Office Supplies
The university has a strategic contract with Staples for office supplies, such as staplers, pens, pencils, paper, sticky pads, and paper clips, remanufactured toner cartridges, among many other items.
On this page:
Minimum Order is $40
There is a $40 minimum for all office supplies orders. Please consolidate small orders to reduce the number of deliveries to your location.
By reducing the number of campus deliveries, we can positively impact our carbon neutrality. Our university is committed to becoming carbon neutral by 2030.
Focus on Sustainability
Why There's a Minimum Dollar Amount for Orders
Our university is committed to becoming carbon neutral by 2030. Every delivery that comes to campus generates carbon emissions.
- UB placed over 1000 individually-shipped orders that totaled less than $50 per order
- Eliminating these low-dollar, individually-shipped orders, saves over 8 trees from turning into cardboard per year
- Reducing order frequency and eliminating one truck per day on campus, creates an incredible environmental impact. In one year:
- We will have cleaned the air as much as 115 trees in 10 years; that’s equal to 8.2 acres of forest
- We will have eliminated 300 trash bags of waste from entering landfills; that’s 2.4 tons of garbage
- Saved enough energy to charge 843,210 cell phones; enough to power a home for over a year
Staples' Commitment to Sustainable Operations:
Staples is committed to sustainable business practices and seeks to offer products that meet our needs for quality, features, and value while delivering reduced environmental and social impacts.
Staples is integrating sustainability into their operations.
- Consolidate orders to one per quarter with a goal of every 6 months
- Create an internal office supply storage solution
- Periodically request staff return unused supplies for redistribution
- If ordering for multiple departments, place one order for multiple locations (you can split accounting information in ShopBlue)
- Look for the “ECO” or “RECYCLE” labels on items identified by Staples as Eco-Conscious.
- Always recycle your cardboard boxes
How to Purchase Office Supplies
Use Staples Punch-Out Catalog in ShopBlue
Order office supplies only through Staples through ShopBlue — do not order office supplies directly from Staples.com or other vendors.
- Navigate to Showcases section in ShopBlue to order direct and real-time from Staples through the Staples Punch-out
- All items covered under one contract
- No buyer approval or intervention is required
- Improves order processing time by over a week
When purchasing from punch-out suppliers like Staples, you exit the ShopBlue site to search and select products from a supplier's web catalog, then return the items to the ShopBlue shopping cart. The selected items are then submitted through the standard requisition and order process.
Advantages of Using Showcase Suppliers
All items are covered under one contract. No buyer approval or purchasing intervention is required.
- No PCard orders; all orders go through one platform
- Streamlined process for real-time ordering
- Improves order processing time by over a week
- Search for items, create a cart, track your order, and request a return all under one platform
Off-Contract Items
Do you want to purchase an item that is off-contract? Let us know what you're looking for, and we'll evaluate your request.
Best Practices
Due to restrictions with different funding sources, any food or beverage item must have an allowable business purpose.
- Please refer to the Allowable Use of Funds chart for food and beverage purchases. Each funding source has different allowable expenses for food and beverage items.
- Once you have determined that your items are allowable, you must leave a comment on the requisition with the reason for your purchase. The “Comments/Business Purpose” tab is the appropriate section to list this information.
- In the requisition, navigate to the “Comments/Business Purpose” tab.
- Once you click on that section, you must then click on the “+” at the far right to add a comment.
- Leave your business purpose for the food in the text box
- Click the check mark to submit the comment after you have typed it.
Any order can be tracked on the Proftech website. Please see below for instructions on how to track your order.
- Log into ShopBlue, the Shopping homepage
- Click on the Staples (Proftech) Punch-Out Catalog logo, which is found in the "Showcases" section on the ShopBlue homepage.
- Once you are on the Proftech homepage, you should see a section titled “Orders”
- Click “View All"
- You will be taken to a site with the option to input your Proftech order number or your ShopBlue PO number. Either option will take you to your order details.
- In your order details, you can see the status, order date, and amount, as well as options to print your receipt and return your items.
- Click on the order number and it will show the full details of the order.
- From here you will have the option to track your order.
- When you click “Track these items” a screen will pop up on the right side and show you the delivery status of your items.
Buy furniture through furniture vendors. Contact our furniture buyer for assistance.
