Material Acceptance Guidelines
Before submitting a Surplus Request form, it is the responsibility of the department submitting the form to ensure:
- All items adhere to the Material Acceptance Guidelines below
- The property is safe to handle
- Capital assets are cleared for disposal by Property Control
SWAP staff are trained on criteria for accepting surplus property and may decline items—even those generally accepted—if they are outdated, in poor condition, lack current demand, or pose injury risks due to weight or size.
The list below is a guide but is not an exhaustive list. If you have questions about whether your property is suitable for redistribution through SWAP, contact us at swap@bussvc.wisc.edu.
SWAP accepts (or conditionally accepts):
Small appliance
SWAP accepts clean small appliances that are functional or have value for parts or repair. Unrepairable or dirty appliances should be recycled by the department.
Large appliance
SWAP accepts most large appliances that are fully-functional and clean. Broken, dirty, or contaminated large appliances should be disposed of through FP&M.
Disposal instructions can be found on the Environment, Health & Safety Recyclopedia page.
SWAP only accepts new batteries, individual laptop batteries, and batteries that are currently installed in equipment (laptops, UPS devices, forklifts, etc.).
All other batteries should be disposed of at your locations. Disposal instructions can be found on the Environment, Health & Safety Recyclopedia.
SWAP accepts fiction, non-fiction, and reference books in good condition.
Large quantities (20+) of books must be placed in small boxes before transport to SWAP. Speed packs should not be used for gathering and transporting loose books.
SWAP accepts carpet squares, rugs, and small quantities of rolled-up carpeting in very good condition.
Countertop Centrifuges
SWAP accepts countertop centrifuges for repurposing or recycling if both of the following are true:
- Unit has been decontaminated and hazardous warning stickers removed or defaced, and
- Door to access the rotor is open, or can be opened without power
Floor Centrifuges
SWAP accepts floor centrifuges for repurposing or recycling if all of the following are true:
- Department verifies (via email or Surplus Request form) that the unit has been decontaminated and any hazardous warning labels have been removed or defaced
- Door to access the rotor compartment is open, or can be opened without power
- Rotor has been removed – SWAP does not accept floor centrifuge rotors
SWAP accepts new and gently-used clothing.
SWAP does not accept used labcoats.
Clothing with embroidery, patches or screen printing that might give the wearer access to otherwise restricted areas should be disposed of. Examples include doctor’s labcoats, marching band uniforms, and law enforcement apparel.
Contact SWAP with any questions about apparel.
SWAP accepts all computer equipment, including computers, monitors, printers, copiers, and smaller peripherals, regardless of condition.
For hard drives that contain sensitive information, SWAP has a hard drive crusher that can render the drives inoperable before it is sent to our e-waste recycling vendor for shredding. For more information about this free service, contact Matthew Thies at matthew.thies@wisc.edu.
SWAP accepts wood and metal doors in good condition, with or without hardware.
SWAP accepts clean small electronics regardless of condition and larger electronics that are clean and functional.
Large electronics that are broken may be accepted by SWAP for recycling as electronic waste. However, larger broken electronics comprised mostly of metal with very little plastics or circuitry should be recycled as metal scrap by the department.
SWAP accepts new ballasts if they are non-PCB. All other ballasts should be disposed of on campus. Disposal instructions can be found on the Environment, Health & Safety Recyclopedia.
SWAP accepts furniture in good, salable condition.
Desks/Tables
Must be complete, functional, and intact. Drawers should be functional.
Chairs/Seating
Must be clean and functional; no missing or broken arms, casters, or main cylinders. Fabric cannot have rips or stains.
Exception: SWAP accepts all Herman Miller chairs regardless of condition
File Cabinets
Must be in excellent, like-new condition, unlocked, and empty. Acceptance may depend on SWAP’s current inventory level.
Modular/System Furniture
SWAP does not accept modular or systems furniture.
SWAP accepts household supplies in usable and salable condition, other than household chemicals (see “Chemicals”).
Lab Glass
SWAP conditionally accepts lab glass provided it is:
- Clear (not brown)
- Intact – no chips or cracks
- Clean – no chemical, cleaner, or marker residue
- Boxed up and labeled for transport
Small glassware, including tubes and small bottles, must be in original packaging.
Lab Plasticware
Plasticware must be unused, unexpired, and in original packaging.
SWAP accepts most small and medium-sized lab equipment regardless of condition, except for non-functioning refrigerators and freezers.
SWAP must receive confirmation of decontamination (via email or Surplus Request form) for the following equipment:
- Floor centrifuges
- Incubators
- Lab freezers and refrigerators (working condition only)
- Lab microwaves
Departments are responsible for decontaminating or removing tubes or reservoirs before it is transported to SWAP.
SWAP does not accept equipment with hazardous warning labels or any material that may contain biological, radiological, or chemical hazards.
Some items restricted to use by law enforcement departments or agencies may be unsuitable for redistribution through SWAP. Please contact SWAP prior to submitting a Surplus Request Form to see if SWAP can accept your restricted law enforcement equipment or supplies.
SWAP accepts NEW light bulbs in their original packaging. All other bulbs should be properly disposed of per instructions available in the Environment, Health & Safety Recyclopedia.
SWAP accepts household light fixtures, wall sconces, industrial lighting, and all fixtures that are new and in their original packaging.
SWAP does not accept used fluorescent light fixtures.
SWAP accepts University-owned liquid nitrogen tanks that are fully functional and do not leak. Leaking tanks should be properly disposed of.
SWAP accepts lumber and wood scrap. Nails and screws must be removed from the lumber prior to pick-up or delivery to SWAP.
SWAP accepts most maintenance equipment regardless of condition.
SWAP accepts new and used microwaves, regardless of condition
Departments must verify (via email or on Surplus Request form) that microwaves used in a lab have been decontaminated.
