Toshiba Consolidated Billing

Toshiba copier maintenance billing is changing. Here's what your department needs to know,  and what you'll be asked to do.

Revised June 3, 2026

What's Changing

Starting July 1, 2026, Toshiba copier maintenance billing will be handled centrally by Purchasing and Contract Services and Accounts Payable. Your department will no longer need to manage a purchase order for this.

Charges will still appear in your department's accounts. They'll just come through centralized billing rather than a department-managed PO. The level of detail in billing summaries will be more consolidated than you may be used to.

What goes away for your department:

  • Managing a Toshiba copier maintenance purchase order
  • Submitting or renewing POs for copier maintenance

What stays the same:

  • Your department is still responsible for its copier costs
  • You can still review and reconcile charges
  • Your copiers stay — nothing changes about the devices themselves

Is this optional?

No – this is a campus-wide change that all departments will undergo.

What You'll Be Asked To Do

Before billing transitions, we'll reach out to confirm the copier device information associated with your department. This is a quick step, as you'll be confirming accuracy.

Outreach will be phased, so not all departments will hear from us at the same time. When it's your department's turn, you'll receive an email with clear instructions and a deadline.

When you receive that outreach, you'll be asked to:

  1. Review a list of copier devices associated with your department
  2. Confirm the information is accurate — or note any corrections (for example, a retired device or an updated account number)

Most departments complete this in fewer than 10 minutes.

Device Eligibility under the SUNY Contract

Billing for certified devices will be done monthly under the SUNY contract, while non-certifiable devices (older or high-cost models that can’t use Pharos secure print) will continue to be managed separately.

Questions?

If you have questions or need assistance, please use our feedback form:

Questions and Concerns Form