Reminders from Procurement

Photocopiers

Xerox is the school district’s outgoing copier provider.

• Most Xerox leases have expired, and Procurement has provided Xerox with a letter of our intent to not renew the leases for all machines currently at district sites/departments.
• When a lease’s expiration date nears, Xerox provides their site/department contact of record with a pick up authorization form.
  • The form needs to be submitted prior to the end of the lease expiration date in order to avoid additional lease charges.
  • If you have not received a form, contact our Xerox representative Scott Reiber at Scott.Reiber2@xerox.com. Xerox will not pick up a machine without a form on file or if there are outstanding invoices.
• Once a copier is picked up, Xerox will send one final invoice to the site/department for a pickup fee of $450.00.

Canon is the school district’s current copier provider.

• For most school sites and departments Procurement pays the monthly invoice for leases, and then has Accounting make a journal entry to charge back those expenses using the SACS code provided by the site/department.
  • Procurement personnel will reach out to sites/departments when a SACS code is needed.
• Invoices for maintenance (i.e., usage, number of copies/scans) are sent directly to sites/departments whose responsibility it is to make the payment.

Payment of Invoices

It is imperative that we keep up to date with payments for the goods we receive. Most vendors give us payment terms of Net 30 days. Recently both Amazon and Apple suspended our accounts which  impacted everyone who wanted to make a purchase through those vendors. Please keep in mind that payment is owed even if the current site/department administrator didn’t make/approve the purchase.

Resources for Purchasing

The Purchasing Guide is now available which includes guidelines and how-tos.