SWAP accepts CDs, DVDs, thumb drives, hard drives, and other data-bearing devices. The material is secured and sent to the University’s electronic waste recycling vendor for shredding.
Large quantities of material must be removed from the cases and placed in boxes before sending them to SWAP.
If the media contains sensitive information, including student, financial, or health records, SWAP recommends disposing of the media using the DOA State Records Center or Dynamic Lifecycle Innovations:
1. DOA State Records Center (SRC)
Contact the SRC Order Desk at (608) 266‑2995 or DOADEORecordsCenter@wisconsin.gov.
2. Dynamic Lifecycle Innovations
Email their Customer Service team at orders@thinkdynamic.com to request a pickup. They’ll send you a form to complete and return.
SWAP accepts office supplies in reusable condition. Supplies must be boxed up and labeled with contents prior to transport to SWAP.
SWAP accepts new boxes, bubble wrap, and wrapping paper. Partially-used paper tubes are accepted.
MDS picks up wood and plastic pallets free of charge. For more information, contact Tom Erickson at taerickson@wisc.edu.
SWAP may accept PPE if it is new or in like-new condition and not expired. Contact SWAP (swap@bussvc.wisc.edu) to see if your PPE includes items we can repurpose.
SWAP does not accept:
- Expired PPE
- Lead aprons / shielding
- Geiger counters
- Used PPE with any defects
SWAP accepts all new toner cartridges. Submit a Surplus Request form to request pick-up.
MDS accepts all used toner cartridges for recycling. Label the used toner for MDS and place it by the building’s receiving area where MDS delivers ShopUW+ packages.
SWAP accepts:
Wire still in original packaging or included with related equipment.
Please box up larger quantities of wire before placing them in speed packs. Additional boxes can be requested in the Additional Comments portion of the Speed Pack Request form.
SWAP does not accept:
Large quantities of loose wire without related equipment.
SWAP does not accept:
Disposal instructions can be found on the Environment, Health & Safety Recyclopedia.
Disposal instructions can be found on the Environment, Health & Safety Recyclopedia.
SWAP does not accept asbestos-containing equipment or supplies. Departments should closely inspect older equipment, especially older lab ovens and lab counter tops, for asbestos prior to submitting a Surplus Request Form.
To request an assessment for asbestos, contact Physical Plant Customer Service.
SWAP does not accept or sell used biological safety cabinets. Contact the Office of Biological Safety for disposal information.
Disposal instructions can be found on the Environment, Health & Safety Recyclopedia.
Disposal instructions can be found on the Environment, Health & Safety Recyclopedia.
Contact Environment, Health & Safety’s Fire and Life Safety group for disposal instructions.
Disposal instructions can be found on the Environment, Health & Safety Recyclopedia.
SWAP does not accept used filters that have been removed from the equipment. This includes used HEPA filters and any filters that use compressed gas.
SWAP does not accept rotors for floor centrifuges. The rotors should either be retained by the department or disposed of on campus.
SWAP does not accept or sell used fume hoods. Contact EHS for disposal information.
SWAP will not pick up or accept material that may pose a hazard to personnel or equipment, including:
- Plate glass
- Equipment over 2,000 lbs.
- Equipment requiring a flatbed
Property too large to safely transport can be sold at the department’s location. Contact SWAP for more information.
Note: SWAP does not accept sharps hazards, including needles, scalpels or items with broken glass. See “Sharps” for more information.
SWAP does not physically accept lasers that emit an exposed beam and lasers cannot be sold to the public. However, SWAP can assist in marketing individual lasers to other UW–Madison departments for re-purposing. Contact SWAP for more information.
SWAP accepts equipment that contains a laser as long as the laser beam is confined within the equipment.
SWAP does not physically accept box springs or mattresses. However, SWAP can assist in repurposing these items from the department’s location using our auction website.
SWAP does not accept, redistribute, or dispose of equipment or supplies that contain mercury, including mercury-filled switches. Projector lamps that contain mercury are accepted provided the lamps remain installed in the projector.
Disposal instructions for lab/medical equipment or supplies containing mercury can be found on the Environment, Health & Safety Recyclopedia.
SWAP does not accept microtome blades, or microtomes that contain a blade. See “Sharps”.
SWAP does not accept modular furniture, including cubicles and related components.
SWAP does not accept used styrofoam peanuts or boxes, freezer packs, or other used materials used for packing.
Disposal instructions can be found on the Environment, Health & Safety Recyclopedia.
SWAP will not accept equipment or supplies that contain, or have been exposed to, radiological hazards unless cleared for disposal by the Office of Radiation Safety. Disposal instructions can be found on the Environment, Health & Safety Recyclopedia.
SWAP does not accept scrap metal, including stainless steel, copper, or brass, for recycling value. Precious metals used in research may be accepted for reuse or sale. Contact SWAP for more information.
SWAP does not accept medical or non-medical sharps, including broken glassware.
Medical Sharps
Medical Sharps are instruments that are intended to cut or penetrate skin (e.g. needle, syringes with needles, lancets and razor blades). They require special handling, and may not go directly to the landfill.
Non-Medical Sharps
Non-medical sharps are lab materials that can cut, but are not intended to do so, and should be disposed of in a manner that prevents harm
Information on how to dispose of medical sharps, laboratory sharp materials and broken glass is located on the EHS Sharps Disposal page.
SWAP does not accept sharps containers unless they are new in the original packaging.
SWAP does not accept oil-filled transformers. Contact FP&M Physical Plant – Waste & Recycling for disposal instructions.
SWAP does not accept weapons or any property designed to inflict physical damage.
SWAP does not accept or re-purpose x-ray equipment or supplies, including individual x-rays.