Ancillary Expenses - Bay Area Furniture Bank (BAFB)

BAFB is a non-profit organization whose objective is to provide furniture and other household items to eligible individuals and families.

Referrals

Clients are served on a referral basis only. The organization receives referrals from CBOs, including referrals submitted directly by the EC.

Services

BAFB requires a $90 delivery fee for all Santa Clara County residents. When the furniture is delivered to South County, there is an additional $60 delivery fee. The cost for the furniture and delivery fees are paid by the EC via Ancillary directly to BAFB as a reimbursement vendor payment.

Procedures

BAFB and the EC will follow the procedures below:

A. The EC:

• Meets with clients per existing procedures.
• Determines need for furniture and other household items.
• Completes with client the BAFB referral form from provider’s site: https://bayareafurniturebank.org/partners/
• Emails referral form to BAFB representative at ClientRequest@BAFB.org

B. The BAFB:

• Receives and processes referral.
• Once request is approved, arranges delivery time/date of furniture with the client.
• After delivery has been made, referring EC will receive an email from BAFB with attached receipt.

C. The EC:

• Within ten working days of receiving signed receipt, assigns, approves and authorizes vendor payment as follows:
• Adds Ancillary supportive services type.
• Selects sub-category “Other” within the Supportive Services Description drop-down.
• In Provider group box, clicks [Find] button to find and select provider, Bay Area Furniture Bank (provider ID 215452).
• in the Pay To field, selects “Provider” and “Payee Modifier “For.”
• In the Payment Handling group box, selects “Paid to Provider.”
• Selects “Warrant” under Issuance Type and “One Time” under Frequency.
• In the Amount field, enters the amount based on Standard Order and/or Additional Furnishings costs, plus the delivery $90 delivery fee.

Note: All Santa Clara County residents are charged the $90 delivery fee. For South County deliveries, add an additional $60 delivery fee.

• Selects “Approved” under Status and “Not Applicable” under Category.
• Authorizes Ancillary supportive services by Provider via “Regular Mail” under Issuance Method.
• Issues “Ancillary Expenses Approval” Notice (NA 823) to client.
• When issuing shelf stock NA 823, scans copy into IDM.
• Enters case comments using “Case Update” case comment type.