Printing Services

Customer Service

Virginia Tech Printing and Copying Procurement Policy

Billing of a Job

Jobs submitted through HokieMart on either an Interdepartmental Printing Request (IPR) or Interdepartmental Service Request (ISR) will be assigned a purchase order number. Charges applicable to this purchase order will be posted directly to the department’s Banner fund after the service is provided. The postings will occur periodically throughout the month. All of the purchase order information will be included in the Banner postings.

The billing to departments using non-Banner funds (e.g. VTF) will be processed through the University’s Accounts Receivable Department.

The Copier Management Program will continue to be billed through Communications Network Services until further notice.

Billing and Payment

Costs for a completed job with an Interdepartmental Printing Request (IPR) are charged by the Controller's Office to the department that submitted the job. Customers charged through IPR's receive a monthly statement of charges. Other jobs entered by student organizations, individuals, or using special funds may be billed through Accounts Receivable (these customers should give their Accounts Receivable number when entering the new job). These customers also receive a monthly statement.

In addition, small jobs such as business cards, theses or color copies can be entered as cash sales. These customers must pay the full amount plus sales tax when the job is completed. Cash and checks payable to Treasurer, Virginia Tech, are acceptable at all of our locations; additionally, credit cards are accepted at our Copy Centers and the Hokie Passport is accepted at Copy Center II. In the future, we hope to expand the ability of our customers to make payments by credit card.

If you have a billing question after receiving your monthly statement, please contact Kati Agostin, our Accounts Receivable representative, at 231-3055.

Placing an order

Virginia Tech Printing and Copying Procurement Policy

Order Information

The first step in obtaining printing services is to process an Interdepartmental Printing Request or IPR (please consult your Customer Services Representative if you have any questions). All jobs, whether printed on or off-campus, need an approved (and signed) IPR. (Walk-in business at the Print Shop may pay with an IPR, cash or check payable to Treasurer, Virginia Tech.)

On the IPR please:

  • type (or print neatly and firmly) all information
  • avoid using "ASAP" for delivery date (see Production Schedules below)
  • indicate if proof(s) are required (paper proof, blueline or a press proof)
  • have an authorized signature
  • include department and account numbers

We suggest that all customers ask for a Customer Service Representative (CSR) to discuss instructions pertaining to printing specifications. Customers with more complex jobs (two or more colors, halftones, screens, special folds or binding) are invited to set up an appointment to meet with one of our CSR's to review possible options for their specific job. Our CSR's are eager to help our customers meet the requirements of their job. When submitting a new job, please request a job number for identification purposes. When inquiring about the current status of your job, please use the job number.

Estimates

Estimates are general prices given to customers upon request. For accurate pricing, please present the job (with a mock-up or "dummy") along with the following information:

  • type of job (envelope, newsletter, etc.)
  • quantity to be printed
  • artwork/photos to be used
  • electronic files (denote platform and software used to create)
  • number of pages
  • finished size
  • type of binding required
  • paper stock and number of ink colors

Your CSR is always available to advise on decisions that will allow you to stay within budget.

All jobs (simple and four-color publications alike) must be seen before a price can be given.

Production Schedules

After jobs are priced, they are studied by the CSR who assigns the job a press and delivery date. Since the delivery date is a critical issue with most of our customers, expectations should be discussed and clarified. Please let us know your expected dates and if they are absolute or not. The requested delivery date on the IPR should reflect these time requirements.

Rush jobs should be discussed with your CSR in order to emphasize critical dates and to discuss the possibility of additional fees.

Jobs are scheduled according to the specifications and the existing workload within Printing Services. Approximately 100 new jobs enter the department each week and 250 to 300 jobs are in process at any given time.

University policy states that all printing and copying work purchased with university/state funding be directed to University Printing Services. Printing Services can only accept jobs from the University community which have a direct connection to the University's mission (i.e. no personal/private jobs can be accepted). See the Purchasing Department's site to read the entire policy.

Questions? Comments?

For questions or comments, please contact printing@vt.edu.