Services: Design & Print

Print Buying Process

University policy defines how departments acquire printing services and products. Printing acquisition at ASU is divided into three general categories:

• Business Systems including business cards, letterhead and envelopes
• Print jobs costing less than $1000
• Print jobs of $1000 or more

How to Order Business Systems (Business Cards, Stationary, and Envelopes)

Business cards, stationary, and envelopes are ordered directly through ASU Print & Imaging Lab.

Print Buying for Orders less than $1000

For print buying needs under $1000, departments have discretionary purchasing authority to obtain the work from any internal or external source. If a department does not want to deal directly with a printer for small orders, Purchasing will be happy to assist with these jobs.

Print Buying Process for Orders of $1000+

Off-campus printing expected to cost $1000 or more (or $2500 if paid for with a Purchasing Card) must be ordered through printers under contract with Purchasing and Business Services.

1. (Optional) Contact the Print Buyer in Purchasing and Business Services, via phone, fax, or email to discuss your needs, and get assistance with the process.

2. Submit a completed ASU Print Request Form to the Print Buyer. The form can be submitted by emailing it to printserv@asu.edu, or by faxing it to 602.543.9837. The completed form must include: your contact information, job description and specifications, desired job delivery date. An incomplete form can result in a delay in processing your request.
3. A request for a quote will be sent to a minimum of three printers from the Contracted Printer List. Departments may request that a particular printer be included in the bidding process. Departments may request the inclusion of a non-contracted printer in the bidding process, provided the printer meets all terms and conditions established by Purchasing and Business Services. Please contact the Print Buyer or see Frequently Asked Questions for details regarding non-contracted printers.
4. The vendors will be given a minimum of two business days to complete their bid and return it to the Print Buyer. Contracts will be awarded to the lowest bidder, and the vendor name, contact person, and contact phone number will be provided to you via email.
5. Before the job can proceed you must issue an internal purchase order (use PRINTSERV as the vendor code) in the amount appropriate to the quantity you order. On receipt of the PO the Print Buyer will award the job to the printer. You must wait until the job has been officially awarded to the printer before contacting them to process your order.
6. You and your designer may communicate directly with the printer. Once the work is completed, the printer will deliver the finished product directly to your office. The printer will then deliver an invoice, a copy of a signed delivery slip, and a sample of your printed materials to the Print Buyer for payment processing. After the invoice is received, the printer is paid, and your department is charged for the work.