The Surplus Exchange and IT Exchange programs make surplus property available for UW-Madison departments before it is sold publicly.
All items must be acquired for the department’s programmatic use and all University surplus property disposal rules must be followed when the property is no longer needed. Acquired property cannot be sold or donated to private or non-profit individuals or organizations without authorization from SWAP. Acquiring property through this program for personal use is strictly prohibited.
Have questions not answered below? Email SWAP at swap@bussvc.wisc.edu.
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Who can request property from the Surplus Exchange?
Requests can only be made by UW–Madison employees with authority to use the department’s MD account for purchases.
Can UW employees request property from the Exchange for personal use?
No. All items must be acquired for the department’s programmatic use and all University surplus property disposal rules must be followed when the property is no longer needed. Acquired property cannot be sold or donated to private or non-profit individuals or organizations without authorization from SWAP. Acquiring property through this program for personal use is strictly prohibited.
How do I acquire property listed on the Surplus and IT Exchange for my UW-Madison department?
- Browse the inventory for items needed for programmatic use
- Note the name, 8-digit item number, fee, and quantity desired
- Submit an Exchange Request form – https://veronaoperations.businessservices.wisc.edu/swap/uw-madison-departments/surplus-exchange-request-form/
- Wait for a confirmation email
What is an MD account and how do I get one?
MD accounts are accounts with MDS that are tied to a funding string. MD accounts cannot be used to purchase items from ShopUW+ but they are still used for all SWAP-related financial transactions.
To request a new MD account, or edit an existing one, use the MD New Account Set-up or Revision Request form:
Not sure if your department or funding string already has an MD account? Email SWAP at swap@bussvc.wisc.edu.
What is the cost to use the Exchange?
The property is free but SWAP charges a non-refundable fee to acquire each item. The fee is provided on each listing and will be charged to the department’s MD account number.
Have the items listed on the SWAP Online Auction or Exchange been tested?
No. Unless otherwise noted in the description, items should be considered untested and functionality is not guaranteed. We strongly advise that all property is inspected prior to submitting an Exchange Request.
Can I view and test the item before I request it?
Yes, but we ask that you schedule an appointment to do so. Send us an email at swap@bussvc.wisc.edu and let us know when you’d like to stop by. We’re located at 1061 Thousand Oaks Trail, Verona and our hours are Monday through Friday 8:30 a.m. – 3:30 p.m.
For items located on campus, contact the department to discuss viewing/testing options.
Can I pick up my department's items?
Yes, once SWAP confirms the Exchange Request, the items located at SWAP can be picked up at 1061 Thousand Oaks Trail, Verona, WI 53593, Monday through Friday 8:30 a.m. – 3:30 p.m.
Please come to Bay #2 in front of our building and ring the doorbell by the walk-in entrance. Your receipt will be with the item(s).
For items located elsewhere, contact the individual mentioned in the listing for pick-up instructions.
Can SWAP deliver items items acquired through the Surplus Exchange?
Yes, SWAP can deliver most items to the loading dock of UW-Madison building’s for a $10 fee.
Please note that SWAP does not deliver sensitive electronics or property that is fragile or too large to safely handle. These items can be claimed but must be picked up at our warehouse in Verona, 1061 Thousand Oaks Trail.
Can I get a refund if the item does not work?
No, the fees for acquiring property through the Exchange are not refundable.
If you need the item picked up again for sale or disposal, submit a Surplus Request form or email SWAP at swap@bussvc.wisc.edu.
Can my department purchase from the SWAP Online Auction site?
Yes! Departments can place bids on auction items or purchase Buy Now items using any registered auction account, even a personal one.
When an invoice is received, the buyer should email SWAP or call our Customer Service line – (608) 497-4420) – with the department’s MD account number to make payment. Tax will be removed from the invoice for all MD account purchases.