some models
include the options at no additional costs. Consult with Jeanine Palmer (742-3844 or jeanine.palmer@ttu.edu) if you are
unsure of what options are needed.
6. When reviewing the requisition, under Billing, click on the edit box for Billing Options. Change the accounting date to
09/01/13.
7. When you have completed your shopping cart, click on Review at the top of the screen. Use account code 7G0011 for all
costs related to the copier.
Rev. 05/06/13