Procurement & Contracting Services

Hewlett Packard (HP) Printer Exchange Event

May 18th, 2018: We've reached the maximum number of trade-in requests at this time.  Please check back later, as this page will be updated when printer request forms are once again being accepted.

UC Davis Supply Chain Management, in conjunction with Hewlett-Packard (HP), is providing new high-efficiency HP printers, free of charge to campus departments in exchange for eligible old HP printers. Exchanges will be made as new printers are available.

This is a first come, first served event.  Printer quantities are limited, so don't delay!

Note: This event is not available to Chart H (Hospital accounts) departments. Other non-Davis campus locations can participate, but will be responsible for costs associated with transporting both the old and new printers. For questions about eligibility and possible shipping charges, please email

Benefits of the Event

  • Replace old, less-efficient printers at no cost to your department
  • New printers are Energy Star® qualified, provide 2-sided printing capability, and utilize high capacity toner cartridges
  • Old HP printers and accessories diverted from landfills and recycled in the most responsible method

Applying for a Printer

Review your departmental printer inventory to see what matches the eligible list of printers on this page. Only include those printers that are owned by your department, and not those that are leased/rented, borrowed, or sponsor-owned.  Only those printers that are owned by your department will be accepted for this event.

Complete the requested information on the HP Printer Exchange Request form (link to be reactivated when printer requests are once again being accepted) and e-mail to Limit of 3 printers per request.  No exchange(s) should take place until the request is approved (see next section).

Making the Exchange

If the printers on your request form are approved, and a new printer is available for exchange, you will be contacted with instructions on how to make the exchange. Printers will be exchanged, by appointment, at the Central Storehouse facility at 615 Hopkins Road. Please contact us within 30 days of notification to avoid having your request canceled.

If you are unable to physically bring your printer to the Central Storehouse facility, delivery arrangements can be made through Special Services at their published rates.

CAMS Tracking

If the original printer has a UCOP Tag Number, and is currently on inventory in the Capital Asset Management System (CAMS) in KFS, you will need to retire it. To do this, process a KFS Asset Retirement (AR) document (using UCOP Disposal Code 23-Salvaged) just prior to making the actual exchange. On your AR document, add a note indicating that it was disposed of as part of the HP Printer Exchange Event.

If you wish to track the new printer in CAMS, you can process a KFS Asset Global (Add) (AA) document (using Asset Acquisition Type 44). On your AA document, add a note indicating that the printer was acquired per the HP Printer Exchange Event. For the asset value enter:

  • $200 for the M402dne model
  • $900 for the 556dn model
  • $1800 for the M609dn model
  • $2000 for the 586dn model

Printer Exchange - Eligible Printers

New HP Model 556dn, M609dn, or 586dn
The following models are eligible to exchange for a new HP 556dn, M609dn, or 586dn:

3525, 3530, 4700, 4600, 4650, 3600, 3800 , 4240, 4250, 4350, 4014, 4015, 4515, 4000, 4050

New HP Model M402dne or 556dn
The following models are eligible to exchange for a new HP 402dne or 556dn

1100, 1160, 1320, 3390, 2015, 2035, 2055, 3200, 2100, 2200

Note: There is a one-year warranty on the new HP Printers. If you encounter a problem with your HP printer, please contact Tom Hyland at HP.

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