Need to request a leased copy machine? This page provides the information you need to submit your request, including required lease details, account and NIGP codes, supporting documentation, and contract information.
Copy Machine Requisition Best Practices
- Submit a Procurement request to set aside funding for the full fiscal year.
- Plan for the full fiscal year. Include enough funding in your request to cover the entire fiscal year. Do not submit a separate request for each invoice.
- Use two purchase order lines for each machine: one for the lease (rental) cost and one for usage (black-and-white and color copies).
- Supplier must submit invoices to apinvoices@gatech.edu
Copy Machine Requisition Codes
Account Codes
| 719200 | Copying Machine Rentals (IRS) |
| 719201 | Copier Lease Meter Charges |
NIGP Codes
| 98526 | Copy Machine Monthly Rental/Cost-Per-Copy Lease |
| 93927 | Copy Machine Maintenance & Repair/Cost-Per-Copy Charges |
Requisition Line Item Entry
Product Description
The following lease information is required to be entered in the product description of the line status:
| Information Required | Sample (example) |
|---|---|
| Equipment Name | Xerox, ModelW5645PT |
| Serial Number | WWW123456 |
| Contract Term (usually 36, 48 or 60 months) | 48 months |
| Payments Period | Months 10-21 |
| Lease Amount | $298.66 per month |
| Statewide Contract # | SWC# 99999-SPD-SPD0000137-0004 |
| Previous Purchase Order Number | PO-5011234 |
Unit Price and Quantity
The following information is required to be entered in the Unit Price and Quantity fields of the line item:
| Product Description | Sample (example) |
|---|---|
| Line Item 1 (base/monthly lease charges) | Unit Price $298.66 Quantity 12 |
| Line Item 2 (meter charges/click charges/black/color) Note: Use a Service Line for the Click Charges, which will allow you to invoice off of total amount as a declining balance. | Extended Amount $1,000 |
Other Information to Include
- Lease Agreement (signed by the vendor and GT Procurement) for every leased copier machine
- Other supporting documentation: like quotes, contract renewals, etc.
Supplier Names and Contract Numbers
| Supplier Name | Contract Number |
|---|---|
| Sharp Business Systems | 99999-SPD-SPD0000137-0001 |
| Ricoh USA Inc | 99999-SPD-SPD0000137-0002 |
| Toshiba America Business Solutions Inc | 99999-SPD-SPD0000137-0003 |
| Xerox Corporation | 99999-SPD-SPD0000137-0004 |
| Canon USA Inc | 99999-SPD-SPD0000137-0005 |