PHOTOCOPIER GUIDELINES
For receiving new machine and/or removing old machines
Effective: June 2015
TWO IMPORTANT STEPS AT THE TIME OF DELIVERY:
1) DELIVERY OF NEW PHOTOCOPIER -- Verify you have all the equipment and features
you ordered – this includes a new power filter. All machines include a new power filter with
the order except for Xerox machines. After the equipment has been delivered, provide
Procurement Services (by email to Vickie Voss, vickie.voss@mso.umt.edu) - the serial
number, date of installation, and the beginning meter read to be used for maintenance
charges. Note: This information is very important for setting-up the maintenance contract.
You can also submit this information to me (Vickie Voss) into GrizMart comments in the
purchase order if you prefer – your choice.
2) REMOVAL OF OLD PHOTOCOPIER -- Procurement Services MUST RECEIVE FINAL
METER READ from the department before the old photocopier is unplugged. The
department must follow procedures requested on the “Photocopier Removal” form (see
Business Services, Forms website) and send to Procurement Services (by email to Vickie
Voss, vickie.voss@mso.umt.edu) – within two days. Hard drives removal instructions will be
listed on the ordering purchase order also.
NOW YOU HAVE YOUR NEW MACHINE – WHAT YOU NEED TO KNOW:
3) Service issues:
a) Issues: Departments, at all times, should keep a log of when a service call has been
requested. Procurement can help when handling problems if sufficient documentation is
maintained by the department. The following information is necessary:
 Date & time you called for service
 Describe the problem with machine
 Date & time repair personnel arrived or fixed over the phone
 Indicate if the problem was solved
4) UNDERSTAND WHAT YOUR MAINTENANCE COVERS – When your order was placed,
there should be documentation explaining your coverage. All contracts include toner in your
coverage. Some also include staples. So do not pay for these supplies if they are included.
A detailed explanation of coverage can be obtained from the Procurement Officer in
Business Services.
5) MAINTENANCE COVERAGE BILLING IS DETERMINED BY YOUR METER READS
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Your meter reads are VERY IMPORTANT to insure correct billing of maintenance
charges.
Meter reads are read monthly for J&H Office Equipment, Toshiba, Western Business
Machines, and Xerox.
Meter reads are read quarterly for Anders and Office Solutions.
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Departments must contact the vendor to determine if their machine reports their meter
read automatically to the vendor or the department has to email the vendor their meter
read. Keep this information in your service log.
6) For Leased machines and UM Owned machines:
PHOTOCOPIER MAINTENANCE REQUEST FORM IN GRIZMART IS DUE MAY 15 of
each year, the Department must submit the “Photocopier Maintenance Request” Form
available in GrizMart. The completion of this form is for ALL photocopiers to confirm the
continuance of the maintenance agreement or request to cancel a maintenance agreement
on photocopier machines that the University owns. This information each year verifies
which Index should be charged in the new fiscal year; location of the machine; serial
number; and Department contact person All photocopiers on leases must have this form
filled out also to insure the correct Index is charged in the new fiscal year and the
maintenance coverage cannot be cancelled.
7) Vendor contact information:
Xerox:
Mountain West
Attn: Bruce Porch
406-728-7763
bporch@qwest.net
Sharp:
Office Solutions & Services
Attn: Frank Sheehy
406-541-2020
frank@os2.inc.com
Konica Minolta:
Anders Business Solutions
Attn: Shannon Davenport or Bob Johnston
406-549-4143
shannond@andersbusiness.com or bobj@andersbusiness.com
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IN010 – Revised 06/29/15