Paying Invoices

The Service Center will process all invoices.  Here is some useful information about getting these paid.

Invoices Received by Departments

For smooth processing of invoices received directly by the Departments, please do the following:

  • Code the invoice with index code(s) and, if applicable, activity code.
  • Have budget authority sign invoice for approval.
  • Forward invoice to your assigned Support Specialist in the Service Center.
  • Support Specialist will enter invoice into Banner for payment.

For additional information regarding processing of personal and travel reimbursements, visit those pages.

Invoices Received by Service Center

Some invoices come directly to the Service Center.  In these cases, the Service Center will:

  • Distribute invoice to proper Support Specialist.
  • Support Specialist will forward an electronic copy of the invoice in an email to the Budget Authority.
  • Budget Authority will respond to the email with their approval and, if needed, coding (index and, if applicable activity).
  • Support Specialist will enter invoice into Banner for payment.

New Canon Copier Invoices

Lease and per copy charges for new Canon copier contracts will be sent to the Service Center as part of an invoice that includes all campus machines.  Since rates for both were negotiated through the contract, the Service Center will pay the invoice automatically to the index codes provided at time of lease.  Budget Authorities will have access to review usage on these invoices found on the Service Center Shared Drive.  Those departments splitting charges or charging departments for usage will coordinate with their Service Center Accountant to determine best way to JV charges.

Invoice Entry Timeline

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Campus Paper Purchasing

As part of our continuing efforts to reduce administrative costs, the Service Center and IT have teamed up to begin bulk purchasing of printer/copier paper. To order, complete the Paper Request Form or call at 541-552-6900email, or stop by the IT Help Desk.  As time allows, they will even deliver same day (you can always come by the desk and pickup paper at any time). You'll need to let us know which Index code to charge and how much paper you need.  White paper is sold by the case (10 reams per case).

Current cost of paper*

8.5x11 white  $27.23/case
8.5x14 (legal) white $6.47/ream
11x17 white $10.74/ream

*Cost of paper is based on current rate at time of campus bulk purchasing and may change.

Frequently Asked Questions:

When is the IT Help Desk open and when can I place orders?

During the school year, we are open:

8:00 am – 9:00 pm Monday - Thursday
8:00 am – 8:30 pm Friday
10:30 am – 6:30 pm Saturday
10:30 am – 9:00 pm Sunday

During the summer, we are generally open 8:00 am until 5:00 pm Monday through Friday. Our hours are posted on the IT webpage.  You can place orders anytime. If we're not open, feel free to send us an email, fill out the order form, or leave us a voicemail.

What kind of paper is available?

At the moment, we are just bulk purchasing white, 8 1/2" x 11" 30% recycled paper. We plan to add select colors as we understand demand for them. If you have a favorite color, let us know. Since we aren't stocking color paper yet, it may take two to four business days for delivery. Color paper will be sold by the ream. If you have an immediate need for color paper, please visit our colleagues in Print and Copy Services. We also plan to offer 8 1/2" x 14" (legal) and 11" x 17" (tabloid) later this year. We will sell these sizes by the ream and not case.

Why are you buying 30% recycled paper?

Not only does it help SOU meet its sustainability goals, it is required by official policy of the university.

Why shouldn't we just call or run down to Staples or Office Depot to buy paper instead?

We are able to the secure the best price for the university by purchasing in bulk.  The price for paper, especially recycled paper, goes up considerably when it is purchased by the ream.

What are you charging for this service?

Nothing. We are selling the paper at cost.

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Copier Leasing/Replacements

IT and Service Center have partnered to select a single vendor to provide copiers for the campus. Through a competitive bidding process, Canon has been selected for the initial contract.

As copier contracts expire or if a department requires a new copier, either your

Purchasing and Contracting Specialist 

Computing Coordinator in IT can assist you with acquiring a new Canon copier on the contract.

What does that mean for my existing copier/multifunction device?

As a copier comes off lease, its replacement will be a Canon device. All new device leases will co-terminate, so we will not have to use this phased-in approach again.

Do we have a choice of device?

Of course. As part of the RFP, we solicited a number of "standard" configurations for color, low/medium/high volume, and paper handling. Additional options, such as envelope feeders, are also available.

What's the advantage of a single vendor?

Aside from getting a better price for the campus and simplifying billing, we'll also have a set of standard features available across all devices.

Does this mean that I can call IT for help with my malfunctioning copier?

Yes! One of our goals for this project was to make it possible for IT to provide copier support. Reducing the number of copier vendors from at least five (really, we have five copier vendors) to just one makes this possible.

Any other advantages?

Another goal of ours is to make it easier to share copiers between departments and even divisions. At present, this requires a lot of manual bookkeeping to share costs (as a couple of departments already know). Our plan is to automate this process and allow any faculty/staff member to use any Canon copier on-campus with their copies billed back to their home department/program.

Does anyone else do this?

Our colleagues at both Oregon Tech and Rogue Community College have been managing their copier fleets in this way for many years.  RCC also recently awarded their contract to Canon.

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Technology Purchasing

Contact your Computing Coordinator to assist with selection of compatible and recommended technology equipment and software.  Once an item has been selected, email the item information to purchasing@sou.edu.

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Gift Cards/Certificates

Before purchasing gift cards for any occasion, please review the Gift Certificate policy (FAD.044).  If you decide to purchase a gift card, the Service Center requires a Gift Card Reconciliation Form be completed.  If you have any questions, please contact your Purchasing and Contracting Specialist.

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Service Center Ordering

There are two ways to purchase items:

  1. Send order request to purchasing@sou.edu.
  2. Use your Purchase Card.

If you have specialized purchasing needs (such as medical or lab supplies) or if you have questions about a purchase, please contact your Purchasing and Contracting Specialist for further assistance.

For further information about purchasing policy at SOU, please visit the Purchasing webpage or contact your Purchasing and Contracting Specialist.

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