Office Machine Repairs
Each campus has different resources available for departments that require office machine repair services. Please refer to the sections below for the relevant information about each university.
University of Illinois Urbana-Champaign departments submit copier meter reads and/or annual agreement(s) for their equipment using the university's electronic procurement system (iBuy) non-catalog vendor forms. Once the department approves the iBuy order, iBuy will automatically email a purchase order for that meter read billing or annual agreement to the vendor. Note that each meter read will generate a new purchase order each month. The department must select a vendor that is associated with the piece of equipment.
For office machine equipment not covered under a maintenance agreement that requires repair services (time and materials), the department must select a vendor from the OMR master contract list and pay for the repair services (time and materials) on a PCard. The Vendor Name and Contract Number must be the initial information in the Description line of the PCard Log. See Business and Finance Policies and Procedures Manual, 7.6 The University Purchasing Card (PCard).
Annual Maintenance Agreements
Monthly Copier Meter Reads or One-Time Payments
There are two types of copier annual maintenance agreements:
- Monthly Copier Meter Reads or One-Time Payments
or - A one-time payment at the beginning of the fiscal year that may have allotted copies with overage charges if the allotted copies are exceeded.
note: If both methods are offered (meter reads or one-time payment) the department must choose one of the methods.
- Copier meter reads are submitted each month to the vendor using iBuy non-catalog vendor forms.
- Annual maintenance agreements are submitted at the beginning of each fiscal year using iBuy non-catalog vendor forms.
- Job Aids to process iBuy transactions are located below the Contracted Vendor pricing sheet and on the Business and Finance training website under Purchasing job aids
- Departments should contact the appropriate vendor that is associated with the piece of equipment when:
- Considering maintenance plan coverage for equipment
- An office machine needs service - either maintenance or repair service*
- There is a need to add or remove equipment
*Note: When selecting the vendor for time and materials (repair service), you must use the vendor associated with the piece of equipment that needs repair, e.g., a Sharp copier that does not have a maintenance agreement would be repaired by either CDS Office Technologies or Watts Copy systems.
RK Dixon Billing Process:
Meter reads for Canon copiers in Urbana (both purchased and rental/lease) will be performed each month by RK Dixon staff (Ron Oldani). RK Dixon will submit the invoice data on a spreadsheet to Purchasing and University Payables for processing. Each month your Canon copier meter read charges will be posted directly to your financial statement with the description of: 'model'/'serial'
What does this mean for your department? Your department no longer needs to take a monthly meter read for any Canon copiers (purchased or leased/rented) and submit an iBuy requisition! Each month, the transaction information will be posted in spreadsheet format below for reconciliation purposes.
Below are some FAQ's how this program will work. If you have any questions regarding this program, please use the Service Desk Request Form.
Q. Who should I contact if I have questions about my charge?
A. Resolution of charges should begin with contacting Connie Lasek with RK Dixon at 800-553-0020.
Q. Can I contact the Urbana Purchasing Department with customer service issues?
A. Yes, the department may contact the Urbana Purchasing Department with any billing or customer service issues for charges or questions. The department may be referred to RK Dixon for billing questions and resolution. Please submit an AITS Service Desk Ticket to allow the inquiry to be distributed among Urbana Purchasing staff.
Q. I bought a new Canon copier, how do I activate my maintenance service?
A. The purchase of a new Canon copier comes with a 90-day warranty. RK Dixon will make arrangements with the department to take a meter read when the 90-day warranty period ends. This meter read becomes the beginning meter read to calculate the next month's copier meter charge that will appear on the department's financial statement.
Q. What happens if I want to surplus or trade-in my Canon copier?
A. If a department plans to surplus or trade-in the Canon copier that is on a maintenance agreement with monthly meter read, the department must contact RK Dixon to terminate the maintenance agreement and allow a reasonable amount of time for RK Dixon to conduct a final meter read on the copier. If the department does not contact RK Dixon and allow a final meter read on the copier, RK Dixon has the right to calculate a reasonably estimated final meter read and the charges will be posted directly to the department’s C-FOP in the monthly cycle.
Office Machine Repair Master Contact and pricing sheets:
Vendor Contact Information:
| Vendor Name | Contract # | Phone # | Preferred method of contact |
|---|---|---|---|
| CDS Office Technologies | CN-00001070 | 800-247-6771 x4000 | CDS Login |
| Ricoh USA | CN-00001071 | 888-456-6457 | My Ricoh USA |
| Records Systems Inc | CN-00002136 | 217-544-0765 | bburris@recordsystemsinc.com |
| RK Dixon | CN-00001083 | 800-553-0020 | RK Dixon Support |
| WATTS Copy Systems | CN-00000851 | 800-292-0515 | WATTS Service Call |
- The Contract number is used in iBuy and PCard (Time/Materials for Repair)
- In iBuy the Contract Number is the same as the Catalog Number.
- PCard: Add the Contract number as the first information in the description line of your PCard log.
OMR Vendor Pricing Sheets
The vendor pricing sheets contain the make/models of equipment, pricing and contact information. Due to the confidentiality of the pricing sheets, you will login through bluestem to access this information. There are four tabs to the spreadsheet: Copiers, Xerox Equipment, Other Equipment, and Vendor Contact information. When selecting a vendor for either maintenance agreements or time and material charges (repair service), you must use the vendor associated with the piece of equipment.
Download the FY 19 Master Contract Vendor Pricing Spreadsheet (Authentication through Bluestem is required to access this information.)
University of Illinois Chicago departments are encouraged to call the local vendors for their off-campus office machine repair needs or submit a requisition for on-campus office machine repair needs. For additional information contact the UIC Purchasing Division.
University of Illinois Springfield departments are encouraged to call the local vendors for their office machine repair needs and submit a requisition in iBuy for on-campus office machine repair needs. For additional information contact the UIS Purchasing Division.
Who to Ask
Contact information for the Purchasing offices can be found on the Purchasing & Contract Management About page.
For assistance with Office Machine Repair, please use the Service Desk Request Form
For printers and copiers located off campus or for rental copiers, please contact Purchasing at 217-333-3505.