Alternate Staples Part Numbers for Ink and Toner Supplies
Review the table listing alternate part numbers for previous Staples purchases.
| Previous Part# | Item Description | Model | Alternate Part# |
|---|---|---|---|
| 1546288 | HP 83A Black Standard Yield Toner Cartridge, 2/Pack | CF283AD | 1929253 |
| 189521 | HP 305A Cyan/Magenta/Yellow Standard Yield Toner Cartridge, 3/Pack (CF370AM) | CF370AM | 1557548 |
| 364842 | HP 950 Black Standard Yield Ink Cartridge (CN049AN#140) | CN049AN#140 | 1004271 |
| 1279012 | HP 81A Black Standard Yield Toner Cartridge (CF281A) | CF281A | 2580017, 2420162 |
| 364841 | HP 951 Yellow Standard Yield Ink Cartridge (CN052AN#140) | CN052AN#140 | 1004268 |
| 364843 | HP 951 Magenta Standard Yield Ink Cartridge (CN051AN#140) | CN051AN#140 | 1004269 |
| 364844 | HP 951 Cyan Standard Yield Ink Cartridge (CN050AN#140) | CN050AN#140 | 1004270 |
| 24403549 | HP 120A DRUM USE W/HP116 TNR | CF500AM | 24393980 |
| 364836 | HP 951 Cyan/Magenta/Yellow Standard Yield Ink Cartridge, 3/Pack (CR314FN#140) | CR314FN#140 | 108230, 1004269, 1004270, 1004268 |
| 24403550 | HP 508A Cyan/Magenta/Yellow Standard Yield Toner Cartridge, 3/Pack (CF360AM) | CF360AM | 24378019, 24378017, 24378018, 24378020 |
| 24403551 | HP 202X Cyan/Magenta/Yellow High Yield Toner Cartridge, 3/Pack (CF500XM) | CF500XM | 2758180, 2758178, 2758187, 2758188 |
| 308826 | HP 83A Black Standard Yield Toner Cartridge (308826) | CF283A | 1929253 |
| 1279011 | HP 83X Black High Yield Toner Cartridge (CF283X) | CF283X | 2419876 |
| 2145185 | HP 902 Cyan/Magenta/Yellow Standard Yield Ink Cartridge, 3/Pack (T0A38AN#140) | T0A38AN#140 | 24403754 |
| 24408522 | HP 952XL Black/Cyan/Magenta/Yellow High Yield Ink Cartridge, 5/Pack (6ZA00AN#140) | 6ZA00AN#140 | 2002711, 2002712, 2002713, 2002714 |
| 24440971 | HP 952 Black/Cyan/Magenta/Yellow Standard Yield Ink Cartridge, 4/Pack (X4E07AN#140) | X4E07AN#140 | 2002711, 2002712, 2002713, 2002714 |
| 441953 | HP 11 C4810A Printhead, Black | C4810A | 577280 |
| 503708 | HP 13X Black High-Yield Toner Cartridge (Q2613X) | Q2613X | 791406 |
| 697736 | HP 901XL/901 Black High Yield and Tri-Color Standard Yield Ink Cartridge, 2/Pack (CZ722FN#140) | CZ722FN#140 | 812327 |
| 577281 | HP 49A Black Standard Yield Toner Cartridge (Q5949A) | Q5949A | 891747 |
| 85604 | HP 305A Black Standard Yield Toner Cartridge (CE410AG) | CE410AG | 1004302 |
| 1990394 | HP 952 Cyan/Magenta/Yellow Standard Yield Ink Cartridge, 3/Pack (N9K27AN#140) | N9K27AN#140 | 2002711, 2002712, 2002713, 2002714 |
| 24440973 | HP 902 Black/Cyan/Magenta/Yellow Standard Yield Ink Cartridge, 4/Pack (X4E05AN#140) | X4E05AN#140 | 2140574, 2140584, 2140573, 2140571, 2140581, 2140623 |
| 1279020 | HP 81X Black High Yield Toner Cartridge (CF281X) | CF281X | 2420162, 2580017 |
| 654001 | HP 88 C9381A Printhead, Black, Yellow | C9381A | 722917, 722927 |
| 653999 | HP 88 C9382A Printhead, Magenta, Cyan | C9382A | 722925, 722916 |
Ink and Toner Supplies Not Available From Staples
Certain HP ink and toner items cannot be purchased through Staples. Instead, these items will need to be purchased through CS Business Systems by submitting a non-catalog item requisition in ShopBlue. Please refer to the list of commonly purchased items that are available from CS Business Systems.
If you do not see your item on this list and it is not available on contract from Staples, submit a request to purchase off-contract office supplies.
