IS Connection

New chargeback plan for copiers and printers

This past fall Information Systems upgraded all the copiers on EMU's campus. These new copiers come with functionality that was not included in the prior model. Almost all of the copiers have a network card which allows them to be utilized as a printer, scanner, and copier. Users will be able to scan documents and have them emailed to the intended recipient. We are also in the process of upgrading the accounting software that will be used to manage the copier accounts and track copying for charge backs. This new software will be used with all the networked copiers and provides a uniform copying experience at every EMU copier.

As we utilize copiers more as printers there is a need to recognize our true costs of both printing and copying on the copiers. We must also cover the increased costs involved with providing the new functionality. While this is a major change from the way printing costs are currently allocated, most departments should not notice a difference in their bottom line. Instead of paying for printer toner and paper departments will now be charged on a per page side for copying and printing.

The chargebacks are only for networked black laser printers. Departments will continue to purchase supplies for color laser, inkjet, and non-networked printers.

The following table compares the old and new chargeback plans. The new plan becomes effective July 1, 2007.

Old Chargeback Plan	New Chargeback Plan
Departments: Pay $0.02 or $0.03 per copy side (depending on who provides paper) Purchase printer toner and printer paper using their departmental accounting code.	Departments: Pay $0.035 per page side for copy and prints. Purchase printer toner and printer/copier paper using an Information Systems accounting code.
Information Systems: Pays for all printer repairs. Purchases printer upgrades from capital budget, when the printer no longer functions. Replaces copiers every three years. Pays for copier leases. Pays for all white paper and nine predetermined colors (for some departments)	Information Systems: Pays for all printer repairs. Purchases printer upgrades from operational budget, when the printer no longer functions. Replaces copiers every three years. Pays for copier leases. Pays for all white paper and nine predetermined colors. Configures all networked copiers as scanners and printers.

Specific pricing details can be found in the Infomation Systems FAQs. Posted by piperj at June 26, 2007 12:52 PM