POLICY:

UW-Madison Surplus With A Purpose (SWAP) conducts regular sales of surplus property. Items are sold on a consignment basis. Merchandise without any potential reuse value is disposed of appropriately. Merchandise is first offered for sale to UW-Madison departments, government agencies and non-profit organizations before it is made available to the general public. Sales for UW-Madison departments, government agencies, and non-profit organizations are held each week on Thursday’s 8am to 2pm and general public sales are held every Friday 8am to 6pm. Items are sold from SWAP on an as is basis.

PROCEDURES:

1. Preparation of material for sale at SWAP:

1.1 Computer equipment is to be tested and labeled with specification/performance information. Damaged, untested, or obsolete equipment is palletized and sent to a recycling contractor.

1.2 Data files and software are removed from computers by reformatting the hard drives.

1.3 Computers shall have a label stating the computers vital statistics and price.

1.4 When practical, SWAP staff will test and label other electronic equipment with specification/performance information.

2. Disposal of non-saleable material

2.1 Certain items are not sold at SWAP and must be disposed of properly; Items of this type are non-functioning white goods (refrigerators, air conditioners, microwaves, etc.), needles, drug paraphernalia, asbestos, radioactive materials, equipment with biological hazards, unconfined mercury, liquid chemicals and equipment containing PCB’s. Consult Environmental Management disposal guide for proper disposal information (www.wisc.edu/campus_ecology).

2.2 Items that have no reuse value are placed in the appropriate recycling or waste disposal container.

3. Inventory Management

4. Pricing Methodology

4.1 Prices are reviewed weekly by SWAP staff consisting of (SWAP Manager, SWAP Storekeeper and SWAP Computer Technician,). Prices will be adjusted based on other resale market prices, final negotiated prices acceptable at SWAP, excessive inventory and operating expense recovery needs.

4.2 Prices for computers are based on resale prices as listed on the Internet and as sold in other computer resale stores in the Madison area.

4.3 Pricing on all other items are made by SWAP staff with the guidance of the SWAP Manager or Storekeeper. The manager or staff may consult with departments, resale guides, UW-Madison Purchasing Agents or other specialists to determine appropriate price.

4.4 Items at SWAP Shop are marked with a price tag or pricing information sheet about a group of merchandise and displayed near the items.

4.5 Prices may be reduced on items that remain in SWAP after one sale week. Prices may be reduced until the product sells or until the item is sent for disposal at the end of the fourth sale week. SWAP staff can negotiate prices for equipment valued at less than $75. Only the MDS Manager, SWAP Manager or SWAP Storekeeper may negotiate prices for equipment valued at $75 or more.

5. Priority of Sales

5.1 All merchandise will first be offered for sale to UW-Madison departments, other governmental agencies, and non-profit organizations on the SWAP WEB site and on regular Thursday sales at SWAP.

5.2 Departments with MDS (Materials Distribution Services) accounts are automatically registered with SWAP and their MDS account number is their SWAP account number that will be charged for purchases. Other governmental agencies and non-profit organizations must register with SWAP before they may purchase merchandise. SWAP will keep a copy of their tax-exempt certificate on file. SWAP will assign registered groups a unique MDS account number. Thursday shoppers may pay for purchases with either their MDS account numbers or a check from their non-profit organization.

5.3 UW-Madison Departments may set up an appointment to shop at other times in the week, if they are unable to shop during the regular Thursday sale or if they require an emergency purchase. Appointments must be made in advance with the SWAP Manager or Storekeeper.

5.4 Equipment not sold by the end of the Thursday sale will be offered to the general public during Friday sales. The general public may pay for purchases with cash or check.

5.5 Governmental agencies and non-profit organizations may also make tax-exempt purchases on Friday.

5.6 Items should be priced to sell within two weeks of receipt at the SWAP. Some market sensitive equipment may be left for longer periods of time. Equipment remaining in the SWAP Shop after four weeks may be disposed of by recycling contracts, proper solid waste disposal or sold for scrap value directly to recyclers for scrap.

6. Holds

7. Removal of sold items

8. Refund/Warranty

8.1 All merchandise at the SWAP is sold as is, where is, and without warranty. (See Sales Policy http://www.bussvc.wisc.edu/swap/policy.html)

8.2 There are no refunds on items abandoned at SWAP.

9. Revenue Sharing

9.1 UW-Madison Departments and governmental agencies will be reimbursed for items sold at through SWAP according to the standard SWAP reimbursement-sharing rate

9.2 The reimbursement rate shall be evaluated for adjustments quarterly to ensure SWAP recovers its operating expenses.

9.3 The MDS/SWAP accountant posts reimbursement rate reports for SWAP sales to MDS account numbers. Departments will receive their credit based on what was sold during any given month.