Printing and copying usage is assigned to departments and then provided for monthly administrative review. The system can identify who printed, the person's home department, the device used, and the amount printed, but it cannot determine the business purpose of an individual print job. That is why the monthly review and correction process is important.

The monthly usage report allows billing corrections. A Permanent correction changes the current month's assignment and carries the designated C-FOAP forward for future charges. A One Time correction changes all or part of the current month's charges without changing future assignments.

This appears to be one of the most important FAQ items. Multiple departments encountered incorrect initial C-FOAP assignments, including obsolete organizations, prior-year funds, gift funds, or accounts intended only for salaries.

There isn't a reliable way for the printing system to know why an employee printed a particular document. An area can either use the monthly administrative review to split/reassign charges or have the employee identify the appropriate billing destination at the time of printing through the billing-correction process. Colleges may also choose to budget shared administrative printing centrally when that better reflects their operations.

By default, student employees' printing is assigned to the department. Departments can review the monthly report and remove printing that was actually personal/student use. Departments can also establish operating rules for their student workers, such as designating a particular device for work-related printing.

Printing for the person's student role should not be charged to the employing department. Because the system cannot automatically distinguish an employee print job from a student print job, a billing correction can be submitted to identify Personal Student Printing so those pages are not billed to the department.

Yes. Student workers can authenticate and print through the shared Ricoh devices. The primary complication is correctly distinguishing work printing from personal/student printing for billing purposes.

Paper for the devices is managed through the centralized process. Users can scan the QR code on a device and submit an Out of Paper request. The request can indicate when circumstances warrant more paper than the normal supply.

The process evolved during rollout. By September, the support team indicated that the paper supply was established and that paper would generally be supplied by the case rather than individual backup reams.

No. The campus process is intended to centrally manage paper so inventory and usage can be tracked consistently. Departments purchasing paper independently works against that inventory-management approach.

A direct request link can be used instead. In one support case, the Ricoh Support team provided the direct Ricoh Printer Support Request link so it could be bookmarked on a computer when the user couldn't use the QR-code method.

Yes. Faculty and staff can print to networked devices they can access, so they aren't necessarily limited to the device closest to their workspace.

The support correspondence indicates that placement can be revisited as usage data becomes available, rather than treating the original deployment as permanent one-for-one placement.

There is an exception process, but dedicated/personal printers are being reviewed on an exception basis as part of the shared printer initiative because they add hardware, supply, support, and maintenance costs.

Support communications further indicate that the intended threshold is substantive need, such as a workplace accommodation, rather than convenience alone.

The availability of grant or faculty-development funding does not itself create an exception to the University's printer standards. A legitimate need for an individual printer should go through the printer-exception process rather than using another funding source to bypass the standard.

Not necessarily. Support noted that faculty and staff can also use the single sign-on option with their NetID and password. The correspondence also indicates that users currently cannot choose their own printer PIN.

Report the issue promptly through Ricoh support at ricohsupport@uis.edu