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Printing Services Payment Guide

This guide provides general information about the payment process associated with obtaining printing services, and services involving the design and use of art for printed goods.

Campus departments usually procure printed goods and related services through UCSC Printing Services. In some situations, an external vendor may be needed to provide printing and related services. These services are procured through a UCSC purchase order. Information on how to do this is available from Procurement Services. ​​​​

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  • Before you start

    Important information to know:

    • Avoid conflicts of interest: Refer to the appendices for information covering employee-vendor conflict of interest issues.
    • Tax information: Payments may only be made to recipients with a Social Security Number or an Individual Taxpayer Identification Number (ITIN). Use IRS Form W-7 Application for IRS Individual Taxpayer Identification Number to apply for an ITIN number.
    • Payment: If this is the first time the recipient will be receiving a UCSC non-payroll payment, complete a Payee Setup 204 form.


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  • Ways to pay

    A Pro-Card may only be used to purchase printing services from UCSC Printing Services. Purchases from any other vendor must be procured through CruzBuy. For more information about CruzBuy and the purchase order process, see Procurement Resources.

    • A direct payment cannot be made to the vendor.
    • Out-of-pocket payment for this type of good or service will not be reimbursed.
    ​​
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  • Applicable sales and use tax

    The chart below summarizes important sales tax information related to payments made for printed goods and services:

    Type of Transaction CA Sales Tax?
    Printer provides duplication services only Yes
    Printer reproduces the printed good, such as a course reader, brochure, manual, letter, business card, or form Yes
    Printer reproduces brochure, letter, business card, form, etc., and supplies the work in electronic format, using the internet, e-mail or facsimile as the sole means of transmission No
    Printed sales messages if all the following four conditions apply:
    1. The material is printed to the specifications of the purchaser
    2. The purchaser never takes physical possession of the printed material
    3. The material is mailed by the printing services vendor, its agent, or a mail house acting as an agent of the purchaser.
    4. The material is distributed at no cost to third-party recipients
    		 No

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  • Tax withholding and reporting

    Important information to know:

    • A payment made to a printer for the reproduction of printed material designed by the customer is not tax-reportable or subject to withholding for taxes

    Refer to the appendices for general information about tax withholding and reporting.


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  • Common oversights

    Speed up getting a payment processed by avoiding these common oversights:

    • Forgetting to provide the recipient’s social security number or individual taxpayer identification number.
    • Forgetting to request a change order from the Purchasing Office when the amount to be paid will exceed the amount allowed on the Purchase Order.
    • Forgetting to submit a Payee Setup 204 form for a first-time reimbursement or payment recipient.
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  • UC Procedure Reference

    For more information, see UC Procedure Reference D-371-36 Disbursements: Invoice Processing in Response to Purchase Authorizations.


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  • Where to get help

    Assistance is available for the following topics:


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  • Relevant Appendices




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