Billing Details

Have questions about how billing works? You've come to the right place.

Most areas of the MOA don't actually get billed by Reprographics, but instead have their orders tracked for record-keeping purposes, through account numbers. Only grants, utilities, and projects are directly billed.

Account numbers in our system are based on your department's SAP Fund Cost Center (Dept ID), and are assigned to your account by Reprographics staff. After you register and log-in, someone in our shop will add the account codes that are relevant to your position/department. If you have special requirements, please let us know so we can make an account code selectable for you. For example, if you work in one department but frequently submit orders on behalf of another department, we can make it so you can select either code when submitting an order. 

 

So how do I do that, exactly?

When you submit an order, the last step of the order process is a page where you select what account gets billed for the order. It looks like this:

Say you work in the Library. Here you could likely select Library Admin, Youth Services, Adult Services, Branches, or other Library department - provided your account is set up to select them.

This allows easy tracking of order history by department. We often get calls regarding a printing order someone orders once every year or two. "How many did we get last time?", they ask. Before, they had to wait for us to pull the relevant files, check order history, and get back to them with an answer. Now, that information will be instantly available to you and the Reprographics staff. 

 

 

 

 

 

But what happens when you're working on a WBS project or submitting an order that is grant funded?

You can either contact Reprographics for us to add the project/grant to your account, or explain the details in the Additional Billing Instructions window:

Here you can explain anything special about your billing needs on the order. Remember, unless you are using a grant, are part of a utility, or are printing under a WBS project account - you are not directly billed.

 

 

 

 

 

 

 

 

 

In this billing window, the account number and sites are linked together. The site is basically a department, and the account number is the division within that department. You will likely only have access to the site and account numbers you work at, unless you specially request we set your account up differently. Depending on where you work, this list could have the following options:

• SAP Fund Cost Center Numbers: Which are listed like: "451100 (APD CAP Team)". These are IGC numbers, and are for tracking purposes only. They do NOT directly bill your department. This is what the majority of users will be selecting. 
• GRANTS: Which are listed like: "AHD Grant 2000098". New grants need to be manually added to the system by our staff for you to select them, so contact us if you plan to use a grant for your printing needs. You can also add the grant funding string information to the "Additional Billing Instructions" window, and we can add it for you after the order is in the system.  
• PROJECTS: All projects will use this account: (WBS-Project Accounting). The actual project number (WBS #, example SD.00002.3.2.023) will need to be put in the in the Additional Billing Instructions box. Please contact us if you need to be able to select the project account code, we have to turn that on manually for your account. 

 

So what does this all mean?

For most folks, you don't have to worry about this stuff.

Almost all departments are IGC-based, meaning Repro does not bill you or impact your budget at all.
However, if you are a utility, paying with a grant/project, or are submitting on behalf of someone in that category, you will want to ensure you enter the appropriate grant/project codes in the "Additional Billing Details" window when submitting your order. Otherwise, your billing will be incorrect.