Item Description | Item# | Price |
|---|---|---|
HP 58A Black Standard Yield Toner Cartridge | CF258A | $67.00 |
HP 58X Black High Yield Toner Cartridge (CF258X) | CF258X | $138.00 |
HP 761 Gray Standard Yield Ink Cartridge (CM995A) | CM995A | $142.00 |
HP 761 Dark Gray Standard Yield Ink Cartridge (CM996A) | CM996A | $142.00 |
HP 761 Black Matte Standard Yield Ink Cartridge (CM991A) | CM991A | $128.00 |
HP 761 Black Matte Standard Yield Ink Cartridge (CM997A) | CM997A | $219.00 |
HP 771 Matte Black/Chromatic Red Printhead (CE017A) | CE017A | $166.00 |
HP 761 Yellow Standard Yield Ink Cartridge (CM992A) | CM992A | $142.00 |
HP 761 Cyan Standard Yield Ink Cartridge (CM994A) | CM994A | $142.00 |
HP 19A Drum Unit | CF219A | $49.00 |
HP 761 Magenta Standard Yield Ink Cartridge (CM993A) | CM993A | $142.00 |
HP 771 Light Magenta/Light Cyan Printhead (CE019A) | CE019A | $166.00 |
HP 761 Magenta/Cyan Printhead (CH646A) | CH646A | $129.00 |
HP 771A Yellow Standard Yield Ink Cartridge (B6Y18A) | B6Y18A | $245.00 |
HP 771 Magenta/Yellow Printhead (CE018A) | CE018A | $166.00 |
HP 771A Light Cyan Standard Yield Ink Cartridge (B6Y20A) | B6Y20A | $245.00 |
HP 761 Yellow Printhead (CH645A) | CH645A | $129.00 |
HP 72 Gray Standard Yield Ink Cartridge (C9374A) | C9374A | $62.00 |
HP 761 Maintenance Kit (CH649A) | CH649A | $63.00 |
HP 771 Photo Black/Light Gray Printhead (CE020A) | CE020A | $166.00 |
HP 72 Black Standard Yield Ink Cartridge (C9370A) | C9370A | $62.00 |
HP 72 Gray/Photo Black Printhead (C9380A) | C9380A | $64.00 |
HP 771A Black Matte Standard Yield Ink Cartridge (B6Y15A) | B6Y15A | $244.00 |
HP 771A Light Gray Standard Yield Ink Cartridge (B6Y22A) | B6Y22A | $244.00 |
HP 771A Red Standard Yield Ink Cartridge (B6Y16A) | B6Y16A | $242.00 |
HP 761 Gray/Dark Gray Printhead (CH647A) | CH647A | $124.00 |
HP 771A Magenta Standard Yield Ink Cartridge (B6Y17A) | B6Y17A | $242.00 |
HP 134x Black High Yield Toner Cartridge (W1340X) | W1340X | $50.00 |
HP 82 Magenta Standard Yield Ink Cartridge (C4912A) | C4912A | $45.00 |
HP 72 Yellow Standard Yield Ink Cartridge (C9373A) | C9373A | $62.00 |
HP 771 Maintenance Kit (CH644A) | CH644A | $60.00 |
HP 206X Black High Yield Toner Cartridge (W2110X) | W2110X | $62.00 |
HP 82 Yellow Standard Yield Ink Cartridge (C4913A) | C4913A | $45.00 |
HP 206X Cyan High Yield Toner Cartridge (W2111X) | W2111X | $64.00 |
HP 206X Magenta High Yield Toner Cartridge (W2113X) | W2113X | $64.00 |
HP 82 Cyan Standard Yield Ink Cartridge (C4911A) | C4911A | $45.00 |
HP 72 Cyan Standard Yield Ink Cartridge (C9371A) | C9371A | $63.00 |
HP 72 Cyan/Magenta Printhead (C9383A) | C9383A | $64.00 |
HP 72 Matte Black/Yellow Printhead (C9384A) | C9384A | $64.00 |
HP 204A Black Standard Yield Toner Cartridge (CF510A) | CF510A | $34.00 |
HP 206A Yellow Standard Yield Toner Cartridge (W2112A) | W2112A | $48.00 |
HP 72 Magenta Standard Yield Ink Cartridge | C9372A | $62.00 |
HP 204A Cyan Standard Yield Toner Cartridge (CF511A) | CF511A | $37.00 |
HP 206X Yellow High Yield Toner Cartridge (W2112X) | W2112X | $64.00 |
HP 82 Black Standard Yield Ink Cartridge (CH565A) | CH565A | $41.00 |
HP 32A Drum Unit | CF232A | $58.00 |
HP 962XL Black High Yield Ink Cartridge (3JA03AN#140) | 3JA03AN#140 | $30.00 |
HP 206A Magenta Standard Yield Toner Cartridge (W2113A) | W2113A | $48.00 |
HP 126A Drum Unit (CE314A) | CE314A | $56.00 |
HP 72 Black Matte High Yield Ink Cartridge (C9403A) | C9403A | $62.00 |
HP 204A Magenta Standard Yield Toner Cartridge (CF513A) | CF513A | $37.00 |
HP 206A Cyan Standard Yield Toner Cartridge (W2111A) | W2111A | $48.00 |
Returns
Have a problem with your order? Make sure you do not create a receiver for your order until all items are delivered in good condition and are still wanted. Returns can take up to 30 days to process through the Staples system, you will not see credit reflected until Staples has issued credit to Accounts Payable and it has been applied in ShopBlue.
