Policies & Procedures

The Baylor University Printing Procurement Office (PPO) was established on June 1, 1994 to coordinate all printing for Baylor University. All Baylor University departments should contact PPO when they need printing. The department will provide information regarding their project including a Department ID number and contact information.

Printing orders costing less than $5,000

• Paperwork is processed and job is sent to an approved vendor with the best production capabilities for that specific project.
• A proof is provided on most jobs before printing.
• Upon verification of delivery and receipt of invoice, PPO processes and approves invoices for payment.
• Invoice is sent to Accounts Payable to be charged to the Department ID number and account number 9372.

Printing orders costing over $5,000

• Quotes are obtained from three approved vendors.
• Cost is provided to department and PPO receives approval to proceed.
• PPO prepares and approves requisition and purchase order.
• Printing jobs costing over $25,000 are coordinated by PPO with the Budget Office.
• Job Cost Summary is sent to the department showing pertinent information relating to the job.

Stationery items such as business cards, letterheads and miscellaneous envelopes are available on e-commerce site.

• Order entered, approved and submitted on-line by department user.
• Payment must be made with Baylor Purchasing Card.

Failure to comply with the policy regarding the purchase of printing through the Printing Procurement Office can result in the vendor not being paid. If the vendor does not have a valid Printing Procurement job number for the specific job, the University will not be held responsible for payment. In such cases, the individual responsible for the unauthorized printing of the job may be held personally responsible for payment.