Administrative (Non-Clinical) Policy
This administrative policy applies to the operations and staff of the University of Wisconsin Hospitals and
Clinics Authority (UWHCA) as integrated effective July 1, 2015, including the legacy operations and
staff of University of Wisconsin Hospital and Clinics (UWHC) and University of Wisconsin Medical
Policy Title: Surplus Property
Policy Number: 5.47
Effective Date: July 1, 2016
Chapter: Material Management
To provide procedures for the redistribution and/or disposal of UW Health surplus property.
II. POLICY ELEMENTS
A. Any equipment or supply purchased with UW Health funds, gift, or grant monies is the sole
property of UW Health until it is declared surplus property.
B. All UW Health property declared surplus to departmental needs will be reviewed by the Facilities
& Engineering Services to determine its potential use by another UW Health or UW Department.
C. The Facilities & Engineering Department will redistribute the surplus property to another
department as needs are identified. Additionally, the advertising of surplus items will be hosted
on SWAP (Surplus With A Purpose) website. http://www.swapauction.wisc.edu.
D. If the surplus property has not been redistributed to a UW Health user(s), it will be sold, donated
or disposed of.
Surplus Property - Any equipment or supply purchased with UW Health funds, gift or grant monies that is
no longer needed by a department.
The Facilities & Engineering Service Request is available on U-Connect.
A. After a department determines that property is surplus to their needs, they will complete a
Facilities & Engineering Service Request, which is available on U-Connect, to Facilities &
Engineering Services, requesting the item be moved to a designated storage area. Care must be
taken to ensure that complete information is provided on the form, including the department
number, item description, decal number, and contact person and telephone number. The
department will determine fair market value of the equipment and include this information on the
Service Request or equipment. Facilities & Engineering Services may determine the fair market
value in absence of this information.
B. Facilities & Engineering Services will then schedule a pick-up of the designated property and
transport it with copies of the Facilities & Engineering Service request.
C. The Facilities & Engineering Services Department may inspect equipment to determine whether
there is a reasonable chance that the item may be used by a different department. Equipment that
does not have a reasonable future need may be sold, donated or disposed of. Items identified by
UW Health as scrap or of no material value will be disposed of.
D. Facilities & Engineering Services will redistribute surplus items back into the UW Health system
1. Departments wishing to inspect available equipment may do so by calling Facilities and
Engineering Services and making an appointment.
2. Items that have been requested for use by another department will be processed by The
Facilities & Engineering Services Transportation Office, after receiving a Facilities &
Engineering Service Request.
3. Upon notification, Facilities & Engineering Services will schedule the pick-up and
delivery of the items to the department per the instructions on the Facilities &
Engineering Service Request. Fiscal Affairs will adjust the Capital Asset Record by
transferring the value of any equipment to the new user department inventory.
E. Surplus property determined to have a reasonable future need will be maintained in inventory for
a period of 30 days. If, after this period, the property has not been redistributed to the Hospital, it
may be sold, donated or disposed of.
1. Medical Equipment/Supplies
a. Equipment and supplies utilized in the delivery of healthcare may be sold to
professional healthcare providers. If no market exists for particular surplus
property, the property may be donated to a non-profit healthcare organization or
healthcare relief effort.
2. Non-Medical Equipment/Supplies
a. Property of a non-medical nature may be sold at public sale with no preference
granted to any individual or group.
b. Property with no immediate sale value but having some potential value may be
donated to a non-profit organization.
c. Property which has been offered at public sale and has not been sold, may be
sold, donated or disposed of at the discretion of the Leadership of Facilities &
F. The Facilities & Engineering Services will notify Fiscal Affairs monthly of capital equipment
items that have been transferred into storage, sold, or disposed of.
1. For items in storage, Fiscal Affairs will receive complete descriptions of the equipment
and decal numbers.
2. Each will be sold by SWAP in accordance with their procedures. Decals must be
forwarded to Fiscal Affairs.
3. Equipment items donated or disposed of will be reported to Fiscal Affairs by the
Facilities & Engineering Services Department and decals will be forwarded to Fiscal
Sr. Management Sponsor: VP, Facilities & Support Services
Author: Director, Facilities & Engineering Services
Approval Committee: UW Health Administrative Policy and Procedure Committee
Chief Administrative Officer
Previous revision: 062013
Next revision: 072019