Check the status of your order by tracking through the ShopBlue Punch-Out.
- What if it hasn’t shipped? Items will not ship for two reasons:
- The item is out of stock with no ETA
- Staples will cancel the item off your order. You will need to reorder an in-stock alternative or wait until the item is available.
- Your packing list may show this item as a zero-dollar charge
- The item is back-ordered
- Backordered items are items that are on the way to the supplier but are not there yet. These will ship once they arrive. Contact Proftech customer service at PROFTECHDIVERSITY@STAPLES.COM or 855-273-1628 for an ETA.
- What if my order went to the wrong location?
- Contact the buyer
- Please allow 24-48 hours for a response from the buyer.
It is best practice to allow up to one week for items to be received before contacting Proftech customer service. Proftech shipping partners do their best to deliver your order quickly and safely under difficult circumstances. Some shipments may experience unforeseen delays. We appreciate your understanding and patience. Please do not create a receiver until the goods are delivered.
Have more questions? Contact Proftech customer service at PROFTECHDIVERSITY@STAPLES.COM or 855-273-1628 for an ETA.
Check the status of your order by tracking through the ShopBlue website.
- What if it hasn’t shipped? Items will not ship for two reasons:
- The item is out of stock with no ETA
- Staples will cancel the item off your order. You will need to reorder an in-stock alternative or wait until the item is available.
- Your packing list may show this item as a zero-dollar charge
- The item is back-ordered
- Backordered items are items that are on the way to the supplier but are not there yet. These will ship once they arrive. Contact Proftech customer service at PROFTECHDIVERSITY@STAPLES.COM or 855-273-1628 for an ETA.
- If the unwanted item is currently shipping, contact Proftech customer service at PROFTECHDIVERSITY@STAPLES.COM
or 855-273-1628 to cancel the order. - If Proftech is unable to intercept the order, please either refuse delivery or initiate a return with customer service.
- Leave a comment on the ShopBlue PO and let us know you’re returning the item
- Do not receive the item in ShopBlue
- Double-check the packing slip and order details and review the description.
- Take a photo of the item received in error and the packing slip (the packing slip can also be scanned instead of a photo).
- Email a copy of the packing list and image of the item received to Proftech customer service at PROFTECHDIVERSITY@STAPLES.COM
- Follow the instructions provided by Proftech
- Leave a comment on the ShopBlue PO describing the situation. Make sure to note if credit is incoming or if you will be returning the item.
- Do not receive the item in ShopBlue
- Email Proftech customer service at PROFTECHDIVERSITY@STAPLES.COM and request return instructions for an unwanted item.
- Follow the instructions provided by Proftech
- Leave a comment on the ShopBlue PO explaining which item you will be returning for credit.
- Do not receive the item in ShopBlue
- Take a photo of the damaged item(s)
- Email Proftech customer service at PROFTECHDIVERSITY@STAPLES.COM and request return instructions for the damaged item(s).
- Follow the instructions provided by Proftech. They may allow you to discard the damaged item, but that is up to their discretion. Please do not dispose of any damaged item before receiving instructions from the supplier.
- Leave an unassigned comment on the ShopBlue PO explaining which item you will be returning for credit or if Proftech has credited the item.
Questions?
Email your question to PROFTECHDIVERSITY@STAPLES.COM or phone (855) 273-1628
