Your Support Specialist can assist you with your purchasing and contracting needs.

For information about policies regarding purchasing and contracting, please visit here or contact your Support Specialist.

Purchasing

Paying Invoices

Your Support Specialist will process invoices. ALL invoices will be directed to the Service Center. In the event a department receives an invoice directly, promptly add the index code and forward to the Service Center.

Upon receipt of the invoice, the Support Specialist will:

  • Confirm receipt of the item(s)
  • Confirm Index Code(s) for expenses
  • Verify Budget Authority approval
  • Pay invoice in Banner

 If you have any questions about invoice payment, please contact your Support Specialist.

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 this 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  $27.22/case
8.5x14 (legal) white $5.98/ream
11x17 white $3.38/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 byofficial 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.

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 Support Specialist or your 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.

Technology Purchasing

Contact your Computing Coordinator to assist with selection of compatible and recommended technology equipment and software.  Once an item has been selected, pass along the item information to your Service Center Support Specialist who will assist with purchasing.

Gift Cards

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 Service Center Support Specialist.

Vendors

Through various contracts, SOU has procured optimal pricing on various products.  Below is a list of vendors and how to access specialized pricing.  For orders $5000 or over a purchase order is required.  Service Center Support Specialists are prepared to assist you with ordering.

staples advantage

If you are interested in viewing Staples Advantage contractual prices, contact your Support Specialist.

OfficeMax Workplace

To view OfficeMax Workplace contractual prices, go here and enter:

Username: soubrowse
Password: welcome1

How To Purchase Items

There are four ways to purchase items:

  1. Contact your Support Specialist by email or phone.
  2. Use one of the methods under Order Items.
  3. Use your Purchase Card.
  4. Order directly from Facilities or Print and Copy.

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

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

Order Items

To order items, you may either

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