Job Instruction Sheet: Undeliverable IRS Offset Notices

Date/Version: 7/14/2025 - v.1

Process Owner: Customer Care Team

Review Cadence: Annually

Process/Purpose: Process for IRS office documents received through USPS.
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Important Steps (WHAT?)

Key Points

(HOW?)

Artifacts

A logical segment of the operations that advances the work

Important actions in the steps that will: Make or break the job Make the job easier

Sketches, layouts, digital pictures , etc. that will improve understanding of the job

1 Undeliverable IRS Offset Notices are received by U.S. mail and prepped by CSS01
  1. Undeliverable IRS Offset Notice is identified by verbiage on front of envelope “IMPORTANT: FEDERAL TAX REFUND INFORMATION”
  2. Notices are removed from envelope and batched with no separator
  3. IRS Offset Notices that cannot be processed the same day must be placed in a locked cabinet.
IRS Offset Envelope Example
2 Login to dedicated BSAT PC, or log into BSAT application at PC attached to scanner.
  1. Log in to BSAT Document Scanner using D number and password
  
3 Stack documents on the scanner according to hardware requirements and follow scanning prompts.
  1. Using dedicated BSAT PC
  2. Load docs in scanner (head down, face in)
  3. Click “Start Scan”
  4. Fix any errors that arise (Usually it is the case number)
  5. Destroy batches when done.
  6. Click “Back to main”
  7. “Select all batches”
  8. “Click destroy batches”
  9. Exit BSAT program
  10. Click “Back to Main”
  11. Click “Exit Program”
  12. Click “Yes”
  13. Completely log off PC
 
4 Shred docs in specified IRS shredder
  1. Do not load more than 6 pages in shredder at a time.
  2. Frequently check shredder bins. Change the trash bag when bin is no more than ¾ of the way full.