Federal funding recipients must maintain active SAM.gov registrations to receive awards and financial assistance. Requirements include obtaining a Unique Entity ID (UEI), completing entity verification processes, and submitting mandatory reports according to 2 CFR Part 25. Organizations must adapt to new subaward reporting procedures following FSRS.gov retirement in March 2025, with all reporting now consolidated within SAM.gov. Proper compliance prevents penalties including award termination and guarantees continued eligibility for federal opportunities.
Essential Registration Steps for SAM.gov Eligibility
Navigation through the SAM.gov registration process requires careful attention to several critical steps that promote federal funding eligibility.
Organizations must first obtain a Unique Entity ID (UEI) and create a Login.gov account to access the system. The registration process then requires designation of an Entity Administrator who oversees the account management. Businesses should start by securing a DUNS number registration before proceeding with further steps.
Entities must complete core data fields including business type, location, and points of contact. Entity verification occurs through multiple channels: IRS validation confirms tax ID numbers, CAGE code validation promotes proper identification for government contracts, and USPS verification confirms physical addresses. SAM registration is mandatory for entities seeking federal contracts, grants, or financial assistance. Users should be cautious of third-party services as official registration is free only through the genuine SAM.gov website.
Organizations should determine their appropriate registration level based on specific needs before finalizing submission.
After completion, maintaining active status through annual renewals is essential for continued funding eligibility.
Reporting Requirements for Federal Award Recipients
Every federal award recipient must fulfill specific reporting obligations to maintain compliance with government regulations. These requirements vary based on the type of award received, with reporting frequency ranging from one-time submissions to periodic updates throughout the award period.
Recipients must maintain active SAM registrations to submit reports, as mandated by 2 CFR Part 25. The registration process typically requires 10 business days for completion and validation. System accuracy requirements are strictly enforced to ensure the integrity of federal contracting processes. Specific reporting programs include Service Contract Reporting for eligible contracts above the simplified acquisition threshold and BioPreferred Reporting for contracts involving biobased products.
All reports are submitted through SAM.gov, requiring accurate entity information that must be updated at least annually.
Non-compliance with reporting requirements can result in serious compliance penalties, including award termination. Federal agencies use these reports to monitor award performance and guarantee proper fund utilization.
Navigating Subaward Compliance After FSRS Retirement
The federal subaward reporting landscape underwent a significant transformation when FSRS.gov retired on March 8, 2025, shifting all subaward reporting functions to SAM.gov. This consolidation streamlined compliance verification processes, allowing users to manage reports for all Unique Entity IDs from a single account.
A transformative shift in federal reporting as FSRS.gov retires, centralizing all subaward functions within SAM.gov’s streamlined platform.
Despite initial subaward integration challenges, SAM.gov now offers enhanced error prevention features through soft warnings and accuracy checks before submission. Organizations seeking federal contracts must first obtain a DUNS number before accessing the system. The system’s guided workflow guarantees users provide all required information, including subaward amounts, descriptions, and place of performance details.
SAM.gov automatically populates U.S. location information, reducing data entry errors. Organizations can now take advantage of the bulk upload API option for efficient reporting of multiple subawards simultaneously.
Federal award recipients must adapt to these new procedures by attending available training webinars and utilizing system documentation. The platform’s bulk reporting capabilities particularly benefit organizations managing numerous subawards, simplifying compliance with federal regulations.
Frequently Asked Questions
How Do Wage Determinations Affect My Federal Contract Compliance?
Wage determinations greatly impact federal contract compliance by establishing minimum wage rates contractors must pay workers.
Contractors must adhere to these rates, as specified by the Davis-Bacon Act and Service Contract Act labor laws.
Failure to incorporate wage determinations into bid specifications or contracts, or to pay workers according to these rates, can result in penalties, legal action, and contract termination.
Contracting officers should guarantee appropriate wage determinations are included in solicitations to maintain compliance and protect workers.
Can I Transfer My Unique Entity ID Between Affiliated Organizations?
No, a Unique Entity ID cannot be transferred between affiliated organizations.
Entity transfer is not possible within the federal registration system as each organization must obtain its own identifier. Affiliated organizations are treated as separate entities for federal contracting purposes, regardless of their business relationship.
Each organization needs to complete its own registration in SAM.gov to receive a Unique Entity ID. This guarantees proper identification and compliance with federal requirements for all contracting activities.
What Triggers a Compliance Audit for Biopreferred Reporting?
Compliance audits for BioPreferred reporting are typically triggered by several factors.
Late, incomplete, or missing reports often prompt immediate review. Data discrepancies between reported purchases and actual procurement documentation raise red flags.
High-value federal contracts receive greater scrutiny due to their significant impact. Organizations with previous reporting violations face increased audit likelihood.
Inconsistencies between self-certified biobased content claims and third-party verifications also attract attention from auditing authorities.
How Does the Federal Hierarchy Impact Subaward Eligibility?
The federal hierarchy directly impacts subaward eligibility by establishing a structured framework for organizational classification within government funding processes.
Entities must properly register within this hierarchy to receive subawards, ensuring compliance with federal regulations. The hierarchy helps verify that potential subaward recipients maintain appropriate registrations, possess valid unique identifiers, and fall within permissible organizational categories.
This systematic organization prevents funding distribution to ineligible entities and supports proper tracking of federal funds throughout the award chain.
Are Foreign Entities Subject to Different SAM.Gov Registration Requirements?
Foreign entities must meet additional SAM.gov registration requirements compared to domestic organizations.
They need a NATO Commercial and Government Entity (NCAGE) code for each location before registration, while U.S. entities do not.
Foreign entities must also guarantee exact name and address consistency across all systems, including IRS, DUNS, NCAGE, and SAM.gov.
Each physical location of a foreign entity requires a separate DUNS number, extending the registration timeline to approximately 10 business days.