New Printer Purchase & Setup

MSU Denver has partnered with Lewan Technologies to provide leased or purchased, networked printer / scanner / copier machines (also known as Multifunction Printers or MFPs).  Lewan leases Xerox printer models. ITS supports the use of leased Xerox MFPs over the use of smaller purchased printers and desktop USB printers because because MFPs are much more efficient and therefore easier on the environment than a group of many smaller printers. 

Benefits of leasing printers for your department from Lewan/Xerox:

• Leased printers are MFPs (think large copiers) which are more environmentally friendly than a group of many small purchased printers. 
• ITS supports the machines and Lewan/Xerox provides service for the duration of the machine's lease.
• Lewan will handle printer supplies directly with your department.
• Lewan handles device delivery to your office.
• After the lease is expired, you begin a new lease and receive a new machine. The old one is taken back.
• ITS automatically provides scanning services on the machine.
• ITS can also provide access based restrictions should your department request it.

Benefits of purchasing printers for your department from Lewan/Xerox:

• ITS supports the machines and Lewan/Xerox provides service for the life of the machine through a service contract.
• Lewan will handle printer supplies directly with your department.
• Lewan handles device delivery to your office.
• No monthly lease. When printer ages, you do not receive a new one.
• ITS automatically provides scanning services on select models.
• ITS can also provide access based restrictions should your department request it.

Purchasing printers from other vendors:

ITS recommends always procuring printers through Lewan/Xerox whenever possible. This ensures a consistent standard across the campus and makes it easy for ITS to support and configure the printer. However, we understand that some departments may have special needs that can't be met by Lewan/Xerox. If you believe this to be the case, please fill out a New Printer Consultation request to discuss your needs with us.

Please follow these steps before submitting this request:

1. (Optional) If you do not know what kind of printer you would like to purchase, fill out a New Printer Consultation request.
2. Visit the Xerox/Lewan Web Store and complete the following steps (detailed guide located in the Office of The Controller (OTC) SharePoint: Xerox Store - How to Order Online 2022 ) :
   1. Create an account (for customer ID see guide linked above)
   2. Select your device(s) and add any configuration options (RFID card readers are required on all printers if the option is available).
   3. Add the printer(s) to your cart and checkout.
   4. "Shipping Address" should always be the physical location where the printer will go.
   5. "Invoice Address" should always be the Accounts Payable address.
   6. Add the Cost Center on Step 3.
   7. Save the resulting quote/receipt.
3. Follow the Pathway to Procurement or Payment from the Office of The Controller (OTC) SharePoint page. This will help you determine whether you need to submit a Purchase Order in Workday or not. (All leased printers will require a Purchase Order).
4. Complete your Purchase Order in Workday if necessary.
5. Fill out this service request using the red "Request Service" button at the top of this page.
6. If the new printer is replacing an older printer, please fill out a Printer Decommissioning & Lease Return.

A member of the Office of the Controller (OTC) will receive your request and follow the purchase order through requisition process. Once a delivery date has been set, your ticket will be transferred to ITS who will handle the configuration of the device as well as coordinating the delivery. On the day your printer is delivered, ITS staff will arrive on site to connect and setup the printer. You will receive knowledge base articles that you can send to your staff instructing them on how to add the new printer to their computers (see below). Training is available upon request. In addition, we do not purchase or support single-user desktop printers or departmental laser printers that are not covered by the Xerox lease agreement.

If you have an old printer that needs to be returned or decommissioned, please follow the directions here: Printer Decommissioning & Lease Return.

Do you need help adding an existing printer to your computer? Check out the How do I print on campus? article to find the right self-help guide for you. All new Xerox machines are directory printers and you will find the guides labelled as such. You may also submit the Printer Support request or call (303) 352-7548 to get assistance from ITS staff.