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BAM 803 6 of 14 IRS DATA EXCHANGES BPB 2025-015 6-1-2025

BRIDGES ADMINISTRATIVE MANUAL STATE OF MICHIGAN DEPARTMENT OF HEALTH & HUMAN SERVICES

DSP Duties FIP, SDA, MA and FAP Only the DSP may retain a key to the place housing the notices. The key must be kept in a locked place. Any duplicate key(s) must be kept in the office safe. The DSP must: • Print notices for specialist or clients as described in Obtaining IRS Notice Copies in this item. • Maintain a DHS-4488, Internal Revenue Service Data Control Sheet, to track notice copies released directly to specialists, clients, or mailed to the client. • Log all notices sent to the DSP (undeliverable, forwarded or returned from specialists) on the DHS-4488 and treat them as confidential. Shred all notices returned and log the method and date of destruction. The DHS-4488 must be retained for five years after the last notice is logged on it. It may then be destroyed by MDHHS staff and only by shredding. OBTAINING IRS NOTICE COPIES FIP, SDA, MA and FAP A copy of the notice may be obtained under certain circumstances from the DSP. Request for Duplicate IRS Notice If a client, his representative or a specialist requests a replacement of an IRS notice (for example lost or never received the original); the DSP can reprint through Central Print or Local Print from Bridges correspondence. When the copy is printed locally, the DSP must: • Log on DHS-4488.

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Page 6

Official source

BAM 803 6 of 14 IRS DATA EXCHANGES BPB 2025-015 6-1-2025

BRIDGES ADMINISTRATIVE MANUAL STATE OF MICHIGAN DEPARTMENT OF HEALTH & HUMAN SERVICES

DSP Duties FIP, SDA, MA and FAP Only the DSP may retain a key to the place housing the notices. The key must be kept in a locked place. Any duplicate key(s) must be kept in the office safe. The DSP must: • Print notices for specialist or clients as described in Obtaining IRS Notice Copies in this item. • Maintain a DHS-4488, Internal Revenue Service Data Control Sheet, to track notice copies released directly to specialists, clients, or mailed to the client. • Log all notices sent to the DSP (undeliverable, forwarded or returned from specialists) on the DHS-4488 and treat them as confidential. Shred all notices returned and log the method and date of destruction. The DHS-4488 must be retained for five years after the last notice is logged on it. It may then be destroyed by MDHHS staff and only by shredding. OBTAINING IRS NOTICE COPIES FIP, SDA, MA and FAP A copy of the notice may be obtained under certain circumstances from the DSP. Request for Duplicate IRS Notice If a client, his representative or a specialist requests a replacement of an IRS notice (for example lost or never received the original); the DSP can reprint through Central Print or Local Print from Bridges correspondence. When the copy is printed locally, the DSP must: • Log on DHS-4488.