Systems and Procedures
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
The Penn State Multimedia and Print Center (MPC) has been designated the responsibility for managing the manufacture and procurement of printing, copying, and addressing in a timely and cost-effective manner in accordance with Policy Policy BS07 Authority and Procurement.
This procedure documents the process by which these responsibilities will be carried out, including the handling of requests, bidding, outsourcing (if/when needed), managing the production and quality control on behalf of departments/customers, making payment to vendors and billing to departments.
All requests for printing, copying, and related mail services required by departments/customers and organizations at all University locations, whether in the form of individual jobs, multiple jobs to be done over time with a single vendor, or any contractual commitments for services that involve any printing or mailing when the anticipated printing costs are in excess of $250, are to be routed to the MPC. For locations other than University Park, this procedure governs jobs exceeding a printing cost of $1,000.
Specifications can be submitted through a customer service representative via telephone, email or via the website for the Penn State Print Portal, or in person (at your location or at MPC).
In consultation with the department/customer, a decision will be made as to whether the needs can be met using internal capabilities or if outsourcing is necessary. If the estimated MPC costs for producing the project are up to $2,500, (excluding paper, addressing, and postage) the project will be generally completed by MPC. If the department/customer chooses to use MPC, there is no requirement to seek additional bids. If the department/customer requires competitive bidding, MPC will coordinate the procurement of the material/services in accordance with the University purchasing guidelines. Projects with an estimated or historical printing cost exceeding $10,000 (excluding paper, addressing, and postage), if not produced at MPC will in most cases be competitively bid by the MPC.
Bids will be solicited from appropriate vendors for printing costs, (including MPC), based on the quality and delivery requirements for the level of work involved. Bids will be solicited using the Penn State Printing Portal for viewing specifications and submitting prices. The department/customer may identify vendors to include in the bid. Generally, the costs requests will be production costs with the understanding that the University will supply the paper. Prices obtained through the Portal are not accessible to any vendor or MPC, (except for their own price), until after bid closure. MPC will add the price of paper to all bids. Procurement Services will open and review the bids and forward them to MPC. Awards will be made on the basis of electronic bids submitted by vendors plus the costs of the paper added by MPC. The award process will be managed by customer service representatives at MPC.
All jobs outsourced will be awarded to the vendor providing the best value. Best value criteria will be stated in the specification document. The best value criteria and a list of suggested vendors will be reviewed with the customer before posting the bid. In the absence of unique best value criteria, jobs will generally be awarded on the basis of the most competitive cost, including paper. Generally, bids will be solicited from multiple vendors that can meet the criteria. When appropriate, certain jobs will be directly awarded to a vendor without soliciting multiple bids (direct award).
MPC customer service representatives are available to help with developing specifications and suggesting alternatives to departments/customers.,. At the request of the department/customer, MPC customer service representatives can assist in the job management function once the job is awarded. This can include activities such as review of proofs, press-checks, delivery arrangements, and quality control functions.
MPC will directly bill the department/customer in accordance with Procedure FN2069 Direct Billing to cover the costs of the vendor invoice, paper, addressing, and postage charges where applicable.
For payment of outsourced work, the vendor will submit an invoice to MPC. Once the product and the associated invoice charges have been approved by the department/customer and MPC, MPC will release the payment.
Violations of a financial policy and/or procedure should be reported to your supervisor, unit manager, your Human Resources representative, and/or office responsible for the policy and/or procedure. Where those resources are inadequate, you may choose to make an anonymous report through the Penn State University hotline by calling 1-800-560-1637.
The Financial Officer is responsible for ensuring that procedures pertaining to the accountability and safeguarding of all cash receipts, cash funds, and other assets are established and followed in accordance with approved University policies and procedures. Regular audits relating to advances, cash, travel, equipment accountability, and other expenditures provide a means to protect University assets. The Financial Officer is responsible for working with Internal Audit when audits are being performed in the administrative area. Audits relating to sponsored activities or other audits performed by external auditors may also be performed. The Financial Officer would also be responsible for working with the external auditor and/or a central university office related to these procedures.
University Records must be retained and managed in accordance with Policy AD35 University Archives and Records Management and the University's Records Retention Schedules that have been approved by the Records Management Advisory Committee (RMAC), the Office of General Counsel, and Senior Vice President and Chief of Staff. These Records Retention Schedules are derived from - or based upon - federal, state, and local statutes or regulations (i.e.; Federal Acquisition Regulations, the OMB Uniform Guidance, Internal Revenue Service, and other regulations governing the auditability and retention of financial records), University Policy, industry standards, and business needs. All University Records must be maintained in such a manner to provide ease of access, establish a suitable audit trail for all transactions, and to be reviewed prior to disposition.
University Records and Transitory/Disposable Records are defined below:
Upon completion of the retention period, University Records must be disposed of via secure destruction or transfer to University Archives, unless an exception to the disposition process set forth below applies. In many cases, retention periods and disposition methods may be generally determined by comparing the type of record (i.e., reports, correspondence, etc.) to similar records series with known retention periods listed on the Records Retention Schedule. If the disposition method for University Records states "Review by Archives" on the Records Retention Schedule, the Unit responsible for those records should consult the University Archivist for a final determination of disposition. For University Records that must be securely destroyed, units may arrange for shredding services by either contacting the Blue/White Shredding Program or the Inactive Records Center (IRC).
Exceptions to the disposition process are as follows:
To safeguard the privacy of individuals, records that contain Personally Identifiable Information (PII), as defined in University Policy AD53 Privacy Policy, or student records, as defined in University Policy AD11 Confidentiality of Student Records, must be securely destroyed beyond recovery. For additional information regarding privacy and the protection of an individual's personal information, see Policy AD53 Privacy Policy.
Additional question should be directed to the Office of Records Management.
There are no exhibits associated with this procedure.
For questions or additional details, please contact the Director of the Multimedia and Print Center.
To request changes to this procedure, please contact the Office of Systems & Procedures by submitting a GURU Technical Support Request Form.
July 1, 2024