Off-Campus Printing

If a printing job is being placed with an off-campus printer, the Agency Printing Manager in the Publications Office, by law, must place the job according to state printing regulations.

All off-campus printing jobs paid for with any university-related funds must follow procedures established by the State of Wisconsin for bidding, ordering, and/or paying for such work.

University Funds
University-related funds are all monies which are processed by the institution, regardless of their source; they include grants, gifts, student fee income, and self-sustaining funds as well as standard appropriations.

After the decision to go to a commercial printer is made and authorization from the appropriate department or unit head has been obtained, the Agency Printing Manager will issue the purchase order and other documents necessary to encumber the funds and to finalize arrangements with the printer.

Tip

Allow 3 days for order placement
Allow 10 to 15 working days for printing; more if a non-contract job

State Contract Printing
Most publications fit specifications for printing under state contracts. Most of these will be sent to the university's local service contract printer which allows for most jobs to be completed within 10 to 15 working days. Other more complex or specialized publications may be sent to various contractors in Wisconsin and require more printing time. Some work will not fit into contract categories. These jobs, no matter how small the dollar amount, will have to be bid by the Agency Printing Manager. Additional production time will be required for writing bid specifications and soliciting bids from vendors.

Non-Contract Printing

Allow more time for printing:

Specialty forms
Die cut publications
Pocket folders
Labels
Decals
Perfect or spiral bound books

Reviewing Purchase Orders
The unit ordering the printed piece will receive a copy of the purchase order after the job has been placed with the printer. The order specifies the vendor used, delivery location and date, order number, and cost. After you have received the printed materials, report any mistakes to the Agency Printing Manager as soon as possible. Late delivery should also be reported. Auditing of invoices is done by the Agency Printing Manager and problems with printing jobs are negotiated with the printer by the Agency Printing Manager. The Agency Printing Manager should be the sole source of contact with the printer.

No confirming orders will be issued after the fact for informal printing agreements between university staff and outside vendors. The university will not honor commitments made to a printer by faculty or staff outside these procedures.

Individuals who place an order directly with commercial printers without authorization from the Agency Printing Manager are personally responsible for payment.