Resources for Office Managers

We want to ensure that your office has everything it needs to succeed!  Here are some resources for administrative assistants and office managers.

Finance FAQs
**Updated 8/6/2026 for FY27 Ordering**

CPCS Invoice Template
**Downloadable & Fillable PDF Invoice Template**

Ordering: 

For nearly anything you could need, we have an assigned vendor.  Many of the vendors may have different processes, so we have done our best to make it as clear as possible.

Xerox Toner

  • Toner and other user-serviceable parts are fully covered under our lease.
    • For Xerox service, call 866-237-9728 option #1
    • For Xerox supplies, call 866-237-9728 option #2
      • They will ask for your 9-character serial number, which can be found by pressing “machine status” on your copier

Other Toner and Ink

  • All other toner or printer ink is purchased through CAM Office.
    • Please see instructions here.

Copy Paper

  • As of July 1st, 2026, CPCS’ sole copy paper supplier is Staples Business Advantage
    • No minimum case requirement – order as little (or as much) paper as you require
    • Your Staples budget should now include funds for copy paper

Postage

  • Boston Office
    • We use Pitney Bowes equipment in the 6th floor mail room
    • If you encounter any issues/errors or require additional funds added to our balance, please reach out to [email protected] for assistance.
  • non-Boston Offices
    • We print stamps using the Stamps.com program.
    • More details about balance and stamp roll replenishment are available here.

Business Cards

  • Human Resources processes requests for business cards.  Send requests to [email protected].
    • For new orders, the order form can be found on the HR Intranet.
    • For re-orders, you can send a copy of the card with the form, and note any changes.
    • Cards are ordered bi-weekly, and orders may take up to four 4 weeks to process.

Envelopes

  • Send a copy of your office’s envelope (proof) to [email protected], and we will place the order with Bay State Envelope.
    • Minimum order is 1 case = 2,500 envelopes.
    • Allow a lead time of 2 – 3 weeks.

United Parcel Service (UPS)

  • We utilize UPS to mail anything that requires expedited shipping and/or tracking.
    • More details on this process can be found here

Other Office Supplies

  • For nearly everything else, Staples Business Advantage is your resource.
    • Please see instructions here

First Aid Kits

  • Cintas should be servicing your office’s first aid kits monthly.
    • If you have not received service recently, please notify Facilities.

Special Orders, Furniture & Accommodations

  • If you need something not listed above, please contact Finance at [email protected] for procurement assistance.

Receiving:

For every order, properly receiving the order is just as important as the process itself!  When your order has arrived, please follow the following process:

  1. Check the contents of the order against the document received with said order (i.e., packing slip, delivery ticket, or the original email, if nothing was received with the shipment)
  2. Note if any items are back-ordered.  Sometimes an order may come in multiple shipments.
  3. If any items are missing and were not noted as back-ordered, contact the vendor ASAP to reconcile the order.
  4. Finally, when the entire order has been received, send the packing slip to [email protected].  CPCS needs proof of delivery in order to pay invoices and it also lets us know that our vendors are delivering in a timely manner.

Other Resources:

  • Instructions for changing names on new signs
  • BBO registration forms and information.
  • Xerox provides a solution for recycling used toner cartridges.
      • Click the link, fill out the form, and Xerox will provide a flat box that comes with a plastic liner and pre-printed label.
      • Put the toner cartridges in their original boxes and then into the plastic liner/box.
      • Tie the plastic bag, seal the box, put on the label and have UPS pick the box up when at your office next
        • Xerox Eco Boxes do NOT require pre-authorization to be picked up and can be left for pickup during any other UPS delivery
  • Travel vouchers and questions about travel reimbursements can be sent to [email protected].
  • Invoices should be sent to [email protected].
    • We work hard to ensure that our vendors send all invoices to Accounts Payable, but sometimes they slip through the cracks.
    • If an invoice makes its way to your office, we will contact the vendor, provide the correct address to ensure that all future invoices will be sent directly to us.