Form

Surplus Declaration

As of September 10, 2025, there are process changes related to Surplus Declaration pickups due to staffing reductions in the UWM Grounds Department. Please review carefully! Departments declaring surplus will no longer have their surplus materials picked up by the UWM Grounds department. As such, departments now have three choices for having their surplus items removed after submitting their declarations:

  • 1. Departments can elect to wait in the Surplus pickup queue. Without a campus mover, Sustainability staff will now complete a limited number of pickups each week. Pickups will be completed in the order in which declarations are received, meaning that we expect the queue line to be several weeks long. As such, we require that department’s surplus items are packed and ready to be moved. Review the Surplus Checklist below to ensure your items are ready to be picked up.
  • 2. Departments can elect to contract with an approved moving vendor. Find the list of approved vendors on VendorNet. Third-party deliveries must be coordinated with the Warehouse Manager at least 2 business days in advance of the delivery to ensure we have staffing and space capacity. If deliveries arrive unannounced, movers will be turned away at the department’s expense. Review additional guidelines for utilizing an approved moving vendor here.
  • 3. Departments can elect to deliver their surplus materials themselves using University-approved forms of transportation (e.g. your department has appropriately trained staff and has approved access to a University truck/vehicle; this option may not be available for all departments). Deliveries must be coordinated at least 2 business days in advance of the delivery with the Warehouse Manager. If deliveries arrive unannounced, departments will be turned away due to staffing and space constraints.
  • Regardless of the option selected, the $52.50 flat-rate surplus declaration fee still applies. The fee covers waste and disposal costs and is not a labor charge.
  • These same three options also apply to departments getting reused items delivered from surplus for use back on campus. Delivery charges still apply.
  • In light of these changes, we want to work with departments to determine the best options while also acknowledging that these limitations will cause delays and other challenges. We appreciate patience as we navigate this operational change. Please email Christi, Warehouse Manager, at larso256@uwm.edu or call 414-251-5662 to coordinate with us in advance.
  • The Surplus department cannot complete departmental moves, such as moving between buildings. For these services, departments must contract with an approved moving vendor. Find the list of approved vendors on VendorNet

Excessive Volume Process Guidelines

Beginning in FY25, Surplus Declarations consisting of excessive volumes will be required to follow additional guidelines found here. This new process only affects about 5% of all Surplus Declarations and is necessary to manage increased costs associated with processing excessive volumes of materials in a short timeframe. 

Access the Excessive Volume Process Guidelines

Surplus Declaration Overview

If your office or department has unwanted items, please submit the surplus declaration form below.  Items are generally picked up within 1-5 days. Items to declare include, but are not limited to: desks, chairs, bookshelves, file cabinets, electronics, appliances, lab equipment, office supplies, and capital assets. The Office of Sustainability Surplus program works to reuse and recycle these items. Departments should not throw away these items in dumpsters on campus.

Surplus Checklist

Please carefully review this list prior to submitting a Surplus Declaration Form:

  • Before starting your Surplus Declaration Form, ensure that you are logged into the UWM domain and authenticated on your web browser. If you are not authenticated, the form WILL NOT submit properly.
  • On the form, you must use the “plus sign” button to add additional items to your declaration OR you can submit an excel spreadsheet listing the items. We will not accept forms which are not filled out properly.
  • Clearly mark all surplus items clearly and consolidate surplus in one location.
  • Surplus items should not block hallways or doorways.
  • Empty all cabinets, drawers, and shelving prior to submitting items for surplus.
  • Box up any loose items or supplies (office supplies, small electronics, decor, etc.). We cannot pack your items for you. We conduct pickups only. Please contact us in advance if you need boxes or carts, etc. (uwmsrpls@uwm.edu).
  • Do not send ANY LIQUIDS to Surplus. Liquids must be processed by Safety & Assurances or in accordance with the Hazardous Waste Disposal Guide (see below).
  • If you have equipment or materials with hazardous waste components, you must clearly note this on your surplus declaration form and contact US&A first to have your materials processed. These items cannot go to UWM Surplus. We will not pick them up, nor we will accept them being delivered.
  • Data containing devices, such as computers and phones, must be sent to UWM Campus Technology Support prior to being declared as surplus (see below). We will reject your declaration if items are not processed properly.
  • There are also, at times, excessing large or heavy items which we are not qualified to move internally. Departments will need to procure outside services, such as a millwright or machine mover, etc.

In order to keep the surplus program viable and to cover a range of recycling and waste costs, there is a $50 handling charge to departments for each surplus declaration submission.

Important: Review the Hazardous Waste Disposal Guide before declaring surplus. Please clearly note on the Surplus Declaration Form anything that might be hazardous waste. University Safety & Assurances is responsible for handling hazardous waste. US&A is notified when you submit your form. 

Important: Computers, laptops, phones, tablets, and other data-containing devices must all be sent to the UWM CTS department for data wiping and asset management prior to declaring as surplus. Please contact CTS for support with computers. Electronic waste, including computers, printers, copiers, computer mice, and keyboards are handled through the surplus program and are re-purposed through a state contract with Dynamic Lifecycle Innovations. Dynamic provides certification that all items are processed in accordance with NAID AAA data security standards. 

Surplus Declaration Form

Please make sure you receive a confirmation email after your submission. If you do not receive a confirmation email, please make sure your web browser is authenticated. If you do not receive a confirmation email, your form was not submitted – please try again. If you are having issues, contact us at uwmsrpls@uwm.edu.