Online purchases and deliveries are allowed if the approved process stated in the BFET Handbook is followed. Back up documentation may be requested.
1. The best practice is for organization to order online and receive delivery, including packing slip at the organization address.
2. Next option would be for a delivery directly to the BFET participant if the following occurs:
a. The organization should give the BFET participant a printed copy of the online order or email the order information to the participant, for their use when they receive the package.
b. A text message or email to BFET case manager/organization is received from the vendor, that the item has been delivered.
c. BFET participant is able to take a clear photo of the shipping label on the outside of the box, clearly showing the name shipped to and the vendor’s name.
d. BFET participant is able to take a clear photo of the items in the box.
e. BFET participant can check off items received against the online order sheet, and then initials the form, and takes a photo of form to email to case manager, or mails form back to case manager for the participant file.
f. BFET participant should send all three photos to BFET organization.
This process, 2.a – 2.f, along with the BFET Participant Reimbursement form signed by both the case manager and client will suffice as supporting documentation in lieu of the actual packing slip if not included in the box.
If an organization’s internal processes allow, and they are concerned with date and times of delivery occurring outside of business hours, the process above in #2 could be used if a delivery is to occur at an organization staff’s residence.