POLICY:

This policy is to define circumstances when it will be necessary for the UW-Madison Surplus With A Purpose (SWAP) to charge for pick-up (transportation) costs.

PROCEDURES:

1. CHARGES FOR PICK-UPS FOR UW-MADISON DEPARTMENTS:

When a pick-up request is submitted to SWAP for surplus materials located at UW
Madison departments, there will generally be no direct charge for freight, except as noted
below.

1.1 If the department requires the pick-up to be made sooner than 10 days from submitting the form, an emergency transaction fee of $75 if MDS picks the item(s) up or the transportation costs from a contracted vendor will be charged to the stated MDS account number for the pick-up. 

1.2 For large shipments that cannot be handled by MDS staff in the normal course of business, transportation charges may be passed on to a contracted transportation company. In some cases, charges may be absorbed by SWAP as part of the sale revenue. Such arrangements will be confirmed by e-mail communication prior to the pick-up or sale of any items.

2. CHARGES FOR PICK-UPS FOR ALL OTHERS:

2.1 If an agency chooses to have SWAP pick-up items, it accepts the standard published rates for this service.  The pick-up charge will be applied to the appropriate MDS account number.
           
2.2 An agency can elect to make independent arrangements with contracted vendors to send items to SWAP.  The cost of this service is the responsibility of the agency.

2.3 In some cases, charges may be absorbed by SWAP as part of the sale revenue. Such arrangements will be confirmed by e-mail communication prior to the pick-up or sale of any items.

3. OPTIONS OF EFFICIENCY 

3.1 An option to have an evaluation of the surplus goods in question by SWAP will help with efficient and proper disposition thus reducing costs for all agencies.  A written document will be processed describing transportation issues, amounts, costs as well as who will be responsible for those costs.