Lost Your Notice CP 575? Here’s How to Obtain a Replacement for OMMA Compliance

If you have an Oklahoma Medical Marijuana Authority (OMMA) business license, you’ve likely recently encountered the requirement to provide a “SS-4 form” or Notice CP 575, the official letter from the IRS confirming your Employer Identification Number (EIN). For OMMA compliance, this document serves as proof that your EIN is valid and tied to your business. Simply knowing or providing the number won’t suffice. OMMA needs an official document to verify your information.

First, there’s some confusion as to what exactly OMMA is asking for. The confusion arises because OMMA refers to the required document as an "SS-4 form," but technically, Form SS-4 is the application you use to apply for an EIN, not the confirmation letter that displays your EIN number. OMMA likely uses the term "SS-4" as shorthand for official IRS documentation related to Form SS-4 that provides proof of an EIN and ties it to your entity. While this isn’t accurate IRS terminology, some state agencies use the term loosely to refer to the Notice CP 575 (the confirmation letter from the IRS). Essentially, they are requesting documentation that shows:

1. Your business’s name.

2. Your EIN as assigned by the IRS.

If you’ve misplaced your Notice CP 575, don’t worry. Here’s how to navigate the process of obtaining a replacement to ensure you remain in compliance.

Steps to Take If You’ve Lost Your Notice CP 575

1. Check Your Records for a Copy

Before taking further action, thoroughly search your business records:

• Digital Records: If you applied for your EIN online, you likely received the Notice CP 575 as a PDF immediately. Search your documents, email or cloud storage for terms like “CP 575 G Notice.”

• Contact your bank: If you opened a business bank account using your EIN, your bank should have the number on file. Reach out to your bank and see if they were also provided the letter.

2. Request a Replacement Document from the IRS

If you cannot locate your Notice CP 575, you’ll need to contact the IRS to request an EIN Verification Letter (Form 147C) as a replacement. Follow these steps:

• Call the IRS Business & Specialty Tax Line:
  Reach them at 800-829-4933, Monday through Friday, between 7:00 AM and 7:00 PM (local time).

• Verify Your Identity:
  Be prepared to provide the following details to confirm you’re authorized to receive the EIN information:

• Your name and Social Security Number (if applicable).

• Business name as it appears on IRS records.

• The EIN you’re inquiring about.

• Business address.

• Request Form 147C:
  Explain to the IRS representative that you’ve lost your Notice CP 575 and need a replacement document for verification purposes. The IRS cannot issue a new CP 575, but they can send you Form 147C, which serves as an official verification of your EIN.

• Choose Delivery Method:
  Form 147C can only be delivered by mail or fax. Ensure you provide the correct contact details to avoid delays.

Keep in mind that OMMA will not grant you an extension of time nor will they approve your application without all the required documentation. 

Tips to Avoid Losing Important Documents in the Future

1. Digital Backups:
   Store scanned copies of essential documents like the Notice CP 575 in secure cloud storage systems or on an encrypted drive.

2. Physical Organization:
   Keep all critical documents in a designated file or binder, labeled clearly for easy access.

3. Work with a Professional:
   Consider hiring a compliance professional who can help you manage and safeguard these documents.

Failing to provide required documents like the Notice CP 575 could result in your license being rejected and eventually denied if the issue is not resolved. By taking immediate action to replace your lost Notice CP 575, you’ll ensure your business remains operational and compliant.

Losing your Notice CP 575 might feel overwhelming with looming deadlines, but the process to obtain a replacement isn’t complicated if you know the steps. Requesting Form 147C from the IRS is your best solution to provide OMMA with the official verification they require.

Need help navigating the complexities of OMMA compliance? Our team is here to help! Contact us today for expert support.