Printing
Print Buying with the ProCard
University of Washington Creative Communications offers a full range of services including design, printing, web publishing, copy services, and mailing. Our Account Managers are experts at managing all the details of your print projects; they work with clients to develop scope of work, arrange for design if necessary, compile print specifications, source appropriate vendors for each project, keep the project on time and within budget, and work with University Mailing Services on direct mail pieces.
Account Managers handle hundreds of print projects every year and make every effort to process print requests as quickly as possible. There are times, however, when clients with experience purchasing print would like the flexibility to bypass Creative Communications. The UW Procurement Card System (ProCard), allows university employees to make purchases of up to $2000 including printing. To learn more about the ProCard, visit:
http://www.washington.edu/admin/procard/index.html
Because successful print buying involves careful coordination and knowledge of the field, we recommend relying on Creative Communications. Experienced print buyers willing to take on print buying responsibilities, including handling unexpected outcomes, should keep these tips in mind:
10 Tips for Print Buying with the ProCard:
1. Make certain that a potential vendor accepts VISA credit cards.
Many local printers are accustomed to receiving purchase orders and may not be set up to accept credit card transactions. Without a pre-established account, these vendors may demand C.O.D. terms.
2. Compile complete and concise print specifications.
The Creative Communications web site features a specification template accessible as a pdf. This form outlines important information necessary to a printer including: project description, quantity, size, paper, ink color(s), amount of ink coverage, file information, software, prepress work required (i.e. scanning and placing of images), proofs you would like to review, bindery, packaging, and delivery instructions.
3. Submit your specifications to the printer in writing.
E-mail or fax the printer the specification data. This avoids miscommunication that may increase the price or delay delivery of the printed piece.
4. Consider getting more than one quote.
There are many competent printers that cater to work in the $100 - $2,000 range. By contacting more than one printer, you are assured the price you are quoted is reasonable and competitive.
5. Agree upon what proofs you will be provided.
Different proofs are appropriate for different processes. Receiving a proof before going to print will prevent errors or discrepancies that can occur and cost time and money.
6. Ask the printer about the equipment planned to run your job.
Different types of equipment will produce varying quality of print. Be certain to inquire about what printing equipment will produce your job so that the final piece is commensurate with your expectations. Ask to see samples of similar jobs run on that press, and offer to do a press check, if needed.
7. Get a commitment of the print schedule in writing.
If you are up against a tight timeline, establish when you will get artwork to the printer and have written assurance that your printer will get the job done on time.
8. Come to an agreement on price and request it in writing.
Inform the vendor that you are bound by a price limit. Be aware of alterations or changes that can drive up price. It is not permissible to split single charges to stay under the single transaction limit of $2000.
9. Get Mailing Services pre-approval if this printed piece will be mailed.
Run a designed dummy by Mailing Services prior to having it printed. Get confirmation that the size, design, and paper are compatible with postal requirements.
10. Make arrangements for receiving your printed materials.
Will your printed piece deliver directly to you or to another location? Notify Creative Communications - including Mail Services - in advance if our involvement will be required. Your Account Manager can advise you.
If you choose to use your ProCard for print buying, these tips will be of assistance. However, we believe you will find it more convenient and economical to rely on the expertise available at Creative Communications.
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