Frequently Asked Questions

My department has a lot of old copy cards. Can they still be used?

No. Once the new system is live, the old copy cards will be unusable. However, you may obtain a refund for the remaining balance on those cards. See Departmental Copy Account for more information.

Can my card be used for both personal and work-related copying?

Yes. Personal copying must be done using Bay Bucks on a public machine (like those in the library). Work-related copying must be done on a department copy machine and will be charged to a department copy account.

Will every employee be able to make copies with their card?

Yes. All non-student employees will be able to use The Bay Card to make work-related copies.

Will student employees be able to make copies with their card?

No. Departments will have a department copy-only card available that they can check out to students to make copies as part of their job.

If I work in more than one department, how do I charge my copies?

Your Bay Card will be affiliated with only one department, your primary department id in the PeopleSoft HR system. If you need to make copies in another department you will need to use that department’s Departmental Copy Card.

How do I charge copies to a different chartfield?

Charges will initially be expensed to your department’s chartfield; you will need to transfer expenses, when necessary, to any other chartfield.

How do I charge copies to a grant/foundation account?

• In analyzing last year’s data we determined there are approximately 20 grants which had charges for copying.  Based on this, we will issue a copy card displaying the name of the grant, to grant holders.  The charges made with each copy card will be summarized on a monthly basis and billed by Accounting to your grant/foundation account.  
• Please send Carrie Medders the name of your grant, including the grant holder name.
• The Grant Copy Card will have the Grant Name printed on the front of the card.  The individual picking up the card will be required to sign for it.

If my existing copy cards were purchased from a non-EB001 account, how will a credit be processed?

For non-EB001 issued cards a credit will be made to the funds from which the card was initially purchased. It is the department’s responsibility to identify the funds to be credited when submitting the cards to Duplicating.

What if we need more that one Departmental Copy Card since our department is located in multiple buildings on campus?

This is considered an exception and would be managed upon request. Requests should be sent, with explanation, to The Bay Card Office.

How much will copies cost?

Copies are $.08 each. Copying sent to Duplicating will be charged at $.05 per copy.

What recourse will departments have if an employee abuses copying privileges?

Your department can notify The Bay Card Office to cut off an employee’s access. Proof of abuse may be required.

How can we reduce our copying expense this year?

• Plan ahead as Duplicating Services has a 24-hour turnaround on copying work and charges only $.05 per copy.  
• Consider purchasing a scanner for your office.  This may allow your office to reduce the need for copies in some instances.
• Use all electronic tools available to post information on your web site or on the learning management system (Blackboard) rather than disseminating paper copies.