SUBJECT
Printing for state agencies
PURPOSE
To provide information regarding the acquisition of printing services by state
agencies.
AUTHORITATIVE REFERENCES
| K.S.A. 75-1005 |
K.S.A. 76-392 |
|
|
GENERAL INFORMATION
K.S.A. 75-1005 requires that the division of printing shall do all public printing
and binding required by the legislature, the supreme court, the governor or
any other state agency.
The Director of Printing may authorize any state agency to do its own printing.
The Director of Printing, unless otherwise instructed by the Secretary of Administration,
may also authorize particular printing jobs to be obtained in the commercial
market. The policies presented here do not apply to contracts entered into under
K.S.A. 76-392.
An agency may acquire small copying or small laser printing devices, small
collating equipment, or small table-top friction folders without the special
approval of the Director of Printing. However, any request for publishing/printing
devices (light lens, digital or laser) capable of running 200,000 copies per
month must have special written approval from the Director of Printing.
The Director of Printing must approve the acquisition of the following types
of printing or binding equipment including rental on lease of such equipment:
- Any device that converts typewritten or other prepared copy
into conventional printing or book typefaces by use of phototypesetting devices,
either manual or computerized.
- Any lithographic camera equipment capable of producing line
or halftone, screened negatives, or process color separations on graphics film,
including automatic or semi-automatic film or plate processing equipment.
- Any kind of printing press that utilizes direct or indirect
printing processes in transferring the inked image to the paper, including both
sheet and roll-fed presses.
- Any kind of automatic or semi-automatic equipment for cutting,
folding, perforating, punching, drilling, signature or folded form gathering,
sewing, saddle or side-wire binding, perfect or glue binding, collating or other
binding equipment.
The Director of Printing must also approve the following printing services
relating to the type of output to be used with another printing device:
Postscript compatible, encapsulated fonts, style tag codes,
FTP capability, importing and exporting files from various word processing formats.
All acquisitions of printing and binding equipment must be made in accordance
with current Division of Purchases policies and limitations.
PROCEDURES
| Responsibility |
Action Step |
| Agency |
- Determine that the printing job cannot be completed by the Division
of Printing.
- Prepare a written request to the Director of Printing seeking approval
to secure the particular job in the commercial market in accordance
with the current policies and limitations of the Division of Purchases.
|
| Director of Printing |
- Review the correspondence and approve or disapprove the request.
|
| Agency |
- If approved, secure the printed material based on the appropriate
purchasing limitation.
- Prepare the payment voucher (form DA-103 or DA-120) and submit the voucher with
the appropriate supporting documentation (including the approval letter from the
Director of Printing) to the Audit Services Team of the Division of Accounts and
Reports. Agencies with delegated audit authority should process the document in
accordance with the agency's procedures.
|
| Accounts and Reports |
- Review and process the voucher and issue warrant or electronic payment
from the central accounting system.
|
CONTACT SOURCES
For questions relating to the approval process, please contact:
Division of Printing
201 NW MacVicar
Questions relating to the payment process should be directed to:
Division of Accounts and Reports
Central Accounting Services Section
Audit Services Team
